Item C05BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 15, 2003 Division: Public Works
Bulk Item: Yes X No
Department: Facilities Maintenance
AGENDA ITEM WORDING: Approval of revision to the fee structure for the use of Monroe
County Government Meeting Rooms and Channel 16 televising costs.
ITEM BACKGROUND: Government meeting room fees and channel 16 costs were revised to reflect
current salary charges and equipment costs.
PREVIOUS RELEVANT BOCC ACTION: On July 26, 2000 the BOCC approved to modify the
fee structure for the Government meeting rooms, and establish Channel 16 televising costs. On
September 19, 2001 the BOCC approved to revise the fee structure reflecting more current costs for
services.
CONTRACT/AGREEMENT CHANGES: Meeting room rates increase from $36.52 to $41.57 per
hour regular time, decrease from $50.27 to $50.05 per hour overtime, and Channel 16 televising rates
increase from $23.97 to $32.76 per hour regular time, and increase from $30.03 to $48.04 per hour
overtime.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: n/a BUDGETED: Yes n/a No
COST TO COUNTY: n/a SOURCE OF FUNDS: n/a _
REVENUE PRODUCING: Yes X No , AMOUNT PER MONTH n/a Year n/a
APPROVED BY: County Atty. _ OMB/Purchasing Risk Management
DIVISION DIRECTOR APPROVAL:
Dent Pierce, Director Public Works
DOCUMENTATION: Included X To Follow Not Required
DISPOSITION: AGENDA ITEM #
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 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 determine 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.
Annroval of reauest for meeting room is based on availability. Monroe County reserves
the right to deny any request based on the availability of meeting room being reserved for
use and the availability to aronerly staff any event or non -government 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
Staff will make available lighting, air conditioning, and an amplification system if necessary.
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 EQUIPMENT WILL BE THE RESPONSIBILITY OF THE ORGANIZTION THIS
WILL BE IDENTIFIED ON THE REQUEST FORM WHICH WILL BE SIGNED BY A
REPRESENTATIVE OF THAT ORGANIZATION.
FEES
There is a fee of $41.57 per regular time hour and $50.05 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 $32.76 regular time hour and $48.04 per overtime hour for providing Channel
16 television coverage. 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
October 15, 2003
MEETING ROOM RATES
FACILITIES
REGULAR TIME: OVERTIME:
Maintenance Technician $28.61 per hour Maintenance Technician $36.08 per hour
Facilities Cost $ 8.00 Facilities Cost $ 8.00
Cost Allocation 13.55% 4.96 Cost Allocation 13.55% 5.97
TOTAL $41.57 per hour TOTAL $50.05 per hour
MEETING ROOM RATES
CHANNEL 16
REGULAR TIME:
Technician
$26.00 per hour
Times Cost Allocation Factor
1.175
Sub -Total
$30.55
Video Tape Cost
$ 2.21 per hour
TOTAL
$32.76 per hour
OVERTIME:
Technician $39.00 per hour
Times Cost Allocation Factor 1.175
Sub -Total $45.83
Video Tape Cost $ 2.21 per hour
TOTAL $48.04 per hour