Item C46
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Julv 26. 2000
Division: 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 s~ucture. Approval to modify policy to include additional
language regarding staff/room availability.
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 Relevant 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. Agenda was presented to the
Soard at the June 14, 2000 SOCC meeting; SOCC directed staff to include additional language
in policy regarding staff/room availability.
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 hours and $28.11 per hour for
overtime cost. Recommend additional language in policy regarding staff/room availability.
Total Cost: $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:.L-
Approved By: County Atty:
OMS/Purchasing:
Risk Mgmt:
-1/.00
Carlos Zarate, Director of Facilities Maintenance
Division Director Approval: t:h/ a ~ 7 //2/?::)
Dent Pierce, Director of Public Works
Documentation: Included: XX
To Follow:
Not Required: + --o-f/.
Agenda Item #: , 4 'II
Disposition:
MONROE COUNTY FACILITIES MAINTENANCE DEPARTMENT
POLICY FOR COUNTY MEETING ROOMS
(Excluding 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 Commissioners
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 (305-292-4431
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 form 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 ,
Approval of request for meetinji( room is based on availability. Monroe
County reserves the riji(ht to deny any request based on the availability of
meetinji( room beinji( reserved for use and the availability to properly staff
any event or non-ji(overnment function,
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 11:00PM, Public Works personnel
will ensure that the room is opened in the evening and locked up at the
conclusion of scheduled meeting.
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 necessary. 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 Facilities Maintenance,
FOR ORGANIZATIONS UTILIZING THIS FACILITY. ANY DAMAGE DONE TO
ANY EQUIPMENT WILL BE THE RESPONSIBILITY OF THE ORGANIZATION.
THIS WILL BE IDENTIFIED ON THE REQUEST 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 Exempt) 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
July 26, 2000
t\cviscd 7/ L<>/()()
MONROE COUNTY MEETING ROOM FACILITIES
Date:
Specific Meeting Room Requested:
Reserving Organization:
Contact Person:
(Name)
(Address & Phone Number)
Intended Use:
Official Monroe County Government Use: Yes
Date(s) Needed: Time: From:
No
to
Special Audio Visual Equipment Needed:
Number of participants: _ Public Address System: Yes No
Note: Please review the attached policy for use of meeting rooms as approved by
the Monroe County Board of County Commissioners on July 26, 2000, and sign
below.
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 for providing Channel 16 Television coverage. Fees are
required to be submitted 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
Fa:x.# 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 cancellations to the Facilities Maintenance
Department at 305-292-4431 twenty-four (24) hours prior to the date of reservation.
For additional information, please call.
O~~2~Y~o~~~E
(305) ~-4641
Monroe County
Office of Management & Budget
5100 College Road
Key West, FL 33040
voice: (305) 292-4470
fax: (305) 295-4320
Date:
May 8, 2000
To:
(-.'-
MEMORANDUM
James L. Roberts
John Carter ~ ~
Subject: Channel 16 Television Costs
From:
cc:
Ken Perryman
Vicki Yaklevich
.j Carlos Zarate
BOARD OF COUNTY COMMISSIONERS
MA YOR Shirley Freeman, DistrictJ
Mayor Pro tern George Neugent, District 2
Wilhelmina Harvey, District I
Nora Williams. District 4
Mary Kay Reich, District 5
------------- --------------------------------------------------------------------------------------------------
I have estimated the cost of providing Channel 16 television coverage after hours as follows:
Regular Hours:
A verage loaded salary
Times cost allocation factor
Sub-total cost
Video tape cost
Total TV costs
Overtime Hours:
A verage loaded salary
Times cost allocation factor
Sub-total cost
Video tape cost
Total TV costs
$18.26/hr
1.119
$20.43/hr
2.00/hr
$22.43/hr
$23.33/hr
I. I 19
$26.llhr
2.00/hr
$28. I l/hr
These costs include TV camera technician and TV equipment. They do not include building facility costs,
additionallape duplicates, or special post-production costs.
The above calculations are based on the most recent cost allocation figures in the Fiscal Year 1999 budget year
using 1997 actual costs.
~sJve~
~ ___~C\~
Monroe County
Office of Management & Budget
5100 College Road
Key West, FL 33040
vOIce: (305) 292-4470
fax: (305) 295-4320
(' ~ .--......-
BOARD OF COUNTY COMMISSIONERS
MA YOR Shirley Freeman, Distriet3
Mayor Pro tem (ieorgc Neugent, District 2
Wilhelmina Ilarve)', District I
Nora Williams, District '1
Mary Kay I{cich, District 5
O,\J,~,T,Y ..f:~~,~ ~E
(305) :>944641
MEMORANDUM
Date:
May 8, 2000
To:
Carlos Zarate
From:
John Carler:o.J _ ('
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.
Total allocated additions
Expenditures per financial statement
Calculated loading factor ratio (a/b)
$485,793.00
3,759,084.00
12.92<Yo
c.
The above calculations are based on the most recent cost allocation figures in the Fiscal Year
1999 budget year using 1997 actual costs, These calculations arc expected to stay relativdy
constant over the next year, but should be recalculated each year thereafter. .
. ~
~.'rc9c$~~
GOVERNMENT MEETING ROOM COST
REGULAR TIME
Maintenance Technician
$22.76 per hour with loadings
Facilities Cost
8.00 per hour
Cost Allocation 12.9/0
3,97
TOTAL
$34.73 per hour
OVERTIME
Maintenance Technician
$34.14 per hour with loadings
Facilities Cost
8.00 per hour
Cost Allocation 12.9/0
5.44
TOTAL
$47.58 per hour