Item C29
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 14/15. 2000
Oivision: Public Works
Bulk Item: Yes; ~ No:
Department: Facilities Maintenance
Agenda Item Wording:
Approval to modify fee structure for the use of Monroe County Government Meeting
Rooms and establishing Channel 16 televising cost structure.
Item Background:
Present fee was approved in May 1998. Due to increase in pay structure and cost
allocation, it is requested that rates be modified.
Previous Retev~nt BOCC Action:
Original fee for use of Monroe County Government Meeting Rooms originated in 1995
and was revised in May 1998. It now requires modification to reflect increase in staff
pay structure and cost allocation including fee structure for Channel 16 televising.
Staff Recommendation:
Recommend changing previously established overtime hourly rate from $38.14 per
hour and establishing a regular hour fee structure to $34.73 per hour for regular work
hours and $47.58 per hour for overtime hours for the use of Monroe County
Government Meeting Rooms and establishing Channel 16 hourly cost of $22.43 regular
time l10urs and $28.11 per hour for overtime cost.
Total Cost: $0.00
Cost To County: iQ..2Q
Budgeted: Yes: N/A No: N/A
Cost Center:
Revenue Producing: Yes: _No _X_ Amount per Month: i
Year: L-
Approved By: County Atty:
OMBlPurChasing:
Risk Mgmt:
Maintenance
"<.
-0//aI
Division Director Approval:
Dent Pierce, Director of Public Works
Disposition:
To Follow: _ Not Rl. _~ifd~
Agenda Item #: __ l,(l"-'I
Documentation: Included: XX
MONROE COUNTY FACIJ.,ITlES KAnfTENANCE DEPARTMENT
POLICY FOR COUNTY IlEETlNG ROOMS
(Exclu.ding Libraries and Airports)
ELIGIBILITY
Monroe County Public Facilities meeting rooms will be available primarily for
use by County and other government agencies. For example, it is anticipated
that regularly scheduled meetings by government organizations can be
scheduled. Other boards, committees and commissioners appointed by the
County may also schedule their meetings. Use of meeting rooms will also be
available upon request by other federal, state and local government entities,
Monroe County Constitutional Officers, Monroe County School Board, et
cetera. In addition, other organizations that represent the interests of the
public in Monroe County may request use of a Monroe County meeting room.
In the event of conflicting dates, use by the County Board of County
Commissione.rs and other County appointed entities will take priority.
SCHEDULING AND USE
Scheduling of all County meeting rooms will be handled through the office of
the Director of Facilities Maintenance, Division of Public Works (292-4431 or
tollfree throughout the Keys 1-888-227-8136). That office will maintain the
calendar for the use of meeting rooms and will determine which organizations
have priority. In the event of a conflict that cannot be resolved, the question
will be referred to the County Administrator for a final decision. The Director of
Facilities Maintenance will develop a fonn for use by the Staff, and any
requesting organizations. that will identify the date and time of the meeting,
the number of people expected and any other information that the Director
feels is necessary.
It is expected that organizations requesting to use the facility will make their
request at least two weeks in advance of the intended meeting. For meetings in
the evening. the room may not be used after 1 1:00PM. Public Works personnel
will be available to be sure that the room is opened in the evening and to lock
up at the conclusion of all meetings.
Most of the equipment in the meeting rooms will not be available for general
public use. County Staff will make available lighting, air conditioning, and an
amplification system if necessazy. If it is necessary to have the meeting
recorded, that should be identified at the time the request is made to the
Facilities Maintenance Staff. Any special requests beyond that identified above
must be made at the time the meeting room is reserved and must by
specifically approved by the Director of F~cilities Maintenance.
FOR ORGANIZATIONS UTILlZlNG THIS FACILITY. ANY DAMAGE DONE TO
ANY EOUlPMENT WILL BE THE RESPONSIBILITY OF THE ORGANIZATION.
THIS WILL BE IDENTIFIED ON THE REOUEST FORM. WHICH WILL BE
SIGNED BY A REPRESENTATIVE OF THAT ORGANIZATION.
FEES
There is a fee of $34.73 per regular time hour and $47.58 per overtime hour
(Government Agencies Exemptl for use of larger meeting room facilities and
$20,00 per hour for the use of smaller meeting room facilities. This charge is
to cover costs of overtime to have an employee on site and related expenses
(i.e., electricity), for after hour, weekend, and holiday meetings; said fees are
mandatory regardless of an organization's non-profit status.
This fee 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.
There is a fee of $22.43 regular time hour and $28.11 per overtime hour for
providing Channel 16 television coverage. These cost include TV camera
technician and TV equipment. This cost does not include tape duplicates or
special post.production cost.
CONCLUSION
It is the County's intention to make maximum use of it's meeting room
facilities. However, in doing so it must protect the facilities against misuse and
loss of emergency operating equipment and must also protect the large
investments made by the citizens of the County. Any deviations from these
policies must be presented to the County Administrator for approval.
