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Item C40 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: December 11, 2013 Division: Public Works & Engineering Bulk Item: Yes X No Department: Parks &Beaches Staff Contact Person/Phone#:Kevin Wilson ext.8796 AGENDA ITEM WORDING: Approval for use of the southwest corner of the Key Largo Community Park for overnight camping of volunteers & cyclists participating in the Multiple Sclerosis "Breakaway to Key Largo" Bike Ride on the nights of Saturday, March 1, 2013 and Sunday, March 2, 2014 and for waiver of all fees for the use of County facilities for the event. ITEM BACKGROUND: See attached. The MS Bike Ride has been an annual event for the last 27 years. The South Florida Chapter of the National MS Society is requesting the use of the park for overnight camping as a cost free alternative for volunteers and participants who need it. MCC 18-1 prohibits the use of the park between 11:00 p.m. and 7:00 a.m. The BOCC may waive this Section of the County Code on an event by event basis. The normal hours for the park are 7:00 a.m. — 9:00 p.m. They will provide portable shower &bathroom facilities in the designated camping area. They propose to set up February 28, 2014. Details of the schedule are attached. PREVIOUS RELEVANT BOCC ACTION: In previous years the County has waived all fees for use of County facilities including tolls on Card Sound Road. CONTRACT/AGREEMENT CHANGES: Not applicable. STAFF RECOMMENDATIONS: Recommend Approval. TOTAL COST: None INDIRECT COST: None BUDGETED: Yes No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: Waiver of tolls. SOURCE OF FUNDS: REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year APPROVED BY: County Atty_ OMB/Purchasing Risk Management DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM# Revised 7/09 I , BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: December 11, 2013 Division: Public Works &Engineering _ I Bulk Item: Yes X No Department: Parks&Beaches Staff Contal t Person/Phone#:Kevin Wilson ext.8796 AGENDA ITEM WORDING: Approval for use of the southwest corner of the Key Largo Community Park for overnight camping of volunteers & cyclists participating in the Multiple Sclerosis "Breakaway to Key Largo"Bike Ride on the nights of Saturday,March 1, 2013 and Sunday, March 2, 2014 and for waiver of all fees for the use of County facilities for the event. ITEM BACKGROUND: See attached. The MS Bike Ride has been an annual event for the last 27 years. The South Florida Chapter of the National MS Society is requesting the use of the park for overnight camping as a cost free alternative for volunteers sand participants who need it. MCC 18-1 prohibits the use of the park between 11:00 p.m. and 7:00 a.m. The BOCC may waive this Section of the County Code on an event by event basis. The normal hours for the park are 7:00 a.m.—9:00 p.m. They will provide portable shower&bathroom facilities in the designated camping area. They propose to set up February 28,2014. Details of the schedule are attached. PREVIOUS RELEVANT BOCC ACTION: In previous years the County has waived all fees for use of County facilities including tolls on Card Sound Road. CONTRACT/AGREEMENT CHANGES:Not applicable. STAFF RECOMMENDATIONS: Recommend Approval. I TOTAL COST: None INDIRECT COST: None _BUDGETED: Yes No DIFFERENTIAL OF LOCAL PREFERENCE: N/A i COST TO COUNTY: Waiver of tolls. SOURCE OF FUNDS:, REVENUE PRODUCING: Yes_ No X AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing I Risk Management dicS- DOCUMENTATION: Included X Not Required DISPOSITION: I AGENDA ITEM# C•L n Revised 7/09 . I I REQUEST FOR USE OF COUNTY PROPERTY IN MONROE-COUNTY,FLORIDA Date: 12-02-2013 Name of Contact and organization: Paige McLean The National Multiple.Sclerosis Society Address &Telephone number 3201 W Commercial Blvd Suite 127 Ft.Lauderdale,FL 33309 954-731-4224 Email: paigemclean(&,outlook.com 813-767-1650 Specific County property or meeting room requested: YMCA of Greater Miami 500 St.Croix Place Key Largo, I FL 33037 Intended use: The MS Bike Ride with 1200 cyclists travel from the FIU's Modesto Maidique Campus to the Key Largo Resorts located at 99701 Overseas Hwy key Largo,FL on Saturday March lst and back Sunday March 2,2014. The event is a charity