Item Q2 Q.2
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District 1
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
October 19, 2022
Agenda Item Number: Q.2
Agenda Item Summary #11195
BULK ITEM: Yes DEPARTMENT: Assistant County Administrator Kevin
Wilson
TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson (305) 292-4441
No
AGENDA ITEM WORDING: Approval of changes to the County Use of County Property Policy
incorporating updated contacts for reserving, policies for use and fees for use of parks & beaches,
library rooms, meeting rooms, and theater. Authorization for the County Administrator or his
designee to execute and implement these changes effective retroactively to 1 October 2022.
ITEM BACKGROUND: The last update to the policy document was in 2018. Since then, a Parks
& Beaches Department has been established and new facilities have been brought online. The
revisions to the policy updates fees for the various meeting rooms, including updating the amounts
charged for the presence of County staff to recognize actual costs. Reservation contacts, rules and
fees for use of parks & beaches have been updated and simplified. Meeting room contacts and rules
for libraries have been updated. The backup includes a marked copy of the policy as well as a clean
copy.
PREVIOUS RELEVANT BOCC ACTION:
The last update was approved by the BOCC in 2018.
CONTRACT/AGREEMENT CHANGES:
no
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Use of County Property (markup) 10-3-22
Use of County Property (Final with attachments 10-4-22)
FINANCIAL IMPACT:
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Q.2
Effective Date: Upon approval by the BOCC with fees retroactive to October 1, 2022
Expiration Date: N/A
Total Dollar Value of Contract: N/A
Total Cost to County: N/A
Current Year Portion: N/A
Budgeted:
Source of Funds:
CPI:
Indirect Costs: staff time
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: Yes If yes, amount: TBD
Grant:
County Match:
Insurance Required:
Additional Details: N/A
N/A
REVIEWED BY:
Kevin Wilson Completed 10/03/2022 11:35 AM
William DeSantis Completed 10/03/2022 11:42 AM
Kimberly Matthews Skipped 10/03/2022 2:02 PM
John Allen Completed 10/03/2022 2:33 PM
Patricia Eables Completed 10/04/2022 4:47 PM
Purchasing Skipped 10/04/2022 8:24 AM
Budget and Finance Completed 10/04/2022 4:53 PM
Brian Bradley Completed 10/04/2022 4:58 PM
Lindsey Ballard Completed 10/04/2022 5:03 PM
Board of County Commissioners Pending 10/19/2022 9:00 AM
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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES,ROADS,BRIDGES, _5z,
COUNTY MEETING ROOMS,AND THEATER 2
MONROE COUNTY,FLORIDA 0
GENERAL RULES AND REGULATIONS: a�
C,
Any individual or organization requesting the use of a County facility,building,park,beach,road, 0-
bridge,airport,meeting room or theater MUST complete the"REQUEST FOR USE OF COUNTY 0-
PROPERTY"form(attached to this policy as Appendix"A")and return the orb to the County 0
Department manager,supervisor,or director responsible for that facility and also provide a copy to 0
the Risk Management Administrator, 1111 12 St.,4'Floor,Suite 408,Key West,FL 33040,,no later U)
than five (5)working days prior to the desired date of use of facility. If a public assembly permit
and/or extensive coordination with other County Departments, the Sheriffs office, or State
Department of Transportation is needed, the original REQUEST FOR USE OF COUNTY t0
PROPERTY FORM must be submitted no later than ten(10)working days prior to the desired date. d�
The individual or organization must also sign and submit the original "EVENT AND USE OF
COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY AGREEMENT" (attached to 0
this policy as Appendix`B")to the Risk Managq- 1m no later than five(5)working
days prior to the desired date of use of facility. �
1. FEES:Fees apply to all agencies excluding 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 cv
mandatory regardless of an organization's non-profit status,with the exception of Monroe C1,4
County School sponsored functions, all sports leagues, `tne,;° events, w4h 500 of: less M
i»* iri¢ *ha� tir^ u *a r(G), 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 10 fl gaud 1 1)� 9 an d 10. 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 C,
per person,then the admission charges must be approved by County Administrator. See 0
Appendix"A" CL
0
eleanupAump fee Will he U
4-
P L, Any organization that impacts normal services to the facility will be charged the cost 0
above normal expenses for using the facility, in addition to the fees assessed per the U)
schedule.The charges will be assessed by the County.A fee schedule is included below.
Fj). 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 cleanup 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 County shall
determine a prorated fee.
0 .➢;, .....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
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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, _5z,
sponsor,etc.will result in that group,organization,agency, sponsor,etc.not being able 2
to use any County facility until full payment for any and/or all outstanding invoice(s)has 0
been received by the County. CL
There are no fees for Memorial services.
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0�.Qt For purposes of the provision that other governmental agencies shall pay for all but 0-
the first in a series of recurring uses,recurring shall mean that the agency schedules at CL
any given time more than one future use or that the scheduling of uses for that entity 0
becomes a de facto pattern of recurring uses. 0
2. INSURANCE: Groups/organizations/sponsors/individuals shall be required to execute an
original EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND
INDEMNITY AGREEMENT (Appendix `B") and furnish ordinal insurance certificates 0
naming Monroe County BOCC as an additional insured (except for Worker's U
Compensation), unless these provisions are waived by the Monroe County Risk
Vd�nrd� ,crArizrw:� rtr��k rF. Groups utilizing a meeting room do not need to furnish insurance
documentation, however, they are required to execute the Hold Harmless/Indemnity
Agreement. C
Risk Management will determine if coverage may be needed as follows: .2
• Worker's Compensation >
• General Liability
• Vehicle Liability c14
• Aircraft/Watercraft Liability C1,4
• Liquor Liability(if applicable and necessary)
All organizations must comply with the insurance requirements provided by Monroe County
Risk Management.Contact the Risk at 305-292-3470.
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3. 250+PARTICIPANTS: All functions expected to exceed 250 participants/spectators for
more than one(1)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 q�s
Permit. (Ordinance No.030-1996)
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0
4. ALCOHOLIC BEVERAGES: The use or sale of alcoholic beverages shall be prohibited
unless prior approval is obtained from the County Administrator or his designee.The County
Administrator or his designee is the only individual authorized to waive this prohibition or
fees. The request for waiver must be submitted to the County Administrator or his designee U
no less than tenk4-04twenty�{20) working days before the event. The sponsor will be 0
responsible for concurrence with applicable state permits and additional insurance as may be 0
required by the Monroe County Risk Manager4um4 If alcohol sales,
possession,or consumption is approved for the event,the sponsor must arrange and provide
for certified law enforcement personnel or a licensed and bonded security detail at the event
in the number and manner required by the County Administrator or his designee.Proof of the
security arrangement must be provided to the County Administrator and Risk Managel-Mei-4
A is uanFar�•� r before the event may take place. In accordance with Monroe County
Resolution No. 156-2001, the following fees must be collected from the non-charitable
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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: _5z,
2
Number of persons expected to attend the event: Fee: '2
1-20 $10.00 CL
21-50 $20.00
51-100 $40.00
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101 or more $50.00 0-
Fees must be sent to the County Administrator,1100 Simonton St.,Suite 205,Key West, 4-
FL 33040. 0
0
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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 0
U
deputy,the Monroe County Sheriff's Department is required to charge overhead costs. Proof d�
of coordination of traffic control arrangements must be provided to the Risk Managerrrim4
AaB:rw:i ,+lfakrr .prior to the event. 0
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6. BBO GRILLS: Groups/Organizations/Sponsors/Individuals wishing to utilize a personal a
0
BBQ grill other than the grills supplied by the Monroe County Facilities Maintenance U)
Department,which are permanently placed at the beaches or parks,will require approval from
the County Administrator or his designee prior to flle event. Groups are responsible for Ific
proper disposal of personal grills and charcoal.
