Item C11C oun t y of Monr
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
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Mayor Pro Tern Sylvia J. Murphy, District 5
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Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
December 13, 2017
Agenda Item Number: C.11
Agenda Item Summary #3650
BULK ITEM: Yes DEPARTMENT: Project Management / Facilities
TIME APPROXIMATE: STAFF CONTACT: Alice Steryou (305) 292 -4549
None
AGENDA ITEM WORDING: Approval to modify the fee structure for the use of Government
meeting rooms and Channel 76 televising costs for FYI and approval of minor corrections to the
Policy for Use of Public Facilities, Roads, Bridges, County meeting rooms and theater and update
the related forms.
ITEM BACKGROUND: Meeting room rates have been modified annually for each coming fiscal
year. This year there is a CPI -U increase of 2.1% in facilities and equipment costs, salary
adjustment for Maintenance Technicians and TV Technicians, regular and overtime rates.
Corrections have been made to the Policy for Use of Public Facilities, roads, bridges, County
meeting rooms and theater and the related forms, Hold Harmless and Indemnification Agreement
and Request for Use of County Property, were updated.
PREVIOUS RELEVANT BOCC ACTION:
July 26, 2000, September 19, 2001,
and October 15, 2003 BOCC approved modification of the fee structure for the use of
Government meeting room.
May 19, 2004 BOCC approved a revision for the Use of County Property and the
use of Government meeting rooms to consolidate the policy to
include the Airports, Libraries, meeting rooms, County facilities,
and parks and beaches.
October 19, 2005, September 20, 2006,
September 19, 2007, September 17, 2008,
and August 19, 2009 BOCC approved a modification to the fee structure.
August 1, 2010 BOCC approved modification to the fee structure and the addition
of charges for the theater at the Murray E. Nelson Government and
Cultural Center.
February 16, 2011 and At the February 16 and March 16, 2011 meetings, the BOCC
March 16, 2011 addressed the theater charges and at the March meeting, the BOCC
approved a 24 -month theater pilot program reducing the rates to
those charged for other County meeting rooms.
October 17, 2012 BOCC approved a modification to the fee structure.
October 15, 2013 BOCC approved a modification to the fee structure.
October 17, 2014 BOCC approved a modification to the fee structure.
November 18, 2014 BOCC approved a modification to the small meeting room rate.
October 21, 2015 BOCC approved a modification to the fee structure.
October 19, 2016 BOCC approved a modification to the fee structure to reflect a
salary adjustment for TV Technicians regular and overtime rates,
updated forms, Hold Harmless and Indemnity Agreement and
Request for Use.
CONTRACT /AGREEMENT CHANGES:
Increase facilities costs from $10.28 to $10.50; equipment costs from $151.27 to $154.45; regular
rate for maintenance technician from $39.66 to $40.49 and overtime rate from $59.49 to $60.74,
regular rate for the TV Technician from $38.08 to $38.88 and overtime rate from $57.12 to $58.32.
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
REVISED Policy for Use of Public Facility FYI (12- 13 -17)
Hold Harmless Agreement (12- 13 -17)
REVISED Request for Use of County Property (final)
FINANCIAL IMPACT:
Effective Date: Fiscal Year 2018
Expiration Date: N/A
Total Dollar Value of Contract: N/A
Total Cost to County: N/A
Current Year Portion: N/A
Budgeted: Yes
Source of Funds: Revenue
CPI: Maybe adjusted
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: Yes
Grant: N/A
County Match: N/A
Insurance Required: Yes
Additional Details:
If yes, amount: Varies
Revenue
REVIEWED BY:
Kevin Wilson
Completed
11/28/2017 3:55 PM
William DeSantis
Completed
11/28/2017 4:38 PM
Patricia Eables
Completed
11/28/2017 4:50 PM
Budget and Finance
Completed
11/28/2017 4:59 PM
Maria Slavik
Completed
11/28/2017 5:06 PM
Kathy Peters
Completed
11/28/2017 5:39 PM
Board of County Commissioners
Pending
12/13/2017 9:00 AM
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES, ROADS, BRIDGES,
COUNTY MEETING ROOMS, AND THEATER
MONROE COUNTY, FLORIDA
GENERAL RULES AND REGULATIONS:
Any individual or organization requesting the use of a County facility, building, park, beach,
road, bridge, airport, meeting room or theater MUST complete the `REQUEST FOR USE OF
COUNTY PROPERTY" form (attached to this policy as Appendix "A ") and return the original
to the County Department manager, supervisor, or director responsible for that facility and also
provide a copy to the Risk Management Administrator, 1111 12 St., 4 th Floor, Suite 408, Key
West, FL 33040 no later than five (5) working days prior to the desired date of use of facility. If
a public assembly permit and/or extensive coordination with other County Departments, the
Sheriff's office, or State Department of Transportation is needed, the original REQUEST FOR
USE OF COUNTY PROPERTY FORM must be submitted no later than ten (10) working days
prior to the desired date. The individual or organization must also sign and submit the original
"EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY
AGREEMENT" (attached to this policy as Appendix `B ") to the Risk Management
Administrator no later than five (5) working days prior to the desired date of use of facility.
