FY2008 10/17/2007
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
November 7, 2007
TO:
Lynda Stuart, Office Manager
Tourist Development Council
ATTN:
Maxine Pacini
Administrative Assistant
FROM:
Pamela G. Haw~
Deputy Clerk 0
At the October 17, 2007, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Cultwral Umbrella Event Agreements for Fiscal Year 2008, as follows: Red Barn Actors'
Studio, Inc. for Red Barn/Live Theatre, October 2007 - September 2008, in the amount of
$22,000; Island Opera Theatre of the Florida Keys, Inc. for Island Opera Theatre Concert Series,
October 2007 - June 2008, in the amount of$16,519; Key West Art & Historical Society for Key
West Art & Historical Society Cultural Events Series, October 2007 - September 2008, in the
amount of $25,000; Marathon Community Theatre, Inc. for Marathon Community Theatre
Season 2007-2008, October 2007 - September 2008, in the amount of $20,019; Key Largo
Baptist Chun:h for Key Largo Christmas Pageant, December 2007, in the amount of $3,000; The
Key West Pops, Inc. for Key West Pops Orchestra, December 2007 - March 2008, in the amount
of $8,000; South Florida Center for the Arts for Historic Holiday Candle Walk and FY 2008
Upper Keys Concert Series, December 2007 - April 2008, in the amount $25,000; Florida Keys
Community Concert Band, Inc. for Pops in the Park, November 2007 - April 2008, in the amount
of $14,640; St. Paul's Protestant Episcopal Church of Key West, FL for Performance at St.
Paul's, October 2007 - September 2008, in the amount of $8,000; Key Largo Chamber of
Commerce, Inc. for Humphrey Bogart Film Festival, November 2007, in the amount of $25,000;
Key West Symphony Orchestra, Inc. fro Key West Symphony Orchestra, November 2007 - July
2008, in the amount of $15,000; Paradise Ballet Theatre, Inc. for Nutcracker Key West,
November - December 2008, in the amount of $18,000; Florida Keys Art Guild for Florida Keys
Art Guild Festivals, November 2008 - April 2008, in the amount of $21,317; Friends of Ft.
Taylor for Pirates in Paradise, November - December 2007, in the amount of $3,500; Key West
Innkeepers Association, Inc. for Lighted Historic Inn Tour, November - December 2007, in the
amount of $3,,000; Marathon Garden Club, Inc. for Marathon Garden Club's 2007/2008 Seasonal
Events, October 2007 - March 2008, in the amount of $15,000; Performing Arts Centers Key
West for Tennessee Williams Theatre 2007-2008 Season, December 2007 - April 2008, in the
amount of $15,000; FKCC Keys Chorale for FKCC Keys Chorale Concert Series, December
2007 - May 2008, in the amount of $7,000; Key West Players for Key West Players d/b/a
Waterfront Playhouse, December 2007 - May 2008, in the amount of $18,000; Old Island
Restoration Foundation, Inc. for 48th Annual Key West House & Garden Tours and Conch Shell
Blowing Contest, December 2007 - March 2008, in the amount of $8,000; Key West Council of
the Arts for Impromptu Concerts, January - September 2008, in the amount of $10,000; Purple
Isle Art Guild for Purple Isle Art Shows, January 2008 - March 2008, in the amount of $13,700;
The Studios of Key West, Inc. for 2007 - 2008 Events Season, January - December 2008, in the
amount of $14,000; Sculpture Key West, Inc. for Sculpture Key West, January - April 2008, in
the amount of $22,000; Middle Keys Concert Association, Inc. for Middle Keys Music Concert
Season, January - March 2008, in the amount of $10,450; Key West Art Center for Key West
Craft Show, January 2008, in the amount of $5,000; Key West Literary Seminar, Inc. for 26th
Annual Key West Literary Seminar, January 2008, in the amount of $9,000; Friends ofFt. Taylor
for Civil War Days, February 2008, in the amount of $3,500; Pigeon Key Foundation, Inc. for
Pigeon Key Art Festival, February 2008, in the amount of$IO,OOO; Key West Art Center, Inc. for
Old Island Days Art Festival, February 2008, in the amount of $4,000; Harry S. Truman
Foundation, Inc. for Harry S. Truman Legacy Symposium - Truman and American Immigration
Policies, March - July 2008, in the amount of $8,000; Jessie Porter's Heritage House and Robert
Frost Cottag(:, Inc. for Robert Frost Poetry Festival, April 2008, in the amount of $9,000; Lower
Keys Chamber of Commerce, Inc. for Underwater Music Festival, July 2008, in the amount of
$10,300; andl Florida Keys Birding and Wildlife Festival, Inc. for Florida Keys Birding and
Wildlife Festival, September - October 2008, in the amount of$15,000.
