Item C33BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 17, 2012 Division: Public Works
Bulk Item: Yes X No Department: Facilities Maintenance
Staff Contact Person/Phone #:Dent Pierce/292-4560
AGENDA ITEM WORDING: Approval to modify the fee structure for the use of Government
meeting rooms, and Channel 76 televising costs.
ITEM BACKGROUND: Meeting room rates have been modified annually for each coming fiscal year.
This year there is a 3% CPI-U increase in facilities and equipment costs.
PREVIOUS RELEVANT BOCC ACTION: The BOCC approved modification of the fee structure
for the use of Government meeting rooms on July 26, 2000, September 19, 2001, and October 15, 2003.
On May 19, 2004, the BOCC approved a revision for the Use of County Property and the use of
Government meeting rooms to consolidate the policy to include the Airports, Libraries, meeting rooms,
County facilities, and parks and beaches. On October 19, 2005, September 20, 2006, September 19,
2007, September 17, 2008 and August 19, 2009, the BOCC approved a modification to the fee structure.
On August 1, 2010, the BOCC approved modification to the fee structure and the addition of charges for
the theater at the Murray E. Nelson Government and Cultural Center. At the February 16 and March 16,
2011 meetings, the BOCC addressed the theater charges, at the March meeting the BOCC approved a
24-month theater pilot program reducing the rates to those charged for other County meeting rooms.
CONTRACT/AGREEMENT CHANGES: Increase facilities costs from $9.59 to $9.88; equipment
costs from $141.15 to $145.38. Clarifying language, including Fitness events and removing fees for
Memorial services.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $ N/A INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: same SOURCE OF FUNDS:
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
/$
APPROVED BY: County Atty� OMB/P asing Risk Management 1 l-
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 7/09
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES, ROADS, BRIDGES
COUNTY MEETING ROOMS AND THEATER
MONROE COUNTY, FLORIDA
GENERAL RULES AND REGULATIONS:
Any individual or organization requesting the use of a County facility, building, park, beach, road, bridge,
airport, meeting room or theater 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 for one time uses only, divisions or departments of
any local, state, or federal Government Agency. Divisions or departments of any non -County
(whether local, state, or federal) Government Agency shall pay the same fees as all other external
users for all uses subsequent to the first in a series of recurring uses. Fees are mandatory
regardless of an organization's non-profit status, with the exception of Monroe County School
sponsored functions, all sports leagues, fitness events with 500 or less participants, and the use
of Library facilities. The County Administrator or his designee is the only individual authorized
to waive any applicable fee.
A. Fees for the use of county property are stated on pages 7, 8 and 9. 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 organization, 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 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. 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.
E. If an event requires additional time other than what was originally stated on the request and
for which the location was reserved, the additional time owed the County will be invoiced at
the applicable rate. Should any individual/group not pay these additional charges, then they
cannot use any County facility until the County has been reimbursed for these charges.
Non-payment of any invoice by any group, organization, agency, sponsor, etc. will result in
that group, organization, agency, sponsor, etc. not being able to use any County facility until
full payment for any and/or all outstanding invoice(s) has been received by the County.
F. There are no fees for Memorial services
G. For purposes of the provision that other governmental agencies shall pay for all but the first
in a series of recurring uses, recurring shall mean that the agency schedules at any given time
more than one future use or that the scheduling of uses for that entity becomes a de facto
pattern of recurring uses.
Policy for Use of Public Facilities I November 01,
INSURANCE: Groups/organizations/sponsors/individuals shall be required to execute an
original Hold Harmless/Indemnity 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 Monroe County Risk Management Department. 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
Aircraft/Watercraft Liability
Liquor Liability (if applicable and necessary)
250 + PARTICIPANTS: 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.
(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 or his designee. 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, adopted on March 21 2001 the following fees must be collected
from the non -charitable organizations or social event sponsor before the County
Administrator may accept an application for the per event sale of alcoholic beverages on
County -owned property:
Number of persons expected to attend the event: Fee:
1— 20 $10.00
21— 50 $20.00
51-100 $40.00
101 or more $50.00
All organizations must comply with the insurance requirements provided by Monroe
County Risk Management.
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.
BBO GRILLS: Groups/Organizations/Sponsors/individuals 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 or his designee prior to event. Groups are responsible for disposal of personal
grills and charcoal.
RECYCLING: Any and all events from any group and/or organization, profit or non-profit,
requesting use of a County facility, property, building, theatre, park, beach, road, bridge, airport,
or meeting room must comply with Monroe County's recycling efforts. Any and all
garbage/waste/debris generated by the organization using County property as defined above must
Policy for Use of Public Facilities 2 November 01, 2012
be managed properly with all recycle materials separated and placed in marked "recycle"
collection bins. Plastic, cans, etc. must be disposed of in the appropriate containers provided by
Monroe County.
