Resolution 101-2012 � A
RESOLUTION 101 - 2012
A RESOLUTION OF THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA
AMENDING THE POLICY FOR USE OF PUBLIC
FACILITIES, ROADS, BRIDGES, COUNTY MEETING
ROOMS AND THEATER.
WHEREAS, the Board of County Commissioners of Monroe County, Florida, did last
revise the policy regarding county facilities uses in August, 2010; and
WHEREAS, it was not contemplated in making facilities available to non - County
governmental agencies free of charge that any agency would ask for or expect to be able to use
the facility on a recurring basis week in and week over a long period of time, thereby prohibiting
uses by the staff for whom the facilities were intended and by the general public; and
WHEREAS, recently a State agency requested such facility use, which raised issues with
existing scheduled uses, disruptions to staff and barred current paid use of the conference rooms
in question; and
WHEREAS, it has become apparent in the last two years that there is a growing pattern
of the State shifting responsibility for its programs to local governments; and
WHEREAS, it is anticipated that as the economy continues to change, so may there be
more and more demands by both governmental agencies and private users, all seeking to reduce
their facility costs by divesting themselves of their facilities and placing greater demands on the
County to provide facilities to them; now, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA that the Policy for Use of Public Facilities, Roads, Bridges,
County Meeting Rooms and Theater shall be amended as follows.
1. Paragraph 1 shall be amended to read:
1. FEES: Fees apply to all agencies excluding , for one -time uses only, divisions or departments of
any local, state, or federal Government Agency. Divisions or departments of any non - County
(whether local, state, or federal) Government Agency shall pay the same fees as all other
external users for all uses subsequent to the first in a series of recurring uses. Fees are
mandatory regardless of an organization's non - profit status, with the exception of Monroe
County School sponsored functions and sports leagues, and the use of Library facilities. The
County Administrator or his designee is the only individual authorized to waive any applicable
fee.
A. Fees for the use of county property are stated on pages 7 and 8. If there are regular County
admission fees to the facility, those fees will be charged in addition to the group user fees.
Page 1 of 3
B. If the organization, group, etc., proposes to charge an admission fee greater than $10.00 per
person, then the admission charges must be approved by County Administrator.
C. Any organization that impacts normal services to the facility will be charged the cost above
normal expenses for using the facility, in addition to the fees assessed per the schedule. The
charges will be assessed by the Public Works Director or his designee.
D. Groups whose only purpose for the use of the facility or property is for improvements (ex.
planting shade trees), shall not be required to pay user fees, however, they will be
responsible for clean up and dump fees. If part of the purpose is for facility or property
improvements (ex. planting shade trees and holding a tree selling event), the Director of
Public Works or his designee shall determine a prorated fee.
E. If an event requires additional time other than what was originally stated on the request
and for which the location was reserved, the additional time owed the County will be
invoiced at the applicable rate. Should any individual /group not pay these additional
charges, then they cannot use any County facility until the County has been reimbursed for
these charges.
Non- payment of any invoice by any group, organization, agency, sponsor, etc. will result in
that group, organization, agency, sponsor, etc. not being able to use any County facility until
full payment for any and /or all outstanding invoice(s) has been received by the County.
F. Memorial services of 20 participants or less shall have no fee. Memorial services of more
than 20 participants shall be assessed a $50.00 fee.
G. For purposes of the provision that other governmental agencies shall pay for all but
the first in a series of recurring uses, recurring shall mean that the agency schedules at
any given time more than one future use or that the scheduling of uses for that entity
becomes a de facto pattern of recurring uses.
2. Paragraph 8 shall be amended to read:
8. MEETING ROOMS (EXCLUDING LIBRARIES) AND THEATER: Organizations requesting use of
meeting rooms are subject to all the above rules and regulations. Monroe County meeting
rooms will be available primarily for use by the County and, on an ad hoc and non - recurring
basis, other local, state and federal government agencies. Use of meeting rooms will also be
available for organizations that represent the interests of the public. In the event of conflicting
dates, use by the Board of County Commissioners and other County entities will take priority.
A. Meeting rooms and /or theatre may not be used before 8:00 a.m. or after 11:00 p.m.
B. County personnel will ensure the room is opened in the evening and locked at the
conclusion of the meeting.
C. Most of the equipment in the meeting rooms and /or theatre will not be available for
general public use. County staff will make available lighting, air conditioning, and a public
address system, if necessary.
Page 2 of 3
4
D. All requests for equipment shall be made at the time the room is reserved. Special
requests for equipment after reservation or during a meeting may be denied.
E. Facilities shall not be used for personal or private profit, aggrandizement, or advertising.
F. Smoking and alcoholic beverages are prohibited.
G. Unless scheduling of recurring events occurs pursuant to a formal comprehensive
agreement executed by the user and the mayor after approval by the BOCC, there shall be
no scheduling of use of a meeting or conference room more than 30 calendar days in
advance of the proposed use.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida at a regular meeting of the Board held on the 21 day ofMarc1i2012.
N --
Mayor Rice Yes W " r-
Mayor Pro Tem Wigington Yes
CA) =
Commissioner Neugent Yes a
-0 7-7;
Commissioner Murphy Yes m s c
• -4:i> N p
Commissioner Carruthers Yes - cD PI W cD
.. BOARD OF COUNTY COMMISSIONERS
`;` OF MONROE COUNTY, FLORIDA
€ 9 t e\ / , / `
x F 1 " David 'ce Mayor
(SEAL) ;;.
Attest: Danny L. Kolhage, Clerk
�J /
Bya-,-,- / 4° .
1 eputy Clerk
,,: , : :J ASTO
i +I0P(-
0 2,
Page 3 of 3