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7. RECYCLING: Any and all events from any group and/or organization,profit or non-profit, M
requesting use of a County _Lfacility,property,building,theatre,park, beach,road,bridge, e°a
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 C
must be managed properly with all recycle materials separated and placed in marked -119
"recycle"collection bins. Plastic,cans,etc.must be disposed of in the appropriate containers
provided by Monroe County.
In the event that 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 C,
responsible to provide extra trash and recycle collection bins, i.e. if additional trash 0
receptacles are needed,a recycle bin must accompany each additional trash receptacle,and CL
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 areport
to the Monroe County Solid Waste Department, 1100 Simonton Street, Room 2-231, Key U
West, FL 33040 providing the total amount of recycled material, measured in pounds, 4-
gallons,tons;and the name and address of the recycling facility 1�j lired within the County. 0
e)
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
Policy for Use of Riblic Facilities 3 &epterxtEietOctober,24 442022
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event of conflicting dates, use by the Board of County Commissioners and other County
entities will take priority. _5z,
2
A. Meeting rooms and/or theatre may not be used before 8:00 a.m.or after 11:00 p.m. .2
B. County personnel will ensure the room is opened in the evening and locked at the CL
conclusion of the meeting.
C. Most of the equipment in the meeting rooms and/or theatre will not be available for C,
0
general public use. County staff will make available lighting, air conditioning, and a L_
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public address system,if necessary. -
D. All requests for equipment shall be made at the time the room is reserved. Special 0
requests for equipment after reservation or during a meeting may be denied.
E. Facilities shall not be used for personal or private profit, aggrandizement, political
fundraising,or advertising.
F. Smoking and alcoholic beverages are prohibited. U
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 0
be no scheduling of use of a meeting or conference room more than twelve(12)months e)
in advance of the proposed use. a
9. COUNTY LIBRARIES: Use of Conference and Multi-Purpose Room and Audio-Visual
Equipment and Technoloy: W
A. LIMITATIONS:Use of Library facilities is open to programs sponsored or co-sponsored C14
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 Library Branch concerned. ,119
However, final authority for use of space will rest with the &ani^�L�� �
A44R+a;,,;P44ofLibrary Director or their designee.
B. REGULATIONS:The following regulations apply to all programs scheduled in Library
facilities:
C,
1. All meetin: rooms during operatin: hours must be free of charge and open LM
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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. Library facilities may not be used for commercial,religious,or political
purposes. tea
4-
2. In case of exhibits,the Library shall not be held responsible for loss or damage,and 0
any insurance arrangements will be THE RESPONSIBILITY OF THE 0
EXHIBITOR. Exhibitors will be required to sign waiver forms and follow Display
Policy.
3. Sponsors may be required to execute a "r0�o - r0„[arm esa anid,...hire�ounl ry,
oAgreement 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.
Policy for Use of Riblic Facilities 4 &epterxt L)ctober,24 442022
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Q.2.a
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 2
County agency. 0
5. Refreshments may be served only by permission and special arrangement with the
I ibrary dDirector. i i e -
, , . . , . Alcohol d�
service may be considered for suitable events such as open-air fairs,Friends of the C,
0
Library social galas,garden speaker series,etc. Upon initial review by the Library '
Director,it may be recommended to the County Administrator for approval under 4-
Section 4 of this Policy. 0
6. The Library reserves the right to cancel or reschedule any program or exhibit when
necessary.
7. A key is avai lab le4 rLibrary meeting room use is only available during .rck 4de-of
regular Library hours. Events must conclude lil'ic�c;nx...(15 p minutes before closing., �
t)
fegis'IeFed des�gflee of the group mus'!44e-pre��en! at any such meeting, to be
8.
Organizations using the meeting room are responsible for informing the library at 2
the time of booking of any needed arrangement of furniture before their meeting as A
well as technology requirements. Staff will make reasonable accommodation to
these requests when possible. Staff will inform the booking organization if there
will be limitations to the requested accommodation or if the organization will be �
required to provide assistance with furniture arrangement or provision of Iy
egui ip Went.. . �
y
amount of!me f01111a1;II the Ineetil Rooms should be left clean and in good
order when the user vacates. Failure to do so may result in the organization being E
declined use of the room in the future.
9. Rooms may be booked up to,rLJ2x L61 months in advance;booking is done onCL
a first come/first served basis,with public agencies having priority. Reasonable use 0
of the meeting rooms is expected. If any organization is monopolizing the use of CL
the room(more than twice per month for more than two months),the booking will
be referred to the Library Director for review and potential limitation of the
allowable bookings per organization. 0
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10. The audio-visual equipment and other meeting room technology owned by the -
Monroe County Public Library may be used within the library facilities, wiitli-a 0
but may not be loaned to leave
the facilities. Library staff will setup all technology for use in the meeting rooms.
If an organization would like adjustments to the equipment,they should consult with
staff to make the change.
10.COMMUNIT Formatted:No underline
Policy for Use of Riblic Facilities 5 &epterxtEietOctober,24 442022
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A, REQI JESTING AND RESERVING USE: Reservation for use of a colrnnunity center, — Formatted:Font:12 pt,Not Italic
park,shelter,athletic field,and courts shall be made in writing on the Use of Property Form Formatted:Font:12 pt,Not Italic
provided by the Parks and Leaches Department. Unauthorized usage will be required to Formatted:Indent:Lett: o.s°
Leave fl2 1emise4until approval. Any groups of five(°),or more in an organized activity - Formatted:Font:12 pt,Not Italic C
would need to contact Ific I teparlXn Formatted:Font:12 pt,Not Italic
l� Telephone inquiries are not binlcling and do not constitute a reservation. f Formatted:Font:12 pt,Not Italic
y Formatted:Font:12 pt,Not Italic C'
2�A reservation will be considered firm only when the Use of I ro Form is 0
signed and approved by the Director ands or designee and all fees have been paid in Formatted:Font:12 pt,Not ItalicCL
full,and all other documents have been received_ prior to the lens(10)),business day k Formatted:Indent:Lett: 1° 4
requirement Formatted:Font:12 pt,Not Italic
3. Cancellation of rental or changing a confirmed date may result in loss of deposit. Formatted:Font:12 pt,Not Italic
Cancellation cellatiion lfircc (3�i.d aysprior to an event will result in loss of fees paid in Formatted:Font:12 pt,Not Italic
addition to V jeposit Formatted:Font:12 pt,Not Italic
Formatted:Font:12 pt,Not Italic
4. All extended or after hour rentals must be approved by the Hill tirector or t3
' Formatted:Font:12 pt,Not Italic
designee.
