Item C06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 18. 2006
Division:
Public Works
Bulk Item: Yes ~
No
Department: Facilities Maintenance
Staff Contact Person: John W. King
AGENDA ITEM WORDING: Rescind Interlocal Agreement with the City of Marathon for the Use
of the Meeting Room at the Marathon Government Center, and the televising of Marathon City
Council Meetings approved September 20, 2006, and approve Revised Interlocal Agreement with the
City of Marathon for the Use of the Meeting Room at the Marathon Government Center, and the
televising of Marathon City Council Meetings.
ITEM BACKGROUND: On September 30, 2006, the InterlocaI Agreement with the City of
Marathon will expire. Monroe County and the City of Marathon would like to enter into an Agreement
for an additional year beginning October I, 2006. A new Agreement was approved for a fee of
$26,881.92 but a request has been made to revise the Agreement to reflect an annual fee of $20,000.00.
PREVIOUS RELEVANT BOCC ACTION: The BOCC granted approval and authorized execution
of an Agreement with the City of Marathon for the utilization of the County meeting room on May 17,
2000. One year period renewal options were approved on August 15, 2001, August 21, 2002,
December 17,2003, October 20,2004, and October 19,2005. On May 16,2006 an Amendment to
Interlocal Agreement was approved reducing the annual fee from $25,978.68 to $20,000. The original
Interlocal Agreement was re-typed for visual clarification.
On September 20, 2006, the BOCC approved a new Agreement increasing the annual fee to $26,881.92
for October 1, 2006 through September 30, 2007.
CONTRACT/AGREEMENT CHANGES: Annual fee for 26 meeting room dates set at $20,00.000
for the term of October 1, 2006 through September 30, 2007.
ST AFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST:
N/A
BUDGETED: Yes N/A No
COST TO COUNTY: N/A
SOURCE OF FUNDS: N/ A
REVENUE PRODUCING: Yes ~~AMOUNT PER MONTH_ Year $20.000.00
APPROVED BY: County Atty tf-' O:M'ii1Purchasing Risk Management
DOCUMENTATION:
Included
x
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 2/05
MEMORANDUM
DATE:
September 29,2006
TO:
Dent Pierce, Division Director
Public Works
FROM:
John W. King, Sr. Director
Lower Keys Operations
RE:
Agenda Item - October 18, 2006 BOCC Meeting
Revised Interlocal Agreement with City of Marathon for
Use of Meeting Room at the Marathon Government
Center
On September 30, 2006, the Interlocal Agreement with the City of Marathon will expire.
Monroe County and the City of Marathon would like to enter into an Agreement for an
additional year beginning October 1, 2006. A new Agreement was approved on
September 20, 2006 to enter into an Agreement for an additional year at a fee of
$26,881.92, but a request has been made to revise the agreement to reflect an annual
fee of $20,000.
I hereby request the Interlocal Agreement with the City of Marathon that was approved at
the September 20, 2006 meeting be rescinded, and I hereby request approval of a
Revised Interlocal Agreement with the City of Marathon for the Use of the Meeting Room
at the Marathon Government Center, and the televising of Marathon City Council
Meetings from October 1, 2006 through September 30 2007 at an annual rate of
$20,000.00.
JWK/jbw
Enclosures
CITY OF MARATHON, FLORIDA
10045-55 Overseas HlQhway, Marathon, Florida 33050
Phone: (305) 743..Q033 Fax' (305) 743-3667
wwwci marathon.f1.us
.- ~-l-I
~ I~I,- /..
J
September 29,2006
Tom Willi
County Commissioner
The Historic Gato Gigar Factory
100 Simonton Street
Suite 2-205
Key West, FL 33040
Dear Tom:
The City of Marathon has enjoyed a great working relationship with Monroe County since its
incorporation in 1999. Your IT and Television crew has been exceptional in helping the City of
Marathon with the televising of our Council meetings.
The cost of televising our meetings last year was $20,000. Due to all our efforts in keeping our
costs and taxes as low as possible, I am asking if the County could honor the City of Marathon
the same $20,000 room and staff fee as last year. Budgets are very tight and any help would
be greatly appreciated.
Thank you for considering this request.
Sincerely,
Michael H. Puto
City Manager
City of Marathon
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: City of Marathon Contract # -
Effective Date: 1O/Ol/06
Expiration Date: 09/30/07
Contract PurposelDescription: Revised Interlocal Agreement for the Use of the Meeting
Room at the Marathon Government Center
Contract Manager: Jo B. Walters 4549 Facilities Maint/Stop #4
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 09/20/06 Agenda Deadline: 09/05/06
CONTRACT COSTS/REVENUE
Total Dollar Value of Contract: $ REVENUE
Budgeted? YesO No 0 Account Codes:
Grant: $ N/A
County Match: $ N/ A
Current Year Portion: $20,000.00
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ADDITIONAL COSTS
Estimated Ongoing Costs: $~yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
Division Director
Date In
I~"
CONTRACT REVIEW
Changes ~~
Needed /. ev'. "-
YesONoB ~
Date Out
Risk Management YesO NoD
O.M.B./Purchasing Y esO NO~ k ~...;....,
County Attorney / 6)3)0 /; YesD No[2(" -4~-, V (L.,I
}o ~I~ An-
Comments:
OMB Form Revised 2/27/01 MCP #2
REVISED
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:
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.
b) 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 which shall accommodate the City's request unless the time requested
by the City would conflict with a live telecast of a County meeting or 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 30,2007, 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 Council holds meetings in excess of 29 during
the period of October 1, 2006 through September 30, 2007, 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 $1,033.92 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, 2006 through September 30, 2007,
then the County must refund or credit $1,033.92 to the City for each meeting less than
23. If this agreement is extended for subsequent years after September 30 2007, 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, 2006 through September 30, 2007.
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. ~ ~
a: a:
Each party shall be responsible for any acts of negligence on the part of its employe~ u.:
agents, contractors, and subcontractors and shall defend, indemnify and hold the oth~ 0
party harmless from all claims arising out of such actions. ~ ~
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Section 5. 8 ~
This agreement will take effect when executed certifIed copies are fIled in the Offi~ ~
of the Clerk of the Sixteenth Judicial Circuit and in the Office of the Clerk of the Ci~ & .
of Marathon, Florida. ~ <( j
IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the date set
forth below.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairperson
Date
ATTEST:
CITY OF MARATHON, FLORIDA
By
By
City Clerk
Marathon Mayor
Date