Fishing Umbrella Event Funding Agreements for Fiscal Year 2008, as follows: Rotary
Club of Key Largo, Inc. for Take Stock in Children Backcountry Challenge, October 2007, in the
amount of $2,000; Islamorada Charter Boat Association for Islamorada Sailfish Tournament,
November/!),~cember 2007, in the amount of $8,000; Key West Fishing Tournament, Inc. for
Key West Fishing Tournament, December 2007 - November 2008, in the amount of $40,000;
Tammie Gurgiolo for Don Gurgiolo Sailfish Classic, December 2007, in the amount of $3,300;
Tammie Gurgiolo for Islamorada Junior Sailfish Tournament, December 2007, in the amount of
$2,200; Tammie Gurgiolo for Key Largo Sailfish Challenge, January 2008, in the amount of
$6,500; Mih Weinhofer for World Kingfish Championship, January 2008, in the amount of
$7,500; Murray Marine, Inc. for Hog's Breath King Mackeral Tournament, January 2008, in the
amount of $17,000; Tammie Gurgiolo for Islamorada Women's Sailfish Tournament, February
2008, in the amount of $2,000; Capt. Terry Fisher for 10th Anniversary Capt. Leon Shell Sailfish
Tournament, FebruarylMarch 2008, in the amount of $15,000; James Boker for Islamorada
All-Tackle Spring Bonefish Tournament, March 2008, in the amount of $1,500; World Sailfish
Tournament Charitable Foundation, Inc. for World Sailfish Championship, April 2008, in the
amount of $37,500; Tammie Gurgiolo for Big Boys Offshore Charity, April 2008, in the amount
of $6,000; David M. Navarro for 42nd Annual Marathon International Tarpon Tournament, May
2008, in the amount of $8,000; David M. Navarro for 32nd Annual Ladies Tarpon Tournament,
May 2008, in the amount of $6,000; Charlie's Coconuts LLC for Coconuts Dolphin Tournament,
May 2008, in the amount of $12,000; B.T Sales, Inc. for 22nd Annual Faro Blanco Invitational
Tarpon Toumament, May 2008, in the amount of $3,000; Golden Fly Invitational Tarpon
Tournament, Inc. for Golden Fly Tournament, May 2008, in the amount of $1,500; John
Stuempfig for Yamaha Dolphin Masters Invitational, May 2008, in the amount of $1,000; The
Don Hawley Foundation, Inc. for Don Hawley Tarpon Tournament, June 2008, in the amount of
$1,500; Lower Keys Chamber of Commerce, Inc. for Big Pine & Lower Keys Dolphin
Tournament, June 2008, in the amount of $8,000; Gold Cup Tarpon Tournament, Inc. for Gold
Cup Tarpon Tournament, June 2008, in the amount of $1,500; Key West Gators, Inc. for Key
West Gator Club Dolphin Derby, June 2008, in the amount of $8,000; Florida Straits Conch
Company for Conch Republic Ladies Dolphin Championship, July 2008, in the amount of
$1,000; Professional Firefighters of Monroe County IAFF Local 3903, July 2008, in the amount
of $3,500; Tournament Consultants, Inc. for Del Brown Invitational Permit Tournament, July
2008, in the amount of $1,000; Key West Marlin Tournament, Inc. for Key West Marlin
Tournament, July 2008, in the amount of $24,000; The Redbone, Inc. for Redbone @ Large
Robert-James, Sales Little Palm Island Grand Slam, August 2008, in the amount of $5,500;
Redbone, Inc. for Mercury SLAM Celebrity Tournament, September 2008, in the amount of
$11,000; Charlotte Ambrogio for Islamorada Invitational Fall Fly Bonefish Tournament,
September 2008, in the amount of $1,500; Redbone, Inc. for Mercury Baybone Celebrity
Tournament, September 2008, in the amount of $7,000; Charlotte Ambrogio for Mercury
Islamorada All Tackle Bonefish World Championship, October 2008, in the amount of $1,500;
and Redbone" Inc. for Mercury CheecalRedbone Celebrity Tournament, November 2008, in the
amount of $7,500.