Formatted:Font:12 pt,Not Italic ate+
5, Athletic field are prioritized by the following usage: approved youth leagues, ` Formatted:Font:1z pt,Not Italic 0
approved youth league playoffs/tournaments,Monroe County Schools, resident
Formatted:Font:12 pt,Not Italic U)
adult leagues,non-resident youth,and non-reSldent adults., Formatted:Font:12 pt,Not Italic C
6.Court usage for tournaments or leagues will not utilize more than half of ific 5
Formatted:Font:12 pt,Not Italic .
available courts. The other courts must be available for public use. Formatted:Font:12 pt,Not Italic 0
7. Shelters are on first come,,,first serve basis unless reserved. Reserved signs will Formatted:Font:12 pt,Not Italic
be posted by Parks and Leaches Staff. Formatted:Font:12 pt,Not Italic c1
8.For use of green space to provide organized activity such as fitness classes,
Formatted:Font:12 pt,Not Italic C.)
a� cF„nF anm ,dnnlydnlrannl must obtain written approval and provide needed 12 pt,Not Italic Formatted:Font:
a _
documentation. Formatted:Font:12 pt,Not Italic
Formatted:Font:12 pt,Not Italic
�A @ large,special event at,parks need to get approval at the initial stages to ensure
adequate space for I�rcn:requested event. Formatted:Font:1z pt,Not Italic
p Formatted:Font:12 pt,Not Italic
Formatted:Font:12 pt,Not Italic
L.LUlI)ELINES:-. Formatted:Font:12 pt,Not Italic q�p
Formatted:Font:12 pt,Not Italic 0
l,Director or designee shall reserve the right to assign or reassign rooms_,fields,_ t 0
courts,or shelters as they deem appropriate based on nature or size of
Formatted:Font:12 pt,Not Italic CL
event/gathering Formatted:Indent:Left: 0.5"
tions
ed at
hen a
ation
nd Formatted:No
regulationsR has occurredrandlW 11 reaSl1llt 1111cancellation1 Ol the OV event a11de()C loss Ol (Formatted:Font:12 pt, Italic,Underline 0
deposit Formatted:Font:12 pt,Not Italic 4
Formatted:Font:12 pt,Not Italic
3,County equipment shall not be removed from the property or used without
permission.
Formatted:Indent:Left: P Formatted:Font:12 pt,Not Italic D,�;,
4, USe Of tobaCGO and alGOhOl iS prohlb$ed at G,6D41n1IVdD4 parks and COlnlriumty Formatted:Font:12 pt,Not Italic
centers.
Formatted:Font:12 pt,Not Italic E�
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Policy for Use of Riblic Facilities 6 &epterxtlietOctober,24 442022
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5,...D ecorations.reC u ire prior approval.,7 No signs or decorations .kijjall be nailed or: Formatted:Font:12 pt,Not Italic
permanently affixed to walls,ceilings,windows,shelters,or buildings. No g_fitter Formatted:Font:12 pt,Not Italic
rice,birdseed,plastics,paint chalk or other similar items shall be usecfl. Formatted:Font:12 pt,Not Italic .2
(_)....DFs.and hands are allowed but must follow noise ordinances, Formatted:Font:12 pt,Not Italic 0
CL
--�fhe rental ending time means that the center,park,field,shelte_r or court must be Formatted:Font:12 pt,Not Italic
emptied and clean prior to that time. Staff will conduct a wall-thru with renter at Formatted:Font:12 pt,Not Italic
Formatted:Font:12 pt,Not Italic CL D
Ific )C uiXuiunilv center,or o1fier l'acili1v rior to and after the event noting items on 0-
the checklist. Staff will.provide.trash.cans and liners. If event/clean u12 exceeds Formatted:Font:12 pt,Not Italic CL
time-therenterwill be responsible for overfi�uic( employee rate of$40 p�h�HiL. CFormatted:Font:12 pt,Not Italic 0 D
(Formatted:Font:12 pt,Not Italic 0
A U)
8e_Courtesy electrical outtets_where_available,are not guaranteed to support all Formatted:Font:12 pt,Not Italic D
equivinent/appliances for a rental. Formatted:Font:12 pt,Not Italic D
Formatted:Font:12 pt,Not Italic
Tent stakes are prohibited at parks. Formatted:Font 12 pt,Not Italic 0
U
IQ. Bounce houses or other similar activities are only.allowed. Ind select (Formatted-Font.12 pt,Not Italic qp
parks/facilitiesA Formatted.Indent Left: 1°
C. REASONS FOR DENYING.RLQUES-f OR CANCELLING AN EVENT:, Formatted:Font:12 pt,Not Italic 0
Formatted:Font:12 pt
1,...Violation.of rules and regulations. Failure to cooperate with staff t Formatted:Font:12 pt .0
12 pt 2
2, Use of room,Park,shelter,field,or_court interferes with other activities. Formatted:Font: > D
Formatted:Font:12 pt
Lacili!y cannot accommodate size of event., Formatted:Font:12 pt
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4_.Commercial Activity, Formatted:Indent:Left: 0.5" C14
Formatted:Font:12 pt V
Formatted:Font:12 pt D
107111111. MEETING ROOM LOCATIONS: Formatted:Indent:Left: 1"
The Gato Building The Harvey Government Center(2) Formatted:Font:12 pt
Formatted:Font:12 pt
1100 Simonton Street 1200 Truman Avenue
Key West,FL 33040 Key West,FL 33040 Formatted:Font:12 pt E
Formatted:—12 pt >
(305)292-4441 (305)292-4431 1�
Formatted:Font 12 pt 0)
Key West Branch Library *Marathon Government Center(2) Formatted:Font:12 pt 0CL
700 Fleming Street 2798 Overseas Highway Formatted:Font:12 pt CL
Key West,FL 33040 Marathon,FL 33050
(Formatted:No underline >'
Contact: Reference(305)292-3595 (305)289-6036 9=
Formatted: ullets or numbering,Tab stops:Nc = IYJ
Marathon Branch Library Islamorada Branch Library 0
U
42-54-3490 Overseas Highway 81550 Overseas Highway 4—
Marathon,FL 33050 Islamorada,FL 33036 0
0
(305)249-44L*743-5136 (305)852-7163 U)
Key Largo Branch Library Bi
ig Pine Key Li
101485 Overseas Highway 2 1? Key lu)@eF PIN'd
Tradewinds Shopping Plaza WiI414 t)i�tie Shopping Plai�a E
Key Largo,FL 33037
(305)852-7164 4444;2-499-2-
Policy for Use ofl'Liblic Facilities 7 &epterxtEietOctobei,24442022
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COMMUNITY CENTER LOCATION:
Big Pine Key Park Community Center 0
31009 Atlantis Drive 0-
Big Pine Key,FL 33043
(305)2 2-4'4--4453-8808
CL
Bernstein Park Community Center
6751 Fifth Street 0
Stock Island FL 33040 d�
(305)453-8808
M9 fT NG-44"4QM-AND THEATER LOCATION: U
t3
Murray E.Nelson Government&Cultural Center
102050 Overseas Highway,MM 102.5
Key Largo,FL33037
(305)852-7161
* Groups of fifteen (15„)„people or less will not be allowed to schedule the meeting room 2A
located at the Marathon Government Center. The Monroe County Department of >
Emergency Services has precedence for the use of the Marathon Government Center W
meeting room.
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41 11 Permission to use County property shall not constitute a waiver of any local,state,or federal M
laws.
1rr 13 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 user individual or -119
organization to promptly repair and return the property to equal or better condition than the
property was in before the event at no cost to the County.
13-,1 J Approval of REQUEST FOR USE OF COUNTY PROPERTY is based on availability.
d�
Monroe County reserves the right to deny any request based on the availability of property C
being reserved for use and the availability to properly staff any event or non-governmentLM
function. In the event of emergencies or the necessary scheduling of special BOCC meetings, L
events may need to be rescheduled.
