Item C11 C11
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
May 15, 2024
Agenda Item Number: C 11
2023-2473
BULK ITEM: Yes DEPARTMENT: Administration
TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson
AGENDA ITEM WORDING: Approval of changes to Monroe County's Use of County Property
Policy incorporating updated contacts for reserving,policies for use and fees for use of meeting rooms,
parks, beaches, library rooms, and theater and to update and clarify the fee waiver process.
Authorization for the Acting County Administrator or his designee to execute and implement these
changes.
ITEM BACKGROUND:
The policy document was last updated in October 2022. Additional facilities have been established for
community use since that time. The revisions to the policy updates and clarifies fees for the various
meeting rooms, reservation contacts and rules for fee waivers.
PREVIOUS RELEVANT BOCC ACTION:
The last major update to the Policy was approved by the BOCC on October 19, 2022.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Policy for Use of Public F'acility_F'Y24_Clean(Revised 5-3) (003) 5-7-24 for Peak.docx
Policy for Use of Public F'acility_F'Y24_F'inal(2024m05m06)F'illable 5m7m24.pdf
FINANCIAL IMPACT:
Effective Date: Upon approval by BOCC and execution by Acting County Administrator
259
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: N/A
County Match: N/A
Insurance Required: N/A
Additional Details: N/A
260
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES, PARKS,BEACHES, 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 (attached to this policy as Appendix "A") and "EVENT AND USE OF
COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY AGREEMENT" (attached to
this policy as Appendix "B") and return both originals to the County Department manager,
supervisor, or director responsible for that facility, no later than five (5) working days prior to the
desired date of use of facility. All requests must be approved by the particular Department Director
or designee and the Monroe County Risk Manager. The Monroe County Administrator or designee
must also approve rentals which involve fee waiver requests, alcoholic beverages, large special
events, or other similar events. If a public assembly permit and/or extensive coordination with other
County Departments, the Sheriff's office, or Florida Department of Transportation is needed, the
ordinal REQUEST FOR USE OF COUNTY PROPERTY FORM must be submitted no later than
ten (10)working days prior to the desired date.
1. FEES: Fees apply to all governmental agencies, excluding one—time uses only. 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 non-profit sports leagues, 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 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 in
writing.
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 attached.
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 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 individual, group, organization,
agency, sponsor, etc. will result in that individual, 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. 261
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 (1) future use or that the scheduling of uses for that entity
becomes a de facto pattern of recurring uses.
2. INSURANCE: Groups/organizations/sponsors/individuals shall be required to execute an
ordinal EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND
INDEMNITY AGREEMENT (Appendix "B") and furnish ordinal insurance certificates
naming Monroe County Board of County Commissioners (`BOCC") as an additional
insured (except for Worker's Compensation), unless these provisions are waived by the
Monroe County Risk Manager. Groups/organizations/sponsors/individuals utilizing a
meeting room may need to furnish insurance documentation as determined by the Risk
Manager or his designee, however, all renters 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)
All organizations must comply with the insurance requirements provided by Monroe County
Risk Management. Contact the Risk Manager at 305-292-3470.
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 Sheriff's Office,
Monroe County Fire Department, 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
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 Manager 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 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 May,2024
262
21 —50 $20.00
51 — 100 $40.00
101 or more $50.00
Fees must be sent to the particular County Department that is processing the request
application.
5. TRAFFIC CONTROL: Events,projects, etc., affecting or occurring on any road or bridge
must be pre-approved by the Monroe County Engineering Department. The use of off duty
police may likewise be required. Coordination with off duty police is the user's responsibility
and shall be coordinated directly with the police agency. In addition to the direct costs for a
deputy,the Monroe County Sheriff's Department is required to charge overhead costs. Proof
of coordination 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
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 the event. Any such users 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 group and/or 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 or organization
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, Attn. Recycling Coordinator & Outreach,
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
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.
Policy for Use of Public Facilities 3 May,2024
263
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, political
fundraising, or advertising.
F. Smoking is prohibited.
G. Use of alcoholic beverages are prohibited unless approved by the County Administrator
or their designee.
H. 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 twelve (12) months
in advance of the proposed use.
9. COUNTY LIBRARIES: Use of Conference and Multi-Purpose Room and Audio-Visual
Equipment and Technology:
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 Library Branch concerned.
However, final authority for use of space will rest with the Library Director or their
designee.
B. REGULATIONS: The following regulations apply to all programs scheduled in Library
facilities:
1. All programs must be free of charge and open to the public as space permits. No
collections may be taken or sales made. Written exceptions may be submitted to
the Director of Libraries in advance for sales during author book signings, public
performance or exhibits, or for non-profit agencies or groups to cover costs incurred
for class supplies or speaker fees. Library facilities shall not be used for personal
or private profit, aggrandizement, advertising, or 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.
3. Sponsors will be required to execute a"Hold Harmless and Indemnity Agreement"
and may be required to 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 Public Facilities 4 May,2024
264
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
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.
8. Organizations using the meeting room are responsible for informing the Library
staff at the time of booking of any needed arrangement of furniture before their
meeting as 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 equipment. Rooms should be left clean and in good order when the
user vacates. Failure to do so may result in the organization being declined use of
the room in the future.
9. Rooms may be booked up to three(3)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 CENTERS, 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
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 Parks and Beaches 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
signed and approved by the Director and/or designee, all fees have been paid in
full, and all other documents have been received prior to the ten(10)business days
requirement.
Policy for Use of Public Facilities 5 May,2024
265
3. Cancellation of rental or changing a confirmed date may result in loss of deposit.
Cancellation three (3) days prior to an event will result in loss of fees paid in
addition to any deposit, which may be required pursuant to this Policy.
4. All extended or after-hour rentals must be approved by the Director or designee.
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
be posted by Parks and Beaches Staff.
8. For use of green space to provide organized activity such as fitness classes, the
user or organization must obtain written approval and provide needed
documentation.
9. A large special event at parks needs to obtain approval at the initial stages to
ensure adequate space for the requested event.
B. REGULATIONS:
1. Director or designee shall reserve the right to assign or reassign rooms, fields,
courts, or shelters as they deem appropriate based on nature or size of
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
permission.
4. Use of tobacco is prohibited at County parks and community centers.
5. Use of alcohol is prohibited at County parks and community centers unless
approved by the County Administrator or their designee.
6. 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.
7. DJs and bands are allowed but must follow noise ordinances.
8. 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
the checklist. Staff will provide trash cans and liners. If event/clean up exceeds
the rental time period, the renter will be responsible for additional overtime
employee rate of $40 per hour, which will be invoiced within three (3) business
days. If the walk thru results in no issues being noted, the renter will be entitled
to a full refund of the deposit. Staff shall submit a deposit request to the Clerk
within three (3) business days after the final walk thru.
9. Courtesy electrical outlets, where available, are not guaranteed to support all
equipment/appliances for a rental.
10. Tent stakes are prohibited at parks.
Policy for Use of Public Facilities 6 May,2024
266
11. Bounce houses or other similar activities are only allowed at select parks/facilities
and may require appropriate insurance coverage as set by the Monroe County Risk
Manager.
C. REASONS FOR DENYING REQUEST OR CANCELLING AN EVENT:
1. Violation of rules and regulations. Failure to cooperate with County staff.
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.