1. FEES Fees apply to all agencies excluding 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, all sports leagues, fitness events with 500
or less participants with the exception of subsection I (C), 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 8, 9, and 10. If there are
regular County admission fees to the facility, those fees will be charged in addition to
the group user fees.
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. See Appendix "A ".
C. If a fitness event (regardless of the number of participants) proposes to charge an
admission or registration fee greater than $50.00 per person, a "per person" fee and a
cleanup /dump fee will be assessed as outlined on page I I of this policy.
D. 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 County. A fee schedule is included
below.
E. 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 cleanup and dump fees. If part of the purpose is for facility or
Policy for Use of Public Facilities 1 October, 2017
property improvements (ex. planting shade trees and holding a tree selling event), the
County shall determine a prorated fee.
F. 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.
G. There are no fees for Memorial services.
H. 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. INSURANCE Groups /organizations /sponsors /individuals shall be required to execute
an original EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND
INDEMNITY AGREEMENT (Appendix `B ") and furnish original insurance certificates
naming Monroe County BOCC as an additional insured (except for Worker's
Compensation), unless these provisions are waived by the Monroe County Risk
Administrator. Groups utilizing a meeting room do not need to furnish insurance
documentation, however, they are required to execute the Hold Harmless /Indemnity
Agreement.
Risk Management will determine if coverage may be needed as follows:
• Worker's Compensation
• General Liability
• Vehicle Liability
• Aircraft/Watercraft Liability
• Liquor Liability (if applicable and necessary)
All organizations must comply with the insurance requirements provided by Monroe
County Risk Management. Contact the Risk Management Administrator at 305 -292-
3470.
3. 250 + PARTICIPANTS All functions expected to exceed 250 participants /spectators
for more than one (1) day events are required to contact the Monroe County Planning
Department as well as the Monroe County Facilities Maintenance Department to obtain a
Public Assembly Permit. (Ordinance No. 030 -1996)
4. ALCOHOLIC BEVERAGES The use or sale of alcoholic beverages shall be
prohibited unless prior approval is obtained from the County Administrator or his
designee. The County Administrator or his designee is the only individual authorized to
waive this prohibition or fees. The request for waiver must be submitted to the County
Administrator or his designee no less than ten (10) working days before the event. The
sponsor will be responsible for concurrence with applicable state permits and additional
insurance as may be required by the Monroe County Risk Management Administrator. If
Policy for Use of Public Facilities 2 October, 2017
alcohol sales, possession, or consumption is approved for the event, the sponsor must
arrange and provide for certified law enforcement personnel or a licensed and bonded
security detail at the event in the number and manner required by the County
Administrator or his designee. Proof of the security arrangement must be provided to the
County Administrator and Risk Management Administrator before the event may take
place. In accordance with Monroe County Resolution No. 156 -2001, the following fees
must be collected from the non - charitable organizations or social event sponsor before
the County Administrator may accept an application for the per event sale of alcoholic
beverages on County -owned property:
Number of persons expected to attend the event Fee
1-20 $10.00
21-50 $20.00
51 -100 $40.00
101 or more $50.00
Fees must be sent to the County Administrator, 1100 Simonton St., Suite 205, Key
West, FL 33040.
5. TRAFFIC CONTROL Events, projects, etc., affecting or occurring on any road or
bridge must be pre- approved by the Monroe County Engineering Department. The use of
off duty police may likewise be required. Coordination with off duty police is the user's
responsibility and shall be coordinated directly with the police agency. In addition to the
direct costs for a deputy, the Monroe County Sheriff's Department is required to charge
overhead costs. Proof of coordination of traffic control arrangements must be provided to
the Risk Management Administrator prior to the event.