Grant Award Agreement between Monroe County and the Dolphin Research Center, Inc.
to fund the Walkway on Causeway Project in an amount not to exceed $7,350, DAC III, FY 2008
Capital Resources.
Grant Award Agreement between Monroe County and the Dolphin Research Center, Inc.
to fund the Parking Lot Project in an amount not to exceed $33,000, DAC III, FY 2008 Capital
Resources.
Grant Award Agreement between Monroe County and Florida Keys Community College
and the Lettl~rs "FKCC" to fund the Tennessee Williams Grand Foyer Cabaret Enhancement
Project in an amount not to exceed $25,000, DAC I, FY 2008 Capital Resources.
Grant Award Agreement between Monroe County and Upper Keys Community Pool, Inc.
covering the Scoreboard and Starting Block Project at Jacob's Aquatic Center in an amount not
to exceed $4,500, DAC V, FY 2008 Capital Resources.
Grant Award Agreement between Monroe County and Florida Keys Land & Sea Trust,
Inc. covering the Crane House Restoration and Enhancement Project in an amount not to exceed
$172,000, DAC III, FY 2008 Capital Resources.
Interlocal Grant A ward Agreement between Monroe County and the City of Key West for
funding for the Smathers and Rest Beach sand.
Amendment (1st Amendment) to Agreement between Monroe County and Middle Keys
Events Coundl, Inc. to revise scope of services for the Marathon SBI Offshore Grand Prix on
May 18-20,2007.
Amendment (1st Amendment) to Agreement between Monroe County and Islamorada
Community Entertainment, Inc. to extend Agreement to allow for completion of Segment I.
Destination Events Agreement between Monroe County and Greater Marathon Chamber
of Commerce covering the Original Marathon Seafood Festival on March 15-16, 2008 in an
amount not to exceed $25,000, DAC III, Event Resources.
Turn Key Events Agreement between Monroe County and 218 Duval Street Corp.
covering Fight Night in the Keys on January 18, 2008 in an amount not to exceed $25,000
(District I allocation = $20,000, District IV allocation = $5,000, FY 2008 Event Resources).
Turn Key Events Agreement between Monroe County and Premiere Racing, Inc. covering
Acura Key West 2008 in an amount not to exceed $70,000, DAC I, FY 2008 Event Resources.
Turn Key Events Agreement between Monroe County and Hog's Breath Saloon of Key
West, Inc. covering the Key West Songwriters Festival in an amount not to exceed $40,000,
DAC I, FY 2008, Event Resources.
Destination Events Agreement between Monroe County and Upper Keys Rotary
Foundation, Inc. covering the 13th Annual Gigantic Nautical Flea Market on February 23-24,
2008, DAC IV, FY 2008 Event Resources.
Amendment (1st Amendment) to Agreement between Monroe County and Florida Keys
Birding and Wildlife Festival to revise date of event.
Destination Events Agreement between Monroe County and Lower Keys Chamber of
Commerce, Inc. covering the Lower Keys Jazz & Blues Festival in an amount not to exceed
$2,000, DAC II, FY 2008 Event Resources.
