Item C04
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: May 16, 2006
Division:
Public Works
Bulk Item: Yes X
No
Department:
Administration
Staff Contact Person:
Beth Leto
AGENDA ITEM WORDING: Approval of an Amendment to the Interlocal Agreement with the City
of Marathon concerning use of the meeting room at the Marathon Government Center for City Council
meetings.
ITEM BACKGROUND: The City of Marathon has requested a reduction in the annual meeting room
usage fee from $25,978.68 to their budgeted amount of $20,000.
PREVIOUS RELEVANT BOCC ACTION: Approval of Interlocal Agreement on October 19,
2005.
CONTRACT/AGREEMENT CHANGES: Amend Sec. 2 to reduce annual meeting room usage fee
from $25,978.68 to $20,000 for the term of October 1, 2005 to September 30, 2006.
STAFF RECOMMENDATIONS: Approval.
TOT AL COST: N/ A
BUDGETED: Yes N/ A No
COST TO COUNTY: N/ A
SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes ~ No
AMOUNT PER MONTH
Year $20.000
APPROVED BY: County Atty.
OMB/Purchasing ~
Risk Management ~
DIVISION DIRECTOR APPROVAL:
Dent Pierce
DOCUMENTATION:
Included
Not Required
DISPOSITION:
AGENDA ITEM
E.O.C.
E.O.C.
Dent
Director of Public Works
received the statement for the use of the
Marathon Government Center in the amount of
a 7% cost increase for 2005-2006 usage, or
Commission room at the
Last year the cost was
did not on a
or the Board of
ahead of time for
assistance with my
4/27/2006
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: City of Marathon Contract #
Effective Date: 10-1-2005
Expiration Date: 9-30-2006
Contract Purpose/Description: Amendment to ILA w/City of Marathon reducing annual fee
for holding City Council meetings at the Marathon
Government Center.
--
Contract Manager: Beth Leto 4560 Public Works - Stop 1
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on: May 16, 2006 Agenda Deadline: May 2, 2006
CONTRACT COSTS
Total Dollar Value of Contract: $REVENUE
Budgeted? YesD No D
Grant: $
County Match: $
Current Year Portion:
Account Code:
Estimated Ongoing Costs:
(Not included in dollar value above)
ADDITIONAL COSTS
For:
(e.g., maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Date In
51 ':7'0"-'
Changes
Needed
YesD Nog'
YesD Noc:r
YesD NoGr
YesD NoD
Risk Management
O. ~./purchaSing
County Attorney
Comments:
Date Out
5
AMENDMENT TO INTERLOCAL AGREEMENT
(USE OF THE MEETING ROOM AT THE MARATHON GOVEREMENT CENTER)
nus AMENDMENT TO INTERLOCAL AGREEMENT is entered into this 16th day of
Mav, 2006, pursuant to Sec. 163.01, F.S., by and between MONROE COUNTY, a political
subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West, FL
33040, hereafter County, and the CITY OF MARATHON, a municipal corporation, whose
address is 10045-55 Overseas Highway, Marathon, FL 33050, hereaHer City.
WHEREAS, on October 19, 2005, the County and the City entered into an Interlocal
Agreement for use of the meeting room at the Marathon Government Center; and
WHERES, the City has requested a reduction in the annual meeting room usage fee set
forth in Section 2 of the October 19,2005, Interlocal Agrecment;
NOW, THEREFORE, the Interlocal Agreement between the parties dated October 19,
2005, is hereby amended as follows:
Section 1. Section 2 is hereby amended to read as follows:
"Section 2. From the date of this agreement, until September 30, 2006, City shall pay the
County $20,000.00 in advance for 26 City Council meetings to be held at the Marathon
Government Center, televised live (if there is no conflict with a county meeting or
hearing), meeting video tapes, and one replay on Channel 76 of each meeting. The City
may add three additional meetings to the 26 authorized above without additional charge.
If the City holds meeting in excess of 29 during the period of October 1, 2005 through
September 30, 2006, and desires that the extra meetings be held at the Marathon
Government Center pursuant to this agreement, then the City must pay the County an
additional $999.18 for each meeting held. If the City holds less than 23 meetings using
the Marathon Government Center, pursuant to this agreement, during the period of
October 1, 2005 through September 30, 2006, then the County must refund or credit
$999.18 to the City for each meeting less than 23. If this agreement is extended for
subsequent years after September 30, 2006, then for each year thereaHer the fec will be
adjusted to reflect changes in County costs."
Section 2. In all other respects, the Interlocal Agreemcnt bctween the parties datcd
October 19,2005, remains full force and effect.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the date
set forth below:
(SEAL)
A TTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
Mayor/Chairperson
Date:
(SEAL)
ATTEST:
CITY OF MARATHON
By:
By:
City Clerk
Mayor
Date:
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM.