14:14. INDEMNIFICATION AND HOLD HARMLESS: The Organization/Individual covenants t0
and agrees to indemnify and hold harmless Monroe County Board of County Commissioners 4-
from any and all claims for bodily injury (including death),personal injury, and property 0
damage(including property owned by Monroe County)and any other losses,damages,and 0
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 agreement. The extent of
liability is in no way limited to,reduced,or lessened by the insurance requirements contained
elsewhere within this agreement. E
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15d O. FEES ARE NON-REFUNDABLE UNDER ANY CIRCUMSTANCE. CHECKS OR
MONEY ORDERS ARE TO BE MADE PAYABLE TO MONROE COUNTYBOARD -5z'
OF COUNTY COMMISSIONERS. 2
0
14,1%. For information on requesting the use of County Property for PARKS,BEACHES,ROADS CL
AND BRIDGES, COMMUNITY CENTERS AND THEATER BY AREA,please contact
the following:
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LOWER KEYS:
Monroe County rx, „ Wxr -s Facilities Maintenance Dept, 0
Formatted:Heading 3,Space Before: 3 pt
0 C i4
Key West,FL 33040
PHONE: 1-888-227-8136(Toll Free throughout the Keys)or 305 295-4385 9=
MIDDLE KEYS: 0
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Monroe County P444 `,1w4*.-Facilities Maintenance Dej� l,. qs
10600 Aviation Boulevard
Marathon,FL 33050 0
PHONE: (305)289-6036 U)
UPPER KEYS:
Monroe County P444 `,1w4*.-Facilities Maintenance Dej� l,.
300 Magnolia St.
Key Largo,FL 33037
PHONE: (305)852-7161 �
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PARKS&BEACHES
MOnrOe C:OUntV Packs c Beaches �C'�)f..� Formatted:No underlineCL
v 102050 Overseas Highway Formatted:No underline
Key Largo,FL 33037
PHONE: (305)453-8808
17.18. For information on requesting the use of County Property for AIRPORTS,please contact the
following: C,
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KEY WEST INTERNATIONAL AIRPORT
3491 South Roosevelt Boulevard
Key West,FL 33040
Phone: (305)809-5200 0
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MARATHON AIRPORT -
9400 Overseas Highway
Marathon,FL 33050
Phone: (305)289-6060
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Policy for Use of Riblic Facilities 9 &epterxtEietOctober,24 442022
Packet Pg.4576
Q.2.a
FEE SCHEDULE
MEETING ROOMS AND THEATER _5z,
2
Fees will be charged for use of the premises when such use requires the expenditures of County funds 0
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.
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FEES ARE NON-REFUNDABLE and are due in the County Administrator's office at least
TEN(10)DAYS PRIOR TO EVENT -
Excluding small meeting rooms 0
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Checks or money orders to be made payable to MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS
BOCC MEETING ROOMS AND THEATER(EXCEPT small meeting rooms-see below)
0
Monday through
Friday 8:00 am- Evenings(5:01 pm-
REGULAR 5:00 pm,excluding OVERTIME 11:00 pm),Weekends 0
HOURS holidays HOURS and Holidays U)
Facility Charges Facility Charges a
Per Hour Per Hour
One Maintenance One Maintenance >
Technician $ 444335.14 Technician $ €,7442.77 W
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Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours WITHOUT Hours WITHOUT
Channel 76 $ 4444135.14 Channel 76 $ -74-442.77 �
One Additional One Additional
Maintenance Maintenance
Technician per hour $ 44-4435.14 Technician per hour $ 44-7442.77
Total Hourly Total Hourly
Charges Regular Charges Overtime C,
Hours Two Hours Two 0
Technicians Technicians CL
WITHOUT Channel WITHOUT Channel
76 70.28 76 85.54
Two Additional U
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Two Additional Maintenance -
Maintenance Technicians per 0
Technicians per hour $ 44-470.28 hour $ 4244485.54 U)
Total Hourly Total Hourly
Charges Regular Charges Overtime
as
Hours Three Hours Three
Technicians Technicians
WITHOUT Channel WITHOUT Channel
76 $ 44-94105.42 76 $ 442-.74128.31
Policy for Use of Riblic Facilities 10 &epterxtEietOctober,24 442022
Packet Pg.4577
Q.2.a
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$35.1.14040 or overtime rate of .2
$12.7%.14.74 each hour. 0
CL...........
The fee for use of a small meeting room which holds a maximum of ten(10)people or less is$50.00
per hour(business hours only).
To ensure time accuracy,the maintenance technician(s)will record hisAi er time on a time sheet which 0
will then be validated by both the technician(s)and the event representative by each signing the time
sheet daily. 4-
0
0
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(1)hour prior to the meeting
is needed for the setting up of equipment, and one (1) hour after the meeting is needed for the 0
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breakdown of equipment.Hours,including set-up and breakdown,will be charged at the rates below, d�
assuming Channel 76 staff is available at the time of the activity.
0
Monday through U)
Friday 8:00 am—5:00 Evenings(5:01 pm— a
0
REGULAR pm,excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays >
Channel 76 Per Channel 76 Per
Hour Hour .,
One T.V.Technician $ 1.60 One T.V.Technician $ ._ 52.88 �
Equipment Costs $ 165.26 Equipment Costs $ 16 5.2 6 M
Total for One Total for One $
Technician for $ 1 3 33206.86 Technician 212 772711806.]I14VS6
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 L V EQUIPMENT.
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Policy for Use of Riblic Facilities 11 &epterxtEietOctober,24 442022
Packet Pg.4578
Q.2.a
FEE SCHEDULE
BUILDINGS,PARKS,BEACHES,ROADS,BRIDGES,&AIRPORTS c
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FEES ARE NON-REFUNDABLE and are due in the County Administrator's office at least TEN
(10)DAYS PRIOR TO EVENT. Checks or money orders are to be made payable to MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS. Admission fees that exist will also be
CL
charged. The County may require security fees and other fees related to the nature of the event at 0-
these locations.The County Administrator or his designee may waive fee payments.Along with its CL
Request,the event sponsor is required to submit to the dU)l-aaglmsdale Cotilily Department -
a diagram of each of the facilities and areas that is intended to be used for the event at the park or 0
beach.
• County Buildings and Airport Terminals:
Monday through Friday: 0
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8:00 a.m.-5:00 p.m. $100.00 per day
Hourly Rate Before 5:00 p.m. $15.00 per hour 0
Hourly Rate After 5:00 p.m. $20.00 per hour U)
Weekends and Holidays: 0
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8:00 a.m.-5:00 p.m. $150.00 per day
Hourly Rate $20.00 per hour .,
• Roads&Bridges and Airport Grounds:
Monday through Friday $100.00 per day
Weekends and Holidays $150.00 per day
• Parks&Beaches:
Groups requesting to reserve a portion of any park or beach will be charged a per person fee as
listed below,along with clean up fees stated below. ➢',velils Xl i Must be during normal operating E
Fitness classes may clualify as an Independent Contractor,please callus for details. q�s
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01-50 Person(s) $2-4 50 flat fee
5 1-100 Persons $100 flat fee
Over 100 Persons $ 100 flat fee plus$1 per person
based on availability,
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Tennis courtf.�)may be reserved for a half day 8:00 a.m.to 1:00 p.m.or 1:00 p.m.to 6:00 p.m., U)
or for a full day 8:00 a.m.to 6:00 p.m.at the following rates:
$50.00 for a half day per court;$100.00 for a full day per court. $10 per hour per court for
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teaching,but must be re-approved and 12rovide proper documentation.