6. BBO GRILLS Groups/ Organizations /Sponsors /Individuals wishing to utilize a
personal BBQ grill other than the grills supplied by the Monroe County Facilities
Maintenance Department, which are permanently placed at the beaches or parks, will
require approval from the County Administrator or his designee prior to event. Groups
are responsible for disposal of personal grills and charcoal.
7. RECYCLING Any and all events from any group and/or organization, profit or non-
profit, requesting use of a County facility, property, building, theatre, park, beach, road,
bridge, airport, or meeting room must comply with Monroe County's recycling efforts.
Any and all garbage /waste /debris generated by the organization using County property as
defined above must be managed properly with all recycle materials separated and placed
in marked "recycle" collection bins. Plastic, cans, etc. must be disposed of in the
appropriate containers provided by Monroe County.
In the event that there will be a large quantity of recycle materials generated or for any
function expecting 250 or more attendees /participants, the requesting group shall be
responsible to provide extra trash and recycle collection bins, i.e. if additional trash
receptacles are needed, a recycle bin must accompany each additional trash receptacle,
and ensure that they are placed in the appropriate area for pick -up by the waste
management contractor. Within thirty (30) days after the event, the responsible person
shall submit a report to the Monroe County Solid Waste Department, 1100 Simonton
Street, Room 2 -231, Key West, FL 33040 providing the total amount of recycled
material, measured in pounds, gallons, tons; and the name and address of the recycling
facility within the County.
Policy for Use of Public Facilities 3 October, 2017
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.
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, political
fundraising, 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 twelve (12)
months in advance of the proposed use.
9. COUNTY LIBRARIES Use of Conference and Multi- Purpose Room and Audio - Visual
Equipment:
A. LIMITATIONS: Use of Library facilities is open to programs sponsored or co-
sponsored by the Library, to Monroe County, State and Federal governmental
agencies, and to public meetings held by groups headquartered in Monroe County,
which are civic, cultural, educational, intellectual, or charitable in nature. Such use
does not imply Library endorsement of the aims, policies, or activities of any group.
Application for the use of any meeting room will be made with the respective
Branch concerned. However, final authority for use of space will rest with the
Senior Library Administrator.
B. REGULATIONS: The following regulations apply to all programs scheduled in
Library facilities:
1. All programs must be free of charge and open to the public as space permits.
No collections may be taken or sales made. Library facilities shall not be used
for personal or private profit, aggrandizement, or advertising.
2. In case of exhibits, the Library shall not be held responsible for loss or damage,
and any insurance arrangements will be THE RESPONSIBILITY OF THE
EXHIBITOR. Exhibitors will be required to sign waiver forms and follow
Display Policy.
3. Sponsors may be required to execute a "hold - harmless" agreement and/or
furnish appropriate insurance naming Monroe County as additional insured for
Policy for Use of Public Facilities 4 October, 2017
certain types of programs, in compliance with the "Use of County Property"
policy and procedures.
4. Monroe County governmental agencies take preference over outside groups
when scheduling the use of meeting rooms. Once an outside group has booked
the room, however, every effort shall be made to avoid a forced cancellation in
favor of the County agency.
5. Refreshments may be served only by permission and special arrangement with
the library director. Smoking and alcoholic beverages are prohibited.
6. The Library reserves the right to cancel or reschedule any program or exhibit
when necessary.
7. A key is available for meeting room use outside of regular Library hours;
Library staff will explain the procedures for such use to interested applicants. A
registered designee of the group must be present at any such meeting, to be
responsible for the key and adherence to the procedures.
8. Maintenance employees are not available to organizations at any time.
Organizations using the meeting room are responsible for any needed
arrangement of furniture before their meeting as well as rearranging and
cleaning of the meeting room at the conclusion of the meeting. Monroe County
governmental agencies are responsible for making their own arrangement with
the Public Works Department for such duties and are required to restore the
meeting room to its original condition within a reasonable amount of time
following the meeting.
9. Rooms may be booked up to one year in advance; booking is done on a first
come /first served basis, with public agencies having priority.
10. The audio - visual equipment owned by the Monroe County Public Library may
be used within the library facilities, with a signed designee of the group to
accept responsibility, but may not be loaned to leave the facilities.