/ ' .
<4--n1~A~
SU N M. GRIMS!ky
ASSfSTA T COUNTY ATTORNEY
-/-(}(;
2
INTERLOCAL AGREEMENT FOR THE USE OF THE MEETING ROOM
AT THE MARATHON GOVERNMENT CENTER
THIS INTERLOCAL AGREEMENT is entered into pursuant to Sec. 163.01, FS,
by and between Monroe County, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, FL 33040, hereafter County, and the City of
Marathon, a municipal corporation, whose address is 10045-55 Overseas Highway,
Marathon, FL 33050, hereafter City.
WHEREAS, the County has a meeting room at the Marathon Government Center
with the technical facilities to enable meetings to be cablecast;
WHEREAS, the County desires to permit the City to use the County meeting
room; now therefore
IN CONSIDERATION of the mutual promises and covenants set forth below, the
parties agree as follows:
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Section 1.
a) The County authorizes the City to hold 26 City Council meetings per year
(October 1 - September 30) at the Marathon Government Center meeting
room with each meeting approximately two weeks apart. The City must
coordinate meeting dates with the Facilities Maintenance office so that no
County/City schedule overlap occurs. The City will provide a full year's
meeting schedule prior to October 1, each year. If a schedule conflict
between a City Council meeting and a meeting of the County
Commission, County Planning Commission or County Code Enforcement
hearing does occur, then the County meeting or hearing will take
precedence.
The County will televise live the City Council meetings, unless there is a
meeting of the County Commission, County Planning Commission,
County Code Enforcement hearing or similar organization going on at the
same time, and will videotape all City Council meetings. If there is a
County meeting or hearing going on, then the City Council meeting will
be televised live on Channel 76 as soon as the County meeting or hearing
is concluded. If the City Council meeting ends before the County meeting
or hearing concludes, then the tape of the City Council meeting will be
shown on Channel 76 twice on later dates.
c) Except as provided in Sec. 1 (b), the County will replay each City Council
meeting tape one time before the next City Council meeting. The City
may request a specific time and date for each replay through the Technical
Services office who shall accommodate the City's request unless the time
requested by the City would conflict with a live telecast of a County
meeting o/hearing.
d) The County will furnish the City one video tape copy of each City Council
meeting.
Section 2.
From the effective date of this agreement, until September 30, 2006, City shall
pay the County $25,978.68 in advance for 26 City Council meetings to be held at
the Marathon Government Center, televised live (if there is no conflict with a
county meeting or hearing), meeting video tapes, and one replay on Channel 76 of
each meeting. The City may add three additional meetings to the 26 authorized
above without additional charge. If the City Council holds meetings in excess of
29 during the period of October 1, 2005 through September 30, 2006, and desires
that the extra meetings be held at the Marathon Government Center pursuant to
this agreement, then the City must pay the County an additional $999.18 for each
meeting held. If the City holds less than 23 meetings using the Marathon
Government Center, pursuant to this agreement, during the period of October I,
2005 through September 30, 2006, then the County must refund or credit $999.18
to the City for each meeting less than 23. If this agreement is extended for
subsequent years after September 30 2006, then for each year thereafter the fee
will be adjusted to reflect changes in County costs.
Section 3.
The term of the Agreement is from October 1, 2005 through September 30, 2006.
Section 4.
The parties to this agreement stipulate that each is a state governmental agency as
defined by Florida Statutes and represents to the other that it has purchases
suitable Public Liability, Vehicle Liability, and Workers' Compensation
insurance, or is self-insured, in amounts adequate to respond to any and all claims
within the limitations of Florida Statute 768.28 and 440, arising out of the
activities governed by this agreement.
Each party shall be responsible for any acts of negligence on the part of its
employees, agents, contractors, and subcontractors and shall defend, indemnify
and hold the other party harmless from all claims arising out of such actions.
Section 5.
This agreement will take effect when executed certified copies are filed in the
Office of the Clerk of the Sixteenth Judicial Circuit and in the Office of the Clerk
of the City of Marathon, Florida.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the
date set forth below.