fundraiser to support the MS Society's efforts against Multiple Sclerosis. Food and limited alcohol will be served. Transportation will be provided for the participants. Date(s)needed: 03/01/14-03/02/14 Time: from 7:00am-5pm both days Official Monroe County Government Use: Yes ❑ No ® . Number of participants: 1200 total cyclists 100 campers to use the YMCA Alcohol consumption/sales? Yes El No ® Only at Holiday Ii n Use of personal BBQ grill: Yes 0 No 11 USE OF COUNTY PROPERTY ONLY Clean up provisions, assurances, and state if any improvements are to be to facility: Portable sanitation,showers,trash receptacles, lighting if needed,40'x20' tent. No parking on street. Either staff or security on premises at all times while campers are present. Coordination with: Sheriff Dept: Yes ® No ❑ Tents, portable toilets,showers will be Security: Yes ® No ❑ delivered on Friday Feb.28,2014 and removed Public Works: Yes ►1 No ❑ Monday March 3,2014 Previous history of holding similar events: Yes ® 27 years No El i USE OF MEETING ROOMS ONLY Special Audio Visual Equipment needed: Yes El No ❑ Describe: Public Address System: Yes El No ❑ Arrangement of Room: Fees are listed on pages 7, 8 and 9 of the Policy for Public Facilities,Roads,Bridges, & County Meeting Rooms and are NON-REFUNDABLE Checks or Money Orders are to be made payable to Monroe County Board of County Commissioners. 1 COUNTY USE ONLY Scheduled Date:fj-��)f 1 G> e� ( cW ,.., Insurance/Hold Harmless Requirements: � CUB - Cq' AiA; 1 Approved: Yes , No 0 By: - (O' Fees: Remarks: PW 10/12 S I ' � I HOLD HARMLESS AGREEMENT This agreement entered into by and between MONROE COUNTY, FLORIDA, a political subdivision of the State of Florida, herein "COUNTY", and The National Multiple Sclerosis Society - South Florida Chapter whose address is 3201!W. Commercial Blvd, Suite 127, Fort Lauderdale,FL 33309 hereinafter"EVENT SPONSOR": That for and in consideration of the understanding hereinafter set forth the parties do agree and covenant as follows: 1. That in and for the consideration of permission to',use certain public roads or other public property, more particularly described as follows: The Bike MS: Breakaway to Key Largo with 1,200 cyclists traveling from FIU Modesto Maidique Campus to the Key Largo Resorts located at 99701 Overseas Hwy, Key Largo,Florida on Saturday'March 1 and Sunday March 2,2014 for the purpose of conducting a charity fundraising event to support the National MS Society's efforts against multiple sclerosis more particularly described as follows: Bike MS: Breakaway to Key Largo on the 1st and 2nd day of March, 2014, from 7:00 AM until 5:00 PM, the EVENT SPONSOR does hereby agree to .indemnify the COUNTY in to for any and all claims or liabilities that may arise out of the above described event 2. That, in addition to indemnification described in Paragraph One, the EVENT SPONSOR does hereby agree to hold the COUNTY harmless in all respects concerning the event described in Paragraph One and will defend any and all causes of action or claims and will, further,pay the cost of any attorney's fees incurred by the COUNTY arising out of the event described in Paragraph One. The National Multiple Sclerosis Society- South Florida Chapter Organization By: c//e&c.:-173-1‘14— Of the above and duly authorized to execute this agreem I nt. State of Florida County of M Ilh M I-PAT e SUBSCRIBED AND SWORN to (or affirmed before me) on _day of ICU./1?Ar ,20,/ x By K4&Ci &'5 jA-Qj ,(Event Contact Person),he/she is personally known to me or has produced FL De_Ll C/ (type of identification) as identification. Notary Public ��1 L if 4e fir � moo;� ��;= KELIIE M.BEGLEY _. „1• .1 Notary Public-State al Florida so,9f. ,. My Comm.Ex • pires Sep 22,2015 •;ar......: Commission#EE 106666 I i 3201 W Commercial Boulevard _A- Suite 127 I Fort Lauderdale, FL 33309 National tel +1954 731 Multiple Sclerosis 4224 Society fax +1 954 739 South Florida j Chapter 1398 +1800 FIGHT MS December 4, 2014 www.nationaIMSsociety.org/fls Mr. Roman Gastesi County Administrator Monroe County Public Works Division 3583 South Roosevelt Blvd. Key West, Florida 33040 Dear Mr. Gastesi: Thank you for your continued support of the National Multiple Sclerosis Society's cycling event, Bike MS (formerly the MS 150 Bike Tour). It