Item C32
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 14/15. 2000
Division: Public Works
Bulk Item: Yes: ~
No:
Department: Facilities Maintenance
Agenda Item Wording:
Approval to modify Request for Use of County Property Rules and Regulations.
Item Background:
Modify Request for Use of County Property Rules and Regulations as follows:
1. #2 of RULES & REGULA lIONS - Requires that Request for Use of County
Property be submitted no later than five working days prior to desired date(s) for
processin9 and approval: and ten working days prior to desired date(s) if a public
assembly and/or extensive coordination with other County Departments is required.
2. FEES - The County Administrator reserves the right to waive fee payments.
Previous Relevant eocc Action:
Request for Use of County Property Rules & Regulations was last modified on August 21,
1998.
Staff Recommendation:
Approval as stated above.
Total Co~t: $0.00
Budgeted: Yes: N/A No: N/A
Cost To County: $0.00
Cost Center:
Revenue Producing: Yes: _No _X_ Amount per Month: $
Year: i
Approved By.: County Atty:
OMB/Purchasing:
Risk Mgmt:
Item Prepared By: 'O()
e, Di~tie~1-n~~/~o
Division Director Approval: ~
Dent Pierce, Director of Public Works
Documentation: Included: XX
To Follow:
Not Required: _
Agenda Item #: l:(, ~~
Disposition:
MEMORANDUM
TO:
Carlos Zarate, Sr. Director
Facilities Maintenance Department
.
FROM:
P, '1JY
Lisa Monsalvatge,/jV--)
Parks & Recreation Coordinator
DATE:
March 14,2000
RE:
Proposed "REVISED" Use of County Property Forms
Attached herewit.h, please find forms which are completed by person(s) or organization(s)
requesting the use of County Property. The paperwork includes a "REVISED" Request for Use of
County Property Form. "Proposed" revisions to this form are as follows:
1. #2 - Requires that Request for Use of County Property be submitted no later than five
working days prior to desired date for processing and approval; and ten working days prior to
approval if a public assembly and/or extensive coordination with other County Departments is
required
2. Fees - "Proposed" form stipulates, The County Administrator reserves the right to waive fee
payments.
.
Changes to' #1 are due to an enormous amount of organizations (more-so production agencies)
requesting County property usage at the last minute. As previously discussed on attached Memo,
this is causing a hardship not just to Facilities Maintenance, but to all parties involved.
Changes to #2, was based on previous discussion with Debbie Frederick, Aide to the County
Administrator,'as Mr. Roberts has been making the final decision regarding waiver of fees.
If you should have any questions or requir~ further information please feel free to
contact me at your convenience.
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MEMORANDUM
TO:
Carlos Zarate, Sr. Director
Facilities Maintenance Department
Lisa Monsalvatge J\;J:JJ-'
Parks & Recreation Coordinator
FROM:
DATE:
January 12, 2000
RE:
Policy - Use of County Property
We are experiencing problems, even more so recently, from requesters who are requesting the
use of County property. Completed paperwork is not being delivered to us in a timely manner,
which is causing all parties involved to rush through the processing procedures and not being able
to adequately complete the processing procedure as it should be done.
To the best of my knowledge, no policy has ever been implemented concerning the use of county
property.
The procedures followed when the use of county property is requested are as follows:
1. Request for Use of County Property Package is sent to the requester. Requester must
comp'lete paperwork, including having his/her signature notarized on the Hold Harmless
Agreement. Requester must turn in Original Request for Use of County Property form and
Oriainal Hold Harmless Agreement form to this office
2. Once paperwork is delivered to this office, I review it to verify all information is
complete and accurate, property requested is County property, no other organization has
requested said property on same date, and if after hours or weekend, coordination is made
to have necessary manpower readily available as needed. Once this has been completed a
Memorandum is attached to request and~ it is forwarded to Wayne Robertson, Risk
Manager for his review to determine insurance requirements and his approval
3. Once the Risk Manager has completed his portion, it is forwarded to the Human Resources
Sr. Director for her review
4. Once reviewed by the Human Resources Sr. Director it is forwarded to the County
Administrator for final review and/or approval.
