Item C32 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 17, 2014 Division: Public Works/Engineep�
Bulk Item: Yes X No Department: Facilities Maintenance —
Staff Contact Person/Phone: Dent Pierce 305 292-4560
AGENDA ITEM WORDING: Approval to modify the fee structure for the use of Government
meeting rooms, and Channel 76 televising costs for FYI 5.
ITEM BACKGROUND: Meeting room rates have been modified annually for each coming fiscal year.
This year there is a 1.5% CPI-U increase in facilities and equipment costs adjustment for Facilities
Maintenance and TV Technicians.
PREVIOUS RELEVANT BOCC ACTION: The BOCC approved modification of the fee structure
for the use of Government meeting roams 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, August 19, 2009 and 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.
CONTRACT/AGREEMENT CHANGES: Increase facilities costs from $10.05 to $10.20; equipment
costs from $147.85 to $150.07; regular rate for maintenance technician from $38.30 to $38.88 and
overtime rate from $57.44 to $58.31, and regular rate for the TV Technician from $30.66 to $31.12 and
overtime rate from $45.99 to $46.68.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $ 14/A INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: same SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _XA No AMOUNT PER MONTH _ Year$
APPROVED BY: County Atty OMB/PurcliFasing Risk Management
DOCUMENTATION: Inc4ed X Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
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 ,REQuwsr FOR USE Or, COUNTY
PROPERTY'form and return to the responsible County Department, The ORIGINAL REQUEST FOR
USE OF COUNTY PROPERTY FORM shall be submitted to the appropriate department no later than
five working days prior to the desired date. If a public assembly permit and/or extensive coordination
with other County Departments,the Sheriffs office, or State Department of Transportation is needed,the
ORIGINAL REQUEST FOR USE OF COUNTY PROPERTY FORM must be submitted no later than
ten working days prior to the desired date.
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 saine 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, 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, 8 and 9. If there are regular County
admission fees to the facility, those fees will be charged in addition to the group user fees.
13. 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. There are no fees for Memorial services
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,
Tdc�fOl 1_11ffti�..i�_Fndifi, ----------- v-ember 0 1,-2-014------
2. INSURANCE: Groups/organizations/sponsors/individuals shall be required to execute an
original Hold Harmless/Indemnity Agreement 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 Management Department. 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)
1 250 + PARTICIPANTS: All functions expecting 250 or more participants/spectators for more
than one 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. 0304996)
4, ALCOHOLIC BEVERAGES: The use or sale of alcoholic beverages shall be prohibited unless
prior approval is obtained by the County Administrator or his designee. The sponsor will be
responsible for concurrence with applicable state permits and additional insurance as may be
required by the Monroe County Risk Manager. In accordance with Monroe County
Resolution No. 156-2001. adopted on March_21,200 13 the following fees must be collected
from flig non-charitable oi:gagtzations or social event sponsor before the Count
Administrator may accel)_t gn applicati 2gL11g1L1g1E of alcoholic beverages on
_on.,for the wr event sale
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
All organizations must comply with the insurance requirements provided by Monroe
County Risk Management.
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
is needed.
,6. BRQ 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
Toficy-fol Ow of Public Fawlities 2 ...... November 0 1,2014
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 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.
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 I I:010 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 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.
9. COI&TY 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:
olicy for Use of Public Facilities 3 November 01,2014
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 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. 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 The Harvey Government Center (2)
1100 Simonton Street 1200 Truman Avenue
Key West, FL 33040 Key West, FL 33040
(305)292-4441 (305)292-4431
Key West Library *Marathon Government Center (2)
700 Fleming Street 2798 Overseas Highway
Key West, FL 33040 Marathon,FL 33050
Contact: Reference(305)292-3595 (105)289-6036
Marathon Library Islamorada Library
3251 Overseas Highway 81550 Overseas Highway
Marathon, FL 33050 Islamorada,FL 33036
(305)289-6098 (305) 852-7163
4TO—fi"c"y-for-"Use, of Public Facilities ITIT mm 4 November 01,2014
Key Largo Library Big Pine Key Library
101485 Overseas Highway 213 Key Deer Blvd
Tradewinds Shopping Plaza Winn Dixie Shopping Plaza
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&SM THEATER LOCATIQN;
Murray E.Nelson Government&Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo,FL 33070
(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 Public Safety Division, Department of
Emergency Management 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 organization.
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 lease/rental 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. CHECKS OR MONEY ORDERS ARE 'TO HE MADE
PAYABLE TO MONROE CO UNTY BOARD OF CO UNTY 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 Maintenance Department
Parks and Beaches
3583 South Roosevelt Boulevard
Key West,Florida 33,040
ATTENTION: PARKS&RECREATION COORDINATOR
Policy for Use of Public Faciii—tie—s....... --——-------—_5 November 01,2014
PHONE: 1-888-227-8136(Toll Free throughout the Keys)or 105 295-4385
MIDDLE KEYS:
Monroe County Public Works
10600 Aviation Boulevard
Marathon, Florida 33050
ATTENTION: PARKS&RECREATION COORDINATOR
PHONE: (305)289-6036
UPPER KEYS:
Monroe County Public Works
88770 Overseas Highway
Plantation Key,Florida 33070
ATTENTION: PARKS &RECREATION COORDINATOR
PHONE: (305) 852-7161
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 6 November ill,2014
FEE: SEMEEMILE
MiKi'INGROOMS ANll) 141EATER
Fees %vill Itc charged fin unu of the prernhws when Ywh um mqWm!s the expendl"m ornmay W&
which woWd nN he expoWed eump Q to no uF makhg dw rwan avadabb It such uso HAs chat ge
shafl oom lwi u sate the govern III Ile,1111 foir flw pi�rovidcd s,civke only and lies roll be aojumcd annuaHy to
reANA cunmra cams.