11. MEETING ROOM LOCATIONS:
The Gato Building The Harvey Government Center(2)
1100 Simonton Street 1200 Truman Avenue
Key West, FL 33040 Key West, FL 33040
(305) 292-4441 (305) 289-6036
Key West Branch Library *Marathon Government Center(2)
700 Fleming Street 2798 Overseas Highway
Key West, FL 33040 Marathon, FL 33050
Reference (305) 292-3595 (305) 289-6036
Marathon Branch Library Islamorada Branch Library
3490 Overseas Highway 81550 Overseas Highway
Marathon, FL 33050 Islamorada, FL 33036
(305) 743-5136 (305) 852-7163
Key Largo Branch Library
101485 Overseas Highway
Tradewinds Shopping Plaza
Key Largo, FL 33037
(305) 852-7164
*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.
COMMUNITY CENTER LOCATIONS:
Bernstein Park Community Center Plantation Key Community Center
6751 Fifth Street 53 High Point Road
Stock Island, FL 33040 Plantation Key, FL 33070
(305) 394-1173 (305) 453-8726
Big Pine Key Community Park Big Pine Key Community Center
Recreation Center 179 Key Deer Boulevard
31009 Atlantis Drive Big Pine Key, FL 33043
Policy for Use of Public Facilities 7 May,2024
267
Big Pine Key, FL 33043 (305) 394-1173
(305) 394-1173
THEATER LOCATION:
Murray E. Nelson Government& Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL 33037
(305) 852-7115
12. Permission to use County property shall not constitute a waiver of any local, state, or federal
laws.
13. Damage done to any County owned equipment or property during the time the County
property is utilized by the organization/group/individual will be the responsibility of the user
individual, group, or 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.
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
function. In the event of emergencies or the necessary scheduling of special BOCC meetings,
events may need to be rescheduled.
15. INDEMNIFICATION AND HOLD HARMLESS: The Organization/Group/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 Organizati on/Group//Indivi dual utilizing the property governed by this
Policy. The extent of liability is in no way limited to, reduced, or lessened by the insurance
requirements contained elsewhere within this Policy.
16. FEES ARE NON-REFUNDABLE UNDER ANY CIRCUMSTANCE. CHECKS OR
MONEY ORDERS ARE TO BE MADE PAYABLE TO MONROE COUNTY BOARD
OF COUNTY COMMISSIONERS. MAJOR CREDIT CARDS ARE ACCEPTABLE.
ADDITIONAL MERCHANT PROCESSING FEE MAY BE CHARGED.
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:
LOWER KEYS:
Monroe County Facilities Maintenance Dept.
123 Overseas Highway (Rockland Key)
Key West, FL 33040
PHONE: (305)289-6036
MIDDLE KEYS:
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268
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.
Key Largo, FL 33037
PHONE: (305) 852-7115
PARKS & BEACHES
Monroe County Parks & Beaches Dept.
2798 Overseas Highway, Ste. 400
Marathon, FL 33050
PHONE: (305) 453-8748
18. 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 9 May,2024
269
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 space 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 to the Department processing the use request
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)
Monday through
Friday 8:00 am— Evenings (5:01 pm—
REGULAR 5:00 pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
Facility Charges Per Facility Charges
Hour Per Hour
One Maintenance One Maintenance
Technician $ 35.14 Technician $ 46.75
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours WITHOUT Hours WITHOUT
MCTV $ 35.14 MCTV $ 46.75
One Additional
One Additional Maintenance
Maintenance Technician per
Technician per hour $ 35.14 hour $ 46.75
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Two Hours Two
Technicians Technicians
WITHOUT MCTV $ 70.28 WITHOUT MCTV $ 93.50
Two Additional
Two Additional Maintenance
Maintenance Technicians per
Technicians per hour $ 70.28 hour $ 93.50
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Three Hours Three
Technicians Technicians
WITHOUT MCTV $ 105.42 WITHOUT MCTV $ 140.25
Policy for Use of Public Facilities 10 May,2024
270
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$46.75
each hour.
SMALL MEETING ROOMS: The fee for use of a small meeting room, which holds a maximum
of ten (10) people or less, is $52.00 per hour (during business hours only from 8:00am to 5:00pm).
The small meeting rooms are not available for rental after normal business hours.
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.
MCTV 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
breakdown of equipment. Hours, including set-up and breakdown,will be charged at the rates below,
assuming MCTV staff is available at the time of the activity.
Monday through
Friday 8:00 am—5:00 Evenings (5:01 pm—
REGULAR pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
MCTV Per Hour MCTV Per Hour
One T.V. Technician $ 57.55 One T.V. Technician $ 73.09
Equipment Costs $ 200.00 Equipment Costs $ 200.00
Total for One Total for One
Technician for $ 257.55 Technician $ 273.09
DOES NOT INCLUDE MAINTENANCE TECH(S), FACILITY COSTS,MEETING ROOM
OR THEATER FEES, TAPE DUPLICATES OR SPECIAL POSTPRODUCTION COSTS
COSTS DO INCLUDE A T.V CAMERA, TECHNICIAN,AND T.V.EQUIPMENT.
Policy for Use of Public Facilities 11 May,2024
271
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
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.
• County Buildings and Airport Terminals:
Monday through Friday:
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
• 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 under Clean up and dump fees, below. Events must
be during normal operating hours.
1-25 Person(s) $25 flat fee
26-50 Person(s) $ 50 flat fee
51-100 Person(s) $100 flat fee
Over 100 Person(s) $100 flat fee plus $1 per person
based on availability
Shelters may be reserved for $40.00 per day subject to park availability.
Basketball and 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., 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
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272
Athletic Field Rates:
Baseball / Softball/ Soccer Field- $10/hour; $25/hour with lights
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:
01 —50 Person(s) $50.00
51 — 100 Persons $75.00
101 —250 Persons $100.00
More than 250 Persons Must contract with Waste Management or other
approved vendor to provide dumpsters &
recycle bins and for removal after event
• Bernstein Park, Bit Pine Community Park, Bit Pine Community Center, and Plantation
Key Community Rooms:
Groups requesting to reserve a room at these facilities will be charged an hourly rate, along with
a clean-up fee stated above. Children twelve (12)years of age and under will not be charged the
per person fee and are exempt from paying this fee.
$20 per hour for small room
$40 per hour for large room
Refundable Deposit$100
Kevin G. Wilson, Acting County Administrator
(May 2024)
Policy for Use of Public Facilities 13 May,2024
273
APPENDIX A
May 2024
-- REQUEST FOR USE OF COUNTY PROPERTY
IN MONROE COUNTY, FLORIDA
(please print)
11rf
Please note that the request does not guarantee the rental until approved.
Application Date: Telephone number: Email:
Name of Individual or Organization and Contact Person:
Address:
Specific County property, park, shelter or meeting room requested:
Intended use:
Date(s) needed: Time(include set up and clean up): from to
Official Monroe County Government Use: Yes❑ No❑ Number of participants:
Is there an admission or other charge for participants of the event?Yes❑ No❑ If yes, the amount of the charge$
Alcohol consumption/sales: Yes❑ No❑ Use of personal BBQ grill:Yes❑ No❑
Coordination with: Sheriff Dept:Yes❑ No❑ Fire Dept:Yes❑ No❑ Other Dept:Yes❑ No❑
Planning Dept over 250:Yes❑ No❑ Previous history of holding similar events:Yes❑ No❑
COMPLETE FOR MEETING ROOMS AND COMMUNITY CENTERS ONLY:
Special Audio/Visual Equipment needed:Yes❑ No❑
Describe:
Public Address System or DJ:Yes❑ No❑Room Arrangement:
COMPLETE FOR USE OF PARKS ONLY: Please attach site plan required for special events and races.
