Backup Documents 03/27/2018 Item #16D13 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 16 D 13
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office <!K
4. BCC Office Board of County S\T sc`-‘ -37ttstP8
Commissioners \ / "\V-\\A
5. Minutes and Records Clerk of Court's Office �I�'`g 1� :ash
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff Amanda Townsend Phone Number 239-252-7177
Contact/ Department Museum
Agenda Date Item was Agenda Item Number 3949
Approved by the BCC 3\2 2_-\\V1› lz,
Type of Document Memorandum of Understanding Number of Original 2
Attached Documents Attached
PO number or account
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? ct QC._
2. Does the document need to be sent to another agency for additional signature's? If yes, N/A
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be yes
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney. I
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board rt E\\<
5. The Chairman's signature line date has been entered as the date of BCC approval of the ' 177tt
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's -aet
signature and initials are required. �K-
7. In most cases(some contracts are an exception),the original document and this routing slip "'11'7`A
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC and all changes made during the meeting i N/A is not
have been incorporated in the attached document. The County Attorney's Office has an option for
reviewed the changes,if applicable. this line.
9. Initials of attorney verifying that the attached document is the version approved by the -yes— /A is not
BCC,all changes directed by the BCC have been made,and the document is ready for t e A � . option for
Chairman's signature. is line.
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16013
MEMORANDUM
Date: April 4, 2018
To: Amanda Townsend,
Museum Director
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: 1st Amendment to MOU w/Marco Island Historical Society
Attached for your records, is one (1) copy of the document referenced above
(Agenda Item #16D13), adopted by the Board of County Commissioners on Tuesday,
March 27, 2018.
Please forward for additional signatures and return the original back to the Minutes
& Records Department for the Board's Official Records.
If you have any questions, please call me at 252-8411.
Thank you.
Attachments
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FIRST AMENDMENT TO THE JUNE 27,2017
MEMORANDUM OF UNDERSTANDING
between
The Marco Island Historical Society,a Florida Not for Profit Corporation
and the
Collier County Board of County Commissioners
This Amendment,dated this a4- day of March 2018,to the June 27,2017 Memorandum
of Understanding, is hereby made by and between The Marco Island Historical Society, a Florida
Not for Profit Corporation and the Collier County Board of County Commissioners.
RECITALS:
WHEREAS, on June 27, 2017, the Board of County Commissioners (Board) approved
loan agreements from the Smithsonian Institution and the University of Pennsylvania allowing
the Museum Division and the Marco Island Historical Society to borrow significant artifacts
found on Marco Island during the 1896 Pepper-Hearst Archaeological Expedition for a
temporary exhibit at the Marco Island Historical Museum;and
WHEREAS, in the same action, the Board also approved the attached Memorandum of
Understanding outlining each organization's roles and responsibilities in hosting the exhibition;
and
WHEREAS, on February 13, 2018, the Board approved an updated Fee Policy and
Standard Museums Rental Agreement for the Museum Division(Agenda Item 16D12); and
WHEREAS, The Marco Island Historical Society has expressed concern that the Board-
approved rental program may be incompatible with the goals and requirements of the artifacts
loan and exhibition; and
WHEREAS, staff has recommended to the Board to amend the Memorandum of
Understanding to acknowledge the County's willingness to delay the implementation of the
rental program until after the loan period, and to discuss such implementation further before the
end of the loan period.
NOW, THEREFORE, in consideration of the foregoing Recitals, and other good and
valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged,
the Parties agree as follows:
1. The foregoing Recitals are true and correct and are incorporated by reference
herein.
2. The June 27, 2017 Memorandum of Understanding is hereby amended to reflect
that implementation of the February 13, 2018 Fee Policy and Standard Museums Rental
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Agreement for the Collier County Museums Division will be delayed at the Marco Island
Historical Museum until after the period of the loans, and the implementation of the rental
program at the Marco Island Historical Museum will be discussed and agreed upon by both
parties prior to the end of the loan period.
3. Except as specifically set forth herein, all other terms and conditions of the June
27, 2017 Memorandum of Understanding shall remain in full force and effect. Should there be
any conflict between this Amendment and the Memorandum of Understanding,this Amendment
shall control.
IN WITNESS WHEREOF,the Parties have executed this Amendment on the date and
year first above written.
Attest:
DWIGHT E.BROCK,Clerk BOARD OF : $ CO I - ONERS
t COLLIER ' 0 ,FLO' . . j
'( )9.11k1U5a,,, „ QC__..
Attest as ...,,,,, C7 —
o ba f aPfputy Clerk ANDY SOLIS, CHAIRMAN
signature only`
THE MARCO ISLAND HISTORICAL SOCIETY
By: ) Q
sciA4 QQ.astg-
Q *tie1 pf A. R\)-1/4 eC)sce t
Print Name/Title eN EL,j-k.t Yg_, Q\R'e e)' o` ,
'(nAt ,c, i3LAop +Ik‘skoe tQ4-1L S( '\ ,
Approv .1i: ' I ,1 rm and legality:
AN® r A 1.1.
Jeffrey A. . P ow,County Attorney
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MEMORANDUM OF UNDERSTANDING(MOU)
between
The Marco Island Historical Society,a Florida Not for Profit Corporation
hereinafter("NIRS")
and
Collier County Board of County Commissioners
hereinafter("BCC")
PURPOSE&SCOPE
The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they
relate to loan from the Smithsonian Institution's National Museum of Natural History(hereinafter
"Smithsonian" or "lending institution") and the University of Pennsylvania Museum of
Archaeology and Anthropology (hereinafter "UPenn" or "lending institution") of significant
artifacts found on Marco Island during the 1896 Pepper-Hearst Archaeological Expedition for a
temporary exhibit at the Marco Island Historical Museum (hereinafter the "Museum"). To
support this project, MIHS and BCC will work cooperatively to ensure that all appropriate
requirements and safeguards stipulated by the loaning institutions are performed and
implemented. Both MIHS and BCC should ensure that project activities are conducted within the
highest professional standards and with the ultimate goal of benefitting the public.