5. Once the County Administrator approves/denies request, it is returned to me.
C:\WINDOWS\Prnfilcs\Monsalvalgc-Lisa\l'crsonal\l'arks & Rl'l'\lIpolicy-usc of counly propcrly"loc
. 6. ' Once returned to this office, if approved, an approval letter is drafted, along with
coordination with requestor to advise of what contingents are needed to be met prior to
event such as, insurance requirements (Originals must be delivered to us prior to event),
fees, verification of coordination with other agencies as required, etc.
As you can see, this is quite a lengthy process and requires time from start to finish. Per my
discussions with the Risk Manager, we would like to see a policy implemented which would require
the requester to deliver paperwork to Monroe County at least five (5) working days prior to
requested event/activity. However, if request requires further coordination, such as a public
assembly permit or coordination with other County departments' ten (10) working days is
requested.
Worse case scenarios, such as requesters requesting same day or following day approvals should
not be permitted.
Thanking you in advance for your consideration in this matter. I will be available for discussion
at your convenience.
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(Revised May 17, 2000)
PUBUC FAaUTIES, ROADS AND BRIDGES
EXCLUDING UBRARIES AND AIRPORTS FEE SCHEDULE
RENTAL RATES AND REGULATIONS FOR USE
IN MONROE COUNTY, FL
GENERAL RULES AND REGULA nONS:
1. Any organizations requesting exclusive use of County Facilities, including buildings, parks,
beaches, roads and bridges, but excluding libraries and airports, shall be made on the
"REQUEST FOR USE OF COUNTY PROPERTY" form.
2. The ORIGINAL "REQUEST FOR USE OF COUNTY PROPERTY" form shall be submitted
to the Public Works Facilities Maintenance Department no later than five (5) working days prior
to the desired date, for processing and approval. The ORIGINAL "REQUEST FOR USE OF
COUNTY PROPER}Y" form requiring a public assembly permit and/or extensive coordination
with other County Departments shall be submitted to the Public Works Facilities Maintenance
Department no later than ten (10) working days prior to the desired date, for processing and
approval.
MONROE COUNTY
PUBUC WORKS FAaUTIES MAINTENANCE DEPARTMENT
PARKS & BEACHES SECTION
3583 S. ROOSEVELT BOULEVARD
KEY WEST, FL 33040
ATTENTION: PARKS & RECREATION COORDINATOR
Phone number 1-888-227-8136 (toll free throughout the Keys)
Or 305-295-4385
3. Fees for the use of County properties are stated on Page 3. If there are regular County
admission fees to the facility, those fees will be charged in addition to the group uSer fees. If
the organization, group, etc., propose to charge their own admission fees greater that $10.00
per person, then this will have to be approved by the Monroe County Board of County
Commissioners (BOCC).
4. Groups/organizations/sponsors shall be reqUired to execute an original Hold Harmless
Agreement and .furnish original insurance certificate naming Monroe County Board of County
Commissioners as an additional insured, unless "'these provisions are waived by the Monroe County
Risk Management Department.
5. The use or sale of alcoholic beverages shall be prohibited unless prior approval is obtained
by the County Administrator. The sponsor will be responsible for concurrence with applicable
state permits and additional insurance as may be required by the Monroe County Risk Manager.
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6. Permission to use County property shall not constitute a waiver of any local, state or
federal laws.
7. Traffic control for 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 of the direct costs for a deputy, the
Monroe County Sheriff's Department is required to charge overhead costs.
8. Groups/Organizations/Sponsors 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 prior to
event. Groups are responsible for disposal of personal grills and charcoal.
9. DEFINITIONS:
A. NON-PROFIT Organization:
Any corporation, association, partnership, trust, joint stock, or other entity organized
under the laws of the United States, or of any United States Territory or possession, or
States, or of any state of the United States for the express purpose of operating in a
manner whereas any profits realized from the operation of the entity will not be utilized
for private gain.
B. PROFIT Organization:
Any corporation, association, partnership, trust, joint stock, or other entity organized
under the laws of the United States, or of any United States Territory or possession, or
of any state of the United States for the express purpose of returning a profit to the
individual(s) which hold ownership interest in the entity.
c. FACILITY IMPROVEMENTS:
A Project that improves the physical plan of the area.