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 Policy for Use of Public Facilities, Parks and Beaches, Roads and Bridges, County Meeting Rooms, and
Theater. Major Credit Cards are acceptable,and Checks or Money Orders are made payable to Monroe County Board of County
Commissioners. All fees are NON-REFUNDABLE.
Deposit: Fee Due: Fees Paid.
......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
COUNTY USE ONLY
Approved by Department Director or Designee(required): Yes❑ No❑
Signature:
Approved by Monroe County Risk Manager or Designee (required) Yes❑ No❑
Signature:
Approved by Monroe County Administrator or Designee(required for all fee waiver,alcohol use,or special conditions requests)
Fees Waived:Yes❑ No❑ Alcohol use or basis for waiver or special conditions. Approved: Yes[:] No[:]
Signature:
ReqLIOS't inay Il an Wlb]O is yli' Ipproval for over inakillnWin capadty Hiinuts aildlor eveiltacbM'bes that un y daiinage IIM011111m00 COL1111ty Il:&1k
ildlor Il)umopeiyy. IIuldeinen' eather a°nay caLISO UTFOuma� Ill cailc(flHa'boils or resche UH111 .
274
Page 15 of 18
275
APPENDIX B
May 2024
MONROE COUNTY BOARD OF COMMISSIONERS
EVENT AND USE OF COUNTY PROPERTY
HOLD HARMLESS AND INDEMNITY AGREEMENT
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 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 and appointed officials,
employees, volunteers, representatives and agents from (i) any claims, 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 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 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 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 Momoe 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 a part of said
consideration for this Agreement shall include the Undersigned's promise that any 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.
The Undersigned therefore agrees to save harmless, indemnify, and defend the County,
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
276
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 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.
Or in the case of another Government agency
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 statute
for its own negligent acts or omissions, or intentional tortious actions, which result in 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.
The County, as a political sub-division of the State of Florida,as defined in Section 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
either the or County, and agrees to be liable to the statutory
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.
277
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.
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 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.
By the signature to this document, the undersigned acknowledges that it understands the
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.
In witness whereof Uwe have hereunto set my/our hand and seal this
day of ............................... in the year
NAME OF EVENT
DATE(S) OF EVENT
LOCATION OF EVENT
PURPOSE OF EVENT
Individual or Organization/Sponsor's Name
Signature of Legally Authorized Representative
Printed Name
Title
State of Florida
County of Monroe
SUBSCRIBED AND SWORN to (or affirmed before me) by means of physical presence or
_online notarization on this day of 20, by
,who is personally known to me or has produced
(type of identification) as identification.
Notary Public (SEAL)
278
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES, PARKS, BEACHES, 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 (attached to this policy as Appendix "A") and "EVENT AND USE OF
COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY AGREEMENT" (attached to
this policy as Appendix "B") and return both originals to the County Department manager,
supervisor, or director responsible for that facility, no later than five (5) working days prior to the
desired date of use of facility. All requests must be approved by the particular Department
Director or designee and the Monroe County Risk Manager. The Monroe County Administrator
or designee must also approve rentals which involve fee waiver requests, alcoholic beverages,
large special events, or other similar events. If a public assembly permit and/or extensive
coordination with other County Departments, the Sheriff's office, or Florida Department of
Transportation is needed, the original REQUEST FOR USE OF COUNTY PROPERTY FORM
must be submitted no later than ten (10)working days prior to the desired date.
1. FEES: Fees apply to all governmental agencies, excluding one—time uses only. 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 non-profit sports leagues, 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 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 in
writing.
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 attached.
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 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 individual, group, organization,
agency, sponsor, etc. will result in that individual, group, organization, agency, sponsor,
279
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 (1) future use or that the scheduling of uses for that entity
becomes a de facto pattern of recurring uses.
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 original insurance certificates
naming Monroe County Board of County Commissioners (`BOCC") as an additional
insured (except for Worker's Compensation), unless these provisions are waived by the
Monroe County Risk Manager. Groups/organizations/sponsors/individuals utilizing a
meeting room may need to furnish insurance documentation as determined by the Risk
Manager or his designee, however, all renters 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)
All organizations must comply with the insurance requirements provided by Monroe County
Risk Management. Contact the Risk Manager at 305-292-3470.
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 Sheriff's Office,
Monroe County Fire Department, 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
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 Manager 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 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:
Policy for Use of Public Facilities 2 May,2024
280
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
Fees must be sent to the particular County Department that is processing the request
application.
5. TRAFFIC CONTROL: Events,projects, etc., affecting or occurring on any road or bridge
must be pre-approved by the Monroe County Engineering Department. The use of off duty
police may likewise be required. Coordination with off duty police is the user's responsibility
and shall be coordinated directly with the police agency. In addition to the direct costs for a
deputy,the Monroe County Sheriff's Department is required to charge overhead costs. Proof
of coordination 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
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 the event. Any such users 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 group and/or 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 or organization
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, Attn. Recycling Coordinator & Outreach,
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
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.
Policy for Use of Public Facilities 3 May,2024
281
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, political
fundraising, or advertising.
F. Smoking is prohibited.
G. Use of alcoholic beverages are prohibited unless approved by the County Administrator
or their designee.
H. 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 twelve (12) months
in advance of the proposed use.
9. COUNTY LIBRARIES: Use of Conference and Multi-Purpose Room and Audio-Visual
Equipment and Technology:
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 Library Branch concerned.
However, final authority for use of space will rest with the Library Director or their
designee.
B. REGULATIONS: The following regulations apply to all programs scheduled in Library
facilities:
1. All programs must be free of charge and open to the public as space permits. No
collections may be taken or sales made. Written exceptions may be submitted to
the Director of Libraries in advance for sales during author book signings, public
performance or exhibits, or for non-profit agencies or groups to cover costs incurred
for class supplies or speaker fees. Library facilities shall not be used for personal
or private profit, aggrandizement, advertising, or 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.
3. Sponsors will be required to execute a"Hold Harmless and Indemnity Agreement"
and may be required to furnish appropriate insurance naming Monroe County as
additional insured for certain types of programs, in compliance with the "Use
Policy for Use of Public Facilities 4 May,2024
282
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
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.
8. Organizations using the meeting room are responsible for informing the Library
staff at the time of booking of any needed arrangement of furniture before their
meeting as 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 equipment. Rooms should be left clean and in good order when the
user vacates. Failure to do so may result in the organization being declined use of
the room in the future.
9. Rooms may be booked up to three (3)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 CENTERS, 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
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 Parks and Beaches 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
signed and approved by the Director and/or designee, all fees have been paid in
Policy for Use of Public Facilities 5 May,2024
283
full,and all other documents have been received prior to the ten(10)business days
requirement.
3. Cancellation of rental or changing a confirmed date may result in loss of deposit.
Cancellation three (3) days prior to an event will result in loss of fees paid in
addition to any deposit, which may be required pursuant to this Policy.
4. All extended or after-hour rentals must be approved by the Director or designee.
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
be posted by Parks and Beaches Staff.
8. For use of green space to provide organized activity such as fitness classes, the
user or organization must obtain written approval and provide needed
documentation.
9. A large special event at parks needs to obtain approval at the initial stages to
ensure adequate space for the requested event.