Destination Events Agreement between Monroe County and Lower Keys Chamber of
Commerce, Inc. covering the Big Pine Nautical Flea Market in an amount not to exceed $8,000,
DAC II, FY 2008 Event Resources.
Amendment (1st Amendment) to Agreement between Monroe County and the Marathon
Community Theatre, Inc. to revise their schedule of events outlined in Exhibit A.
Turn Key Events Agreement between Monroe County and Key West Tourist
Development Association in an amount not to exceed $115,000 (District I allocation = $75,000;
District II allocation = $5,000; District III allocation = $11,500; District IV allocation = $11,500;
and District V allocation = $12,000) for Fantasy Fest on October 17-26,2008.
Destination Events Agreement between Monroe County and Lower Keys Chamber of
Commerce, Inc. covering the Big Pine Key Winterfest & Island Art Fair in an amount not to
exceed $2,167, DAC II, FY 2008 Event Resources.
Agreement between Monroe County and the Monroe Council of the Arts d/b/a Florida
Keys Council of the Arts commencing October I, 2007 to fund the cost of tourist related
programs.
Enclosed are two duplicate originals of each of the above-mentioned for your handling.
Should you have any questions please feel free to contact our office.
cc: Coun~v Attorney
Finance
File
FUNDING AGREEMENT
THIS AGHEEMENT is made and entered into by and between Monroe County, Florida, a Q.olilical
SUbdiv~f the state of Florida ("County"), and Florida Keys Art Guild ("Event Sponsor") on this L ~ay
of 0 (, 2007.
WHEREAS, the umbrella organization under contract to the County has recommended to the Monroe
County Tourist DEwelopment Council ("TDC"). which has endorsed the recommendation, that certain monies be
allocated for promotion of an event by Event Sponsor;
NOW THEREFORE, in consideration of the mutual promises contained herein, the parties agree as
follows:
1. Amount: County shall pay a sum not to exceed $21,317 (Twenty One Thousand, Three
Hundred and Seventeen Dollars) effective October 1, 2007 for promotion and related expenditures, as
described in the event budget, attached hereto as Exhibit B, for production of the Florida Keys Art Guild
Festivals between November 2007 and April 2008. Payment will be made only after Event Sponsor submits
invoices and support documentation acceptable to the County's Finance Department. The advertising and
promotion budget using County funding may be altered as to the individual line items, or components, within
10% of the amollnt stated for that item or component, without increasing the total dollar amount and without
requiring a writte,n amendment to this agreement. The general non-allocated section of an Umbrella event
budget may be utilized for unforeseen permissible expenditures and for those budget lines that may require
additional funds. Monroe County's performance and obligation to pay under this agreement is contingent upon
an annual appropriation by the County.
2. Duties of Event Sponsor: Event Sponsor shall provide promotion and related services as
described in the Sponsor's application for funding, Exhibit A, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the contracted
agencies of the TDC and County.
3. Invoicina: The contracted agencies of record shall receive payment of work in progress
upon submission of documented invoices associated with the event. Event sponsor fully understands that
funding is obtainl3d from tourist development taxes for which the fiscal year ends September 30, 2008. Event
sponsor also understands that the funding process through which this contract was made available by County
requires event sponsors to submit their payment requests as quickly as possible and to finalize all such
requests before the end of the fiscal year, if at all possible. In order for the tourist development taxes to be
utilized most effe,ctively for the purpose for which they were authorized, attracting and promoting tourism, the
budgeting process of the County requires the event's funding to be concluded in a timely manner. In
recognition that the timeliness of payment requests is of extreme importance to the funding of future
advertising and promotion for the stability of the tourist-based economy, Event Sponsor agrees to submit by
September 30, 2008, all invoices and support documentation as required by the County's Finance Department
rules and policies. Event Sponsor shall not be reimbursed nor will Event Sponsor's vendors be paid
directly for any invoices received by the County after September 30, 2008, except that for events with
promotional expenditures incurred between July 1 and September 30, 2008, invoices must be
submitted withil~ ninety (90) days of the conclusion of the event.
