Agenda 01/25/2011 Item #16E4
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1/2S/2011 Item 16.E.4.
EXECUTIVE SUMMARY
Recommendation to approve an Agreement with the City of Marco Island for the use of
Mackie Park Facility, Room A for a Tentative Town Hall Meeting with Commissioner
Fiala.
OBJECTIVE: To gain approval of an agreement between the Board of Commissioners and the City of
Marco Island for the use of the Mackie Park Facilities, Room A, for a Town Hall Meeting to be
conducted by Commissioner Fiala.
CONSIDERATIONS: Commissioner Fiala is tentatively organizing a Town Hall meeting to be held-at _
Mackie Park in the City of Marco Island for the purpose of meeting with her constituents. The meeting
will take place on March 30, 2011. The City of Marco Island, Parks and Recreation Department is
requesting the execution of a Facility Request Form to permit the use of their facility for this purpose.
County staff does not have the authority to enter into contracts on behalf of the Board of
Commissioners. Therefore, staff is seeking approval from ~he Board for the Chairman to execute the
Facility Request Form to facilitate this event. '
The Agreement requires proof of liability insurance. The Risk Management Director shall request an
insurance certificate from the County's insurance carrier to comply with this provision.
The sole signatory to the Agreement is the Chairman of the Board of Commissioners.
FISCAL IMPACT: There is no cost associated with this item.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
. item.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's
Office, is legally sufficient for Board action and only requires a simple majority vote-SRT.
RECOMMENDATION: It is recommended that the Board approves the attached Facility Request
Form and authorizes the Chairman to execute the Agreement.
PREPARED BY: Jeffrey A. Walker, CPCU, ARM, Director, Risk Management Department
Packet Page -799-
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1/2S/2011 Item 16.E.4.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16,E.4.
Item Summary: Recommendation to approve an Agreement with the City of Marco Island
for the use of MackIe Park Facility, Room A for a Town Hall Meeting with Commissioner Fiala,
, Meeting Date: 1/25/2011
Prepared By
Name: WalkerJeff
Title: Director - Risk Management,Risk Management
1/10/2011 9:26:22 AM
Submitted by
Title: Director - Risk Management,Risk Management
Name: WalkerJeff
1/10/20119:26:23 AM
Approved By
Name: SmithKristen.
Title: Administrative Secretary,Risk Management
Date: 1/11/20111:59:56 PM
Name: PriceLen
Title: Administrator - Administrative Services,
Date: 1/12/201110:33:23 AM
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 1/12/2011 4:52:32 PM
Name: KIatzkowJeff
Title: County Attorney,
Date: 1/13/2011 4:39:35 PM
Name: GreenwaldRandy
Packet Page -800-
1/2S/2011 Item 16.E.4.
Title: ManagementIBudget Analyst,Office of Management & B
Date: 1/14/201110:52:30 AM
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Name: SheffieldMichael
Title: Manager-Business Operations, CMO
Date: 1/14/201111:19:18 AM
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Packet Page -801-
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FACILITY REQUEST FORM
1/2S/2011 Item 16.E.4. '
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City Of Marco Island
Parks & Recreation Department
1361 Andalusia Terrace.
Marco Island, FI34145
Ph-239-642-0575
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Today's Date
IDee 13,2010
Name Of Organization Icollier County Government
Mailing Address 3299 Tamiami Trail East, Ste. 303, Naples, FL 34112
-This is only a request form, NOT a confirmation.
You will be notified once your request is approved.
Contact Person ~ Jacobs
_E:r:!l~iL IsusanjaCObS@COllie!_gOv.~eL
Request Dates of-Use lMarCh 30. 2011
Estimated Attendance [~s'o' I Other Services I
I Day Phone I +1 (239) 2S2~ Evening Phone I .
I "roposed ~ctiVltity own Hall Meeting-with Commissioner-Fiala-
1 Requested Time 16:00 -.8:00 ~.m., ,
Mackl~ Pitd.c.f..~~i!itJ.~
[8] Room A (max ace. 190)
o Room B 0/2 of A -max ace. 89)
o Room C (max oct. 30)
o Picnic Hut (small)
,.0 PiC~iC Hut (large) , _: .' , ,
Special Notes( seating config, lights, lining I,
set-ups, scoreboards) , . ' .
AthletIc Fields
o Mackie Park (upper)
o Mackie Park Hower)
o BasketballNollyball court
o Sand Volleyball court
o Winterberry Softball Field ,
o Winterberry Baseball Field
D.Winterberry FIeld
o TBE Baseball Field
, " 0 Veterans' Community Park
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[8] Yes 0 No
DYes IBJ No
DYes 18] No
DYes ~ No
!XI Yes o No
DYes {gJ No
!8l Yes o No
Is your request for a community',grcwpl
Is vour request for family or personal use?
Is you reauest associated with a blJ~illess?
Does the activitiy involve athletiq7.