B. REGULATIONS:
1. Director or designee shall reserve the right to assign or reassign rooms, fields,
courts, or shelters as they deem appropriate based on nature or size of
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
permission.
4. Use of tobacco is prohibited at County parks and community centers.
5. Use of alcohol is prohibited at County parks and community centers unless
approved by the County Administrator or their designee.
6. 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.
7. DJs and bands are allowed but must follow noise ordinances.
8. 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
the checklist. Staff will provide trash cans and liners. If event/clean up exceeds
the rental time period, the renter will be responsible for additional overtime
employee rate of$40 per hour, which will be invoiced within three (3) business
days. If the walk thru results in no issues being noted, the renter will be entitled
to a full refund of the deposit. Staff shall submit a deposit request to the Clerk
within three (3) business days after the final walk thru.
9. Courtesy electrical outlets, where available, are not guaranteed to support all
equipment/appliances for a rental.
Policy for Use of Public Facilities 6 May,2024
284
10. Tent stakes are prohibited at parks.
11. Bounce houses or other similar activities are only allowed at select parks/facilities
and may require appropriate insurance coverage as set by the Monroe County Risk
Manager.
C. REASONS FOR DENYING REQUEST OR CANCELLING AN EVENT:
1. Violation of rules and regulations. Failure to cooperate with County staff.
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.
11. MEETING ROOM LOCATIONS:
The Gato Building The Harvey Government Center(2)
1100 Simonton Street 1200 Truman Avenue
Key West, FL 33040 Key West, FL 33040
(305) 292-4441 (305) 289-6036
Key West Branch Library *Marathon Government Center(2)
700 Fleming Street 2798 Overseas Highway
Key West, FL 33040 Marathon, FL 33050
Reference (305) 292-3595 (305) 289-6036
Marathon Branch Library Islamorada Branch Library
3490 Overseas Highway 81550 Overseas Highway
Marathon, FL 33050 Islamorada, FL 33036
(305) 743-5136 (305) 852-7163
Key Largo Branch Library
101485 Overseas Highway
Tradewinds Shopping Plaza
Key Largo, FL 33037
(305) 852-7164
*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.
COMMUNITY CENTER LOCATIONS:
Bernstein Park Community Center Plantation Key Community Center
6751 Fifth Street 53 High Point Road
Stock Island, FL 33040 Plantation Key, FL 33070
(305) 394-1173 (305) 453-8726
Big Pine Key Community Park Big Pine Key Community Center
Recreation Center 179 Key Deer Boulevard
Policy for Use of Public Facilities 7 May,2024
285
31009 Atlantis Drive Big Pine Key, FL 33043
Big Pine Key, FL 33043 (305) 394-1173
(305) 394-1173
THEATER LOCATION:
Murray E. Nelson Government& Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL 33037
(305) 852-7115
12. Permission to use County property shall not constitute a waiver of any local, state, or federal
laws.
13. Damage done to any County owned equipment or property during the time the County
property is utilized by the organization/group/individual will be the responsibility of the user
individual, group, or 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.
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
function. In the event of emergencies or the necessary scheduling of special BOCC meetings,
events may need to be rescheduled.
15. INDEMNIFICATION AND HOLD HARMLESS: The Organization/Group/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/Group//Individual utilizing the property governed by this
Policy. The extent of liability is in no way limited to, reduced, or lessened by the insurance
requirements contained elsewhere within this Policy.
16. FEES ARE NON-REFUNDABLE UNDER ANY CIRCUMSTANCE. CHECKS OR
MONEY ORDERS ARE TO BE MADE PAYABLE TO MONROE COUNTY BOARD
OF COUNTY COMMISSIONERS. MAJOR CREDIT CARDS ARE ACCEPTABLE.
ADDITIONAL MERCHANT PROCESSING FEE MAY BE CHARGED.
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:
LOWER KEYS:
Monroe County Facilities Maintenance Dept.
123 Overseas Highway (Rockland Key)
Key West, FL 33040
PHONE: (305) 289-6036
Policy for Use of Public Facilities 8 May,2024
286
MIDDLE KEYS:
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.
Key Largo, FL 33037
PHONE: (305) 852-7115
PARKS & BEACHES
Monroe County Parks & Beaches Dept.
2798 Overseas Highway, Ste. 400
Marathon, FL 33050
PHONE: (305) 453-8748
18. 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 9 May,2024
287
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 space 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 to the Department processing the use request
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)
Monday through
Friday 8:00 am— Evenings (5:01 pm—
REGULAR 5:00 pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
Facility Charges Facility Charges
Per Hour Per Hour
One Maintenance One Maintenance
Technician $ 35.14 Technician $ 46.75
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours WITHOUT Hours WITHOUT
MCTV $ 35.14 MCTV $ 46.75
One Additional One Additional
Maintenance Maintenance
Technician per hour $ 35.14 Technician per hour $ 46.75
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Two Hours Two
Technicians Technicians
WITHOUT MCTV $ 70.28 WITHOUT MCTV $ 93.50
Two Additional
Two Additional Maintenance
Maintenance Technicians per
Technicians per hour $ 70.28 hour $ 93.50
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Three Hours Three
Technicians Technicians
WITHOUT MCTV $ 105.42 WITHOUT MCTV $ 140.25
Policy for Use of Public Facilities 10 May,2024
288
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$46.75
each hour.
SMALL MEETING ROOMS: The fee for use of a small meeting room, which holds a maximum
of ten (10) people or less, is $52.00 per hour (during business hours only from 8:00am to 5:00pm).
The small meeting rooms are not available for rental after normal business hours.
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.
MCTV 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
breakdown of equipment. Hours, including set-up and breakdown,will be charged at the rates below,
assuming MCTV staff is available at the time of the activity.
Monday through
Friday 8:00 am—5:00 Evenings (5:01 pm—
REGULAR pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
MCTV Per Hour MCTV Per Hour
One T.V. Technician $ 57.55 One T.V. Technician $ 73.09
Equipment Costs $ 200.00 Equipment Costs $ 200.00
Total for One Total for One
Technician for $ 257.55 Technician $ 273.09
DOES NOT INCL UDE MAINTENANCE TECH(S), FACILITY COSTS,MEETING ROOM
OR THEATER FEES, TAPE DUPLICATES OR SPECIAL POSTPRODUCTION COSTS
COSTS DO INCLUDE A 7:V CAMERA, TECHNICIAN,AND T.V.EQUIPMENT.
Policy for Use of Public Facilities 11 May,2024
289
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
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.
• County Buildings and Airport Terminals:
Monday through Friday:
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
• 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 under Clean up and dump fees,below. Events must
be during normal operating hours.
1-25 Person(s) $25 flat fee
26-50 Person(s) $ 50 flat fee
51-100 Person(s) $100 flat fee
Over 100 Person(s) $100 flat fee plus $1 per person
based on availability
Shelters may be reserved for $40.00 per day subject to park availability.
Basketball and 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., 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
Policy for Use of Public Facilities 12 May,2024
290
Athletic Field Rates:
Baseball/ Softball/ Soccer Field- $10/hour; $25/hour with lights
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:
01 —50 Person(s) $50.00
51 — 100 Persons $75.00
101 —250 Persons $100.00
More than 250 Persons Must contract with Waste Management or other
approved vendor to provide dumpsters &
recycle bins and for removal after event
• Bernstein Park, Bit Pine Community Park, Bit Pine Community Center, and Plantation
Key Community Rooms:
Groups requesting to reserve a room at these facilities will be charged an hourly rate, along with
a clean-up fee stated above. Children twelve (12)years of age and under will not be charged the
per person fee and are exempt from paying this fee.