4. Reimbursement to County: Event Sponsor shall reimburse County for any amount of funds
expended by County in connection with an event which does not occur as a result of any act or omission by
Event Sponsor.
Florida Keys Art Guild Festivals
Cultural Umbrella Funding FY 2008
Contract 10#: 376
1
5. Indemnification: Event Sponsor covenants and agrees to indemnify and hold harmless and
defend Monroe County, its officers, employees and agents including the Tourist Development Council and Visit
Florida Keys 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 services provided, event sponsored,
or other activities and funding associated with this agreement. Should event involve the serving or distribution
of alcoholic beverages, Event Sponsor shall obtain prior to the event a Liquor Liability insurance policy naming
Monroe County as a co-insured.
6. Records: Event Sponsor shall maintain records pursuant to generally accepted accounting
principles for four (4) years after the event and shall permit County and its agents and employees access to
said records at reasonable times.
7. Termination: County may terminate this agreement without cause by providing written notice to
Event Sponsor, through its officer, agent, or representative, no less than sixty (60) days prior to the event and
may terminate for breach upon providing to Event Sponsor, through its officer, agent or representative, notice
at least seven (I') days prior to the effective date of the termination. Notice is deemed received by Event
Sponsor when halnd delivered, delivered by national courier with proof of delivery, or by U.S. mail upon verified
receipt or upon the date of refusal or non-acceptance of delivery.
8. Conflicts: Event sponsor is an independent contractor and shall disclose any potential conflicts
of interest as defined by Florida Statutes, Chapter 112 and Monroe County Code, Article XXI.
9. Non-Collusion: By signing below, Event Sponsor warrants that he/she/it has not employed,
retained or otherwise had act on his/her/its behalf any former County officer or employee in violation of Section
2 of Ordinance 1'110. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-
1990. For breach or violation of the provision the County may, at its discretion terminate this contract without
liability and may also, at its discretion, deduct from the contract or purchase price, or otherwise recover, the full
amount of any fee, commission, percentage, gift, or consideration paid to the former or present County officer
or employee.
10. Public Entities Crimes: A person or affiliate who has been placed on the convicted vendor list
following a conviiction for public entity crime may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the threshold amount provided in
Section 287.017. for CATEGORY TWO for a period of 36 months from the date of being placed on the
convicted vendor list.
11. ...b.oao: All promotional literature and display advertising with the exception of generic
advertising must display the "Florida Keys & Key West Come As You Are" logo/trade mark (as per attached
logo sample). This logo/trade mark was adopted by the TDC and County in December 2006.
In-Countv Loao: The logo that includes the "Monroe County Tourist Development Council" designation is to be
utilized in all approved in-county print newspaper ads, magazine ads, street banners, posters and other
approved signage efforts. Radio commercials should include "Brought to you by The Monroe County Tourist
Development Council". To seek approval, clarification and/or logo in electronic format (eps or jpg file). contact
John Underwood with Tinsley Advertising at 305-856-6060.
Out of Countv Loao: The out of county logo does NOT include the "Monroe County Tourist Development
Council" designation and is to be utilized in all other efforts including any approved out-of-county print
Florida Keys Art Guild Festivals
Cultural Umbrella Funding FY 2008
Contract 10#: 376
2
newspaper ads, magazine ads, television commercials, internet advertising (banners, buttons, e-mail blasts),
direct mail promoltions (brochures and pamphlets) and any approved promotional items including programs, T-
shirts, hats, jackElts, trophies and koozie cups. Radio commercials should include "Brought to you by The
Monroe County Tourist Development Council". To seek approval, clarification and/or logo in electronic format
(eps orjpg file), contact Emerson Fales or John Underwood at Tinsley Advertising at 305-856-6060.
12. Insurance Reauirements: Event Sponsor, as a pre-requisite of the Special Event governed by
this agreement, shall obtain, at its own expense, insurance as specified in this section.
