FY2009 10/15/2008
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
October 17. 2008
TO:
Lynda Stuart. OjJice Manager
Tourist Development Council
ATTN:
Maxine Pacini
Administrative Assistant
FROM:
Pamela G. Hanc~
Deputy Clerk 'CY
At the October 15, 2008, Board granted approval of the following Cultural Umbrella
Event Agreements for Fiscal Year 2009, totaling $418,244:
Upper Keys Business Group, Inc., Key Largo Pirates Fest, October 2008, in the amount
of $24,987.
Marathon Garden Club, Inc., Marathon Garden Club's 2008/2009 Seasonal Events,
October 2008 - May 2009, in the amount or $10,000.
The Studios of Key West, Inc., Studios of Key West 2008/2009 Events Season, October
2008 - September 2009, in the amount of$19,000.
The Mel Fisher Maritime Heritage Society, Inc., Rise and Fall of the KW Turtle Fishing
Industry Museum, Octobert 2008 - September 2009, in the amount of $16,500.
St.Paul's Protestant Episcopal Church of KW, Performance of St.Pauls' , October 2008 -
September 2009, in the amount of$4,800.
The Marathon Community Theatre, Inc., Marathon Community Theatre Season
2008-2009, October 2008 - September 2009, in the amount of$23,500.
Red Barn Actors Studio, Inc., Red Barn Theatre 2008-2009 Season, October 2008 -
September 2009, in the amount of$19,000.
Key West Art & Historical Society, Inc., Key West Art & Historical Society Cultural
Events Series, October 2008 - September 2009, in the amount of$22,914.
The Key West Harry S. Truman Foundation, Harry Truman's Year Long 125th Birthday
Celebration, October 2008 - Septem~er 2009, in the amount of$19,000.
Key West Players, Inc., Key West Players Inc. 2008/2009 Season, October 2008-
September 2009, in the amount of $18,000.
Paradise Ballet Theatre, Inc., Nutcracker Key West, November - December 2008, in the
amount of$15,000.
Jessie Porter's Heritage House and Robert Frost Cottage, Inc., The WP A Period:
Preserving Key West History through Art, November 2008 - February 2009, in the amount of
$7,198.
Florida Keys Art Guild, Inc., Florida Keys Art Guild Festivals, November 2008 - April
2009, in the amount of $23,000.
Key West Botanical Garden Society, Inc., Key West Tropical Forest & Botanical Garden
Season Calendar of Events, November 2008 - April 2009, in the amount of$16,OOO.
Florida Keys Community Concert Band, Inc., Pops in the Park, November 2008 - April
2009, in the amount of$17,428.
Key West Innkeepers Association, Inc., Holiday Historic Inn Tour, December 2008, in
the amount of$7,693.
The Key West Pops, Inc., Key West Pops 10th Anniversary Season, December 2008 -
March 2009, in the amount of $4,800.
Old Island Restoration Foundation, Inc., Key West House & Garden Tours/Conch Shell
Blowing Contest, December 2008 - March, in the amount of $4,800.
Florida Keys Community College "FKCC", FKCC Keys Chorale Concert Series,
December 2008 - April 2009, in the amount of$4,800.
Performing Arts Center of Key West, Inc., Tennessee Williams Theatre 2008-2009
Season, December 2008 - May 2009, in the amount of$18,000.
Florida Keys Land and Sea Trust, Inc., Bahamian Heritage Festival, January - February
2009, in the amount of$IO,OOO.
Key West Art Center, Inc., Key West Art Show & Old Island Days Art Festival, January-
February 2009, in the amount of$5,715.
Key West Council of the Arts, Inc., Impromptu Concerts, January - March 2009, in the
amount of$8,352.
Middle Keys Concert Associ~tion, Inc., Middle Keys Concert Season, January - March
2009, in the amount of$IO,OOO.
Sculpture Key West, Inc., Sculpture Key West 2009, January - April 2009, in the amount
of $17,500.
Key West Symphony Orchestra, Inc., Key West Symphony Orchestra, January - July
2009, in the amount 01'$15,000.