10. Anynon-profit organization, as defined in this policy, who is deSirous of hosting an event
on County property will be exempt from paying a user's fee if the tax number is listed on the
"REQUEST FOR USE OF COUNTY PROPERTY" form.
11. 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
~
below. The charges will be assessed by the Public Works Facilities Director or his designee.
Groups whose only purpose for the use of the.. facility is for facility improvements shall not be
required to pay user fees, however, they will be responsible for clean up and dump fees over the
normal service cost. If part of the purpose is for facility improvements, the Director of
Facilities Maintenance or his designee shall determine a prorated fee.
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12. All Monroe County School sponsored functions and Sports Leagues are exempt from fees
but will have to perform their own clean up.
14. 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.
FEES
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 Facilities Maintenance Director or his designee may
require security fees and other fees related to the nature of the event. The County
Administrator reServes the right to waive fee payments.
1. County BuildinQs
Daily Rate - Monday through Friday
Whole Day (8:00 am - 5:00 pm) $100.00 per day
Hourly Rate before 5:00 am $ 15.00 per hour
Hourly Rate after 5:00 pm $ 20.00 per hour
Daily Rate - Saturday, Sunday and Monroe County Holidays:
Whole Day (8:00 am - 5:00 pm) $150.00 per day
Hourly Rate $ 20.00 per hour
2.
Roads & Bridges
Monday through Friday
Saturday, Sunday and Monroe County Holidays
,
$100.00 per day
$150.00
3. 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.
4. Clean up and dump fees for Buildings, Parks, Beaches, Roads and Bridges: '
Clean up and dump fees will be assessed basfd on the size of the group and will not be
waived:
01-50 Person(s)
51- 100 Persons
101-200 Persons
over 201 persons
$ 50.00
$ 75.00
$100.00
to be determined by the BOCC
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(revised May 17, 2000)
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
REQUEST FOR USE OF COUNTY PROPERTY
Instructions: Fi II in all information where applicable. If not applicable, put N/ A by appropriate item.
Refer to item by number, if additional sheet is necessary to provide further information. (Please type or
print)
1. Name, address & telephone number of Organization:
2. Specific County property and/or specific part of requested area for use:
3. Requested date(s) and start/finish times
4. Backup daters):
5. Name & Brief description of event:
6. Expected number of participants/spectators:
7. Plans for alcohol consumption/sales:
8.
Utilization of personal BBQ grill:
YES
NO
9. Clean up provisions, assurances and state if any improvements are to be made to facility:
10.
Coordination with:
a.) Sheriff Department:
b.) Security:
c.) Public Works:
11. Previous history of holding similar events:
12. Name, address & telephone number of Organization's contact person
13. Does the Organization currently have liability in~urance?
........................................................................................1
COUNTY USE ONLY
Scheduled Date:
Approved: _YES NO By:
Insurance/Hold Harmless Requirements:
Fees:
Remarks:
(,:\\\'INI)()WS'l'rnliks't\lnnsilh'illg.:.' ,isil l'':I'Snllilll'ilrks & R.:.:\\ iSE (}F (,(l\ iNTY PR(WERTY,dt).:
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HOLD HARMLESS AGREEMENT
This agreement entered into by and between MONROE COUNTY, FLORIDA a political subdivision of the
State of Florida, herein "COUNTY" and
whose address is
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:
for the purpose of conducting a
event, more particularly described as follows:
on the day of 20_, from am/pm unti I
am/pm, the EVENT SPONSOR does hereby agree to indemnify the COUNTY in to for any
and all claims or liab!lities 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.
MONROE COUNTY, FLORIDA
By:
County Administrator
Organization
By:
Of the above and duly authorized to
Execute this agreement.
Tax Exempt Federal LD. #
(if applicable)
State of Florida'
County of Monroe
SUBSCRIBED AND SWORN to (or affirmed before me) on _ day of , 20_,
By (Event Contact Pe~son), he/she is personally known to me or has
produced (type of identification) as identification.
Notary Public
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