$20 per hour for small room
$40 per hour for large room
Refundable Deposit$100
Kevin G. Wilson, Acting County Administrator
(May 2024)
flNi O ,COUNTY A ORNEY'° OFFICE
PATRICIAEDASTO
'
ASSISTMTCOUNTY ATTORNEY
ATE: 5/07/2024
Policy for Use of Public Facilities 13 May,2024
291
APPENDIX A
May 2024
REQUEST FOR USE OF COUNTY PROPERTY
IN MONROE COUNTY, FLORIDA
(please print)
Please note that the request does not guarantee the rental until approved.
Application Date: Telephone number: Email:
Name of Individual or Organization and Contact Person:
Address:
Specific County property, park, shelter or meeting room requested:
Intended use:
Date(s) needed: Time (include set up and clean up): from to
Official Monroe County Government Use: YesD NoD Number of participants:
Is there an admission or other charge for participants of the event?Yes Noo If yes, the amount of the charge$
Alcohol consumption/sales: Yeso Noo Use of personal BBQ grill:Yeso Noo
Coordination with: Sheriff Dept:Yeso Non Fire Dept:Yeses Non Other Dept:Yeso Non
Planning Dept over 250:YesO Non Previous history of holding similar events:Yesn Non
COMPLETE FOR MEETING ROOMS AND COMMUNITY CENTERS ONLY:
Special Audio/Visual Equipment needed:YesJQ NoJQ
Describe:
Public Address System or DJ:Yes01 NoJ0 Room Arrangement:
COMPLETE FOR USE OF PARKS ONLY: Please attach site plan required for special events and races.
Will you have tents?Yeso Noo Will you have music?YesJQ NoJ0
Will you sell food?Yeso Non Will you have animals?YesJQ NoK) Need athletic fields painted & prepared?Yes10 Noo
By signing you agree to the attached rules and regulations: Signature:
Fees are listed in the Policy for Use of Public Facilities, Parks and Beaches, Roads and Bridges, County Meeting Rooms, and
Theater. Major Credit Cards are acceptable,and Checks or Money Orders are made payable to Monroe County Board of County
Commissioners. All fees are NON-REFUNDABLE.
Deposit: Fee Due: Fees Paid:
COUNTY USE ONLY
MIONl��i�.COUNTY ATT IT�t+d Y' OFFICE
Approved by Department Director or Designee(required): Yeses Noes d wED^STo �0811M
Signature: PAMICIAll
"�%
Approved by Monroe County Risk Manager or Designee(required): Yes 0 Nod o���:ASSISTANTL0
TTORNEY�.
Signature:
Approved by Monroe County Administrator or Designee(required for all fee waiver,alcohol use,or special conditions requests)
Fees Waived:YesQ Non Alcohol use or basis for waiver or special conditions. Approved: Yeslo Non
Signature:
egLIOS' in ay Il an SU Odto dsap royal for over a°nakii I flip capadty Hii'Hts aildlor even't acbM'bes that in ay daiinage IIM011111m00 COL1111ty II';:armk
ul lcu II')ropeity. IIuldeinen' eather in ay caLISO LuTFOuIIll cailceHa'boils or resche UH111 .
292
APPENDIX B
May 2024
MONROE COUNTY BOARD OF COMMISSIONERS
EVENT AND USE OF COUNTY PROPERTY
HOLD HARMLESS AND INDEMNITY AGREEMENT
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 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 and appointed officials,
employees,volunteers,representatives and agents from (i) any claims, 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 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 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 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 Momoe 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 a part of said
consideration for this Agreement shall include the Undersigned's promise that any 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.
The Undersigned therefore agrees to save harmless, indemnify, and defend the County,
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
293
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 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.
Or in the case of another Government agency
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 statute
for its own negligent acts or omissions, or intentional tortious actions, which result in 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.
The County, as a political sub-division of the State of Florida, as defined in Section 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
either the or County, and agrees to be liable to the statutory
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.
294
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.
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 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.
By the signature to this document, the undersigned acknowledges that it understands the
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.
In witness whereof Uwe have hereunto set my/our hand and seal this
day of in the year
NAME OF EVENT
DATE(S) OF EVENT
LOCATION OF EVENT
PURPOSE OF EVENT
Individual or Organization/Sponsor's Name
MONROE COUNTY ATTORNEY'S OFFICE
,ME
PXMI,MAE Signature of Legally Authorized Representative
� T 1 rTORNEa�
T, , U 4
Printed Name
Title
State of Florida
County of Monroe
SUBSCRIBED AND SWORN to (or affirmed before me) by means of❑ physical presence or
❑online notarization on this day of 20, by
,who is personally known to me or has produced
(type of identification) as identification.
Notary Public (SEAL)
295
Liz Yongue
From: Gomez-Krystal <Gomez-Krystal@MonroeCounty-FL.Gov>
Sent: Wednesday, May 8, 2024 10:32 AM
To: Ballard-Lindsey; County Commissioners and Aides; Kevin Madok; Pamela G. Hancock;
Senior Management Team and Aides; Liz Yongue; InternalAudit
Cc: Gastesi-Roman; Shillinger-Bob; Williams-Jethon; Cioffari-Cheryl; Livengood-Kristen;
Rubio-Suzanne; Pam Radloff; County-Attorney; Allen-John; Danise Henriquez; Saenz-
Stephanie; Hurley-Christine; Rosch-Mark; Gambuzza-Dina; Beyers-John
Subject: Item C11 BOCC 05/15/2024 REVISED BACKUP
Attachments: AIS 2473.pdf, Policy_for_Use_of_Public_Facility_FY24_Clean_Revised_5-3_003_5-7-24
_With Changes.pdf
Follow Up Flag: Follow up
Flag Status: Flagged
Good Morning,
Please be advised, the agenda item backup has been revised for item C11.
"Approval of changes to Monroe County's Be of County Property Policy incorporating updated contacts for
reserving, policies for use and fees for use of meeting rooms, parks, beaches, library rooms, and theater and to
update and clam the fee waiver process. Authorization for the Acting County Administrator or his designee to
execute and implement these changes. "
Sincerely,
Executive Administrator
Monroe County Administrator's Office
1100 Simonton Street, Suite 2-205
Key West, FL 33040
(305)292-4441 (Office)
(305)850-8694(Cell)
Courier Stop#1
Notary Public
w.r o n r y e c_ u�n1y:�:V_e.gpy
i».c z..- Y .�.. _rn groecou�_n�.Y..-.�..:.i» .Y.
PLEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE COUNTY REGARDING COUNTY BUSINESS
ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR EMAIL COMMUNICATION MAY BE SUBJECT TO PUBLIC DISCLOSURE.
1
C11
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
May 15, 2024
Agenda Item Number: C 11
2023-2473
BULK ITEM: Yes DEPARTMENT: Administration
TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson
AGENDA ITEM WORDING: Approval of changes to Monroe County's Use of County Property
Policy incorporating updated contacts for reserving,policies for use and fees for use of meeting rooms,
parks, beaches, library rooms, and theater and to update and clarify the fee waiver process.
Authorization for the Acting County Administrator or his designee to execute and implement these
changes.