10. MEETING ROOM LOCATIONS
The Gato Building
1100 Simonton Street
Key West, FL 33040
(305) 292 -4441
The Harvey Government Center (2)
1200 Truman Avenue
Key West, FL 33040
(305) 292 -4431
Key West Library
700 Fleming Street
Key West, FL 33040
Contact: Reference (305) 292 -3595
Marathon Library
3251 Overseas Highway
Marathon, FL 33050
(305) 289 -6098
Key Largo Library
101485 Overseas Highway
Tradewinds Shopping Plaza
*Marathon Government Center (2)
2798 Overseas Highway
Marathon, FL 33050
(305) 289 -6036
Islamorada Library
81550 Overseas Highway
Islamorada, FL 33036
(305) 852 -7163
Big Pine Key Library
213 Key Deer Blvd
Winn Dixie Shopping Plaza
Policy for Use of Public Facilities 5 October, 2017
Key Largo, FL 33037 Big Pine Key, FL 33043
(305) 852 -7164 (305) 872 -0992
Big Pine Key Park Community Center
31009 Atlantis Drive
Big Pine Key, FL 33043
(305) 292 -4431
MEETING ROOM AND THEATER LOCATION
Murray E. Nelson Government & Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL33037
(305) 852 -7161
* Groups of 15 people or less will not be allowed to schedule the meeting room located
at the Marathon Government Center. The Monroe County Department of
Emergency Services has precedence for the use of the Marathon Government
Center meeting room.
11. Permission to use County property shall not constitute a waiver of any local, state, or
federal laws.
12. Damage done to any County owned equipment or property during the time the County
property is utilized by the organization will be the responsibility of the user individual or
organization to promptly repair and return the property to equal or better condition than
the property was in before the event at no cost to the County.
13. Approval of REQUEST FOR USE OF COUNTY PROPERTY is based on availability.
Monroe County reserves the right to deny any request based on the availability of
property being reserved for use and the availability to properly staff any event or non -
government function. In the event of emergencies or the necessary scheduling of special
BOCC meetings, events may need to be rescheduled.
14. INDEMNIFICATION AND HOLD HARMLESS: The Organization/Individual
covenants and agrees to indemnify and hold harmless Monroe County Board of County
Commissioners from any and all claims for bodily injury (including death), personal
injury, and property damage (including property owned by Monroe County) and any
other losses, damages, and expenses (including attorney's fees) which arise out of, in
connection with, or by reason of the Organization/Individual utilizing the property
governed by this agreement. The extent of liability is in no way limited to, reduced, or
lessened by the insurance requirements contained elsewhere within this agreement.
15. FEES ARE NON - REFUNDABLE UNDER ANY CIRCUMSTANCE. CHECKS
OR MONEY ORDERS ARE TO BE MADE PAYABLE TO MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS.
16. For information on requesting the use of County Property for PARKS, BEACHES,
ROADS AND BRIDGES, AND THEATER BY AREA, please contact the following:
LOWER KEYS
Monroe County Public Works Facilities
Policy for Use of Public Facilities 6 October, 2017
3583 South Roosevelt Boulevard
Key West, FL 33040
PHONE: 1- 888 - 227 -8136 (Toll Free throughout the Keys) or 305 295 -4385
MIDDLE KEYS
Monroe County Public Works Facilities
10600 Aviation Boulevard
Marathon, FL 33050
PHONE: (305) 289 -6036
UPPER KEYS
Monroe County Public Works Facilities
300 Magnolia St.
Key Largo, FL 33037
PHONE: (305) 852 -7161
17. For information on requesting the use of County Property for AIRPORTS, please contact
the following:
KEY WEST INTERNATIONAL AIRPORT
3491 South Roosevelt Boulevard
Key West, FL 33040
Phone: (305) 809 -5200
MARATHON AIRPORT
9400 Overseas Highway
Marathon, FL 33050
Phone: (305) 289 -6060
Policy for Use of Public Facilities 7 October, 2017
FEESCHEDULE
MEETING ROOMS AND THEATER
Fees will be charged for use of the premises when such use requires the expenditures of County
funds which would not be expended except for the act of making the room available for such use.
This charge shall compensate the government for the provided service only and fees will be
adjusted annually to reflect current costs.