Is the aqM~n ~9 the public? "
~ere be any sort of admission charged?
Do vou anticpate more than 30 people in,luding oartcioants and SPectators to be at your event?
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Insurance Requirements
Insurance is required for all organizations using Department facilities for all
events where attendance is estimated to be thirty (30) or more people, with
,. . the exception of regular business meetings.
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1/2S/2011Itef't:l16.E.4.
Ins!.lrance R~uireooen.ts
Users shall have insurance coverage with a minimu~ of $300,000 per o~urrence combined slngie limits for bodRy injury'and property damage
liability, including premises and operaliDns, The City of Marco Island shall be named as an 'additional insured' (not certificate holder). If the
Director believes a proposed use has an above average risk, such as a special event, liability insurance in the amounts Df $500,000 or
$1,000,000 may be required.
If the user is subject to Florida Worker's Compensation Law, coverage shall be provided as required by law. The coverage shall be statutory
limits in compliance with applicable stage and federal law. The policy must include Employers' Liability with a minimum limit of $1 00,000 per
occurrence.
Athleti~,L~_- Users shall have insurance coverage with a minimum of $1,000,000 per occurrence combined single limits for bodily injury
and property damage liability, including premises and operations. The City of Marco Island shall be named as an 'additional insured" (not
certificate holder). If the user is subject to Florida Worker's Compensation Law, coverage shall be provided as required by law. The coverage
shall be statutory limits in compliance with applicable stage and federal law, The policy must include Employers' Uability with a minimum limit of
$100,000 per occurrence.
If your oIganization is required to provide insurance. your organization must provide proof of insurance prior to using the facility requested in
the form of an insurace certificate with the following:
a)The Name(s) of your organization,team,sponsor,etc. listed on the policy.
b)Liability Coverage with the City of Marco Island listed as additional insured in the amount outlined above.
c) Dates of policy must be consistent with dates requested.
I understand the above requirements may apply.
Signature and title
Police/$.ecuJjIY Reauirem~nti
The City may require security staff for some events. If your organization is required to provide law enforcement for your event, your organization
must provide a copy of the contract with the City of Marco Island Police Depllisting the dates and time coverage will be provided.
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If your organization must pay a fee, i.t must be oaiut the. time the re!?e~ation is confirmed_and the oermit i~ue.!t Once a racffity tias been
scheduled, refunds will be made only when requested in writing one week prior to the date of use. Groups not paying fees who fail to cancel
witihn 48 hours prior to the scheduled use of the facility may be charged a $30 penalty fee, If your organization's fee exceeds $200, fifty percent
of the fee is due upon reservation confirmation and the balance is due by the end of your scheduled dates of use.
Rules & Restrictions
1. The activity shall be restricted to that area for which permission is grnnted.
2. The activity shall not extend beyond the hours approved in the request .. . :
3. The organization using the building shall be responsible for moving its equipment Into and out of the building within the time reserved.
4. City staff must have free access to all rooms at all times.
5. Possession of pennit is required while using the facility. Failure to supply permit when requested by City staff may result in expulsion from
the area. .
6. Faciiity must be left clean and in adequate condition as determined by Director or Pari<. Staff or deposit will be partially or fully forfeited.
7, All City Ordinances and Park Rules and Regulations must be adhered to at all times while using the facilities.
8. The following are prohibited at Parks and Recreation facilities and outdoor areas: fires in undesignated areas, animals inundesignated
areas, alcoholic beverages or intoxicants. drugs of any kind, solicitors, sign advertisements (unless otherwise permitted) and any act or
behavior that may be displeasing to the public's enjoyment .
9. The group or individual(s) to whom a permit is issued shall be liable for any loss, damage, negligence, or injury sustained by other person(s)
in their party. .
10. The Director or his designee has the authority to revoke any valid permit for violation of rules or ordinances, or City need, or any other valid
causes. Aareement
In consideration of the use of a City-ownedloperated facility, the organization or person shall pay $ . The organization or person
agrees to abide by the rules and regulations of the City of Marco Island and if, in the opinion of its officers, the organization or person, his
agents, employees or members violate said rules or fail to comply with said rules, the City will have the right to terminate the agreement without
liability or obligation of any nature whatsoever and the City will not refund monies to the organization. Further, the organization or person agrees
to save and hold harmless the City from any and all liabilities and claims arising out of or caused by any acts of the organization or person, its
agents, servants, employees, members and suppliers. The'City of Marco Island will be responsible for all routine maintenance, cleaning and
care of aforementioned premises leased. The organization or person shall be responsible for the repair of any damage to the aforementioned
premises leased caused by any intentional or negligent act or mission of its employees, agents or invitees. The organization or person shall not
be responsible for any damages caused by ordinary wear and tear. Contact person listed assumes responsibilities and must be present during
use. The Signature below attests to the understanding and agreement of all of the' elements of this form.
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Signature and title
Print name
Date
ATTEST ,
DWIGHT E.BROCK: CLERK
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