ITEM BACKGROUND:
The policy document was last updated in October 2022. Additional facilities have been established for
community use since that time. The revisions to the policy updates and clarifies fees for the various
meeting rooms, reservation contacts and rules for fee waivers.
PREVIOUS RELEVANT BOCC ACTION:
The last major update to the Policy was approved by the BOCC on October 19, 2022.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Policy for Use of Public F'acility_F'Y24_Clean(Revised 5-3) (003) 5-7-24 for Peak.docx
Policy for Use of Public F'acility_F'Y24_F'inal(2024m05m06)F'illable 5m7m24.pdf
FINANCIAL IMPACT:
Effective Date: Upon approval by BOCC and execution by Acting County Administrator
1
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: N/A
County Match: N/A
Insurance Required: N/A
Additional Details: N/A
2
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
POLICY FOR USE OF PUBLIC FACILITIES, 1 11 KS_AID„ , ,„ , 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 (attached to this policy as Appendix "A") and "EVENT AND USE OF
COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY AGREEMENT" (attached to
this as Appendix "B" and return both originals to the County Department manager,
supervisor, or director responsible for that facility and also pr-e ide a eepy to +,e Risk Meme
A ---- ---, " " '2 ¢. ' , no later than five (5)working
days prior to the desired date of use of facility. Z�ii 1l;W!usus..must I)e aj2pj uvu�d bv the particular
De Director or designees and the Monroe County Risk Manager.��-�z��is�-��apff
Ce. ___+ n 8410 siieh lafteevents The M Qunraua °a�i.urV AdmitlistmtoT Quu j4desigDg -must
also awrove rentals which involve fee wauver requests, alcoholic beverage _s, larger special events, or
other similar events If a public assembly permit and/or extensive coordination with other County
Departments, the Sheriff's office, or Floridan Department of Transportation is needed, the
ordinal REQUEST FOR USE OF COUNTY PROPERTY FORM must be submitted no later than
ten (10) working days prior to the desired date. The individti l n -z-ati ,f �1n : 4
„ 77
ix le +-,e Risk Managef-pie
1. FEES: Fees apply to all governmental agencies, excluding one-time uses only°, d+v4 �n n
, , 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 noun Rro jt sports leagues, 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 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 iti
�vjtitl . �v... vuulu?° ..'7
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 iuuu°iuuded
bel avvattau°hied.
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 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 individual, group, organization,
agency, sponsor, etc. will result in that individual, 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 l�future use or that the scheduling of uses for that entity
becomes a de facto pattern of recurring uses.
2. INSURANCE: Groups/organizations/sponsors/individuals shall be required to execute an
ordinal EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND
INDEMNITY AGREEMENT (Appendix "B") and furnish ordinal insurance certificates
naming Monroe County Board of County C'oissioners ("BOCC4G as an additional
insured (except for Worker's Compensation), unless these provisions are waived by the
Monroe County Risk Manager. Groups/organizations/sponsors/individuals utilizing a
meeting room 4e
__fl ay ._......need to furnish insurance documentation as determined by the
Risk Manager or his designee, however, all renters& 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)
All organizations must comply with the insurance requirements provided by Monroe County
Risk Management. Contact the Risk Manager at 305-292-3470.
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 Sheriff's Office,
Monroe County Fire Department, 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
the event, the sponsor must arrange and provide for certified law enforcement personnel or a
Policy for Use of Public Facilities 2 (Voolr.e,202 xMay,2024
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 Manager 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 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
Fees must be sent to the particular County Department that is processing the reguest
application. ' .
5. TRAFFIC CONTROL: Events,projects, etc., affecting or occurring on any road or bridge
must be pre-approved by the Monroe County Engineering Department. The use of off duty
police may likewise be required. Coordination with off duty police is the user's responsibility
and shall be coordinated directly with the police agency. In addition to the direct costs for a
deputy,the Monroe County Sheriff's Department is required to charge overhead costs. Proof
of coordination 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
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 the event. Gres' Any such users 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 group and/or 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 or organization
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, Attn. Recycling Coordinator & Outreach,
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.
Policy for Use of Public Facilities 3 (Voolr.e,202 xMay,2024
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, political
fundraising, or advertising.
1 Smoking and aleoliolie 4 veira es afire: .prohibited.
.< ., velragg gig...p1Q1J1).Jl,ed utiless al?plQygd 1uy Ilig "uuuunjy Z d JnJ l.ral.o
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 twelve (12) months
in advance of the proposed use.
9. COUNTY LIBRARIES: Use of Conference and Multi-Purpose Room and Audio-Visual
Equipment and Technology:
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 Library Branch concerned.
However, final authority for use of space will rest with the Library Director or their
designee.
B. REGULATIONS: The following regulations apply to all programs scheduled in Library
facilities:
l. All prams must be free of charge and open
to the public as space permits. No collections may be taken or sales made. Written
exceptions may be submitted to the Director of Libraries in advance for sales during
author book si�zninzs, Dublic performance or exhibits, or for non-Drofit agencies or
groups to cover costs incurred for class supplies or speaker fees. Library facilities
Policy for Use of Public Facilities 4 (Voolx.e,202 xMay,2024
shall not be used for p or personal private profit, aggrandizement, ����r����������advertising, -
p ,or 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.
3. Sponsors will be required to execute a "Hold Harmless and Indemnity
Agreement' ands may be required to 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.
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
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.
8. Organizations using the meeting room are responsible for informing the ILbbrary
staff at the time of booking of any needed arrangement of furniture before their
meeting as 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 equipment. Rooms should be left clean and in good order when the
user vacates. Failure to do so may result in the organization being declined use of
the room in the future.
9. Rooms may be booked up to three(36) 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 CENTERS, PARKS, SHELTERS,ATHLETIC FIELDS, and COURTS:
Policy for Use of Public Facilities 5 (Voolr.e,202 xMay,2024
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
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 Parks and Beaches Department for approval.
1 k Telephone inquiries are not binding and do not constitute a reservation.
,.,,, �� A reservation will be considered firm only when the Use of Property Form is
signed and approved by the Director and/or designee-,_ all fees have been paid
in full, and all other documents have been received prior to the ten (10) business
days requirement.
3 3� Cancellation of rental or changing a confirmed date may result in loss of
deposit. Cancellation three (3) days prior to an event will result in loss of fees
paid in addition to any deposit, which may by e required pursuant to this Polio.
4..............All extended or after-hour rentals must be approved by the Director or
designee.
5, approved youth
fields are prioritized by the following usage: approved youth leagues,
youth league playoffs/tournaments, Monroe County Schools, resident
adult leagues,non-resident youth, and non-resident adults.
. .....a��.- 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.
Shelters are on first come / first serve basis unless reserved. Reserved signs
will be posted by Parks and Beaches Staff.
For use of green space to provide organized activity such as fitness classes, the
user or organization must obtain written approval and provide needed
documentation.
. ....:4.......A large special event at parks needs to#e4gbtain approval at the initial stages
to ensure adequate space for the request
ed event.
B.
J�
1 Director or designee shall reserve the right to assign or reassign rooms, fields,
courts, or shelters as they deem appropriate based on nature or size of
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.
2,
...................
`u. County equipment shall not be removed from the property or used without
permission.
3,
...................
4.............Use of tobacco aw] 4eefif.4 is prohibited at County parks and community
centers.
1Jse ��uf a co io i . jQ j.)jled ...al. �°��u,un�. gjh� � d �Qmr]Mjun
Policy for Use of Public Facilities 6 (Voolx.e,202 xMay,2024
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,
...................