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Policy for Use of Riblic Facilities 12 &epterxt(-ietOctober,24 442022
Packet Pg.4579
Q.2.a
Athletic Field Rates: ' ' ,
a $1 n 00 for°tea,�P
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Fees may be waived following the fee waiver policy. CL
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Baseball/Softball/Soccer Field-$10/hour;$25/hour with fights
Addition al r Fees: Football/Soccer field lining$100;Baseball/Softball field prep$50/field CL
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At least ten (101 days, b@4a:e the event, the sponsOF raust PFON'id@ the publie Alefles
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• Clean up and dump fees: Clean up and dump fees will be assessed based on the size of the
group: 0
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0 1-50 Person(s) $50.00
51-100 Persons $75.00
10 1-25 0 Persons $100.00
More than 250 Persons Must contract with Waste Management or C
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other approved vendor to provide dumpsters&
recycle bins and for removal after event
• Bernstein Park Community c14 Rooms: N
Groups requesting to reserve a room at the Palk community center will be charged M
€e-&an hourly rate,along with a clean-up fee stated below. Children tv elve(121 years of age and
under will not be charged the per person fee and are exempt from paying this fee. Please see fee
CL
waiver policy -119
;�Ppaln 3-0ppina�i nn ri< n< E.,,,, ern,.io „n a
PeF per-son
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$20 per hour for small room CL
$40 per hour for lame room
Refundable 1)e12osit$100 t0
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Shelters:
$40 for the day U)
Roman Gastesi,County Administrator
(;fir;"�-October q452022)
Policy for Use of Riblic Facilities 13 &epterxtEietOctober,24 442022
Packet Pg.4580
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Policy for Use of Riblic Facilities 14 &epterxtEietOctober,24 442022
Packet Pg.4581
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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES, ROADS, BRIDGES,
COUNTY MEETING ROOMS,AND THEATER
MONROE COUNTY, FLORIDA
2
GENERAL RULES AND REGULATIONS: 0
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 C
PROPERTY" form (attached to this policy as Appendix "A") and return the original to the County 0-
Department manager, supervisor, or director responsible for that facility and also provide a copy to 0
the Risk Management Administrator, 1111 12 St., 41h Floor, Suite 408, Key West, FL 33040,no later
than five (5) working days prior to the desired date of use of facility. 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 0
PROPERTY FORM must be submitted no later than ten (10) working days prior to the desired date.
The individual or organization must also sign and submit the original "EVENT AND USE OF
COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY AGREEMENT" (attached to
this policy as Appendix "B") to the Risk Manager no later than five (5) working days prior to the 0
desired date of use of facility.
0
1. FEES: Fees apply to all agencies excluding 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, and the use of Library facilities. The 0
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 10 through 13. 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. See
CL
Appendix "A". 0-
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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 County. A fee schedule is included below. U
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0
D. Groups whose only purpose for the use of the facility or property is for improvements (ex. 0
planting shade trees), shall not be required to pay user fees, however, they will be
responsible for cleanup 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 County 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
Packet Pg.4582
Q.2.b
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 2
given time more than one future use or that the scheduling of uses for that entity becomes
a de facto pattern of recurring uses.
a�
CL
2. INSURANCE: Groups/organizations/sponsors/individuals shall be required to execute an
original EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND -
INDEMNITY AGREEMENT (Appendix "B") and furnish ordinal 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 Manager.
Groups utilizing a meeting room do not need to furnish insurance documentation, however, 0
they are required to execute the Hold Harmless/Indemnity Agreement.
Risk Management will determine if coverage may be needed as follows: 0
• Worker's Compensation U)
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• General Liability
• Vehicle Liability >
• Aircraft/Watercraft Liability
• Liquor Liability (if applicable and necessary)
All organizations must comply with the insurance requirements provided by Monroe County
Risk Management. Contact the Risk Manager at 305-292-3470.
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3. 250 + PARTICIPANTS: All functions expected to exceed 250 participants/spectators for
more than one(1) 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 from the County Administrator or his designee. The County
Administrator or his designee is the only individual authorized to waive this prohibition or
fees. The request for waiver must be submitted to the County Administrator or his designee
no less than twenty (20)working days before the event. The sponsor will be responsible for
concurrence with applicable state permits and additional insurance as may be required by the
Monroe County Risk Manager. If alcohol sales, possession, or consumption is approved for U
4-
the event, the sponsor must arrange and provide for certified law enforcement personnel or a 0
0
licensed and bonded security detail at the event in the number and manner required by the U)
County Administrator or his designee. Proof of the security arrangement must be provided to
the County Administrator and Risk Manager before the event may take place. In accordance 0
with Monroe County Resolution No. 156-2001,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
Policy for Use of Public Facilities 2 October,2022
Packet Pg.4583
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21 —50 $20.00
51 — 100 $40.00
101 or more $50.00
Fees must be sent to the County Administrator, 1100 Simonton St., Suite 205,Key West,
FL 33040.
0
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 0-
and shall be coordinated directly with the police agency. In addition to the direct costs for a 4-
deputy,the Monroe County Sheriff's Department is required to charge overhead costs. Proof 0
of coordination of traffic control arrangements must be provided to the Risk Manager prior
to the event.
6. BBQ GRILLS: Groups/Organizations/Sponsors/Individuals wishing to utilize a personal U
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 0
the County Administrator or his designee prior to the event. Groups are responsible for the
proper disposal of personal grills and charcoal.
7. 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 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 that 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 utilized within the County.
8. MEETING ROOMS (EXCLUDING LIBRARIES) AND THEATER: Organizations U
requesting use of meeting rooms are subject to all the above rules and regulations. Monroe 0
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.
Policy for Use of Public Facilities 3 October,2022
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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, political
fundraising, or advertising.
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F. Smoking and alcoholic beverages are prohibited. 0-
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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 0
be no scheduling of use of a meeting or conference room more than twelve (12) months
in advance of the proposed use.
0
9. COUNTY LIBRARIES: Use of Conference and Multi-Purpose Room and Audio-Visual
Equipment and Technology:
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A. LIMITATIONS:Use of Library facilities is open to programs sponsored or co-sponsored U)
by the Library, to Monroe County, State and Federal governmental agencies, and to g
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 Library Branch concerned.
However, final authority for use of space will rest with the Library Director or their
designee. U)
B. REGULATIONS: The following regulations apply to all programs scheduled in Library
facilities:
1. All meeting rooms during operating hours 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. Library facilities may not be used for commercial,religious, or political
purposes.
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.
0
3. Sponsors may be required to execute a"Hold Harmless and Indemnity Agreement"
and/or furnish appropriate insurance naming Monroe County as additional insured 0
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 with the
Library Director. Alcohol service may be considered for suitable events such as
Policy for Use of Public Facilities 4 October,2022
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Q.2.b
open-air fairs, Friends of the Library social galas, garden speaker series, etc. Upon
initial review by the Library Director, it may be recommended to the County
Administrator for approval under Section 4 of this Policy.
6. The library reserves the right to cancel or reschedule any program or exhibit when
necessary.
7. Library meeting room use is only available during regular Library hours. Events
must conclude fifteen (15) minutes before closing.
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8. Organizations using the meeting room are responsible for informing the library at 0-
the time of booking of any needed arrangement of furniture before their meeting as 0-
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well as technology requirements. Staff will make reasonable accommodation to 0
0
these requests when possible. Staff will inform the booking organization if there U)
will be limitations to the requested accommodation or if the organization will be
required to provide assistance with furniture arrangement or provision of equipment.
Rooms should be left clean and in good order when the user vacates. Failure to do is
so may result in the organization being declined use of the room in the future.
