Item O2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 15, 2005
Division:
County Administration
Bulk Item: Yes -2L
No
Department: County Administration
Staff Contact Person: Debbie Frederick
AGENDA ITEM WORDING:
Approval of Interlocal Agreement and Addendum to Interlocal Agreement between the Monroe County
School District, the Monroe County Sheriffs Office and Monroe County Board of County
Commissioners to fund the 2005 Summer Recreation Program.
ITEM BACKGROUND:
The Monroe County School District will be responsible for the full operation of the summer program.
The District will provide supervised recreational programs during the time period of June 6 - July 8,
2005 at seven sites in the Lower, Middle and Upper Keys. Monroe County shall only be considered to
be a supplier of funds and not an active participant in the performance of the Districts obligations under
this Agreement.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
Addendum to Agreement is to release liability issues from the County.
STAFF RECOMMENDATIONS:
Approval.
TOT AL COST:
$120,000
BUDGETED: Yes
No
COST TO COUNTY:
$40,000
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes
No
AMOUNT PER MONTH_ Year
APPROVED BY: County Atty --K- OMB/Purchasing-K-
Risk Management ~
DIVISION DIRECTOR APPROVAL: :iJeliliie :J~
Debbie L. Frederick, Deputy County Administrator
DOCUMENTATION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 2/05
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Monroe Co. School Bd. Contract # -
Effective Date: 06-06-05
Expiration Date: 07-08-05
Contract Purpose/Description:
Approval ofInterlocal Agreement between the Monroe County School District, Monroe
County Sheriffs Office and Monroe County Board of County Commissioners to fund
the 2005 Summer Recreation Program.
Contract Manager: Debbie Frederick 4741 Co. Administrator/Stop #1
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 06-15-05 Agenda Deadline: 05-31-05
CONTRACT COSTS
Total Dollar Value of Contract: $ 40,000 Current Year Portion: $ 40,000
Budgeted? YesD No [2J Account Codes: ()fJ f -O'J11t- .I)')o1~-_
Grant: $ _-_-___
County Match: $ _ _ _
- - -
---
ADDITIONAL COSTS
Estimated Ongoing Costs: $~yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed
Division Director YesD NoD
Date Out
Risk Management
O.M.BJPurchasing
County Attorney
OMB Form Revised 2/27/01 Mep #2
INTERLOCALAGREEMENT
Pursuant To
Florida Interlocal Cooperation Act of 1969
(Chapter 163, Florida Statutes)
Agreement effective the 6th day of June, 2005, at Key West, Monroe County, Florida, by and
between the School District of Monroe County, Florida (hereinafter the District), and the
Sheriff's Office of Monroe County, Florida (hereinafter the Sheriff's Office),and the County of
Monroe (hereinafter the County)
Whereas, the District, the Sheriff's Office, and The County desire to provide summer
recreational opportunities and services to the youth of Monroe County, Florida; and
Whereas, the Sheriff's Office, and the County do not have the proper facilities or the trained
employees to provide summer recreational services; and
Whereas, the District has facilities and trained personnel at its disposal for use in providing
summer recreational opportunities and services to the youth of Monroe County; and
Whereas, the cost of operating the summer recreational program should be shared between the
Sheriff's Office, The County, and the District;
Whereas, the Sheriff's Office, the County, and the District are the fiscal agents and the District is
the administrating agent;
Now, therefore the Sheriff's Office, the County and the District hereby agree as follows:
1. SERVICES TO BE PROVIDED - The District agrees to provide supervised
recreational programs during the time periods specified and consisting of the activities
described, in Schedule A attached hereto. The program sites for provision of these
programs shall be as described in the Schedule B hereto.
2. TRANSPORT A TION OF YOUTH - The District, utilizing District-owned school
buses, shall provide transportation opportunities to and from scheduled off-site program
locations, as well as to and from the program sites. Pick-up locations and time shall be
in accordance with Schedule C hereto.
3. SUPERVISION OF PROGRAM ACTVITIES - The District, utilizing as much as
possible district employees, shall provide Program Instructors and Instructor Aides to
supervise participants and provide instructional and training activities.