In the event there will be a large quantity of recycle materials generated or for any function
expecting 250 or more attendees/participants, the requesting group shall be responsible to provide
extra trash and recycle collection bins, i.e. if additional trash receptacles are needed a recycle bin
must accompany each additional trash receptacle, and ensure that they are placed in the
appropriate area for pick-up by the waste management contractor. Within thirty (30) days after
the event, the responsible person shall submit a report to the Monroe County Solid Waste
Department, 1100 Simonton Street, Room 2-231, Key West, FL 33040 providing the total
amount of recycled material, measured in pounds, gallons, tons; and the name and address of the
recycling facility within the County.
8. MEETING ROOMS (EXCLUDING LIBRARIES) AND THEATER: Organizations
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, on an ad hoc and
non -recurring basis, 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 and/or theatre may not be used before 8:00 a.m. 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 and/or theatre 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.
G. Unless scheduling of recurring events occurs pursuant to a formal comprehensive agreement
executed by the user and the mayor after approval by the BOCC, there shall be no
scheduling of use of a meeting or conference room more than 30 calendar days in advance of
the proposed use.
COUNTY LIBRARIES: Use of Conference and Multi -Purpose 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:
for Use of Public Facilities 3 November 01, 2012
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 RESPONSIBILITY OF THE EXHIBITOR.
Exhibitors will be required to sign waiver forms and follow Display Policy.
3. Sponsors may be required to execute a "hold -harmless" agreement and/or furnish
appropriate insurance 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.
Refreshments may be served only by permission and special arrangement. Smoking
and alcoholic beverages are prohibited.
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 arrangement 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.
10. MEETING ROOM LOCATIONS:
The Gato Building
1100 Simonton Street
Key West, FL 33040
(305) 292-4441
Key West Library
700 Fleming Street
Key West, FL 33040
Contact: Reference (305) 292-3595
Marathon Library
3251 Overseas Highway
Marathon, FL 33050
(305) 289-6098
The Harvey Government Center (2)
1200 Truman Avenue
Key West, FL 33040
(305) 292-4431
*Marathon Government Center (2)
2798 Overseas Highway
Marathon, FL 33050
(305) 289-6036
Islamorada Library
81550 Overseas Highway
Islamorada, FL 33036
(305) 852-7163
Use of Public Facilities 4 November 01, 2012
Key Largo Library
101485 Overseas Highway
Tradewinds Shopping Plaza
Key Largo, FL 33037
(305) 852-7164
Big Pine Key Park Community Center
31009 Atlantis Drive
Big Pine Key, FL 33043
(305) 292-4431
Big Pine Key Library
213 Key Deer Blvd
Winn Dixie Shopping Plaza
Big Pine Key, FL 33043
(305) 872-0992
MEETING ROOM AND THEATER LOCATION:
Murray E. Nelson Government & Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL 33070
(305)852-7161
* Groups of 15 people or less will not be allowed to schedule the meeting room located at the
Marathon Government Center. The Monroe County Public Safety Division, Department of
Emergency Management has precedence for the use of the Marathon Government Center
meeting room.
11. Permission to use County property shall not constitute a waiver of any local, state or federal laws.
12. Damage done to any County owned equipment or property during the time the County property is
utilized by the organization will be the responsibility of the organization.
13. 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.
14. INDEMNIFICATION AND HOLD HARMLESS: The Organization/Individual covenants and
agrees to indemnify and hold harmless Monroe County Board of County Commissioners from
any and all claims for bodily injury (including 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 requirements
contained elsewhere within this agreement.
15. FEES ARE NON-REFUNDABLE. CHECKS OR MONEY ORDERS ARE TO BE MADE
PAYABLE TO MONROE COUNTY BOARD OF COUNTY COMMISSIONERS.