0
9. Rooms may be booked up to six (6) months in advance; booking is done on a first
come/first served basis,with public agencies having priority. Reasonable use of the
meeting rooms is expected. If any organization is monopolizing the use of the room
(more than twice per month for more than two months),the booking will be referred
to the Library Director for review and potential limitation of the allowable bookings
per organization.
10. The audio-visual equipment and other meeting room technology owned by the
Monroe County Public Library may be used within the library facilities but may not
be loaned to leave the facilities. Library staff will set up all technology for use in
the meeting rooms. If an organization would like adjustments to the equipment,
they should consult with staff to make the change.
10. COMMUNITY CENTER, PARKS, SHELTERS,ATHLETIC FIELDS, and COURTS:
A. REQUESTING AND RESERVING USE: Reservation for use of a community center,
park, shelter, athletic field, and courts shall be made in writing on the Use of Property Form U_
provided by the Parks and Beaches Department. Unauthorized usage will be required to
leave the premises until approval. Any groups of five (5) or more in an organized activity
would need to contact the Department for approval
1. Telephone inquiries are not binding and do not constitute a reservation.
2. A reservation will be considered firm only when the Use of Property Form is U
signed and approved by the Director and/or designee and all fees have been paid in 0
full, and all other documents have been received prior to the ten (10)business days U)
requirement
3. Cancellation of rental or changing a confirmed date may result in loss of deposit.
E
Cancellation three (3) days prior to an event will result in loss of fees paid in
addition to any deposit.
4. All extended or after-hour rentals must be approved by the Director or designee.
Policy for Use of Public Facilities 5 October,2022
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5. Athletic fields are prioritized by the following usage: approved youth leagues,
approved youth league playoffs/tournaments, Monroe County Schools, resident
adult leagues, non-resident youth, and non-resident adults.
6. Court usage for tournaments or leagues will not utilize more than half of the
available courts. The other courts must be available for public use.
7. Shelters are on first come/first serve basis unless reserved. Reserved signs will 0-
be posted by Parks and Beaches Staff.
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8. For use of green space to provide organized activity such as fitness classes, the 0-
user or organization must obtain written approval and provide needed 0-
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documentation. 0
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9. A large special event at parks need to get approval at the initial stages to ensure
adequate space for the requested event.
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B. GUIDELINES:
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1. Director or designee shall reserve the right to assign or reassign rooms, fields, U)
courts, or shelters as they deem appropriate based on nature or size of g
event/gathering.
2. Reservations will be revoked at any time when a violation of the rules and
regulations has occurred and will result in cancellation of the event and/or loss of
deposit
3. County equipment shall not be removed from the property or used without U)
permission.
4. Use of tobacco and alcohol is prohibited at County parks and community centers.
5. Decorations require prior approval. No signs or decorations shall be nailed or
permanently affixed to walls, ceilings, windows, shelters, or buildings. No glitter,
rice, birdseed,plastics,paint, chalk or other similar items shall be used.
6. DJ's and bands are allowed but must follow noise ordinances. E
7. The rental ending time means that the center,park, field, shelter, or court must be
emptied and clean prior to that time. Staff will conduct a walk thru with renter at
the community center or other facility prior to and after the event noting items on 0-
the checklist. Staff will provide trash cans and liners. If event/clean up exceeds
time, the renter will be responsible for overtime employee rate of$40 per hour.
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8. Courtesy electrical outlets, where available, are not guaranteed to support all 0
equipment/appliances for a rental.
9. Tent stakes are prohibited at parks.
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10. Bounce houses or other similar activities are only allowed at select
parks/facilities.
C. REASONS FOR DENYING REQUEST OR CANCELLING AN EVENT:
1. Violation of rules and regulations. Failure to cooperate with staff.
Policy for Use of Public Facilities 6 October,2022
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2. Use of room,park, shelter, field, or court interferes with other activities.
3. Site,park, or facility cannot accommodate size of event.
4. Commercial Activity.
02
11. MEETING ROOM LOCATIONS:
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The Gato Building The Harvey Government Center(2) 0-
1100 Simonton Street 1200 Truman Avenue 0-
4-
Key West, FL 33040 Key West, FL 33040 0
0
(305) 292-4441 (305) 292-4431 U)
Key West Branch Library *Marathon Government Center(2)
700 Fleming Street 2798 Overseas Highway 0
Key West, FL 33040 Marathon, FL 33050
Contact: Reference (305) 292-3595 (305) 289-6036
0
Marathon Branch Library Islamorada Branch Library U)
3490 Overseas Highway 81550 Overseas Highway g
Marathon, FL 33050 Islamorada, FL 33036
(305) 743-5136 (305) 852-7163
Key Largo Branch Library
101485 Overseas Highway
Tradewinds Shopping Plaza V°
Key Largo, FL 33037
(305) 852-7164
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COMMUNITY CENTER LOCATION:
Big Pine Key Park Community Center
31009 Atlantis Drive
Big Pine Key, FL 33043
(305) 453-8808
0
Bernstein Park Community Center
6751 Fifth Street
Stock Island, FL 33040 0
(305) 453-8808 t-
0
THEATER LOCATION:
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Murray E. Nelson Government& Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL33037
(305) 852-7161
Policy for Use of Public Facilities 7 October,2022
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* Groups of fifteen (15) people or less will not be allowed to schedule the meeting room
located at the Marathon Government Center. The Monroe County Department of
Emergency Services has precedence for the use of the Marathon Government Center
meeting room.
12. Permission to use County property shall not constitute a waiver of any local, state, or federal 2
0
laws.
13. 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 user individual or 0-
organization to promptly repair and return the property to equal or better condition than the 4-
property was in before the event at no cost to the County. 0
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14. 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 U
function. In the event of emergencies or the necessary scheduling of special BOCC meetings,
events may need to be rescheduled. 0
15. 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 N
the Organization/Individual utilizing the property governed by this agreement. The extent of
liability is in no way limited to,reduced, or lessened by the insurance requirements contained
elsewhere within this agreement.
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16. FEES ARE NON-REFUNDABLE UNDER ANY CIRCUMSTANCE. CHECKS OR
MONEY ORDERS ARE TO BE MADE PAYABLE TO MONROE COUNTYBOARD
OF COUNTY COMMISSIONERS.
17. For information on requesting the use of County Property for PARKS, BEACHES, ROADS
AND BRIDGES, COMMUNITY CENTERS, AND THEATER BY AREA, please contact
the following:
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LOWER KEYS:
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Monroe County Facilities Maintenance Dept.
123 Overseas Highway (Rockland Key)
Key West, FL 33040 0
PHONE: 1-888-227-8136 (Toll Free throughout the Keys) or 305 295-4385 4-
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MIDDLE KEYS: U)
Monroe County Facilities Maintenance Dept.
10600 Aviation Boulevard
Marathon, FL 33050
PHONE: (305) 289-6036
UPPER KEYS:
Monroe County Facilities Maintenance Dept.
300 Magnolia St.
Policy for Use of Public Facilities 8 October,2022
Packet Pg.4589
Q.2.b
Key Largo, FL 33037
PHONE: (305) 852-7161
PARKS & BEACHES
Monroe County Parks & Beaches Dept. -5z'
102050 Overseas Highway
Key Largo, FL 33037
PHONE: (305) 453-8808
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18. For information on requesting the use of County Property for AIRPORTS,please contact the
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KEY WEST INTERNATIONAL AIRPORT
3491 South Roosevelt Boulevard
Key West, FL 33040 0
Phone: (305) 809-5200 0
MARATHON AIRPORT
9400 Overseas Highway
Marathon, FL 33050 g
Phone: (305) 289-6060
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Policy for Use of Public Facilities 9 October,2022
Packet Pg.4590
Q.2.b
FEESCHEDULE
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 2
annually to reflect current costs.