II. BACKGROUND
The return on loan of Key Marco artifacts has been a shared objective of the Collier County
Museum and the Marco Island Historical Society for more than two decades.There are no better
artifacts in the world through which to engage, inspire, and educate people about Florida's early
Native American cultures. A temporary exhibit of important Key Marco artifacts will enable
Marco Islanders, Floridians, and visitors from around the world to recognize and appreciate the
incredible complexity and artistic achievements of the people who lived on Marco Island
centuries earlier. Seeing the artifacts in their place of origin will add to the appeal for residents
and visitors.
III. MINS RESPONSH3ILtTIIS UNDER THIS MOU
MINS shall undertake the following activities:
1. Pay the cost of the loan of the UPenn artifacts.
2, Pay the cost of conservation required by UPenn.
3. Pay the cost of mount making as required by the lending institutions.
4. Assure any case modifications are approved by the respective lending institutions.
5. Pay the cost of any case modifications once approved by the lending institutions.
6. Store the packing and crating material as directed by the loaning institutions during the loan
period.
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7. Arrange and pay for transportation, accommodations, per diem and business related
communication for the institutions' couriers supervising installation and deinstallation, as
required by the loan agreements.
8. Monitor light and relative humidity levels and report to lending institutions in accordance
with the terms of the loan agreements.
9. Report immediately any change in conditions of objects, or loss or damage to the objects to
the lending institutions.
10. Verify and sign off on the condition of objects at the time of installation and deinstallation;
return condition reports to the lending institutions.
11. Assure the case for the Smithsonian artifact has a datalogger with remote reading capability
of a thermohygrometer and provide readings if required.
12. Report environmental readings that fall outside the parameters noted in the loan agreement
for the Smithsonian artifact.
13. Assure walk-throughs of the exhibition by exhibits staff in accordance with the terms of the
loan agreements.
14. Pay the cost of photography fees, if photographs are needed.
15. Seek required approvals of essays or articles in the exhibition catalog,if one is created.
16. Provide UPenn with five copies and Smithsonian with two copies of the exhibition catalog, if
one is created.
17. Seek lending institutions' written consent for photography of the items or the production of
images or products for sale inspired by or in connection with the loan material in accordance
with the terms of the loan agreements.
18. Assure that all printed and promotional materials and all labels and text panels include all
required acknowledgements and information in accordance with the terms of the loan
agreements.
19. Forward copies of publicity releases or other promotional materials promptly in accordance
with the terms of the loan agreements.
IV. BCC RESPONSIBILITIES UNDER THIS MOU
BCC shall undertake the following activities:
1. Procure and install a closed-circuit security system with offsite 24/7 monitoring.
2. Procure and install a back-up generator system with automatic activation.
3. Provide insurance for the artifacts borrowed from UPenn in accordance with the terms of the
loan agreement.
4. Pay the cost of insuring the artifact from the Smithsonian under the coverage extended by
them.
5. Arrange and pay for packing,crating and shipping of the artifacts to and from the Museum in
accordance with the terms of the loan agreements.
6. Pay the crate disposal fee required by UPenn.
7. Arrange and pay for manned security during Museum open hours.
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8. Assure that all printed and promotional materials and all labels and text panels include all
required acknowledgements and information in accordance with the terms of the loan
agreements.
9. Forward copies of publicity releases or other promotional materials to the lending institutions
promptly in accordance with the terms of the loan agreements.
10. Forward attendance figures for the exhibit to the lending institutions promptly in accordance
with the terms of the loan agreements.
11. Assume the role of primary contact with the lending institutions in case of emergency or
natural disaster, to include immediately notifying the lending institutions upon official
announcement of a hurricane watch and staying in continuous communication with them until
an official all-clear is announced.
V. NOTIFIICATION
All notifications and communications regarding activities covered by this MOU will be made in
writing to the parties as follows:
1. For the MIHS:
Patricia Rutledge,Executive Director
The Marco Island Historical Society
180 S. Heathwood Drive
Marco Island,FL 34145
2. For the BCC:
Amanda Townsend,Director
Collier County Museum Division
3331 Tamiami Trail East
Naples,FL 34112
VL IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES
THAT:
1. This MOU may be modified only by a written instrument executed by the parties.
2. Either party may terminate this MOU by providing the other party with thirty (30) days
advance written notice. In the event that one party provides the other party with notice of its
intention to terminate,the parties will meet promptly to discuss the reasons for the notice and
to try to resolve their differences.
3. Any financial obligations incurred as a result of this project,not specifically contemplated in
this MOU, will be covered in the most expedient manner at the time of need by the mutual
agreement of the parties and revisited for a settling of accounts by mutual agreement of the
parties on or before the end of the term of the MOU.
VII. EFFECTIVE DATE AND SIGNATURE
This MOU shall be effective upon the signature of MIHS and BCC authorized officials. It shall
be in force and effect until 30 days after the satisfactory return of the artifacts to the lending
institutions.
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MIHS and BCC indicate agreement with this MOU by their signatures.
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E.BROCK,CLERK OF COLL l!UNTY,FLORIDA
BY: f
Deputy Clerk 'enny Tao. , 'hairma
Attest as to Chairman's
signature only.
THE MARCO ISLAND HISTORICAL SOCIETY
By:'-v 'cZn—i s t
Date: S \Q \ t O 1 j
Approv-A:: o ' and legality:
Jeffrey A. Klar _:11111 ounty Attorney
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