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Item D20 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: May 19. 20. 2004 Division: Public Works Department: Facilities Maintenance -:s-.V-..- Bulk Item: Yes ~ No AGENDA ITEM WORDING: Approval of a revised policy, for the Use of County Property and the use of Monroe County Government Meeting Rooms, for public facilities, roads, and bridges. ITEM BACKGROUND: A policy was established for the Use of County Property and the use of Government Meetings Rooms to consolidate existing County use policies to include the Airports, Libraries, Meeting Rooms, County facilities and Parks and Beaches. 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 and October IS, 2003, the BOCC approved to revise the fee structure for the meeting rooms to reflect current costs for services. Modification of the Request for Use of County Property was approved by the BOCC on July 26, 2000 to include additional language in policy regarding property/staff availability. Prior modification to the rules and regulations of the Use of County Property was approved on August 21, 1998. CONTRACT/AGREEMENT CHANGES: See attached list. STAFF RECOMMENDATIONS: Approval as stated above. TOTAL COST:. N/A COST TO COUNTY: N/A BUDGETED: Yes N/ A No SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes No X AMOUNTPERMONTH_ Year APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management _ C)// -Ar ~ Dent Pierce, Director Public Works DIVISION DIRECTOR APPROVAL: DOCUMENTATION: Included X To Follow Not Required DISPosmON: AGENDA ITEM #_D r' ZD Revised 1/03 CHANGES TO POLICY FOR PUBLIC FACILITIES, ROADS, BRIDGES, & COUNTY MEETING ROOMS Agenda 05/19/04 · Policy consolidates Meeting Rooms and Use of County Property with Airports and Libraries. · Fees are mandatory for all non-profit organizations, regardless if they have a tax exempt federal J.D. #. · Mr. Roberts will have authority to waive fees, including clean up and dump fees, and to authorize the organization to charge admission charges if greater than $10.00. · Groups will be required to execute an original Indemnity/Hold Harmless Agreement when using all kinds of county property, including meeting rooms. · In regards to meeting rooms, it is stressed that special requests for equipment after reserving a room, or during the meeting, may be denied. · The statement 'Facilities shall not be used for personal or private profit, aggrandizement, or advertising' is added to the meeting roOm policies. · The Library policy is a separate section of the new policy. · For the Marathon Government Center meeting room, precedence is established for the Public Safety Division, Dept. of Emergency Management. All reservations for the Marathon Government Center will be for groups of 16 people or more. Groups of 15 people or less will not be allowed to schedule the room. · Channel 16 rates increased to include $125.00 per hour for equipment costs. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS POLICY FOR PUBLIC FACILITIES, ROADS, BRIDGES, & COUNTY MEETING ROOMS . FOR USE IN MONROE COUNTY, FLORIDA GENERAL RULES AND REGULA nONS: Any organization requesting the use of a County facility, building, park, beach, road, bridge, airport, or meeting room MUST complete the "REQUEST FOR USE OF COUNTY PROPERTY" form and return to the responsible County Department. THE ORIGINAL REQUEST FOR USE OF COUNTY PROPERTY FORM shall be submitted to the appropriate department no later than five working days prior to the desired date. If a public assembly permit and/or extensive coordination with other County Departments, the Sheriff's office, or State Department of Transportation is needed, THE ORIGINAL REQUEST FOR USE OF COUNTY PROPERTY FORM must be submitted no later than ten working days prior to the desired date. 1. FEES: Fees apply to all agencies excluding divisions or departments of any local, state, or federal Government Agency. Fees are mandatory regardless of an organization's non-profit status, with the exception of Monroe County School sponsored functions and sports leagues, and the use of Library facilities. Only the County Administrator is authorized to waive any applicable fee. A Fees for the use of county property are stated on pages 5 and 6. If there are regular County admission fees to the facility, those fees will be charged in addition to the group user fees. B. If the organi7.ation, group, etc., proposes to charge an admission fee greater than $10.00 per person, then the admission charges must be approved by County Administrator. C. Any organization