Event Sponsor will not be permitted to commence work associated with the Event (including pre-
staging of personnel and material) until satisfactory evidence of the required insurance has been furnished to
the county as specified below. Event Sponsor shall maintain the required insurance throughout the entire
duration of the Special Event and any extensions specified in any attached schedules. Failure to comply with
this provision may result in the immediate suspension of the Event until the required insurance has been
reinstated or replaced. Event Sponsor shall provide, to the County, as satisfactory evidence of the required
insurance, either:
. Certificate of Insurance
or
. Certified copy of the actual insurance policy
A certified copy of any or all insurance policies required by this contract shall be filed with the Clerk of the
BOCC prior to the Event.
All insurance policies must specify that they are not subject to cancellation, non-renewal, material
change or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by
the insurer.
Acceptance and/or approval of Event Sponsor's insurance shall not be construed as relieving Event
Sponsor from any liability or obligation assumed under this contract or imposed by law.
The Monroe County Board of County Commissioners, its employees and officials will be included as
"Additional Insured" on all policies.
Any deviations from these General Insurance Requirements must be requested in writing on the County
form titled "Request for Waiver of Insurance Requirements" and must be approved by Monroe County Risk
Management.
Event Sponsor shall furnish the County with a certificate evidencing the insurance required by this
paragraph not latl3r than twenty (20) days prior to the event.
Prior to commencement of work governed by this contract, Event Sponsor shall obtain General Liability
Insurance. Coverage shall be maintained through out the life of the contract and include, as a minimum:
. Pn~mises Operations
. Products and Completed Operations
. Blanket contractual Liability
. Personal Injury Liability
. Expanded Definition of Property Damage
The minimum limits acceptable shall be:
. $1,000,000.00 combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
. $500,000.00 per person
. $1,000,000.00 per Occurrence
. $100,000.00 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its
provisions should include coverage for claims filed on or after the effective date of this contract. In addition, the
period for which claims may be reported should extend for a minimum of twelve (12) months following the
acceptance of work by the County.
Florida Keys Art Guild Festivals
Cultural Umbrella Funding FY 2008
Contract 10#: 376
3
Recognizing that the work governed by this contract involves the sales and/or distribution of alcoholic
beverages, the Contractor's General Liability Insurance policy shall include Liquor Liability with limits equal to
those of the basic coverage.
A separate Liquor Liability policy is acceptable if the coverage is not more restrictive than the
contractor's Gene,ral Liability policy.
d this Agreement the day and year above written.
to
~ Board of County Commissioners
OfM~jw~
Mayor/Chairman
j
(CORPORATE SEAL)
Allest:
Florida Keys Art Guild
By.
Secretary
BY~~~
~ --rPr!lsident
7 d .rY1 I 1"" Y11 t?
Print Name
Date: ? ~ o/t; 7
/ /
Print Name
OR TWO WITNESSES
(1)
(2)
Print Name
Print Name
Date:
Date:
MONROE COUNTY ATTORNEY
PPROVED AS TO FORM:
SUSAN M. GR SLEY
ASSISTANT C~UNTY ATTORNEY
Oats 1 ~ / - .;;U7t:r7
Florida Keys Art Guild Festivals
Cultural Umbrella Funding FY 2008
Contract 10#: 376
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Florida Keys Birding and Wildlife Festival, Inc.
9th Annual Festival Oct. 12 — 14, 2007
Minutes of 08/17/07
2007 officers Attendance
Chair— Deanna Lloyd Jim Bell - USFWS
VP—(un-officially Jim) Steve Dimse— Curry Hammock SP
Treas.—Dec Bob Showier- USNPS
Sec. —Joy Karen Strobel — Friends of Islmorada SPs
Bruce Horn—Tavernier Wildbird Center
Organizational Business
In absence of a written resignation, the committee accepted the verbal resignation of Chair and Treasurer
Deanna Lloyd. As per by laws. the committee voted in as interim Chair— Elizabeth Moore and as interim
Treasurer—Joy Tatgenhorst with Jim Bell as also having check writing authority. Libby and Joy being
absent from the meeting. approvals for the nominations were obtained first by phone calls to them.