Pigeon Key Foundation, Inc., Pigeon Key Art Festival, February 2009, in the amount of
$7,559.
Purple Isles Art Guild, Purple Isles 43rd Annual Members' Judged Show and the 3rd
Annual Joe Cella Birds in Nature Show, February - March 2009, in the amount 01'$10,500.
Jessie Porter's Heritage House and Robert Frost Cottage, Inc., Robert Frost Poetry
Festival, April 1009, in the amount 01'$7,198.
Lower Keys Chamber of Commerce, Inc., 25th Annual Underwater Music Festival, July
2009, in the amount 0[$12,000.
Florida Keys Birding and Wildlife Festival, Inc., Florida Keys Birding and Wildlife
Festival, September - October 2009, in the amount 01'$18,000.
Enclosed are two duplicate originals of the above-mentioned for your handling. Should
you have any questions please feel free to contact our office.
cc: County Attorney
Finance
File
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between Monroe County, Florida, a
political subdivision of th5l. state of Flqrida ("County"), and Marathon Garden Club, Inc.
("Event Sponsor") on this) S"d-day elf 1)dolw. _,2008.
WHEREAS, the umbrella organization under contract to the County has recommended to the
Monroe County Tourist Development 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 $10,000 (Ten Thousand
Dollars) effective October 1, 2008 for promotion and related expenditures, as described in the event
budget, attached hereto as Exhibit '''0'', for production of the Marathon Garden Club's 2008/2009
Seasonal Events between Octob,r, 2008 and May, 2009. No amendments shall be made to
Exhibit "0" after approval of con~ract. Payment will be made only after Event Sponsor submits
invoices and support documentation lacceptable 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 amount stated for that item or component, without increasing the total
dollar amount and without requiring a written amendment to this agreement. The general non-
allocated section of an Umbrella event budget shall not exceed 15% of the total budget and may be
utilized for unforeseen permissible expenditures and for those budget lines that may require additional
funds. Monroe County's performancl'l and obligation to pay under this agreement is contingent upon
an annual appropriation by the County.
2. Duties of Event spon~: Event Sponsor shall provide promotion and related services
as described in the Schedule of vents, Exhibit "C", 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: A list of Acceptable Event Marketing Expenses is attached to the
contract as Exhibit "A". The cohtracted 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 obtained from tourist development taxes for which the fiscal year ends
September 30, 2009. Event sponsqr also understands that the funding process through which this
contract was made available by Coupty requires event sponsors to submit their payment requests as
quickly as possible and to finalize alllsuch requests before the end of the fiscal year, if at all possible.
In order for the tourist development t~xes to be utilized most effectively for the purpose for which they
were authorized, attracting and prornoting 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 Sppnsor agrees to submit by September 30, 2009, all invoices and
support documentation as required ~y the County's Finance Department rules and policies. Event
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract 10#: 495
1
Sponsor shall not be reimbursed nor will Event Sponsor's vendors be paid directly for any
invoices received by the County after September 30, 2009, except that for events with
promotional expenditures incurred between July 1 and September 30, 2009, invoices must be
submitted within 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.
5. Indemnification: Event Sponsor covenants and agrees to indemnify and hold
harmless Monroe County, the Tourist Development Council, the 3406 North Roosevelt
Corporation (Visit Florida Keys), thE1ir officers, employees and agents from any and all claims for
bodily injury (including death), persqnal 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 tily reason of the services provided, event sponsored, or other
activities and funding associated with this agreement.
6. Claims and Venue: E;vent Sponsor agrees to notify County immediately of any
claims suits, or action made against the Event Sponsor that is related to the activity under this
agreement, and will cooperate with County in the investigation arising as a result of any action,
suit, or claim related to this Agreement. Any legal proceedings arising out of this agreement shall
be in accordance with the laws of the State of Florida in the 16th Judicial Circuit for Monroe
County; venue shall be in Monroe County, Florida.
7. Records: Event Spornsor shall maintain records pursuant to generally accepted
accounting principles for four (4) yetars after the event and shall permit County and its agents and
employees access to said records at reasonable times.
8. 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 (7) days prior to the effective date of the termination. Notice is
deemed received by Event Sponsor when hand 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.