4. EQUIPMENT AND SUPPLIES - The District shall be responsible for purchasing the
necessary equipment, games and materials, and consumable supplies required for
program activities, and the District shall be responsible for storage and distribution of
said items as required. The Sheriff's Office and the County will reimburse the District
for all equipment and supplies purchased. Subject to limit on the Sheriff's and the
County's total financial obligation of $40,000 each stated in paragraphs 7 and 8 of this
agreement. In no event will the Sheriffs Office or the County be obligated to pay more
than $40,000 as a result of this agreement.
5. FACILITIES OPERATION - The District shall be responsible for providing on-site
program clerical assistance and informational services during the program's operation
hours, and shall have telephonic resources available for both in coming and out going
calls.
6. FIRST AID FACILITIES AND PERSONNEL - The District, at each program site,
shall have available sufficient first aid supplies required for use in attending to minor
injuries. Additionally, first aid trained personnel shall be available for attending to
minor injuries as may be required.
7. COMPENSATION TO PROGRAM PERSONNEL: The District shall be
responsible for determining the amounts of compensation, and times for payments, of
Instructor Aides, School Bus Operators, and other personnel providing services under
this Agreement, District Worker's Compensation coverage through its Insurance
Program for these personnel. The director, instructors or instructor aides who are
school board employees during the regular school year shall be employed by the
District as temporary employees and paid a stipend in accordance with District payroll
time periods and procedures. Those employees not employed by the District during the
regular school year will be employed through contracted services. The Monroe County
Sheriff s Office and the County have agreed to reimbursement the District up to
$40,000.00 each. The District will submit an invoice with supporting documentation to
the Monroe County Sheriffs Office, Finance Department, 5525 College Road, Key
West, Florida 33040 and The County of Monroe, Finance Department, 500 Whitehead
Street, Key West, Florida 33040.
8. INVOLVEMENT OF THE SHERIFF'S OFFICE: The Sheriff's Office and The
County sole involvement in the performance of this agreement is to reimburse the
District at the completion of the program. The Sheriff s Office, The County and the
District specifically agree that the District shall be solely responsible for the planning,
operation, supervision, control and direction of the program and services contemplated
under this Agreement. The intent of this section is that the Sheriff s Office and The
County shall only be considered to be a supplier of funds and not an active participant
in the performance of the Districts obligations under this agreement. The Sheriff s
Office and the County will allocate $40,000 each to fund The 2005 Summer Recreation
Program. The Summer Recreation program will run 24 days from June 6th through July
8th.
9. ACCOUNTING AND INSPECTION - District shall be responsible for receiving,
generating and maintaining documentation in such form and content as may be required
by the Office of the Auditor General of Florida in accordance with generally accepted
accounting practices. The District shall, from time to time, provide the Sheriffs Office
and The County with copies of such documentation and shall permit access by agents or
employees of The County and Sheriff's Office to the books, charts of accounts, and
other documents relative to this agreement. The District agrees to assign unique and
distinct Project Accounting codes for expenditures make pursuant to this Agreement.
10. CONSIDERATION - As consideration for this Agreement, the Sheriff's Office, and
the County agrees that (1) the Sheriff's Office and the County will not compete with
the District by providing organized Summer Youth Recreation Programs and (2) the
Sheriff's Office and the County shall, upon the conclusion of the Summer Youth
Recreation Program and within thirty (30) days of the receipt of a complete and correct
invoice from the District, pay to the District the sum of all invoices for reimbursement
of actual cost to the Summer Youth Program.
11. USE OF FUNDS - The District shall expend the funds received hereunder in
accordance with Schedule D attached hereto. To the most practical extent possible,
Seventy-Four Thousand ($74,000.00) shall be spent for services and programs sited at
Sugarloaf, Big Pine Key and in the Middle and Upper Keys and Forty-two Thousand
Dollars ($42,000.00) shall be spent for services and programs sited in the Lower Keys.
Four thousand dollars ($4,000.00) shall be spent in administrative cost.