Jim said once we rectify check writing authority with the bank that we need to purchase first class stamps
to mail out the brochures. Also. Jim says he has the envelopes.
Jim Bell suggested that at a September meeting, we conduct a dry run of the events happenings.
Children's Day Libby&Joy
With the absence of both Libby and Joy—Nothing to report(NTR).
Marathon Garden Club rental Jim
Jim reported that he sent in a form to rent the Marathon Garden Club and Dec had sent in a check in
April. Jim's contact for the rental is Charlotte— 743-1919. (c ) 393-9501.
Field Trips Bob Showlcr
The committee thanked Bob Showier for joining the committee and taking on the responsibility of
organizing field trips.
Bob will contact Jerry Lorenzo regarding a field trip to the Dry Tortugas. If Jerry is not available, perhaps
Sonny Bass might be available. Jim Bell offered to check into ferry and hotel discounts. Jim commented
that we should try to organize this year as dry run for next year as we are advertising in the Audubon
magazine and with a banner on their website. The Festival received$1.000 from the Key West DAC TDC
funds for the 2008 event with the intent of using the money to advertise a trip to the Dry Tortugas. In
return. participants will spend money in Key West—hotels restaurants. ferry etc. with the expectation that
monies spent will exceed the$1.000 from the TDC.
Friday night music - Livingston and speaker— Mark Minno Manny
Karen and Steve informed the committee that Manny Perez. Superintendent of Curry Hammock SP and
on the Festival committee has transferred to Bahia Honda SP. So Manny will not be able to help organize
the Festival. Jim offered to approach FAVOR for funding food and refreshments for this years event
again. Jim commented that what ever we decide on a registration fee later in the agenda.that he felt that
fees should pay for the cost of the Friday night social. Karen agreed.
Advertising Jim
• Media
Jim commented that the Audubon advertisement has been approved and sent out. Thank you to Steve
and Joy for handling this as Dee did not. For local advertising. we will be sending out PSA's
• Poster design Steve
Posters will be done for a September distribution.
i,,+l1})hoIed ;I!1tI Ill` i)lt.' \tl, .1,2I1 t','! ili;• I°':.r
• P!(')!-I-a 11
he ;:t)tiipieted.I 4,'!lec .lii the I.Hogisall1 :in),I ticki
• Rack card/Brochure
Taking over from Dee, Jim learned from the TDC that this year we cannot do rack cards. The
requirement is a brochure. Jim had a couple of phone calls and several emails with Steve to confirm a
brochure was needed. Steve said that the brochure was completed and will be sent to the printer
before he leaves on training in 8 days. Steve said that the proper TDC logo is included based on the
recommendation of the F K's Council of the Arts. Also, logos for partners arc included
e•
• Websitc
Steve said website is up and running and he is.just waiting for information.
Motel accommodations Jim&Joy
Jim will check with hotels and ferry service in Key West for discounts regarding the Dry Tortugas trip.
Offsite programs Jim
Jim said he has three people committed for programs, waiting on a return form from one person and is
waiting to hear back from the forth. Bob filled out his form at the meeting and gave to Jim
Onite Programs Karen. Bruce. & Liz
Jim said he can provide a list of environmental groups to Karen and Bruce.
Park logistics Steve
Steve said that Marathon has approved for the Park to allow camping for the summer. Many of the town
campgrounds have converted to condos and there is a shortage of campgrounds. That means the Park can
have Birdfest campers. Steve also said that the Park has been brought into ADA compliance.
Registration Bruce
Bruce is just waiting on the information so he can make up the registration form. A decision was made for
a$25 fee for the entire weekend. Discussion on what to charge for those who register Saturday. If we
provide a re-usable tote bag for the giveaways, charge$10. Jim will check into tote bags.
TDC Grant Jim
Jim said that the Contracts for the 2008 event are overdue by close to a month and that he will have Libby
sign them today as the President. type up the minutes Monday and mail to the TDC Monday.
