Item C06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 19.20.2001
Division:
Public Works
Bulk Item: Yes ~
No
Department:
Facilities Maintenance
AGENDA ITEM WORDING: Approval to revise fee structure for the use of Monroe County
Government Meeting Rooms reflecting more current costs for services.
ITEM BACKGROUND: Current rates for meeting rooms were calculated from cost allocation
figures for the fiscal year 1999, using 1997 actual costs. Modification of theses rates need to reflect the
increase in technician hourly and overtime rates and Channel 16 televising rates (effective October 1,
2001), and to be revised again when the current cost allocation is obtained.
PREVIOUS REVELANT BOCC ACTION: Original fee for use of Monroe County Government
Meeting Rooms originated in 1995, and was revised in May 1998. On June 14, 2000, the BOCC
directed staff to include additional language in policy regarding staff/room availability, and on July 26,
2000, BOCC approved to modifY the fee structure, establish a Channel 16 televising cost structure, and
include the additibnal staff/room availability language in the policy.
CONTRACT/AGREEMENT CHANGES: Increase meeting room costs for Maintenance Technician
during regular working hours from $34.73 per hour to $36.52 per hour, and from $47.58 per hour to
$50.27 per hour during overtime hours. Increase Channel 16 televising rates from $22.43 per regular
hour to $23.97 per regular hour, and from $28.11 per overtime hour to $30.03 per overtime hour.
STAFF RECOMMENDATIONS:. Approval as stated above.
:0
TOTAL COST:
N/A
BUDGETED: Yes N/A
No
COST TO COUNTY: N/A
REVENUE PRODUCING: Yes~ No
.
APPROVED BY:
County Atty _
AMOUNT PER MONTH~ Year App$800
Does not include the Interlocal Agreement with the City of Marathon
OMBlPurchasing _ Risk Management _
ITEM PREPARED BY:
W. King, Acting Sr. Director, Lower Keys Operations
DIVISION DIRECTOR APPROVAL: {a-- ~ J'/C;/o/
Dent Pierce, Director of Public Works
DOCUMENTATION:
Included
x
To Follow
Not Required
AGENDA ITEM #~
DISPOSITION:
Revised 2/27/01
MONROE COUNTY FACILITIES MAINTENANCE DEPARTMENT
POLICY FOR COUNTY MEETING ROOMS
(Excluding Libraries and Airports)
ELIGffiILITY
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 meetings rooms will be handled through the office of the Sr. Director,
Lower Keys Operations, division of Public Works (305 292-4431 or toll free throughout the
Keys 1-888-227-8136). That office will maintain the calendar for the use of meeting rooms and
will determin~ which organizations will be referred to the County Administrator for a final
decision. The Sr. Director of Lower Keys Operations 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 other information that the Director feels is necessary.
Approval of request for meetin2 room is based on availability. Monroe County reserves
the ri2ht to denv any request based on the availability of meetin2 room bein2 reserved for
use and the availability to properly staff any event or non-20vernment 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 :00 p.m. 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
Staffwill 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 be specifically approved by the
Sr. Director of Lower Keys Operations.
FOR ORGANIZATIONS UTILIZING THIS FACILITY. ANY DAMAGE DONE TO
ANY EOUlPMENT WILL BE THE RESPONSmILITY OF THE ORGANIZTION. THIS
WILL BE IDENTIFIED ON THE REOUEST FORM. WIDCH WILL BE SIGNED BY A
REPRESENTATIVE OF THAT ORGANIZATION.
FEES
There is a fee of $36.52 per regular time hour and $50.27 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 side and related expenses (Le., 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 $23.97 regular time hour and $30.03 per overtime hour for providing Channel
16 television coverage. These costs include a 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 L. Roberts
County Administrator
September 19, 2001
."
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
No
Date(s) Needed:
Time: From:
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 September 19,2001, and sign below.
This is a fee of $36.52 regular hour and $50.27 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 $23.97 regular hour and $30.03 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
to
FEES ARE NON-REFUNDABLE
Mail check or money 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 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.
MEETING ROOM RATES
CURRENT MEETING ROOM RATES:
ADJUSTED MEETING ROOM RATES:
Meeting rooms rates are subject to change with actual cost allocation percentages.
CHANNEL 16 RATES FOR MEETING ROOMS
CURRENT CHANNEL 16 RATES:
ADJUSTED CHANNEL 16 RATES:
REGULAR TIME: REGULAR TIME:
Average Loaded Salary $18.26 per hour w/loadings Average Loaded Salary $19.54 (increase by 4%
cola, 3% merit)
Times Cost Allocation Factor 1.119 Times Cost Allocation Factor 1.119( current factor
not yet avail)
Sub - Total Cost $20.43 per hour Sub - Total Cost $21.87 per hour
Video Tape Cost 2.00 per hour Video Tape Cost 2.10 (5% increase)
for tapes)
..'
Total TV Costs $22.43 per hour Total TV Costs $23.97 per hour
OVERTIME: OVERTIME:
Average Loaded Salary $23.33 per hour w/loadings Average Loaded Salary $24.96 (increase by 4%
." cola, 3% merit)
Times Cost Allocation Factor 1.119 Times Cost Allocation Factor 1.119( current factor
not yet avail)
Sub - Total Cost $26.11 per hour Sub - Total Cost $27.93 per hour
Video Tape Cost 2.00 per hour Video Tape Cost 2.10 (5% increase
for tapes)
Total TV Costs ~2_8.Jl per hour Total TV Costs $30.oJ per hour
Channel 16 rates are subject to change when the actual Times Cost Allocation Factor is available.