FEF.S ARE NOIV�]AEFIANDABIJC awd are due allemi TEN (10) DAYS PRI014 "ro EVEIVY
Mu ding snmd! meedng rourns
(lecks or inancy ordiimrs lo, be inade payable
MONROE C(H)NTY MARD OFCOUNYY (�!OMAVSSK)NERS
QNViA R,
.. ................... ------ ------ -Moiriday througii Eveitiflings (5:011 pnn --
Friday M00 ani - 6:00 11,00 Pityl), %flifeelcorids
REGULAR HOURS It 111 1, R n,2±20l !y!_' OVIlER711WE l-IOU14S arid 01
F �nir61llty Ctmrges Per F4611ty Ctimer ges Fler
Houllit Hour
Me MaNtenarme One MaMnamme
I echniden $ 3188 Techt-I 58 31
FadWs Cogs 1020 Fadmus cams 1$ IC 20
"rotas siany
"Total Hourly Ct�aiitges Ortariges Overthne
RegWar I 4ours 140urs Wirlitiou't,
1_9!'iartnel "76 $ 49,08 Chaitune� 'M 68.51
One Adiiht6nat Otie I Add t I�or4l
W0'iteiiiance Mntenwuce
iedim'n6an ll)et h0Ljr $ 38 �18 fechnir.Iw i l�mr houll $ 58.3 1
"rotai viony
TioWl I lourly Charges Changes OvwUme
RegWar Hour% 11ours Thme
Two Tedmilcians TeMclans
VMTHOUT Channel 76 87.96 W17140UT Channel TO 12593
TWo Miftional Two Adddtora�
kilamtenance Mamwnwme
Techhuans per.how S MOB Techrrcians p�)& h0U11 $ 5831
I"Mal 1400M,ly
I otal Hourly ChMISS Chwjes OveMrsie
Regubr HOLAIIII S Three
"Ttiree TecW6ait iiiis TechMclans
I lou"s
WHOUT Channel 76 $ 12&84, WIT141OUTChanruel 76 $ 185A
............
iMmmuClutay byte ske mid
type of eveM. Mou h! more than (We (3) lecim ice mis he nniuked Mr any evem . the"Wed rate above
mmid increase by 0ie respetnivearQuable regular rMeof$318H oruvwaie wool ecASSKM eachImm,
TheleRw cur eornsmAInwohgnxmnwhth ha.Wsa nmxhwnicAten (IO) pcopkor pour i $2MNI ,f
hOU111-(NJ 6111CSS l RMIt S, Mdy),
loho, [or U,a,,of'11uh1w
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 hour prior to the meeting is needed for
the setting up of equipment, and one 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 Evenings(6:01 pm—
8:00 am—5:00 pm, 11:00 pm),Weekends
REGULAR HOURS excUudin holida s OVERTIME HOURS and H2HLaLs
Channel 78 Per Hour Channel 76 Per Hour
One T,V. Technician $ 31.12 One T,V. Technician $ 46.68
............ ...... ..................__................ .... .. ......... ..............................................................................
Equipment Costs $ 150.07 Equipment Costs $ 150.07
. .........I - ---------_11------------- ....... ——------------- ...........
Total for One Total for One
Technician for $ 181.19 Technician $ 196.75
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.
........... -------
i-ticy fur laseof P�R7cfacil Facilities November 01,2014
FEE SCHEDULE
BUILDINGS,PARKS,BEACHES,ROADS,BRIDGES, &AIRPORTS
All fees will be payable in advance to the Monroe County Board of County Commissioners and submitted
to the Public Works Facilities Maintenance Department. Admission fees that exist will also be charged.
The Public Works Director of the Lower Keys Facilities, Director of Middle Keys and Director of Upper
Keys,or their designee(s), may require security fees and other fees related to the nature of the event. The
Monroe County Administrator reserves the right to waive fee payments.
• County Buildinpas and Airport Terminals:
Monday through Friday:
8:00 a.m.—5:00 p.m. $100.00 per day
Hourly Rate Before 5:00 p.m. $15,00 per hour
Hourly Rate After 5:00 p.m. $20.00 per hour
Weekends and Holidays:
8:00 a.m.—5:00 p.m. $150.00 per day
Hourly Rate $20.00 per hour
• Roads&Bridgesand Airport Grounds:
Monday through Friday $100.00 per day
Weekends and Holidays $150,00 per day
• Parks& Beaches:
Groups requesting to reserve a portion of any park or beach will be charged $2.00 per person, 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.
• 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
10 1-200 Persons $100.00
More than 200 Persons To be determined by
Public Works Division Director
Roman Gastesi, County Administrator
(October 2014)
.......... .....
01 icy for Use of Public Facilities 9 November 0 1,2014