16. For information on requesting the use of County Property for PARKS, BEACHES, ROADS
AND BRIDGES, AND THEATER BY AREA, please contact the following:
LOWER KEYS:
Monroe County Public Works
Facilities Maintenance Department
Parks and Beaches
3583 South Roosevelt Boulevard
Key West, Florida 33040
ATTENTION: PARKS & RECREATION COORDINATOR
Policy for Use of Public Facilities 5 November 01, 2012
PHONE: 1-888-227-8136 (Toll Free throughout the Keys) or 305 295-4385
MIDDLE KEYS:
Monroe County Public Works
10600 Aviation Boulevard
Marathon, Florida 33050
ATTENTION: PARKS & RECREATION COORDINATOR
PHONE: (305) 289-6036
UPPER KEYS:
Monroe County Public Works
88770 Overseas Highway
Plantation Key, Florida 33070
ATTENTION: PARKS & RECREATION COORDINATOR
PHONE: (305) 852-7161
17. For information on requesting the use of County Property for AIRPORTS, please contact the
following:
KEY WEST INTERNATIONAL AIRPORT
3491 South Roosevelt Boulevard
Key West, FL 33040
Phone: (305) 809-5200
MARATHON AIRPORT
9400 Overseas Highway
Marathon, FL 33050
Phone: (305) 289-6060
Policy for Use of Public Facilities 6 November 01, 2012
FEE SCHEDULE
MEETING ROOMS AND THEATER
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 and fees will be adjusted annually to
reflect current costs.
FEES ARE NON-REFUNDABLE and are due at least TEN (10) DAYS PRIOR TO EVENT
Excluding small meeting rooms
Checks or money orders to be made payable
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
MEETING ROOMS AND THEATER (EXCEPT small meeting rooms see below)
Monday through
Evenings (5:01 pm —
Friday 8:00 am — 5:00
11:00 pm), Weekends
REGULAR HOURS
pm, excluding holidays
OVERTIME HOURS
and Holidays
Facility Charges Per
Facility Charges Per
Hour
Hour
One Maintenance
One Maintenance
Technician
$ 37.18
Technician
$ 55.77
Facilities Costs
$ 9.88
Facilities Costs
$ 9.88
Total Hourly
Total Hourly Charges
Charges Overtime
Regular Hours
Hours WITHOUT
WITHOUT Channel 76
$ 47.06
Channel 76
$ 65.65
One Additional
One Additional
Maintenance
Maintenance
Technician per hour
$ 37.18
Technician per hour
$ 55.77
Total Hourly
Total Hourly Charges
Charges Overtime
Regular Hours
Hours Three
Two Technicians
Technicians
WITHOUT Channel 76
$ 84.24
WITHOUT Channel 76
$ 121.42
Two Additional
Two Additional
Maintenance
Maintenance
Technicians per hour
$ 37.18
Technicians per hour
$ 55.77
Total Hourly
Total Hourly Charges
Charges Overtime
Regular Hours
Hours Three
Three Technicians
Technicians
WITHOUT Channel 76
$ 121.42
WITHOUT Channel 76
$ 177.19
The number of technicians needed will be determined at the discretion of Monroe County by the size and
type of event. Should more than three (3) technicians be required for any event, the stated rate above
would increase by the respective applicable regular rate of $37.18 or overtime rate of $55.77 each hour.
The fee for use of a small meeting room which holds a maximum of ten (10) people or less is $20.00 per
hour (business hours only).
Policy for Use of Public Facilities 7 November 01. 2012
To ensure time accuracy, the maintenance technician(s) will record his time on a time sheet which will
then be validated by both the technician(s) and the event representative by each signing the time sheet
daily.
CHANNEL 76 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, including set-up and breakdown, will be charged at the rates below, assuming Channel 76 staff is
available at the time of the activity.
Monday through Friday
Evenings (5:01 pm —
8:00 am — 5:00 pm,
11:00 pm), Weekends
REGULAR HOURS excluding holidays
OVERTIME HOURS and Holidays
Channel 76 Per Hour
Channel 76 Per Hour
One T.V. Technician $ 29.77
One T.V. Technician $ 44.65
Equipment Costs $ 145.38
Equipment Costs $ 145.38
Total for One
Total for One
Technician for $ 175.15
Technician $ 190.03
DOES NOT INCLUDE MAINTENANCE TECH(S), FACILITY COSTS, MEETING ROOM OR
THEATER FEES, TAPE DUPLICATES OR SPECIAL POST PRODUCTION COSTS
COSTS DO INCLUDE A T.V CAMERA, TECHNICIAN, AND T.V. EQUIPMENT.
Policy for Use of Public Facilities 8 November 01, 2012
FEESCHEDULE
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, Director of Middle Keys and Director of
Upper Keys, or their designee(s), 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 BuildinLys and Airport 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 & Bridges and Airport Grounds:
Monday through Friday
Weekends and Holidays
$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
• 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 up and dump fees: Clean up and dump fees will be assessed based on the size of the group:
01 — 50 Person(s) $50.00
51 — 100 Persons $75.00
101-200 Persons $100.00
More than 200 Persons To be determined by
Public Works Division Director
Roman Gastesi, County Administrator
(October 2012)
Policy for Use of Public Facilities 9 November 01, 2012