FEES ARE NON - REFUNDABLE and are due in the County Administrator's office at least
TEN (10) DAYS PRIOR TO EVENT
Excluding small meeting rooms
Checks or money orders to be made payable to MONROE COUNTY BOARD OF
COUNTY COMMISSIONERS
MEETING ROOMS AND THEATER (EXCEPT small meeting rooms - see below)
Policy for Use of Public Facilities 8 October, 2017
Monday through
Friday 8:00 am —
Evenings (5:01 pm —
REGULAR
5:00 pm, excluding
OVERTIME
11:00 pm), Weekends
HOURS
holidays
HOURS
and Holidays
Facility Charges
Facility Charges
Per Hour
Per Hour
One Maintenance
One Maintenance
Technician
$ 40.49
Technician
$ 60.74
Facilities Costs
$ 10.50
Facilities Costs
$ 10.50
Total Hourly
Total Hourly
Charges Regular
Charges Overtime
Hours WITHOUT
Hours WITHOUT
Channel 76
$ 50.99
Channel 76
$ 71.24
One Additional
One Additional
Maintenance
Maintenance
Technician per hour
$ 40.49
Technician per hour
$ 60.74
Total Hourly
Total Hourly
Charges Regular
Charges Overtime
Hours Two
Hours Two
Technicians
Technicians
WITHOUT Channel
WITHOUT Channel
76
$ 91.48
76
$ 131.98
Two Additional
Two Additional
Maintenance
Maintenance
Technicians per
Technicians per hour
$ 80.98
hour
$ 121.48
Total Hourly
Total Hourly
Charges Regular
Charges Overtime
Hours Three
Hours Three
Technicians
Technicians
WITHOUT Channel
WITHOUT Channel
76
$ 131.97
76
$ 192.72
Policy for Use of Public Facilities 8 October, 2017
The number of technicians needed will be determined at the discretion of Monroe County by the
size and type of event. Should more than three (3) technicians be required for any event, the
stated rate above would increase by the respective applicable regular rate of $40.49 or overtime
rate of $60.74 each hour.
The fee for use of a small meeting room which holds a maximum of ten (10) people or less is
$50.00 per hour (business hours only).
To ensure time accuracy, the maintenance technician(s) will record his time on a time sheet
which will then be validated by both the technician(s) and the event representative by each
signing the time sheet daily.
CHANNEL 76 RATES
Television coverage is available only for pre- approved County activities. Any other
governmental agency must obtain prior approval from the County Administrator. One (1) hour
prior to the meeting is needed for the setting up of equipment, and one (1) hour after the meeting
is needed for the breakdown of equipment. Hours, including set -up and breakdown, will be
charged at the rates below, assuming Channel 76 staff is available at the time of the activity.
Monday through
Friday 8:00 am — 5:00
Evenings (5:01 pm —
REGULAR pm, excluding
OVERTIME 11:00 pm), Weekends
HOURS holidays
HOURS and Holidays
Channel 76 Per
Channel 76 Per
Hour
Hour
One T.V. Technician $ 38.88
One T.V. Technician $ 58.32
Equipment Costs $ 154.45
Equipment Costs $ 154.45
Total for One
Total for One
Technician for $ 193.33
Technician $ 212.77
DOES NOT INCLUDE MAINTENANCE TECH(S), FACILITY COSTS, MEETING ROOM
OR THEATER FEES, TAPE DUPLICATES OR SPECIAL POST PRODUCTION COSTS
COSTS DO INCLUDE A T. V CAMERA, TECHNICIAN, AND TV EQUIPMENT.
Policy for Use of Public Facilities 9 October, 2017
FEESCHEDULE
BUILDINGS, PARKS, BEACHES, ROADS, BRIDGES, & AIRPORTS
FEES ARE NON - REFUNDABLE and are due in the County Administrator's office at least TEN
(10) DAYS PRIOR TO EVENT. Checks or money orders are to be made payable to MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS. Admission fees that exist will also be
charged. The County may require security fees and other fees related to the nature of the event at
these locations. The County Administrator or his designee may waive fee payments. Along with
its Request, the event sponsor is required to submit to the Public Works Department a diagram of
each of the facilities and areas that is intended to be used for the event at the park or beach.
• County Buildings and Airport Terminals:
Monday through y
8:00 a.m. — 5:00 p.m.
Hourly Rate Before 5:00 p.m.
Hourly Rate After 5:00 p.m.
Weekends and Holidays
8:00 a.m. — 5:00 p.m.
Hourly Rate
$100.00 per day
$15.00 per hour
$20.00 per hour
$150.00 per day
$20.00 per hour
• Roads & Bridges and Airport Grounds:
Monday through Friday
Weekends and Holidays
$100.00 per day
$150.00 per day
• Parks & Beaches:
Groups requesting to reserve a portion of any park or beach will be charged a per person fee
as listed below, along with clean up fees stated below. Children, 12 years of age and under,
will not be charged and are exempt from paying the fee.
01 -50 Person(s)
51 -100 Persons
Over 100 Persons
$2.00 per person
$100 flat fee
$1.00 per person, capped at $1,000.00
Tennis court maybe reserved for a half day 8:00 a.m. to 1:00 p.m. or 1:00 p.m. to 6:00 p.m.,
or for a full day 8:00 a.m. to 6:00 p.m. at the following rates:
$50.00 for a half day; $100.00 for a full day.
One (1) Picnic Table may be included with any Parks & Beaches reservation, and $10.00 for
each additional table.
At least ten (10) days before the event, the sponsor must provide the Public Works Facilities
Department with a diagram showing which tennis courts and picnic tables it wants to reserve.
Policy for Use of Public Facilities 10 October, 2017
There may be conflicts with reservations so the sponsor is not guaranteed any particular court
or table.
• Clean up and dump fees: Clean up and dump fees will be assessed based on the size of the
group:
01 — 50 Person(s) $50.00
51 — 100 Persons $75.00
101 -250 Persons $100.00
More than 250 Persons Must contract with Waste Management or
other approved vendor to provide dumpsters
& recycle bins and for removal after event
Roman Gastesi, County Administrator
(October 2017)
Policy for Use of Public Facilities 11 October, 2017
MONROE COUNTY BOARD OF COMMISSIONERS
EVENT AND USE OF COUNTY PROPERTY
HOLD HARMLESS AND INDEMNITY AGREEMENT
For and in consideration of having been granted permission by the Monroe County
Board of Commissioners, County Administrator, and/or Assistant County Administrator, or
his /her designee to hold an Event within Monroe County limits or on Monroe County
property, the Undersigned on behalf of the organization hereby agrees on behalf of the
organization, to protect and hold harmless Monroe County, its subsidiaries or affiliates, elected
and appointed officials, employees, volunteers, representatives and agents from (i) any claims,
actions or causes of action, (ii) any litigation, administrative proceedings, appellate
proceedings, or other proceedings relating to any type of injury (including death), loss,
damage, fine, penalty or business interruption, and (iii) any costs or expenses that may be
asserted against, initiated with respect to, or sustained by, any indemnified party by reason
of, or in connection with, (A) any activity of Undersigned or any of Undersigned employees,
agents, contractors or other invitees, (B) the negligence or willful misconduct of Undersigned
or any of its employees, agents, sub - contractors or other invitees, or (C) Undersigned's
default in respect of any of the obligations that it undertakes under the terms of this
Agreement, except to the extent the claims, actions, causes of action, litigation, proceedings,
costs or expenses arise from the intentional or sole negligent acts or omissions of the County
or any of its employees, agents, contractors or invitees (other than Undersigned) arising out
of or occurring in connection with the event or the use of County property described herein.
The Undersigned also agrees to protect and hold harmless Monroe County, its
subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives
and agents from any present, past or future claims which may be asserted by this organization, or
any member of this organization or any participation or third party arising out of or occurring in
connection with this event or the use of County property.
That as the consideration of the County entering into this Agreement with the
Undersigned, it is agreed and understood that the Undersigned shall indemnify the County
against any and all claims or expenses or losses of any type, which are related to or arising from
the participation of the Undersigned in this event. The Undersigned agrees and understands that
a part of said consideration for this Agreement shall include the Undersigned's promise that any
rights to bring suit against the County and any rights to compensation therefrom on any matters
arising from or otherwise related to Undersigned's participation in this event have been
knowingly and willingly relinquished by the Undersigned under this Agreement.
The Undersigned therefore agrees to save harmless, indemnify, and defend the County,
including its subsidiaries and affiliates, its consultants, agents, volunteers, elected and appointed
officers, and employees from any and all claims, suits, actions, damages, expenses, losses,
penalties, interest, demands, judgments, and liabilities claims and related expenses in connection
with the loss thereof, and costs of suit, including attorneys' fees, for any expenses, damages,
or liability incurred by any of them, whether for bodily or personal injury, death, property
damage, direct or consequential damages, or economic loss or use thereof, including
environmental impairment, arising directly or indirectly on account of or arising out of the
Undersigned's participation in this event or the use of County property. The Undersigned's
obligation shall not be limited by, or in any way to, any insurance coverage or by any
provision in or exclusion or omission from any policy of insurance. The Undersigned agrees to
pay on behalf of Monroe County, as well as provide a legal defense for the County,
Packet Pg. 274
Event and Use of County Property Hold Harmless And Indemnity Agreement
which will be done only if and when requested by the County, for all claims made. Such
payment on behalf of the County shall be in addition to any and all other legal remedies
available to the County and shall not be considered to be the County's exclusive remedy.
Or in the case of another Government agency
The , as a state agency or subdivision defined in
Section 768.28, Florida Statutes, agrees to be fully responsible to the limits set forth in such
statute for its own negligent acts or omissions, or intentional tortious actions, which result in
claims or suits against either County or , and agrees to be liable
to the statutory limits for any damages proximately caused by said acts or omissions, or
intentional tortious acts.
The County, as a political sub - division of the State of Florida, as defined in Section
768.28, Florida Statutes, agrees to be fully responsible to the limits set forth in such statute for its
own negligent acts or omissions, or intentional tortious acts, which result in claims or suits against
either the or County, and agrees to be liable to the statutory
limits for any damages proximately caused by said acts or omissions, or intentional tortious acts.
Nothing contained in this Section shall be construed to be a waiver by either party of any
protections under sovereign immunity, Section 768.28 Florida Statutes, or any other similar
provision of law. Nothing contained herein shall be construed to be a consent by either party to
be sued by third parties in any matter arising out of this or any other Agreement.
Page 2 of 3
Event and Use of County Property Hold Harmless And Indemnity Agreement
Those who are hereby released shall not be stopped or otherwise barred from asserting
any expressly reserved right to assert any claim or cause of action they may have against the
Undersigned or any others.
This Agreement shall be interpreted under and its performance governed by the laws of
the State of Florida. The parties agree that any action relating to this Agreement shall be
instituted and prosecuted in the courts of Monroe County, Florida, and therefore, each party to
this Agreement hereby waives the right to any change of venue.
By the signature to this document, the undersigned acknowledges that it understands the
contents of this document and is voluntarily agreeing to its terms. The undersigned is authorized
and holds the actual authority as the Legally Authorized Representative of this organization to
enter into this Agreement and the organization has delegated such signatory authority to me.
In witness whereof Uwe have hereunto set my /our hand and seal the
Day of in the year
NAME OF EVENT
DATE (S) OF EVENT
LOCATION OF EVENT
PURPOSE OF EVENT
Organization/Sponsor's Name
Signature of Legally Authorized Representative
Printed Name
Title
State of Florida
County of Monroe
SUBSCRIBED AND SWORN to (or affirmed before me) on this day of
1 20 1 by , he /she is personally known to me or
has produced (type of identification) as identification.
Notary Public
(SEAL)
Page 3 of 3
C.11.c
REQUEST FOR USE OF COUNTY PROPERTY
IN MONROE COUNTY, FLORIDA
Date:
Name of Contact and organization:
Address & Telephone number: _
Email:
Specific County property or meeting room requested:
Intended use:
Date {s} needed:
Time: from
Official Monroe County Government Use: Yes ❑ No ❑
Number of participants:
Alcohol consumption /sales? Yes ❑ No ❑
to
Use of personal BBQ grill: Yes ❑ No ❑
USE OF COUNTY PROPERTY ONLY
Clean up provisions, assurances, and state if any improvements are to be to facility:
Coordination with: Sheriff Dept: Yes ❑ No ❑ Fire Dept: Yes ❑ No ❑
Security: Yes ❑ No ❑
Public Works: Yes ❑ No ❑
Previous history of holding similar events: Yes ❑ No ❑
USE OF MEETING ROOMS ONLY
Special Audio Visual Equipment needed: Yes ❑ No ❑
Describe:
Public Address System: Yes ❑ No ❑
Arrangement of Room:
Fees are listed on puges 8, 9, and 10 of the Policy for Public Facilities, Roads, Bridges, & Cornrty
Meeting Rooms and are NON- REFUNDABLE. Checks or Money Orders are to be made payable if)
Monroe Co"nly Board of County Copirmissioners.
COUNTY USE ONLY
Scheduled Date:
Insurance /Hold Harmless Requirements:
Approved: Yes ❑ No ❑ By:
Fees charged or basis for waiver to be approved by County Administrator:
Alcohol use or basis for waiver or special conditions to be approved by County Administrator:
Remarks:
uarA
Packet Pg. 277