that impacts nonnal services to the facility will be charged the cost above nonnal expenses for using the facility, in addition to the fees assessed per the schedule. The charges will be assessed by the Public Works Director or his designee. D. Groups whose only purpose for the use of the facility or property is for improvements (ex. planting shade trees), shall not be required to pay user fees, however, they will be responsible for clean up and dump fees. If part of the purpose is for facility or property improvements (ex. planting shade trees and holding a tree selling event), the Director of Public Works or his designee shall determine a prorated fee. 2. INSURANCE: Groups/organizations/sponsors shall be required to execute an original Hold HarmlesslIndemnity Agreement and furnish original insurance certificates naming Monroe County BOCC as an additional insured (except for Worker's Compensation), unless these provisions are waived by the Momoe County Risk Management Depamnent, or the County Administrator. Groups utilizing a meeting room do not need to furnish insurance documentation, however they are required to execute the Hold Harmless/Indemnity Agreement. Risk Management will determine if coverage may be needed as follows: · Worker's Compensation · General Liability · Vehicle Liability · AircraftJWatercrnft Liability · Liquor Liability (if applicable and necessary) 3. 250 + PARTICIPANTS: All functions expecting 250 or more participants/spectators for more than one day events are required to contact the Momoe County Planning Department as well as the Monroe County Facilities Maintenance department to obtain a Public Assembly Permit (Ordinance No. 030-1996) 4. ALCOHOLIC BEVERAGES: 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. In accordance with Monroe County Resolution No. 156-2001. adooted on 3/21/01. the followinl! fees 1 must be collected from the non-charitable oNanizations or social event soonsor before the County Administrator mav acceot an aoolication for the oer event sale of alcoholic beverafts on Countv- owned orooertv: . . Number of oersons exoected to attend the event: Fee: 1-20 21 - 50 51 - 100 101 or more $10.00 $20.00 $40.00 $50.00 AIl organizations must comply with the insurance requirements provided by Monroe County Risk Management. 5. TRAFFIC CONTROL: 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 to the direct costs for a deputy, the Monroe County Sheriff's Department is required to charge overhead costs. Proof of coordination is needed. 6. BBQ GRILLS: 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 pms, will require approval from the County Administrator prior to event. Groups are responsible for disposal of personal grills and charcoal. 7. MEETING ROOMS (EXCLUDING LmRARIES): Organi7:ations requesting use of meeting rooms are subject to all the above rules and regulations. Monroe County meeting rooms will be available primarily for use by the County and other local, state and federal government agencies. Use of meeting rooms will also be available for organizations that represent the interests of the public. In the event of conflicting dates, use by the Board of County Commissioners and other County entities will take priority. A Meeting rooms may not be used before 8:00 am. or after 11:00 p.m. B. County personnel will ensure the room is opened in the evening and locked at the conclusion of the meeting. C. 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 a public address system if necessary. D. All requests for equipment shall be made at the time the room is reserved. Special requests for equipment after reservation or during a meeting may be denied. E. Facilities shall not be used for personal or private profit, aggrandizement, or advertising. F. Smoking and alcoholic beverages are prohibited. 8. COUNTY LmRARIES: Use of Conference and Multi-Pmpose Room and Audio-Visual Equipment: A LIMITATIONS: Use of Library facilities is open to programs sponsored or co-sponsored by the Library, to Monroe County, State and Federal governmental agencies, and to public meetings held by groups headquartered in Monroe County which are civic, cultural, educational, intellectual, or charitable in nature. Such use does not imply Library endorsement of the aims, policies, or activities of any group. Application for the use of any meeting room will be made with the respective Branch concerned. However, final authority for use of space will rest with the Senior Library Administrator. B. REGULATIONS: The following regulations apply to all programs scheduled in Library facilities: 1. All programs must be free of charge and open to the public as space permits. No collections may be taken or sales made. Library facilities shall not be used for personal or private profit, aggrandizement, or advertising. 