is through the combined commitment of riders, volunteers, sponsors and community leaders that we are able to continue the programs, services,and research that helps those affected by MS. The 2014 Bike MS: Breakaway to Key Largo will take place on March 1 and 2. We kindly request your support once again by waiving the$300 fee for this two-day event. Monroe County has assisted the National MS Society with the use of Card Sound Road and Card Sound Bridge without cost. This support keeps our expenses down and allows us to devote more funds to our mission. We would be grateful for this support once again. We also hope you can assist us by waiving the fees at the toll booth. In the past,we have placed a small ramp at the toll booth and directed riders over the ramp. If we can avoid using the ramp, it would smooth the passage of participants through the area, as they would not need to navigate over the ramp. Thank you again for support and commitment to our cause. Sincerely, 6941 Cristina Vidal Bike MS Director 3201 W Commercial Boulevard Suite 127 ° Fort Lauderdale, FL 33309 National ! tel +1954 731 Multiple Sclerosis 4224 Society fax +1954 739 South Florida Chapter 1398 +1800 FIGHT MS December 4,2014 www.nationaIMSsociety.org/fls Mr.Roman Gastesi County Administrator Monroe County Public Works Division 3583 South Roosevelt Blvd. Key West, Florida 33040 Re: 2014 Bike MS:Breakaway to Key Largo Dear Mr. Gastesi: The National Multiple Sclerosis Society - South Florida Chapter is making plans for the 2014 Bike MS: Breakaway to Key Largo. The event will take place on March 1 and 2. The success of this annual event is credited largely to our partners who support us through in-kind and financial donations. Our goal is to raise $1.1 million. Those dollars fund MS research and provide vital programs and services for persons in South Florida living with MS. The Breakaway to Key Largo brings riders from over 30 states and half dozen countries and they ride here, thorough our community, to help people living with MS, here, in our community. Monroe County's support is crucial to the success of this event. We expect to host 1,200 cyclists in 2014.Our event utilizes the services of the Monroe County Sheriff's Office and the Monroe County Emergency Services Division. We will again need their services to insure a safe and 1,successful event. We also kindly request a waiver that will allow riders and volunteers to camp at the Upper Keys YMCA (500 St Croix Place)on Friday, February 28,through Sunday morning,March 2. Thank you again for support and commitment.to our cause. Please contact me if you have any comments or questions. Sincerely, cogiti 6006/617 Cristina VidalUe/i `� Bike MS Director ` f 3201 W Commercial Boulevard Suite 127 Fort Lauderdale, FL 33309 " I National tel +1954 731 Multiple Sclerosis 4224 Society fax +1954 739 South Florida Chapter 1398 +1800 FIGHT MS i Request: j www.nationalMSsociety.org/fls • Camping for 100 at the YMCA ofKey Largo (500 St Croix Place) on Saturday March Ito Sunday March 2, 2014. Purpose • The YMCA of Key Largo is in close proximity to our Overnight/Day 1 Finish Line (Key Largo Resorts, 99701 Overseas Highway) • This will allow for convenient and expedited transportation to and from the Overnight Stop The National Multiple Sclerosis Society will do the following: • We will provide the necessary bathrooms, showers and sinks and a large tent. • We will provide either staff or security at the campsite for the entire time period that there are campers are present • Add YMCA and Monroe County as additionally insured to NMSS liability insurance • All trash removal and cleanup Placement: • Tent-Large 40'x20'tent to be placed in large open area of SE corner of park • Smaller individual tents-To be determined per YMCA Staff • Portable toilets and sinks-To be determined per YMCA Staff • Showers-To be placed in parking lost of the YMCA Timeframe: i • Friday February 28th drop off showers/toilets/sinks other supplies after 1:00pm • Monday March 3rd removal of showers/toilets/sinks by 3:00pm • Saturday March 1st campers arrive i tarting at 12:00pm • Sunday March 2nd campers depart by 8:00 • Sunday March 2nd 10:00am cleanup begins . 1 * * Large f1 t - �y ,Gb area _ . 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