FY2001 11/22/2000
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BRANCH OFFICE
3117 OVERSEAS mGHWA Y
MARATIiON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF lHE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANCH OFFICE
88820 OVERSEAS mGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
December 13, 2000
TO:
Lynda Stuart, Office Manager
Tourist Development Council
FROM:
Maxine Pacini
Administrative Assistant
Pamela G. Hanco~
Deputy Clerk U
ATTN:
At the November 22,2000, Board of County Commissioner's Meeting the Board granted
approval and authorized execution of the following:
Amendment to Agreement between Monroe County and the Friends of Islamorada Area
State Parks to extend the Agreement entered into on April 14, 1999 until September 30,200.1.
/
Funding Agreement between Monroe County and Old TIsand Restoration Foundation,
Inc., covering the 41st Annual Key West House & Garden Tours on January 26-27; February
16-17 and March 2-3,2001 in an amount not to exceed $5,732.00, Fiscal Year 2001, Two Penny
Cultural Umbrella Funding.
Funding Agreement between Monroe County and Womenfest, Inc., covering Womenfest
on September 4-11, 2001 in an amount not to exceed $20,968.00, Fiscal Year 2001, Two Penny
Cultural Umbrella Funding.
Funding Agreement between Monroe County and Redbone, Inc., covering the Mercury
Cheeca/Redbone Celebrity Tournament on November 2-4, 2001 in an amount not to exceed
$7,500, Fical Year 2001, Two Penny allocated under the Fishing Umbrella.
Funding Agreement between Monroe County and Keys Classic Anglers Tournament, Inc.
covering Texaco Key West Classic on April 25-28, 2001 in an amount not to exceed $25,000.00,
Fiscal Year 2001, Two Penny allocated under the Fishing Umbrella.
Attached are two duplicate originals of the above for your handling. Should you have any
questions please do not hesitate to contact this office.
Cc: County Administrator w/o document
Risk Management w/o document
File
County Attorney
Finance
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of
County Commissioners of Monroe County, Florida, (hereinafter referred to as the "BOCC")
and Old Island Restoration Foundation, Inc. (hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the BOCC has
recommended to the Monroe County Tourist Development Council (hereinafter "TDC"),
which has endorsed the recommendation, that certain monies be allocated for promotion of
an event;
THEREFORE; in consideration of the mutual promises contained herein, the parties
agree as follows:
1. BOCC shall pay a sum not to exceed $5,732.00 (Five Thousand, Seven
Hundred and Thirty Two Dollars) for promotion and related expenditures effective October
1, 2000, as described in the event budget, attached hereto as Exhibit A, for production of
the 41st Annual Key West House & Garden Tours on January 26-27; February 16-17 and
March 2-3, 2001. 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 for County funding may be altered as to the individual line items, or
components, within 10% of the amount stated for that item or component, without
increasing the total dollar amount and without requiring a written amendment to this
agreement: Monroe County's performance and obligation to pay under this agreement is
contingent upon an annual appropriation by the BOCC.
2. Event Sponsor shall provide promotion and related services as described in
the Sponsor's application for funding, Exhibit B, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided
through the contracted agencies of the Tourist Development Council (TDC) and BOCC.
The agencies of record, shall receive payment of work in progress upon submission of
documented invoices associated with said event. Event sponsor fully understands that
funding is obtained from tourist development taxes for which the fiscal year ends
September 30, 2001. 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 effectively 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 30,2001, all invoices
and support documentation as required by the County's Finance Department rules and
policies. Event sponsor shall not be reimbursed nor will Ev~nt S~0ruffi{8:~s be paid
directly for any invoices received after September 30, 2001, e~tn~ ~n~vents with
promotional expenditures occurring from August 1 through S~frtr..er :ro{\~tlM11, invoices
must be submitted within ninety (90) days of the conclusion of the even& \ 33G 00
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1 OB083B BO.:l O:;IU
41st Annual Key West House & Garden Tours
Cultural Umbrella Funding FY 2001
3. Event Sponsor shall reimburse SOCC for any amount of funds expended by
SOCC in connection with an event which does not occur as a result of any act or omission
by Event Sponsor.
4. Event Sponsor covenants and agrees to indemnify and hold harmless Monroe
County Soard 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 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.
5. Event Sponsor shall maintain records pursuant to generally accepted
accounting principles for three (3) years after the event and shall permit SOCC and its
agents and employees access to said records at reasonable times.
6. SOCC may terminate this agreement without cause upon providing written
notice to Event Sponsor no less than sixty(60) days prior to the event and may terminate for
breach upon providing to Event Sponsor notice at least seven (7) days prior to the effective
date of the termination.
7. 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.
8. Event Sponsor warrants that he/shelit has not employed, retained or
otherwise had act on his/herlits behalf any former COUNTY officer or employee in violation
of Section 2 or Ordinance NO.1 0-1990 or any COUNTY officer or employee in violation of
Section 3 of Ordinance NO.1 0-1990. 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.
9. "A person or affiliate who has been placed on the convicted vendor list
following a conviction 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. "
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41st Annual Key West House & Garden Tours
Cultural Umbrella Funding FY 2001
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by
authorized representative, the2--2---dday of )vI) V ,2000.
CO~~
~~
~
L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
~O~i~ ~()d
-
WITNESS:
Old Island Resto tion Foundation Inc.
By.
By
v~~
President
APPROVED AS TO FOR~
AND LEG.kL SUFfl .
iJ NNE A!):~
r"lATE Ifl,~ I
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41st Annual Key West House & Garden Tours
Cultural Umbrella Funding FY 2001
EXHIBIT A
SUMMARY
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
APPROVED
BUDGET BREAKDOWN
FISCAL YEAR 2000/2001
EVENT NAME:
4151 ANNUAL HOUSE & GARDEN TOURS
DIRECT MAIL & POSTAGE
$ 630
BROCHURES, POSTERS, PROGRAMS $1,000
PUBLIC RELATIONS $
PHOTO PROGRAM $
MEDIA ADVERTISING
OUT OF COUNTY $2,600
IN COUNTY $1,400
T-SHIRTS, CAPS, JACKETS $
*GENERAL - NON-ALLOCATED $ 102
TOTAL: $5,732
*GENERAL NON-ALLOCATED IS NOT TO EXCEED 15% OF THE AMOUNT A WARDED BY
THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL FOR TillS SPECIFIC
EVENT,
*MAXIMUM REQUEST CAP = $25,000,00
/---...
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EXHIBIT B
MONROE COUNTY
TOURIST DEVELOPMENT COUNCil
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2000/2001
NAME OF EVENT: 41st Annual Key West House & Garden Tours
Please list all scheduled activities in date and time order:
Tour #1
Friday, Saturday
January 26, 27
5 - 9 PM
Tour #2
Friday, Saturday
February 16, 17
10 - 4 PM
Tour #3
. Friday, Saturday
March 2, 3
10 - 4 PM
"If pre-promotion is to be considered indicate the dates of the next season