2. In case of exhibits, the Library shall not be held responsible for loss or damage, and any insurance arrangements will be THE RESPONSmILITY OF THE EXHIBITOR Exhibitors will be required to sign waiver forms and follow Display Policy. 2 3. Sponsors may be required to execute a "hold-hannless" agreement and/or furnish appropriate insmance naming Monroe County as additional insured for certain types of programs, in compliance with the "Use of County Property" policy and procedures. 4. Monroe County governmental agencies take preference over outside groups when scheduling the use of meeting rooms. Once an outside group has booked the room, however, every effort shall be made to avoid a forced cancellation in favor of the County agency. 5. Refreshments may be served only by permission and special arrangement. Smoking and alcoholic beverages are prohIbited. 6. The Library reserves the right to cancel or reschedule any program or exhibit when necessary. 7. A key is available for meeting room use outside of regular Library hours; Library staff will explain the procedures for such use to interested applicants. A registered designee of the group must be present at any such meeting, to be responsible for the key and adherence to the procedures. 8. Maintenance employees are not available to organizations at any time. Organizations using the meeting room are responsible for any needed armngement of furniture before their meeting as well as rearranging and cleaning of the meeting room at the conclusion of the meeting. Monroe County governmental agencies are responsible for making their own arrangement with the Public Works Department for such duties and are required to restore the meeting room to its original condition within a reasonable amount of time following the meeting. 9. Rooms may be booked up to one year in advance; booking is done on a first come/first served basis, with public agencies having priority. 10. The audio-visual equipment owned by the Monroe County Public Library may be used within the library facilities, with a signed designee of the group to accept responsibility, but may not be loaned to leave the facilities. 9. MEETING ROOM LOCATIONS: MEETING ROOM LOCATIONS: The Gato Building 1100 Simonton Street Key West, FL 33040 (305) 292-4443 "- The Harvey Government Center 1200 Truman Avenue Key West, FL 33040 (305) 292-4201 Key West Library 700 Fleming Street Key West, FL 33040 Contact: Reference (305) 292-3595 *Marathon Government Center 2798 Overseas Highway Marathon, FL 33050 (305) 292-4201 Marathon Library 3251 Overseas Highway Marathon, FL 33050 (305) 289-6098 Islamorada Library 81550 Overseas Highway Islamorada, FL 33036 (305) 852-7163 Key Largo Library 101485 Overseas Highway Tradewinds Shopping Plaza Key Largo, FL 33037 (305) 852-7164 Big Pine Key Library 213 Key Deer Blvd Winn Dixie Shopping Plaza Big Pine Key, FL 33043 (305) 872-0992 * Groups of 15 people or less win not he aUowed to schedule the meeting room located at the Marathon Government Center. The Monroe County Puhlic Safety Division, Department of Emergency Management has precedence for the use of the Marathon Government Center meeting room. 10. Permission to use County property shall not constitute a waiver of any local, state or federal laws. 3 11. Damage done to any County owned equipment or property during the time the County property is u!ilized by the organization, will be the responsibility of the organization. 12. . Approval of REQUEST FOR USE OF COUNTY PROPERTY is based on availability. Monroe County reserves the right to deny any request based on the availability of property being reserved for use and the availability to properly staff any event or non-government function. In the event of emergencies or the necessary scheduling of special BOCC meetings, events may need to be rescheduled. 13. INDEMNIFICATION AND HOLD HARMLESS: The OrganizationlIndividual covenants and agrees to indemnify and hold harmless Monroe County Board of County Commissioners from any and all claims for bodily injury (mcluding death), personal injury, and property damage (including property owned by Monroe County) and any other losses, damages, and expenses (including attorney's fees) which arise out of, in connection with, or by reason of the Organization/Individual utilizing the property governed by this lease/rental agreement. The extent of liability is in no way limited to, reduced, or lessened by the insurance requiarements contained elsewhere within this agreement. 