(SEAL)
A TTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By L~~ >n ~
Mayor/Chairperson
By Q.,o.bJLc .l9u ~A...:t;,J
Deputy Clerk
Date IC/ICf lo~
Date
€--
By
City Council
Mayor John Bartus
Vice Mayor Chris Bull
Councilmember Bob Miller
Councilmember Marjie
Mearns
Councilmember Jeff Pinkus
City Manaf;!er
Michael H. Puto
City Attornev
Steams Weaver Miller
Weissler Albadeff
& Sitterson, PA
CITY OF
MARATHON
REGULARLY SCHEDULED CITY COUNCIL MEETINGS
2005/2006
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
Frazierl 8/23/05
10/11/05
10/25/05
11/08/05
11/22/05
12/13/05
12/27/05
01/10/06
01/24/06
02/14/06
02/28/06
03/14/06
03/28/06
04/11/06
04/25/06
05/09/06
OS/23/06
06/13/06
06/27/06
07/11/06
07/25/06
08/08/06
08/22/06
09/12/06
09/26/06
6:30 p.m.
6:30 p.m.
6:30 p.m.
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6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
6:30 p.m.
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6:30 p.m.
......U))
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;L9 5"'- 3 e:, 72-
Date: &/ 21/ oS-
REQUEST FOR USE OF COUNTY PROPERTY
IN MONROE COUNTY, FLORIDA
Name of persons or organization: (I,l,~ ~ fYl 08 rclh I'Y.J.)
Address & telephone nutnber: \ N\Ll'S: DWA.OI an ~''',J. ~
Contact pernon & telephone nnmber: (' ~.n<t') 1'<, v~ " " J "'CiS . 1'2 '\ - tj 16 \
Specific County property or meeting room requested: ~\ () ^ (l~A 1W\ c() t;
Intended use: (',-leu 1ll:::WI 0Ncl~ C.OUf\ ~d h<. D rtun~ 0:\ 1 tile
J \.) ,
Date(s) needed:~ee-_ o.+-\-a 'k-h~d . Time: From: to
Official Monroe County Government Use: Yes
No
Number of Participants:
Brief descriptiOn of event: (\ (-, <: 'Yl oJ 0:' ~ 0 hI"" \ M~.
Alcohol consumption/sales? Yes No
Use of personal BBQ grill: Yes
No )C- .
* JJSEOF~TINGROOMSONLY
USE OF COIlNTY PROPERTY ONLY
Clean up provisions, assurances, and state if
any improvements are to be to facility:
Special Audio VISUal Equipment Needed:
Yes: No:
Describe:
Coordination with: SheriffDept:
Security:
Public Works:
Public Address System:
Yes: No:
Previous history of holding similar events:
Arrangement of Room
Fees are listed on pages $ and 6 of tlJe Policy for Public Facilities, Roads, Bridges, '* G:>un{p Meeting
Rooms.
Scheduled Date:
COUNTY USE ONLY
Fees:
Insurance /.Hold Harmless Requirements;
Approved: Yes_ No By:
Remarks:
..sun 1;.j U:::' U::i: U'/a
p.3
HOLD H~LESS AGREeMENI
This agreement entered into by and between MONROE COUNTY, FLORIDA a political subdivision of the
Stote of Florida, herein "COUNTY" and ('/'~:g ',17 t1A ".}t, "-"0
. ho oddr= is It!o 1~-- $, rf).ypA4i.4Q fk~-l- .
lrJ"itu.ndt, "" d 'l , 11,'>12 hereinotter "EvENT SPONSoR:" Q
, I
That for and in consideration of the understanding hereinafter set forth the fJQrties do agree and
covenant as follows;
1. That in and for the consideration of permission to use certain public roads or other public
property. more particularly described as follows: ~1711/laIJ'J/J"Yi gOt...J. .
for the purpose of conducting a ('{ -hy UJIJ /.1'l r I.J! '-;")1 -'1r.
event I more particularly descri~d as follows:
on the - day of LU.J n.:II-~h /l ,J L1t_dL 20---.,J from am/pm until
(Jt11/pm, the EVENT SPONSOR does hereby agree to indemnify the COUNTY in to for any
and aU claims or liabilities that m~ ariSe out of the above described event.
2. That, in addition to indemnification described in Paragraph One, the EVENT SPONsOR does
hereby agree to hold the COUNlY harmless in all respects concerning the event described in Para9NPh
One and will defend any and af! causes of action or claims and will, further, pay the cost of any attorney's
fees incurred by the COUNTY arising out of the event described in Paragraph One.
By:
Of t above C1fId duly authorized to
Execute this agreement.
State of Florida
County of Monroe
SUIlSCIU/lEl) AN!> SWORN to (or offirmed before me) on.J1 day of W- zo..b;s:
By " b ~~~ rr h ~ ~ .Ma~V1Ev- amtClCt Person), helshe is pet'SOIIo/Iy known 10 Ole or has
I
ued
*
~a\. Cindy L. Ecldunc:l
. r ~ . My Commission 002801111
\.,."'" ExplI"N.Jsnua1)' 11, 2003