9. 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.
10. 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 No. 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 wl' hout liability and may also, at its discretion, deduct from the
contract or purchase price, or otherw se recover, the full amount of any fee, commission, percentage,
gift, or consideration paid to the form r or present County officer or employee.
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract ID#: 495
2
11. Public Entities Crimes: 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.
12. Loao: Logo U$age guidelines are attached to this contract as Exhibit "B".
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-County 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 County 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 newspaper ads, magazine ads, television commercials, internet advertising (banners,
buttons, e-mail blasts), direct mail promotions (brochures and pamphlets) and any approved
promotional items including programs, T-shirts, hats, jackets, trophies and koozie cups. Radio
commercials should include "Brought to you by The Monroe County Tourist Development Council". To
seek approval, clarification and/or IQgo in electronic format (eps orjpg file), contact Lauren Bernat or
John Underwood at Tinsley Advertisiing at 305-856-6060.
13. Insurance Reauireme~: 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 ac~ual insurance policy
A certified copy of any or all insurande policies required by this contract shall be filed with the Clerk of
the BOCC prior to the Event.
All insurance policies must ~pecify that they are not subject to cancellation, non-renewal,
material change or reduction in cov~rage unless a minimum of thirty (30) days prior notification is
given to the County by the insurer. .
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract 10#: 495
3
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 CIleneral 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 later 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:
* Premises Operations
* Products and Completed Operations
* Blanket contractual Li~bility
* Personal Injury Liability
* Expanded Definition ot Property Damage
The minimum limits acceptable shall be:
* $1 ,000,000.00 combin~d Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
* $500,000.00 per persoln
* $1,000,000.00 per Ocqurrence
* $100,000.00 Property pamage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made
policy, its provisions should includ~ 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 ac,*ptance of work by the County.
Should the Event involve the ~erving or distribution of alcoholic beverages, Event Sponsor
shall obtain prior to the Event, a Liq~or Liability insurance policy naming Monroe County as a co-
insured. The Event Sponsor's Gen~ral 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 Sponsor's General Liability policy.
REMAINDER OF ITHIS PAGE LEFT INTENTIONALLY BLANK
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract ID#: 495
4
-------'''-"'-,...~
IN WITNESS WHEREOF, the parties have executed this agreement, effective the day and year
first above written. .
(SEAL)
Attest: Danny L.'Kothtllge, Clerk
G~~
Deputy Clerk
(CORPORATE SEAL)
Attest:
By.
Secretary
Print Name
OR TWO WITNESSES
(1 )
Print Name
Date:
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5
Board of County Commissioners
of Monroe County
0t~M~
Mayor/Chairman
Marathon Garden Club, Inc.
By~~~ftJ /t~
sident
!?Dh[t2--JA A I/EI9f.<A1
Print Name
Date: C)Jtf 17, ~oo 0'
(2)
Print Name
Date:
MONROE COUNTY ATTORNEY
A~A~~ffilt:
YN HIA L. ALL
ASSISTANT COUNTY ATTORNEY
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EXHIBIT A
Acce ta Ie Event Marketin Ex enses
(Destination urnKey/CulturallFishing Events)
soee 9120106
ADVISORY COMMITTEES (UMB~LLAS/DISTRICT ADVISORY COMMITTEES) AND EVENT
COORDINATORS' RESPONSIBILI,: It IS the responsibility of the AdvIsory Committees
(Umbrella/District Advisory Committees (DAC)) and Event Coordinators to keep apprised of all Monroe
County Tourist Development Council's policies and procedures pertaining to event funding. 01/22/92
When DAC event proposals are receiv,d, they will be distributed to DACs for review and recommendations
to the TDC. Upon approval of the TD~ of any event funding recommendations, a contract will be entered
into by the applicant and SOCC. The SOCC has final approval of all contracts.
Any Request for Proposal (RFP) respqnse received after the specified deadline, as determined within the
RFP, will not be accepted. TDC 7/21/!Il3 This policy mirrors that of the Soard of County Commissioners.
SOCC 9/8/93
EVENT FUNDING: The TDC has established several categories of events that may receive funding.