14. FOR INFORMATION ON REQUESTING THE USE OF COUNTY PROPERTY FOR PARKS, BEACHES, ROADS AND BRIDGES, CONTACT THE FOLLOWING: MONROE COUNTY PUBLIC WORKS FACILITIES MAINTENANCE DEPARTMENT PARKS & BEACHES SECTION 3583 S. ROOSEVELT BOULEVARD KEYWEST,FL 33040 ATTENTION: PARKS & RECREATION COORDINATOR PHONE: 1-888-227-8136 (Toll Free Throughout The Keys) OR 305 295-4385 15. FOR INFORMATION ON REQUESTING THE USE OF COUNTY PROPERTY FOR AIRPORTS, CONTACT THE FOLLOWING: KEY WEST INTERNATIONAL AIRPORT 3491 S. ROOSEVELT BLVD. KEY WEST, FL 33040 PHONE: (305) 292-3518 MARATHON AIRPORT 9400 OVERSEAS IDGHWAY MARATHON,FL 33050 PHONE: (305) 289-6060 4 FEE SCHEDULE MEETING ROOMS $41.57 per hour Monday - Friday 8:00 a.m. through 5:00 p.m. excluding Holidays. $50.05 per hour Evenings, Weekends, and Holidays. $20.00 per hour for the use of a small meeting room for 10 people or less (business hours only). Charges cover costs to have an employee on site, and related expenses (Le., electricity). Fees 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. Fees will be adjusted annually to reflect current costs. CHANNEL 16 RATES: Television coverage is available only for pre-approved County activities. Any other governmental agency must obtain prior approval from the County Administrator. One hour prior to the meeting is needed for the setting up of equipment, and one hour after the meeting is needed for the breakdown of equipment. Hours will be charged at the rates below, assuming Channel 16 staff is available at the time of the activity. $32.76 per hour Monday - Friday 8:00 a.m. through 5 :00 p.m. excluding Holidays. $48.04 per hour Evenings, Weekends, and Holidays. $125.00 per hour for equipment costs. Costs include a T. V camera, technician, and T. V. equipment. Costs do not include tape duplicates or special post-production costs. 5 FEE SCHEDULE BUILDINGS, PARKS, BEACHES, ROADS, BRIDGES, & AIRPORTS 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 Sr. Director of the Lower Keys Facilities, or his designee, may require security fees and other fees related to the nature of the event. The Monroe County Administrator reserves the right to waive fee payments. . County BuDdine:s and Aimort Terminals: Monday through Friday: 8:00 a.m. - 5:00 p.m. Hourly Rate Before 5:00 p.m. Hourly Rate After 5:00 p.m. Weekends and Holidays: 8:00 a.m. - 5:00 p.m. Hourly Rate . Roads & Bride:es and Airoort Grounds: Monday through Friday Weekends and Holidays . 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. · Clean uo and dumo fees: Clean up and dump fees will be assessed based on the size of the group: $100.00 per day $15.00 per hour $20.00 per hour $150.00 per day $20.00 per hour $100.00 per day $150.00 per day 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 James L. Roberts, County Administrator (Date) 6 REQUEST FOR USE OF COUNTY PROPERTY IN MONROE COUNTY, FLORIDA Date: Name of persons or organization: Address & telephone number: Contact person & telephone number: Specific County property or meeting room requested: Intended use: Date(s) needed: Time: From: to Official Monroe County Government Use: Yes No Number of participants: Brief description of event: Alcohol consumption/sales? Yes No Use of personal BBQ grill: Yes No USE OF COUNTY PROPERTY ONLY USE OF MEETING ROOMS ONLY Clean up provisions, assurances, and state if any improvements are to be to facility: Special Audio Visual Equipment Needed: Yes: No: Describe: Coordination with: SheriffDept: Security: Public Works: Public Address System: Yes: No: Previous history of holding similar events: Arrangement of Room Fees are listed on pages 5 and 6 of the Policy for Public Facilities, Roads, Bridges, & County Meeting Rooms. Scheduled Date: COUNTY USE ONLY Fees: Insurance /Hold Harmless Requirements: Approved: Yes Remarks: No By: HOLt> HA~SS ASREEMENT 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 until am/pm, the EVENT SPONSOR does hereby agree to indemnify the COUNTY in to for any and all claims or liabilities 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 wiU defend any and aft causes of action or claims and witt, 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. State of Florida County of Monroe SUBSCRIBED AND SWORN to (or affirmed before me) on _ day of ,20-, By (Event Contact Person), he/she is personally known to me or has produced (type of identification) as identification. Notary Public