Item C03BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 20, 2008 Division: Public Works
Bulk Item: Yes X No Department: Facilities Maintenance
Staff Contact Person: John W. Kin2. 292-4431
AGENDA ITEM WORDING: Approval to execute an Interlocal Agreement with the City of
Marathon for utilization of the County meeting room in Marathon for 11 City Council meetings.
ITEM BACKGROUND: On September 30, 2007, the Interlocal Agreement with the City of
Marathon for use of the Marathon meeting room expired. At that time the City of Marathon elected
not to enter into another agreement with the County for meeting room use. The City of Marathon
would now like to enter into an agreement with the County for the period January 01, 2008 through
September 30, 2008 to use the Marathon meeting room for 11 City Council meetings.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES: New agreement.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: Revenue BUDGETED: Yes N/A No
COST TO COUNTY: N/A SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH $ Year $10,973.21
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included Not Required
DISPOSITION: AGENDA ITEM #
Revised 2/05
M E M O R A N D U M
DATE: December 31, 2007
TO: Dent Pierce, Division Director
Public Works
FROM: John W. King, Sr. Director
Lower Keys Operations
RE: Agenda Item — February 20, 2008 BOCC Meeting
City of Marathon Use of Meeting Room — Marathon
Government Center
On September 30, 2007, the Interlocal Agreement with the City of Marathon for use of the
Marathon meeting room expired. At that time the City of Marathon elected not to enter
into another agreement with Monroe County for meeting room use. The City of Marathon
would now like to enter into an agreement with Monroe County for the period January 1,
2008 through September 30, 2008 to use the Marathon meeting room for 11 City Council
meetings.
I hereby request approval to execute an Interlocal Agreement with the City of Marathon for
utilization of the County meeting room at the Marathon Government Center.
JWK/jbw
Enclosures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: City of Marathon Contract #
Effective Date: 01/01/08
Expiration Date: 09/30/08
Contract Purpose/Description:
Interlocal Agreement for the Use of the Meeting Room at the Marathon Government
Center for the months January 2008 through September 2008 for 11 City Council meetings
Contract Manager: Jo B. Walters 4549 Facilities Maint/Stop #4
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 02/20/08 Agenda Deadline: 02/04/08
CONTRACT COSTS / REVENUE
Total Dollar Value of Contract: $ REVENUE Current Year Portion
Budgeted? Yes❑ No ❑ Account Codes: - - -_
Grant: $ N/A - - -_
County Match: $ N/A - - -_
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
of included in dollar value above) (e . maintenance, utilities, 'anitori
I Division Director
CONTRACT REVIEW
Changes
D to In Needed
P$' Yes❑ No[2/
Risk Manag me��nfft Yes❑ No
M.B./P hasi'hg 2 -10 -dg Yes❑ No
County Attorney 194", Yes❑ NOX
I Comments:
OMB Form Revised 2/27/01 MCP #2
$10,973.21
Date Out
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 9805 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 11 City Council meetings during the
period January 1, 2008 through September 30, 2008 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 the meeting schedule prior to January 1, 2008. If a schedule
conflict between a City Council meeting and a meeting of the County
Commission, County Planning Commission, County Code Enforcement
hearing or County Contractors Examining Board 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, County Contractors Examining Board or similar
organization going on at the same time. If there is a County meeting or hearing
going on, then the City Council meeting will be postponed until the County
meeting or hearing has concluded. The City Council meeting will be televised
live on Channel 76 as soon as the County meeting or hearing is concluded.
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, 2008, City shall pay the
County $997.56 for each of the eleven 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 amount shall be paid monthly based on the number of meetings to be
held during such month. If the City Council holds meetings in excess of 11 during the
period of January 1, 2008 through September 30, 2008, 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 $997.56 for each meeting held. If this
Agreement is extended for subsequent years after September 30, 2008, then for each
year thereafter the per meeting fee will be adjusted to reflect changes in County costs.
Section 3.
The term of the Agreement is from January 1, 2008 through September 30, 2008.
Either party may terminate this Agreement without penalty upon thirty (30) days'
prior written notice.
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)
ATTEST: DANNY L. KOLHAGE, CLERK
By
Deputy Clerk
Date
ATTEST:
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Mayor/Chairperson
CITY OF MARATHON, FLORIDA
B CLW�By 6�11-&
City Clerk Marathon Mayor
Date r �U �� MO OE COUNTY ATTORNEY
FORM•
R VED A
p J MERCADO �/�C -
Ae CTANT r UNTY ATTORNEY 2-1