6......DJ.'..s and bands are allowed,but must follow noise ordinances.
.
...................
. 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 the checklist. Staff will provide trash cans and liners. If event/clean up exceeds
l the rents timed ergo the renter will e responsible or ���.di�io teal overtime
employee rate of$40 per hour,which will be invoiced within three (3) business
days. If the walk thru results in no issues being noted, the renter will be entitled
to a full refund of the deposit. Staff shall submit a deposit request to the Clerk
within three (3) business days after the final walls thru.
3.
...................
.....Courtesy electrical outlets, where available, are not guaranteed to support all
equipment/appliances for a rental.
i�.
...................
4.......Tent stakes are prohibited at parks.
111.
...................
11, 1 O.,.......-Bounce houses or other similar activities are only allowed at select
parks/facilities and may require appropriate insurance coverage as set bv the
Monroe County Risk Manager.
C. REASONS FOR DENYING REQUEST OR CANCELLING AN EVENT:
.........1...........-1: Violation of rules and regulations. Failure to cooperate with County staff.
,; 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.
11. MEETING ROOM LOCATIONS:
The Gato Building The Harvey Government Center(2)
1100 Simonton Street 1200 Truman Avenue
Key West, FL 33040 Key West, FL 33040
(305) 292-4441 (305) 289-2-603644-34
Key West Branch Library *Marathon Government Center(2)
700 Fleming Street 2798 Overseas Highway
Key West, FL 33040 Marathon, FL 33050
Ge Reference (305) 292-3595 (305) 289-6036
Marathon Branch Library Islamorada Branch Library
3490 Overseas Highway 81550 Overseas Highway
Marathon, FL 33050 Islamorada, FL 33036
(305) 743-5136 (305) 852-7163
Key Largo Branch Library
Policy for Use of Public Facilities 7 (Voolr.e,202 xMay,2024
101485 Overseas Highway
Tradewinds Shopping Plaza
Key Largo, FL 33037
(305) 852-7164
*Grouts of fifteen JL5 �ecatnle or less will not be allowed to schedule the meeting room
located at the Marathon Government Center. The Monroe Ctaunty PePart ent of
E ergencL Services has precedence for the use of the Marathon Government Center
eetin rtataa
COMMUNITY CENTER LOCATION;_
Bernstein Park Community Center Plantation Key Community Center
6751 Fifth Street 53 High Point Road
Stock Island, FL 33040 Plantation Key, FL 33070
(305) 394-1173 (305) 453-8726
Big Pine Key Community Park Big iurc c u 1u2uuuu.l � etlt 2
Recreation Center ll 9 Key i? el- i Qu�.;ule aird.
31009 Atlantis Drive Big Eitl ... .. ���.y..,.....1.'...1-....��..3043
�
�'
Big Pine Key, FL 33043 �(D�� � �4 ll, ll "
(305) 394-1173
THEATER LOCATION:
Murray E. Nelson Government& Cultural Center
102050 Overseas Highway, MM 102.5
Key Largo, FL 33037
(305) 852- 161 1 15
4 V
12. Permission to use County property shall not constitute a waiver of any local, state, or federal
laws.
13. Damage done to any County owned equipment or property during the time the County
property is utilized by the organization/group/individual will be the responsibility of the user
individual rou or 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.
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
Policy for Use of Public Facilities 8 (Voolx.e,202 xMay,2024
function. In the event of emergencies or the necessary scheduling of special BOCC meetings,
events may need to be rescheduled.
15. INDEMNIFICATION AND HOLD HARMLESS: The Organization/Group/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/Grow //Individual utilizing the property governed by this
Pohaa eemen4. The extent of liability is in no way limited to, reduced, or lessened by the
insurance requirements contained elsewhere within this Policyffgfeemet4.
16. FEES ARE NON-REFUNDABLE UNDER ANY CIRCUMSTANCE. CHECKS OR
MONEY ORDERS ARE TO BE MADE PAYABLE TO MONROE COUNTY BOARD
COMMISSIONERS.OF COUNTY EDIT CARDS ARE ACCEPTABLE.
II FEE MAY BE CHARGED.
� .? ..ADDIT'IONAL MERCHANT„l��V ��
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:
LOWER KEYS:
Monroe County Facilities Maintenance Dept.
123 Overseas Highway (Rockland Key)
Key West, FL 33040
PHONE: 898 2 2:7 8 136 (Tn11 Free ¢1-1Fe tghe,t¢ 1reyJ1 nr-j30512894-60364
MIDDLE KEYS:
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.
Key Largo, FL 33037
PHONE: (305) 852-7161. 1 15
PARKS & BEACHES
Monroe County Parks & Beaches Dept.
Key �rl�a�l`,8� �➢�a�y, FL _ 1) 1)) 0
PHONE: (305) 453- ,908 "
18. 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
Policy for Use of Public Facilities 9 (Voolx.e,202 xMay,2024
Phone: (305) 809-5200
MARATHON AIRPORT
9400 Overseas Highway
Marathon, FL 33050
Phone: (305) 289-6060
Policy for Use of Public Facilities 10 (Voolx. ,202 May,2024
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 foo �pace 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° to the
Del2artment 12rocessing the use request 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)
Monday through
Friday 8:00 am— Evenings (5:01 pm—
REGULAR 5:00 pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
Facility Charges Per Facility Charges
Hour Per Hour
One Maintenance One Maintenance
Technician $ 35.14 Technician $ 417746 75
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours WITHOUT Hours WITHOUT
CTVr''"a*H 76 $ 35.14 CTVr'"nffe -7 $ 46-2.75-7
One Additional
One Additional Maintenance
Maintenance Technician per
Technician per hour $ 35.14 hour $ 46-2.75-7
Total Hourly
Charges Regular Total Hourly
Hours Two Charges Overtime
Technicians Hours Two
WITHOUT Technicians
tvM WITHOUT
76 $ 70.28 NICTv $ 93 .504
Two Additional
Two Additional Maintenance
Maintenance Technicians per
Technicians per hour $ 70.28 hour $ �93.504
Total Hourly Total Hourly
Charges Regular Charges Overtime
Hours Three $ 105.42 Hours Three $ 1-240 .2534-
Policy for Use of Public Facilities 11 (Voo6r.e,202 May,2024
Technicians Technicians
WITHOUT WITHOUT
CTV 4m*nA 76 MCTvC+iffn*e146
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$46-2.75-7
each hour.
ALL MEETING a The fee for use of a small meeting room,which holds a maximum
of ten(10)people or less,,is $505 ,.00 per hour durin business hours only from 8:00am to 5-00pm).
The small meeting rooms are not available for rental after normal business hours.
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.
r'U A XTXT V I 76MCTV-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
breakdown of equipment. Hours, including set-up and breakdown,will be charged at the rates below,
assuming '' MCTV staff is available at the time of the activity.
Monday through
Friday 8:00 am—5:00 Evenings (5:01 pm—
REGULAR pm, excluding OVERTIME 11:00 pm),Weekends
HOURS holidays HOURS and Holidays
CTV * d+H 76 CTV * d+H 76
Per Hour Per Hour
One T.V. Technician $ -4574-.5540 One T.V. Technician $ -4_732.0999
Equipment Costs $ 200.0026 Equipment Costs $ 200 .0026
Total for One Total for One
Technician for $ 25746.5586 Technician $ 2734-9.0944
DOES NOT INCL UDE MAINTENANCE TECH(S), FACILITY COSTS,MEETING ROOM
R SPECIAL 1'�M ""���"R THEATER FEES,gTAPE DUPLICATES
1 OR
COSTS DO INCLUDE A T.V CAMERA, TECHNICIAN,AND T.V EQUIPMENT.