FEES ARE NON-REFUNDABLE and are due in the County Administrator's office at least
TEN (10) DAYS PRIOR TO EVENT
Excluding small meeting rooms -
Checks or money orders to be made payable to MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS
BOCC MEETING ROOMS AND THEATER(EXCEPT small meeting rooms - see below)
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Monday through
Friday 8:00 am— Evenings (5:01 pm—
REGULAR 5:00 pm, excluding OVERTIME 11:00 pm),Weekends U)
HOURS holidays HOURS and Holidays g
Facility Charges Facility Charges
Per Hour Per Hour
One Maintenance One Maintenance
Technician $ 35.14 Technician $ 42.77
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours WITHOUT Hours WITHOUT
Channel 76 $ 35.14 Channel 76 $ 42.77
One Additional One Additional
Maintenance Maintenance
Technician per hour $ 35.14 Technician per hour $ 42.77
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Two Hours Two
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Technicians Technicians 0
WITHOUT Channel WITHOUT Channel
76 $ 70.28 76 $ 85.54
Two Additional U
Two Additional Maintenance 0
Maintenance Technicians per
Technicians per hour $ 70.28 hour $ 85.54
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Three Hours Three
Technicians Technicians <
WITHOUT Channel WITHOUT Channel
76 $ 105.42 76 $ 128.31
Policy for Use of Public Facilities 10 October,2022
Packet Pg.4591
Q.2.b
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$35.14 or overtime rate of$42.77
each hour.
The fee for use of a small meeting room which holds a maximum of ten (10)people or less is $50.00
per hour(business hours only). 0
To ensure time accuracy,the maintenance technician(s)will record his/her 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.
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CHANNEL 76 RATES: 0
Television coverage is available only for pre-approved County activities. Any other governmental
agency must obtain prior approval from the County Administrator. One(1)hour prior to the meeting
is needed for the setting up of equipment, and one (1) hour after the meeting is needed for the is
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. 0
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Monday through g
Friday 8:00 am—5:00 Evenings (5:01 pm—
REGULAR pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
Channel 76 Per Channel 76 Per
Hour Hour
One T.V. Technician $ 41.60 One T.V. Technician $ 52.88
Equipment Costs $ 165.26 Equipment Costs $ 165.26
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Total for One Total for One
Technician for $ 206.86 Technician $ 218.14
DOES NOT INCLUDE MAINTENANCE TECH(S), FACILITY COSTS,MEETING ROOM
OR THEATER FEES, TAPE DUPLICATES OR SPECIAL POST PRODUCTION COSTS
COSTS DO INCLUDE A I.V CAMERA, TECHNICIAN,AND I.V.EQUIPMENT.
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Policy for Use of Public Facilities 11 October,2022
Packet Pg.4592
Q.2.b
FEESCHEDULE
BUILDINGS, PARKS,BEACHES, ROADS, BRIDGES, &AIRPORTS
FEES ARE NON-REFUNDABLE and are due in the County Administrator's office at least TEN
(10) DAYS PRIOR TO EVENT. Checks or money orders are to be made payable to MONROE 2
COUNTY BOARD OF COUNTY COMMISSIONERS. Admission fees that exist will also be
charged. The County may require security fees and other fees related to the nature of the event at
these locations. The County Administrator or his designee may waive fee payments. Along with its
Request, the event sponsor is required to submit to the appropriate County Department a diagram of
each of the facilities and areas that is intended to be used for the event at the park or beach. -
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• County Buildings and Airport Terminals:
Monday through Friday:
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8:00 a.m. —5:00 p.m. $100.00 per day
Hourly Rate Before 5:00 p.m. $15.00 per hour
Hourly Rate After 5:00 p.m. $20.00 per hour
Weekends and Holidays:
8:00 a.m. —5:00 p.m. $150.00 per day
Hourly Rate $20.00 per hour
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• Roads & Bridges and Airport Grounds:
Monday through Friday $100.00 per day
Weekends and Holidays $150.00 per day
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• Parks & Beaches:
Groups requesting to reserve a portion of any park or beach will be charged a per person fee as
listed below, along with clean up fees stated below. Events must be during normal operating
hours. Fitness classes may qualify as an Independent Contractor,please call us for details.
01-50 Person(s) $ 50 flat fee
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51-100 Persons $100 flat fee
Over 100 Persons $100 flat fee plus $1 per person
based on availability 0
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Tennis court(s) may be reserved for a half day 8:00 a.m. to 1:00 p.m. or 1:00 p.m. to 6:00 p.m., U)
or for a full day 8:00 a.m. to 6:00 p.m. at the following rates:
$50.00 for a half day per court; $100.00 for a full day per court. $10 per hour per court for
teaching, but must be pre-approved and provide proper documentation.
Athletic Field Rates:
Fees may be waived following the fee waiver policy.
Baseball / Softball/ Soccer Field - $10/hour; $25/hour with lights
Policy for Use of Public Facilities 12 October,2022
Packet Pg.4593
Q.2.b
Additional Fees: Football/ Soccer field lining $100; Baseball/Softball field prep $50/field
• Clean up and dump fees: Clean up and dump fees will be assessed based on the size of the
group: 0
01 —50 Person(s) $50.00
51 — 100 Persons $75.00 CL
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101-250 Persons $100.00
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More than 250 Persons Must contract with Waste Management or 0
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other approved vendor to provide dumpsters &
recycle bins and for removal after event
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• Bernstein Park Community Rooms:
Groups requesting to reserve a room at the Park community center will be charged an hourly rate, 0
along with a clean-up fee stated below. Children twelve (12)years of age and under will not be
charged the per person fee and are exempt from paying this fee. Please see fee waiver policy
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$20 per hour for small room C
$40 per hour for large room
Refundable Deposit$100
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Shelters:
$40 for the day
Roman Gastesi, County Administrator
(October 2022)
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Policy for Use of Public Facilities 13 October,2022
Packet Pg.4594
Appendix A
October 2022
WlV
REQUEST FOR USE OF COUNTY PROPERTY
k ;U� IN MONROE COUNTY, FLORIDA
(please print)
Please note that the request does not guarantee the rental until approved. 2
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Application Date: Telephone number: Email:
Organization Contact: CL
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Address: CL
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Specific County property,park,shelter or meeting room requested:
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Intended use:
Date(s)needed: Time(include set up and clean up): from to
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Official Monroe County Government Use: Yes❑ No❑ Number of participants: U
Alcohol consumption/sales: Yes❑ No❑ Use of personal BBQ grill:Yes❑ No❑
0
Coordination with: Sheriff Dept:Yes❑ No❑ Fire Dept:Yes❑ No❑ Other Dept:Yes❑ No❑ U)
Planning Dept over 250:Yes❑ No❑ Previous history of holding similar events:Yes❑ No❑ g
,A
COMPLETE FOR MEETING ROOMS AND COMMUNITY CENTERS ONLY:
Special Audio Visual Equipment needed:Yes❑ No❑
Describe: C�
Public Address System or DJ:Yes❑ No❑ Room Arrangement:
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COMPLETE FOR USE OF PARKS ONLY: Please attach site plan required for special events and races.
