| | | | | | | |  | ITEM 1.
Parks and Recreation - Administrative Agenda |
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| | | | | | | | | DATE: | November 7, 2023
| | DEPARTMENT: | Parks and Recreation
| | REQUESTER: | Mack Young
| | TITLE: | Approve Purchases of Equipment and Supplies for the Lee County Civic Center |
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| | | | | | | | | I. | MOTION REQUESTED | | | A) Approve purchases of equipment and supplies needed to continue the scheduled events through the Parks and Recreation Department's transition of the operations and maintenance of the Civic Center property not to exceed $500,000.00.
B) Waive Procurement in accordance with Procurement Ordinance No. 22-06 and 23-21 Section 3.1.
C) Authorize the County Manager or designee to execute any documents necessary to complete future purchases on behalf of the Board of County Commissioners. |
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| | | | | | | | | II. | ITEM SUMMARY | | | At the October 17, 2023 Board meeting, the Board authorized staff to develop an agenda item to memorialize the actions Lee County will take regarding the operations of the Lee County Civic Center. This agenda item requests authorization for staff to purchase necessary equipment and supplies needed for the day-to-day operations of the Civic Center property and preserves the Board's ongoing commitment to the 4H program as well as maintaining planned events to the extent possible. While staff recognized the Fair Association left behind a limited amount of inventory, it has all been deemed unsafe or has outlived it's useful life. Funding is approved in the department's budget. |
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| | | | | | | | | III. | BACKGROUND AND IMPLICATIONS OF ACTION |
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| | | | | | | | | | A) | Board Action and Other History | | | | On October 31, 2000 the Board approved an Agreement with the Southwest Florida and Lee County Fair Association Inc., for the management of the Civic Center property which was to expire on October 1, 2020. Annually the Board voted to extend the Management Agreement until on September 30, 2023, the longstanding lease agreement ended.
April 18, 2023, the Board authorized staff to coordinate terms and conditions with the Fair Board to manage and operate the 2024 Annual Lee County Fair. Staff was also authorized to prepare a transition plan for assuming the day to day operations of the Civic Center property.
As of October 2, 2023, Parks staff have been working with the Fair Association staff to remove all Fair Association items from the Civic Center property.
On October 17, 2023 the Board authorized staff to start negotiating with a 3rd party company to provide the carnival and amusement rides for the 2024 Fair. |
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| | | | | | | | | | D) | Analysis | | | | Since October 2, 2023 Parks and Recreation staff have assumed daily operations and maintenance of the Civic Center property. During this time staff have created an inventory of equipment and supplies needed to continue to provide the programs and events that are already scheduled by the Fair Association. While staff recognized the Fair Association left behind a limited amount of inventory, it has all been deemed unsafe or has outlived it's useful life. |
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| | | | | | | | | | A) | Current year dollar amount of item:
| $500,000 | | | B) | Is this item approved in the current budget? | Yes | | | C) | Is this a revenue or expense item? | Expense | | | D) | Is this Discretionary or Mandatory? | Discretionary | | | E) | Will this item impact future budgets?
If yes, please include reasons in III(D) above.
| No | | | F) | Fund: General Fund, Regional/Community Park Impact Fees
Program: Parks and Recreation Operations
Project: Civic Center Operations
Account Strings: KH5722000100; 20079838651; 20079838700 | | | G) | Fund Type? | General Fund, Other: Regional/Community Park Impact Fees | | | H) | Comments:
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| | | | | | | | | VI. | TIMING/IMPLEMENTATION | | | Purchase orders will be processed as soon as the Board approves the Agenda Item. |
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| REVIEWERS: | | Department | Reviewer | Action | Date | | Parks and Recreation | Tucker, Mary | Approved | 10/30/2023 - 3:53 PM | | Parks and Recreation | Young, Mack | Approved | 10/30/2023 - 3:57 PM | | Budget Services | Henkel, Anne | Approved | 10/31/2023 - 8:33 AM | | Budget Services | Winton, Peter | Approved | 10/31/2023 - 12:11 PM | | County Attorney | Swindle, Amanda | Approved | 10/31/2023 - 1:56 PM | | County Manager | Brady, Christine | Approved | 10/31/2023 - 3:42 PM |
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