Policy for Use of Public Facilities 12 (Voo6r.e,202 May,2024
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
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.
• County Buildings and Airport Terminals:
Monday through Friday:
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
• 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 °.fie a i u.0 acid du i �„(e ,below. Events must
below, along with clean up fees state u:uu �� �;
be during normal operating hours. 14ole q eiasser,....fflay.quaJ4Iy....as afl IfIdepefidefit.... ,orw.a etOf
sQD1C1� cl.@'..
0261.-50 Person(s) $ 50 flat fee
51-100 Person... ... $100 flat
fee
Over 100 Person(s) .... $100 flat
fee plus $1 per person
based on availability
S(u.eltei s may !2l: 1l erved tau( 4(100 IN d«uy Sulje t tg (u�uh ( v�jlal2jlllyl
a ketl).((.l..l acid 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., or for a full day 8:00 a.m. to 6:00 p.m. at the following rates:
Policy for Use of Public Facilities 13 (Voo6r.e,202 May,2024
$50.00 for a half day per couMl
$100.00 for a full day per court. $10 pei,hotHF J)ef(10tKt ["Of�effillliflg; IR4 HIH4 be ffe-,
apt)lroved afid ffovide
Athletic Field Rates:
1:'ees may Ilan.,.Waived ['eflo"Vitig tke [in e walvef poliey�
Baseball / Softball / Soccer Field- $10/hour; $25/hour with lights
Additional Fees: Football / Soccer field lining $100; Baseball/Softball field prep $50-1 field
• 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 —250 Persons $100.00
More than 250 Persons Must contract with Waste Management or other
approved vendor to provide dumpsters &
recycle bins and for removal after event
• Bernstein Park l3i a ii k ig Pine Communit Center,(' o,n nitijiijt
"",',, ! 1.1......I .........................
!jgI Community Rooms:
Groups requesting to reserve a room at +I+e al, these facilities PaFk e-om—Filailly I-efl.
IeF will be
charged an hourly rate, along with a clean-up fee stated helewalwye. Children twelve (12)years
of age and under will not be charged the per person fee and are exempt from paying this fee.
12jeast' see kle 17vili'vef palie�'
$20 per hour for small room
$40 per hour for large room
Refundable Deposit$100
&'hekefq:
$40 k)f tke day
I�Offlafl GaslesiKeviti G. "Idsoti, Actiti's�,.County Administrator
((')etobei, 2022NIay 2Q24)
Policy for Use of Public Facilities 14 (Voolx.r,2022May,2024
Policy for Use of Public Facilities 15 (Voolx. ,202 May,2024
11111 111 ;' 1: 1 :
�y...Oel e 2 f22N!, o :::024
REQUEST FOR USE OF COUNTY PROPERTY
IN MONROE COUNTY, FLORIDA
(please print)
Please note that the request does not guarantee the rental until approved.
Application Date: Telephone number: Email:
Name of Individual or Organization and Contact Person:
Address:
Specific County property, park, shelter or meeting room requested:
Intended use:
Date(s) needed: Time (include set up and clean up): from to
Official Monroe County Government Use: Yes❑ No❑ Number of participants:
lrs theire an adrnlissr ion oir otheir Charge foir :airfliolipair]frr of the ,vent? e ... g§ the arinou nt of the chairn g
Alcohol consumption/sales: Yes❑ No❑® Use of personal BBQ grill:Yes❑ No❑
Coordination with: Sheriff Dept:Yes❑ No❑ Fire Dept:Yes❑ No❑ Other Dept:Yes❑ No❑
Planning Dept over 250:Yes❑ No❑ Previous history of holding similar events:Yes❑ No❑
COMPLETE FOR MEETING ROOMS AND COMMUNITY CENTERS ONLY:
Special Audio/Visual Equipment needed:Yes❑ No❑
Describe:
............................................................................................................................................................................................................................................................................
Public Address System or DJ:Yes❑.....No.❑
Room Arrangement:
COMPLETE FOR USE OF PARKS ONLY: Please attach site plan required for special events and races.
I64heFe a odha1Fge for the NO[] If YeL fhefoo 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 Roomsa listed in the Major Cred tfCarf r'area Public Facilities,Parks and Beaches,Roads and Bridges,a County Meeting
J acceptable, and Checks or Money Orders are made payable to Monroe County
Board of County Commissioners. All fees are NON-REFUNDABLE.
Deposit: Fee Due: Fees Paid.
Ra qUO a°nay Il an SU Odtodsap rovaf foam over inakii°mflin capad,ty IHii' lilts andlor even't acbM'bes that a°nay daiinage II'V 111'00 COUITty Il:armk andlor
3ropeuyy. Iluldei°neeweather a°nay caUSO U111f reseen caiic(fllaboiis or rescheyUlu111 .
COUNTY USE ONLY
urovod III II to giir iir cirmt III',Il iir�ctoiir our III':tos,[ rmoo rq* q'lilr�*d eR .......... Il�c..........
.II ....................................tt................ ................................................................................................................................................ .................................................IL........IL...................�..........�
Approved by Monroe County Risk Manager or Designee Yes❑ No❑
Signature:
Approved by Monroe County Administrator or Designee ro qs red foir allll fee wallyeir,allcoIhdl use,¢sir sp2ql41 goindlltloin s iro !!2 1t
Fees Waived:Yes❑ No❑ Alcohol use or basis for waiver or special conditions. Approved: Yes❑ No❑
Signature:......................................................................................................................................................................................................................................
A �ovcd....11 ttiou a Cewmt Paurds aad..Illtaacdaslll o a4ii . itasotour our Ill�sui° c ire I4irad. rs ::.
Ilia �" d ................................................................................................................. ........d......................k. � ..� � ...
Page 17 of 20
mgy 2024
MONROE COUNTY BOARD OF COMMISSIONERS
EVENT AND USE OF COUNTY PROPERTY
HOLD HARMLESS AND INDEMNITY AGREEMENT
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 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 and appointed officials,
employees,volunteers,representatives and agents from (i) any claims, 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 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 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 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 Momoe 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 a part of said
consideration for this Agreement shall include the Undersigned's promise that any 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.
The Undersigned therefore agrees to save harmless, indemnify, and defend the County,
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 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.
Or in the case of another Government agency
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 statute
for its own negligent acts or omissions, or intentional tortious actions, which result in 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.
The County, as a political sub-division of the State of Florida, as defined in Section 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
either the or County, and agrees to be liable to the statutory
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.
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.
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 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.
By the signature to this document, the undersigned acknowledges that it understands the
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.
In witness whereof Uwe have hereunto set my/our hand and seal t ethis
Day day.of in the year
NAME OF EVENT
DATE(S) OF EVENT
LOCATION OF EVENT
PURPOSE OF EVENT
Individual or Organization/Sponsor's Name
Signature of Legally Authorized Representative
Printed Name
Title
State of Florida
County of Monroe
SUBSCRIBED AND SWORN to (or affirmed before me) by means of physical presence or
_online notarization on this day of , 20, by
, h�4 ewho is personally known to me or has produced
(type of identification) as identification.
Notary Public (SEAL)