Mr. James Roberts
County Administrator
June 14,2000
Revised 6/14/00
MONROE COUHTT MEETING ROOM lI'ACD.ITlES
Date:
Specific Meeting Room Requested:
Reserving Organization:
Contact Person:
(Name)
(Address & Phone Number)
Intended Use:
Official Monroe County Government Use:
Date(s) Needed:
Special Audio Visual Equipment Needed:
Number of participants: _ Public Address System: Yes _ No _
Note: Pleue review the attached policy tor 1I$e of mcetinc rooms as approved by
the Monroe County Board of County Comm1uioners on May 13, 1998, and sign
below.
Yes_
Time: From: _ to _
No_
There is a fee of $34.73 regular hour and $47.58 overtime hour rate for larger meeting
facilities and a $20.00 fee for smaller meeting room facilities (Government Agencies
Exempt) for after hour, weekend and holidays. There is a fee of $22.43 regular hour
and $28.11 overtime hour rate (or providing Channel 16 Television coverage. Fees are
required to be :;ubmitted at time of reservation, payable to:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
FEES ARE NON-REFUNDABLE
Mail check or money order to:
Monroe County Facilities Maintenance Department
3583 South Roosevelt Boulevard
Key West, Florida 33040
Fax' 305-295-3672
I have reviewed and understand the policies for use of Monroe County meeting room
facilities. and acknowledge the above organization will be responsible for any damage
done to any equipment and/or facilities.
Signature of Authorized Representative
Telephone #
Print Name and Title
NOTE: Please telephone all reservation cancellati&ns to the Facilities Maintenance
Department at 305-292-4431 twenty-four (24) hours prior to the date ofreservation.
For additional information. please call.
Monroe County
Office of Management & Budget
5100 College Road
Key West. FL 33040
voice: (305) 292-4470
fax: (305) 295-4320
r....-
BOARD 0Jl' COUNTY COMMISSIONERS
MAYOR Shirley Freeman . Districd
Mayor Pro tent George Neugent. District 2
Wilbclmina Harvq, District 1
Nora Williams. District 4
Mary Kay Reich, District S
O. 'OUNTYoLMONROE
KfY WiST .::!J ~ORIOA 33040
~12M""1
.
MEMORANDUM
Date: May 8, 2000
To: James L. R.oberts
From; John Carter ~ ~
Subject: Channel 16 Television Costs
cc:
Ken Perryman
Vicki Yaklevich
J Carlos Zarate
-----..--------..---
------------.----..-----------
I have estimated the cost of providing Channel 16 television coverage after hours as follows:
Regular Hours:
Average loaded salary
Times cost allocation factor
Sub-total cost
Video tape cost
Total:rv costs
SI8.26/hr
1.112
S20.43/hr
2.001hr
S22.43/hr
Overtime Hours:
Average loaded salary
Times cost allocation factor
Sub-tolal cost
V ideo tape cost
Total TV costs
S23.33/hr
1.119
526. Jl he
2.001hr
S28.11/hr
These costs include TV camera technician and TV equipment. They do not include building facility costs,
additional tape duplicates, Or !ipecial post-production costs. ~
The above calculations are based on the most recent cost allo~ation figures in the Fiscal Year 1999 budget year
using 1997 actual costs.
_v~
Monroe County
Office of Management & Budget
5100 College Road
Key West. FL 33040
voice: (305) 292-4470
fax: (305) 295M4320
,..'-
BOARD OF COUNTY COMMISSIONERS
MAYOR Shirley Freeman, District3
Mayor J'ro '~m George Neugent, District 2
Wilhelmina Harvey, District 1
Nora Williams. District 4
Mary Kay Reich, District ~
.
O~~Ir" ~~~~E
(3O!>1294.4M1
.
MEMORANDUM
Date;
May 8, 2000
To:
Carlos Zarate
From:
John Carter ~...;:C- ~
Subject:
Cost allocation
-~_.._----_._----------------_._.._------_._--------------------._--_.~----------------------------------_.---------.
According to the October 1999 Full Cost Allocation Plan for Monroe County, your loading
factor should be 12.9% calculated as follows:
a.
b.
c.
Total allocated additions
Expcnditures per financial statement
Calculated loading factor ratio (afb)
$485,793.00
3,759,084.00
t 2.92%
The above calculations arc based on the most recent cost allocation figures in the Fiscal Y car
1999 budget ycar using 1997 actual costs. These calculations are expected to stay relatively
constant over the next year. but should bc recalculated each year thereafter.
.~
,.~
ReYised 5/17/00
GOVERNMENT MEETING ROOM COST
REGULAR TIME
Maintenance Technician
$22.76 per hour with loadings
Facilities Cost
8.00 per hour
Cost Allocation 12.9~()
3.97
TOTAL
$ 34.73 per hour
OVERTIME
Maintenance Technician
$34.14 per hour with loadings
Facilities Cost
8.00 per hour
.
Cost Allocation 12.9%
5.44
TOTAL
$47.58 per hour