AGENDA MEMORANDUM

Meeting Date:           October 8, 2007

From:                          Kevin Cochrane, Communications Manager  

Subject:                      Resolution authorizing execution of a Lease Agreement for office space at 118 W. Meadow Street, Leesburg, Florida

Staff Recommendation:

Staff recommends approval of a Lease Agreement with Edward and Susan James for office space at 118 W. Meadow Street, Leesburg, Florida  for  the Communications Division of the Information Technology Department. The lease is for one year, beginning upon approval by the City Commission.

Analysis:

The Communications Division of the Information Technology Department has a five person staff. There is no available space for the Utility in other City buildings. The division has a bucket truck, a pickup truck, a splicing van, a fiber reel trailer, a fiber splicing trailer, and a sedan, in addition to the employees’ private vehicles. There is ample room to park all the vehicles at 118 W. Meadow Street. . Additionally, both the Communications Division and the Information Technology Department require additional space for equipment storage, and to test and evaluate systems prior to implementation. The Communications Division has been leasing this space on a year to year basis since October 1, 2005.

Options:

1.  Approve the resolution to execute a lease agreement for office space at 118 W. Meadow Street.

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The Lease Agreement is for 12 months at a cost of $1,520.00 per month. The total annual cost is $18,240.00, which represents an increase from FY 2007 of $2,640.00 per year. The Utility budget for FY 2008 included funding of $16,380.00 to cover the cost of the lease. The shortage of $1,860.00 will be recovered by reducing other expenditures within the same account.

Submission Date and Time:    10/5/2007 4:44 PM____

Department:   IT / Communications Prepared by:  Kevin Cochrane                        Attachments:         Yes X  No ______ Advertised:   ____Not Required ______ Dates:   __________________________                      Attorney Review :       Yes X  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                    Deputy C.M. ___________________                                           Submitted by: City Manager ___________________

Account No. 045-5023-539-44-10_ Project No. __________________ WF No. _____________________ Budget         _71,587____________ Available    __71,587____________

RESOLUTION NO._______________

A Resolution of the City COMMISSION of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to execute an agreement with Edward and Susan James for leased office space at 118 W. Meadow Street, Leesburg, FLorida; and providing an effective date.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement  with Edward and Susan James, whose address is 1520 Normandy Way, Leesburg, Florida, for leased office space at 118 W. Meadow Street, Leesburg, Florida, for a period of 12 months.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __8th___ day of __October_______ 2007.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk