Item E1`
County of Monroe ..
- Me Florida Keys
L
BOARD OF COUNTY COMMISSIONERS
Mayor David Rice, District 4
Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
September 4, 2018
Agenda Item Number: E.1
Agenda Item Summary #4638
BULK ITEM: Yes DEPARTMENT: Facilities Maintenance
TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson (305) 292 -4441
N/A
AGENDA ITEM WORDING: Approval to add a fee structure to the current Use of County
Property Policy for Bernstein Park community rooms.
ITEM BACKGROUND: The current fee structure for meeting room rentals in County office
buildings is not appropriate for the Bernstein Park community rooms. Staff proposes a fee structure
similar in nature to that of outdoor space rentals. The proposed Bernstein Park community room fees
are as follows:
Rentals between 7:00am- 3:00pm - $1.00 per person + $50 clean up fee
Rentals between 3:00pm- 10:00pm - $2.00 per person + $50 clean up fee
$30 for each additional room added to reservation.
Children under the age of 12 are exempt from the per person fee.
Please note this is only an addition to the existing policy. The annual adjustments to the Use of
County Property Policy will be presented at a later scheduled regular meeting.
PREVIOUS RELEVANT BOCC ACTION: The BOCC approved modification of the fee
structure for the use of Government meeting rooms on July 26, 2000, September 19, 2001, and
October 15, 2003. On May 19, 2004, the 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. On October 19, 2005,
September 20, 2006, September 19, 2007, September 17, 2008, and August 19, 2009, the BOCC
approved a modification to the fee structure. On August 1, 2010, the BOCC approved modification
to the fee structure and the addition of charges for the theater at the Murray E. Nelson Government
and Cultural Center. At the February 16 and March 16, 2011 meetings, the BOCC addressed the
theater charges, at the March meeting the BOCC approved a 24 -month theater pilot program
reducing the rates to those charged for other County meeting rooms. On October 17, 2012, the
BOCC approved a modification to the fee structure. On October 15, 2013, the BOCC approved a
modification to the fee structure. On October 17, 2014, the BOCC approved a modification to the fee
structure. On November 18, 2014, the BOCC approved a modification to the small meeting room
rate. On October 21, 2015, the BOCC approved a modification to the fee structure. On October 19,
2016, and December 13, 2017, the BOCC approved a modification to the fee structure to reflect a
salary adjustment for TV Technicians regular and overtime rates, updated the forms, Hold Harmless
and Indemnity Agreement and Request for Use.
CONTRACT /AGREEMENT CHANGES:
Add a fee structure to the current Policy for Use of County Property
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Policy for Use of Public Facilities (September 2018) (revised for Bernstein Park)
FINANCIAL IMPACT:
Effective Date: 9/1/2018
Expiration Date:
Total Dollar Value of Contract: N/A
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds: 147- 362003SR
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: yes
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount: based on rental volume
N/A
REVIEWED BY:
William DeSantis
Completed
08/23/2018 12:32 PM
Kevin Wilson
Completed
08/23/2018 1:39 PM
Patricia Eables
Completed
08/27/2018 4:52 PM
Budget and Finance
Completed
08/28/2018 12:17 PM
Maria Slavik
Completed
08/28/2018 12:31 PM
Kathy Peters
Completed
08/28/2018 1:20 PM
Board of County Commissioners
Pending
09/04/2018 5:05 PM
1 � / ' •
C ` ` RO OMS,
L , _ , ■ ■
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 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 11 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 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 Packet ;Pg. 11!1
invoiced at the applicable rate. Should any individual /group not pay these ad
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 Iess 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 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 (lie 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-
Policy For Use of Public Facilities 2 September, 2018 r_
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.
f. BBQ 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.
S. 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
Policy for Use of Public Facilitic « 3 September, 2018 r
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 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
Policy far Uwc of Public Facififics 4 Scptember. 2018 r
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.
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
Key Largo, FL 33037
(305) 852 -7164
Big Pine Key Park Community Center
31009 Atlantis Drive
Big Pine Key, FL 33043
`*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
Big Pine Key, FL 33043
(305) 872 -0992
policy for use or Public Facilities 5 September, 2018 r
(305) 292 -4431
1 '1117 1 t t o
Murray E. Nelson Government & Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL33037
(305) 852 -7161
x 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.
I1. 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 Organ ization/Ind ividu a] 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
3583 South Roosevelt Boulevard
Key West, FL 33040
PHONE: 1 -888 -227 -8136 (Toll Free throughout the Keys) or 305 295 -4385
MIDDLE KEYS
Policy for Use or Public Facilities b September, 2018 r
Monroe County Public Works Facilities
10600 Aviation Boulevard
Marathon, FL 33050
PHONE: (305) 289 -6036
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 September, 2018
FEE SCHEDULE
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)
P _ . _ mm �.. ..... ____..m ______-- ._----- _ ____ m
o[i,y for Use of Public Facilitics 8 September, 2018
Monday through
Friday 8:00 am —
Evenings (5:01 pm —
REGULAR
5:00 pm, excluding
OVERTIME
11:00 pm), Weekends
HOURS
holida s
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
$ 13197
76
$ 192.72
P _ . _ mm �.. ..... ____..m ______-- ._----- _ ____ m
o[i,y for Use of Public Facilitics 8 September, 2018
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.
REGULAR
HOURS
Monday through
Friday 8 :00 am — 5:00
pm, excluding
holidays
Evenings (5:01 pm —
OVERTIME 11:00 pm), Weekends
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
. _ ..
E u� rnent 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 T. V. EQUIPMENT.
Policy for Use of public Facilities 9 5eple ber, 2018 r
i
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 Friday
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
• Roads & Bridges and Airport Grounds:
Monday through Friday
Weekends and Holidays
$100.00 per day
$15.00 per hour
$20.00 per hour
$150.00 per day
$20.00 per hour
$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.
0 1 -50 Persons) $2.00 per person
51- 100 Persons $100 flat fee
Over 100 Persons $1.00 per person, capped at $1,000.00
Tennis court may be 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 Facilifi cs 10 September. 2018
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
• Bernstein Park Community Rooms:
Groups requesting to reserve a room at the community center will be charged a per person fee,
along with a clean -up fee stated below. Children 12 years of age and under will not be charged
the per person fee and are exempt from paying this fee.
7:00am - 3:00pm
3:00pm — 10:00pm
$ 1.00 per person + $50 clean up fee
$2.00 per person + $50 clean up fee
Each additional room added to the room reservation will be $30.00
Roman Gastesi, County Administrator
(September 2018)
Policy for Use of Public P'aciht,cs 1 l September, 2018
I :'1114 13 or EI "AI / I I11X.Y." M111 ►i 11 DI `illR ;J DIOT I OW11 I
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, both of
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 aeency
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 [/we have hereunto set mylour hand and seat the
I'll, F.11 LVA I W*
. IMiNO3
DATE (S) OF EVENT
F011 Zlfl
Day of in the year
Organ ization/Sponsor's Name
Signature of Legally Authorized Representative
W11
State of Florida
County of Monroe
SUBSCRIBED AND SWORN to (or affirmed before me) on this day of
' 20, by , he/she is personally known to me or
has produced - --------------------------------------------------- ( type of identification) as identification.
Notary Public
(SEAL)
Page 3 of 3
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M. M.,
Address & Telephone number:
Email:
Intended use:
Time: from to
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Coordination with: Sheriff Dept: Yes E] No 0 Fire Dept; Yes F1 No [I
Security: YeSE) No F1
Public Works: Yes [I NcI
Previous history or holding similar events: Yes Ej NoO
USE OF MEETING ROOMS ONLV
Special Audio Visual Equipment needed: Yes [-] No I][
Describe:
Public Address System: Yes M No M
Arrangement of Room:
Fees are ffsted air gggg 8. 9. atid 10 of the Polics for Ptiblic Facilities. Road—s Bridgiff, & Coitnic
Insurance /Aold Aarmless Requirements:
Approved: Yes [I No [I By:
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