Volunteers Karen & Bruce
Jim gave a list of positions that we will need volunteers for
Vendors & Exhibitors Karen & Bruce
Jim was asked to email the vendor form to Karen and Bruce.
Promotional Items Jim
T-shirts Discussion on whether to spend money locally or to find the better deal even if it means going
out of the county. Decision to go with best deal. Jim to contact Fish Daddy.
Next Meeting- Friday, 8/24, 3:30
C:/myfiles/birdfest/agenda&minutess.2007
In-County Loco
The
Florida Keys
-.-
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Out-of-County Loco
The
Florida Keys
-.-
Florida Keys Art Guild Festivals
Cultural Umbrella Funding FY 2008
Contract 10#: 376
5
EXHIBIT A
MONROE COUNTY TOURIST DEVELOPMENT COUNCil
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2008
EVENT NAME:FLORIDA KEYS ART GUILD OUTDOOR ART FESTIVALS 07-08 SEASON
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
NOV 2007 MARATHON. CITY EVENTS FIELD
DEC .2007 ISLAMORADA. LORELEI RESTAURANT FIELD
DEC. 2007 KEY WEST. BAYVIEW PARK
FEB 2008 ISLAMORADA. LORELIE RESTAURANT FIELD
FEB 2008 KEY LARGO. MARR PROPERTIES
MAR 2008 MARATHON. CITY EVENTS FIELD
MAR 2008 ISLAMORADA. LORELEI RESTAURANT FIELD
MAR 2008 LOWER MATECUMBE. ROBBIES PROPERTY
APR 2008 KEY LARGO. ANTHONY'S STORE PROPERTY
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Mnnmp. (;olJnfv Tourist np.vHlnnmp.nf r:nllndl (;fJlhJffill /mhmllR Annlir.atinn FY 'OOR
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT BUDGET
BUDGET BREAKDOWN
line items listed below must be approved by the appropriate agency of record
FISCAL YEAR 2008
EVENT NAME:
Florida Kevs Art Guild Festivals
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio. magazines,
TV. website/lntemet advertising only $ 16,300.00
PROMOTIONAL SIGNS: posters/banners
$
$
350.00
400.00
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cups
DIRECT MAIL PROM01"'ONS: brochures/pamphletsl
postage & shipping
$
950.00
PROGRAMS:
PUBLIC RELA nONS
$ 775.00
$ 2,542.00
"GENERAL NON-ALLOCATED
TOTAL:
$ 21,317.00
"GENERAL NON ALLOCATED MAY NOT EXCEED 15% OF THE ABOVE BUDGET,
AND CAN ONLY BE UTILIZED FOR ACCEPTABLE TDC ITEMS.
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED LINE ITEMS
NOTED ABOVE,
EXHIBIT B
1996 Edition
MONROE COUNTY, FLORIDA
Request For Waiver
of
Insurance Requirements
It is requested that the insurance requirements, as specified in the County's Schedule of Insurance
Requirements, be waived or modified on the following contract.
Contractor: See Event Attachment - CULTURAL
+~
Name of Entity:
~
Name of Event:
Contract for: Services
Address of Contractor:
c/o TDC Att: Maxine
Phone: 305-296-1552
Scope of Work: Advertising and Promotion
Reason for Waiver: Providing funds to promote event onlv.... Minimal exposure to
countv
Policies ~raiver will
apply to: r[.""/(I(,,, L ii, 1" j').<1
Signature of Contractor: M. ~uV----
~~~====-~PP;:V~~r- y===...==== N:; AP~ro~:;=-~~==~~~=======
Risk Management: ~ ~Ux I>>'~J <7 ,;( .(.',
Date: (:~-;"' ... I) -;,J':
County Administrator Appeal:
Approved
Not Approved
Dale:
Board of County Commissioners Appeal:
Approved
Not Approved
Meeting D:<lte:
Administnltion Instruction
#4709.2