Is there a charge for the event?Yes❑ No❑ Will you have tents?Yes❑No❑ Will you have music?Yes❑No❑
Will you sell food?Yes❑ No❑ Will you have animals?Yes❑ No❑ Need athletic fields painted&prepared?Yes❑ No❑
By signing you agree to the attached rules and regulations: Signature:
Fees are listed in the ordinance for Public Facilities,Parks and Beaches,Roads and Bridges,and County Meeting Rooms. Major Credit
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Cards are acceptable,and Checks or Money Orders are made payable to Monroe County Board of County Commissioners. All fees are a
NON-REFUNDABLE.
Deposit: Fee Due: Fees Paid: CL
.....................................................................................
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COUNTY USE ONLY
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Approved by Monroe County Risk Manager or Designee. Yes❑ No❑
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Signature: U)
Approved by Monroe County Administrator or Designee.
Fees Waived:Yes❑ No❑ Alcohol use or basis for waiver or special conditions. Approved: Yes❑No❑ E
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Signature:
Approved by Monroe County Parks and Beaches: Yes❑ No❑
Signature:
'Request ii'nay be sWI j t 'lisqpIpirova111 foir oveir ui°Ti hl"TwillT1 caIpadty llhi°Trill inn/oiir in actVi i lies Chat ii'nay daiii"Tiage
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Packet Pg.4595
Appendix B Q 2 b
MONROE COUNTY BOARD OF COMMISSIONERS
EVENT AND USE OF COUNTY PROPERTY
HOLD HARMLESS AND INDEMNITY AGREEMENT
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For and in consideration of having been granted permission by the Monroe County
Board of Commissioners, County Administrator, and/or Assistant County Administrator, or
his/her designee to hold an Event within Monroe County limits or on Monroe County 0
property, the Undersigned on behalf of the organization hereby agrees on behalf of the
organization, to protect and hold harmless Monroe County, its subsidiaries or affiliates, elected 0
and appointed officials, employees, volunteers, representatives and agents from (i) any claims, U)
actions or causes of action, (ii) any litigation, administrative proceedings, appellate
proceedings, or other proceedings relating to any type of injury (including death), loss,
damage, fine, penalty or business interruption, and (iii) any costs or expenses that may be t0
asserted against, initiated with respect to, or sustained by, any indemnified party by reason
of, or in connection with, (A) any activity of Undersigned or any of Undersigned employees,
agents, contractors or other invitees, (B) the negligence or willful misconduct of Undersigned U)
or any of its employees, agents, sub-contractors or other invitees, or (C) Undersigned's
default in respect of any of the obligations that it undertakes under the terms of this ,A
Agreement, except to the extent the claims, actions, causes of action, litigation, proceedings,
costs or expenses arise from the intentional or sole negligent acts or omissions of the County
or any of its employees, agents, contractors or invitees (other than Undersigned) arising out
of or occurring in connection with the event or the use of County property described herein.
The Undersigned also agrees to protect and hold harmless Monroe County, its
subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives
and agents from any present, past or future claims which may be asserted by this organization, or
any member of this organization or any participation or third party arising out of or occurring in
connection with this event or the use of County property.
That as the consideration of the County entering into this Agreement with the
Undersigned, it is agreed and understood that the Undersigned shall indemnify the County
against any and all claims or expenses or losses of any type, which are related to or arising from
the participation of the Undersigned in this event. The Undersigned agrees and understands that
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a part of said consideration for this Agreement shall include the Undersigned's promise that any 0
rights to bring suit against the County and any rights to compensation therefrom on any matters
arising from or otherwise related to Undersigned's participation in this event have been
knowingly and willingly relinquished by the Undersigned under this Agreement. t0
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The Undersigned therefore agrees to save harmless, indemnify, and defend the County, 0
including its subsidiaries and affiliates, its consultants, agents, volunteers, elected and appointed
officers, and employees from any and all claims, suits, actions, damages, expenses, losses,
penalties, interest, demands,judgments, and liabilities claims and related expenses in connection
with the loss thereof, and costs of suit, including attorneys' fees, for any expenses, damages,
or liability incurred by any of them, whether for bodily or personal injury, death, property
damage, direct or consequential damages, or economic loss or use thereof, including
environmental impairment, arising directly or indirectly on account of or arising out of the
Undersigned's participation in this event or the use of County property. The Undersigned's
obligation shall not be limited by, or in any way to, any insurance coverage or by any
provision in or exclusion or omission from any policy of insurance. The Undersigned agrees to
pay on behalf of Monroe County, as well as provide a legal defense for the County, both of
Packet Pg.4596
Q.2.b
Event and Use of County Property Hold Harmless And Indemnity Agreement
which will be done only if and when requested by the County, for all claims made. Such
payment on behalf of the County shall be in addition to any and all other legal remedies
available to the County and shall not be considered to be the County's exclusive remedy.
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Or in the case of another Government agency
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The as a state agency or subdivision defined in
................ ..............................................................
Section 768.28, Florida Statutes, agrees to be fully responsible to the limits set forth in such o
statute for its own negligent acts or omissions, or intentional tortious actions, which result in U)
claims or suits against either County or..................................................................................................................... .................................—, and agrees to be liable
to the statutory limits for any damages proximately caused by said acts or omissions, or
intentional tortious acts. o
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The County, as a political sub-division of the State of Florida, as defined in Section 0
768.28, Florida Statutes, agrees to be fully responsible to the limits set forth in such statute for its
own negligent acts or omissions,or intentional tortious acts, which result in claims or suits against g
either the or County, and agrees to be liable to the statutory ,A
limits for any damages proximately caused by said acts or omissions,or intentional tortious acts.
Nothing contained in this Section shall be construed to be a waiver by either party of any
protections under sovereign immunity, Section 768.28 Florida Statutes, or any other similar
provision of law. Nothing contained herein shall be construed to be a consent by either party to
be sued by third parties in any matter arising out of this or any other Agreement.
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Packet Pg.4597
Q.2.b
Event and Use of County Property Hold Harmless And Indemnity Agreement
Those who are hereby released shall not be stopped or otherwise barred from asserting
any expressly reserved right to assert any claim or cause of action they may have against the
Undersigned or any others.
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This Agreement shall be interpreted under and its performance governed by the laws of
the State of Florida. The parties agree that any action relating to this Agreement shall be
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instituted and prosecuted in the courts of Monroe County, Florida, and therefore, each party to
this Agreement hereby waives the right to any change of venue.
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By the signature to this document, the undersigned acknowledges that it understands the U)
contents of this document and is voluntarily agreeing to its terms. The undersigned is authorized
and holds the actual authority as the Legally Authorized Representative of this organization to
enter into this Agreement and the organization has delegated such signatory authority to me. U
In witness whereof I/we have hereunto set my/our hand and seal the 2
Day of in the year
NAME OF EVENT °A
DATE(S) OF EVENT
LOCATION OF EVENT
..,,,,,,,, ��._.w...................................WWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWWW �
PURPOSE OF EVENT
Organization/Sponsor's.Name...................................................._
Signature✓of Legally Authorized Representative rvry
Printed Name -----�
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...... .. ... . ............ ..w, ...
Title
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State of Florida U
County of Monroe 0
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SUBSCRIBED AND SWORN to (or affirmed before me) by means of
—physical presence or--online notarization on this day of
20................. by ... , he/she is personally known to me or
has produced...............................................................................................................................................................(type of identification) as identification.
Notary Public (SEAL)
Page 3 of 3
Packet Pg.4598