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F_ APR 26 1994 800f +� REQUESTS FROM GARDEN CLUB AND HISTORICAL SOCIETY TO USE NEW COUNTY COURTHOUSE The Board reviewed the following memo dated 4/30/94: DATE: APRIL 20, 1994 TO: HONORABLE BOARD OF COUNTY COMMISSIONERS THRU: JAMES E. CHANDLER�l — COUNTY ADMINISTRATIVE FROM: H.T. "SONNY" DEAN, DIRECTOR DEPARTMENT OF GENERAL SER SUBJECT: NEW INDIAN RIVER COUNTY COURTHOUSE COMPLEX INFORMATION ITEM The Garden Club of Indian River County has requested to be on the agenda to seek permission to use the new courthouse for a flower show in May of 1995. The proposed show is to take place on a Saturday and Sunday. It is important to note that any activity such as this request, would necessitate providing personnel to open the facility on a week -end, provide security, and cleaning services after completion of the activity. This will result in overtime pay to all applicable employees. Utilities cost should;also be considered, as traffic in and out of the building would be -heavy for an event; such as flower show. The Historical- Society has also made a request to establish a permanent display in the new courthouse on history of voting in the County. They would like to include in another area a permanent location for a display that will change periodically. Staff is providing some facts that should be considered when determining how requests such as described above are to b6 - handled. It is also requested that a procedure be established for handling all future requests for use of the facility. Commissioner Macht suggested that policy be formed whereby all requests of this type would be processed through Director Dean and Clerk of the Circuit Court Jeff Barton before coming before the Board. The cleanup items could be handled by an escrow. deposit. He emphasized that security in this new building amounts to_a substantial cost. Commissioner Eggert felt the Courthouse Committee should be the one to bring this forward. Administrator Chandler pointed out that the Garden Club needs approval a year in advance of their event: Commissioner Bird suggested that we just give conceptual approval at this point and then staff can work out the logistics and bring them back to the Board for final approval. He did feel W"