12. NON-RELIANCE BY NON-PARTIES - No person or entity shall be entitled to rely
upon the terms, or any of them, of this Agreement to enforce or attempt to enforce any
third party claim or entitlement to or benefit of any service or program contemplated
hereunder, and the District, The County and Sheriffs Office agree that neither the
District The County nor the Sheriffs Office, or its employees shall have the authority to
inform, counsel, or otherwise indicate that any particular individual or group of
individuals have entitlement or benefits under this Agreement separate and apart,
inferior to, or Superior to the community in general or the general target population
contemplated in this Agreement.
13. DISTRICT RESERVATION OF RIGHT TO MODIFY - The District reserves the
right to modify from time to time any of the services or programs contemplated
hereunder, but such modifications shall not operate or have the effect of resulting in non-
performance of any of the obligations of the District hereunder, nor result in a re-
alignment of budget categories for expenditures in an amount in excess of ten percent
(10%) of the cash consideration as a whole received from the Sheriff's Office and The
County
(SEAL)
BY:
THE DISTRICT SCHOOL BOARD OF
MONROE COUNTY, FLORIDA
~.:J' ~~ 5/11/05
Eileen Quinn, Chair
tJ1~~...4
Randy Acevedo, Superintendent
5/11 /0':5'
ATTEST:
(SEAL)
(SEAL)
BY:
BY:
(SEAL) ..,. """l' .A^it. Pl' E"v
ATIEST: DANNY l. "V Ii "I:, '- 1<.'"
BY
DEPUTY CLERK
THE MONROE COUNTY SHERIFF'S
OFFICE, MONROE COUNTY FLORIDA
Richard Roth, Sheriff
THE BOARD OF COUNTY COMMISSIONERS,
MONROE COUNTY, FLORIDA
Dixie Spehar, Mayor
Board of County Commissioners
SCHEDULE A
SUMMER RECREATION ACTIVITIES
(June 6 - July 8 - 5 day per week for 24 days) ·
A. Sports Activities
L Aerobics 7. Creative Movement 13.
2. Baseball 8. Football 14.
3. Basketball 9. Gymnastics 15.
4. Board Games 10. Weightlifting 16.
5. Bowling 11. Kickball 17.
6. Boating 12. Roller Skating
B. Arts and Crafts Activities
1. Beach Buckets
2. Bubble Making
3. Ceramics
4. Collage
5. Coral Reef Filmstrips
6. Dough Art
7. Flying Machines (paper)
8. Group Games
9. Hand Puppets
10. Indian prints
11. Joke Telling
12. Kites
C Computer Related Activities
D. Reading Related Activities
E. Boating Safety
Snorkeling
Softball
Soccer
Track & Field
Wrestling - TBA
13. Macaroni Designs
14 Magic Tricks
15. Mirroring
16. Movies
17. Outside Games
18. Pantomime
19. Paper Weaving
20. Potato Prints
21. Pottery
22. Printing
23. Sand Painting
24. Scavenger Hunts
25. Story Telling
26. Story Telling
27. Stuffed Fish
28. Styrofoam Collages
29. Tempera Painting
30. Textural Painting
31. Tinfoil Sculptures
32. Tissue Pictures
33. Underwater Drawings
34.. Water Colors
35. Weed Weaving
36. Woven Mobiles
SCHEDULE B
SUMMER RECREATION ACTIVITIES
(June 6 - July 8 - 5 days per week for 24 days)
Program Sites
Key West High School Stadium
Poinciana Elementary School
Sugarloaf Elementary/Middle School
Marathon Middle/High School
Key Largo Elementary/Middle School
Plantation Key Elementary/Middle School
Big Pine Key
SCHEDULE C
SUMMER RECREATION ACTIVITIES
(June 6- July 8 - 5 days per week for 24 days)
Bus Transportation Schedule
Upper Keys/Middle Keys - The children that attend summer recreation programs at Key Largo
Elementary/Middle School, Plantation ElementarylMiddle School, or
Marathon MiddlelHigh School will be transported to and from the center by
regular summer school buses. The same procedure will be used to take the
children home in the afternoon.
Lower Keys - The same arrangements as in the upper keys will be used at Sugarloaf
ElementarylMiddle School.
Key West ~ The Key West area children will also be transported to and from Poinciana
School by the regular summer school buses.
SCHEDULE D
SUMMER RECREATION ACTIVITIES
(June 6 - July 8- 5 days per week for 24 days)
Funding Expenditures
1.
Salaries: Program Director, Site Directors, Instructors,
Teacher Aides, Student Aides, Clerical
2.
Supplies, Game Materials, Equipment (6 Sites)
3.
Filed Trips/Transportation (In and Out of County)
TOTAL:
BUDGET SUMMARY
$111,000.00
$ 5,000.00
$ 4,000.00
$120,000.00.
PROJECT # 8457
PROJECT # 8457
Kev West
Admin Cost
Salaries
Supplies
Total:
Sug:arloaf. Big: Pine,
Marathon. Upper Keys
$ 2,000.00
$ 40,000.00
$ 2,000.00
Admin Cost
Salaries
Supplies
$ 2,000.00
$ 69,500.00
$ 2,250.00
Field Trips $ 3,2500.00
$44,00.00 (37%)
Total:
$76,000.00 (63%)
JUN-03-0S 154B FROM HONROE COUNTY ATTY OFFICE 10,3052923518
ADDENDUM TO INTERLOCAL AGREEMENT BY A"'~ BETWEEN THE SCHOOL
DISnuCT OF MO~"ROE COUNTY, FLORIDA~ the SHEIUFF'S OIl'FlCE OF MONROE
COUNTY, FLORIDA, lUid the COLr.NT\" OF MONROE, FLORI.DA.
As an addendum to the intedoca1 agreement between these gOVe,11L'tlenta! entities for the
provision of SUfilJnef recreational activities, said agreement being effective the 15lt. day of June.
2005, it is hereby rec.ognized and agreed that 00 party to the subject agreement has liability for
tbe negligence of ar.otber party, the negligence of amY..her party's employees, agents ti.'1d1or
servantS" nOT is any party to the subject agreement required to indemnify any other P&-ty fOf
negligence Of to assume liability fOf the negligence of any other party, and that the liabmty of
any oime parties is subject to Florida Statuteg768.28.
l1IE DISTRICT SCHOOL BOARD OF
MONROE COUNTY, FLORIDA
(SEAL)
BY:
Date'..
Eileen Quinn, Chair
A TIEST:
Randy Acevedo, Superintendent Date
THE MONROE COUNTY SHERIFFtS
OFFIL"'Et MONROE COUNTY FLORIDA
(SEAL)
BY:
Richard Roth. Sheriff
Date
THE BOARD OF COUNTY COMMISSIONERS,
MONROE COUNTY. FLORIDA
(SEAL)
BY:
Dixie Spehar, Mayor Date
Board of County Commissioners
SUMMER RECREATION
2005 BUDGET
Total 2005 Funding
$120,000.00
Admin. Cost
$4,000.00
TOTAL FUNDING A V AILABLE
$116,000.00
TOTAL INDIVIDUAL BUDGET
$42,000.00
$ 4,000.00
$15,000.00
$16,000.00
$13,000.00
$26,000.00
$116,000.00
Key West
Big Pine
Sugarloaf
Middle Keys
Plantation
Key Largo
All sites plan to work with 25.1 students to adult ratio. Allocations reflect ratio.
Please include 7.65% FICA in your budget for School Board employees
Schools using crossing guards need to budget $500.00 for these salaries. (Plantation and Key
Largo).
E-mail a copy of your budget for approval to Amber Bosco by May 30 before entering the
budget at your schooL
2005 Salary Schedule
Instructor ( degree)
Instructor (non degree)
Teacher Aide (H. S. grad or above)
Teacher Aide (undergraduate)
$15.04 hr.
$11.24 hr.
$ 8.04 hr.
$ 6.75 hr.
Recreation Sites will have to input their budget and assign funds to:
Object 0310 Contract for Services
Object 0150 School Board employees
Object 0510 Supplies
Object 0390 Field Trips