There are four categories of events thlilt may receive funding from the TDC; Destination Events; Turnkey
Events; Cultural Events and Fishing Events.
All advertising and promotional items shall follow the logo/guidelines for the Monroe County Tourist
Development Council.
TDC funded items are NOT to be sold. 9/14/94
Only the items listed will be reimbursed ~or the described events. All event coordinators will receive a
reimbursement/direct payment packet t~at includes an executed copy of the funding agreement. The
,
packet provides gUidelines required for teimbursement/direct payment of Acceptable Event Marketing
Expenses.
No individual applications for Event funding will be considered out of the Two Penny Event Fund other than
the Umbrellas (Cultural, Fishing & Diving). 7/26/95
DESTINATION EVENTS: Destination events will be paid as per the scope of services within the contract
and those acceptable items/expenses ,listed below. Destination events may utilize up to 10% of their
approved line item budgets for in-county hard media and public relations. A general non-allocated line
item is not to exceed 15% of the total bydget and can only be utilized for acceptable TDC items as listed in
this section. There cannot be more tharl a 10% deviation on the approved line item budget.
Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising only2
Promotional Sians: posters and banner$
,
Promotional Items: T-shirts; hats; jacke~; koozie cups. Refer to Sales/Resale statement.
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract 10#: 495
6
Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct mail
promotional brochure/pamphlet utilized for pre-event advertising.
Proarams: TDC will pay for an event program of listed or schedule of activities and information on the
event, an amount not to exceed 50% of cost, including production and printing, of program as outlined in
contract budget.
Public Relations: Public relations expeinses that are approved by pUblic relations agency of record.
TURNKEY EVENTS: TurnKey events will be paid based upon the scope of services within the contract.
CUl TURAUFISHING UMBRELLA E"1ENT FUNDING: Any event of a fishing or artistic/special/dramatic
nature shall apply for funding under the appropriate umbrella organization.
Within the Cultural and Fishing Umbrella events funding process, the monies received by the event
coordinator is to be used within the approved acceptable list of TDC expenses listed below without any
restriction as to out-of-county advertisi~g. Each Umbrella shall appropriate a minimum of 30% of the funds
of the Umbrella for out-of-county advertising and public relations. 70% or the remainder that has not been
allocated to the advertising/public relatIons agencies of record within the Umbrellas, shall be allocated by
the Umbrella to the applicants for even funding. The budget, which is included with the application, will be
individually reviewed by the Umbrella, t~e applicant and the advertising/public relations agencies of record.
There cannot be more than a 10% qeviation on the approved line item budget. No amendments to
budgets will be permitted after this aplProval process. 9/14/94 General non allocated line item is not to
exceed 15% of the total budget and cali only be utilized for acceptable TDC items listed below.
If an Umbrella does not allocate all the funds earmarked for direct event funding within a district, the
remaining funds shall be allocated and utilized to advertise that specific district as recommended by the
Umbrella committee.
Any event receiving funding under the Umbrella organization will not be eligible for additional funding under
another TDC event category. 08/14/91
CULTURAL EVENTS:
Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising only'
Promotional Sians: posters and banners
Promotional Items: T-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement.
Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct mail
promotional brochure/pamphlet utilized fbr pre-event advertising.
Proarams: TDC will pay for an event program of listed or schedule of activities and information on the
event, an amount not to exceed 50% of cost, including production and printing, of program as outlined in
contract budget.
Public Relations: Public relations expen$es that are approved by public relations agency of record.
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract 10#: 495
7
--_._,--"...~
FISHING EVENTS:
Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising only2
Promotional Sians: posters and banners
Promotional Items: T-shirts; hats; jackets; koozie cups; trophies/awards (Fishing Tournaments only) '.
Refer to Sales/Resale statement.
Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct mail
promotional brochure/pamphlet utilized for pre-event advertising.
Proarams: TDC will pay for an event program of listed or schedule of activities and information on the
event, an amount not to exceed 50% of cost, including production and printing, of program as outlined in
contract budget.
Public Relations: Public relations expenses that are approved by public relations agency of record.
, TROPHIES: framed art work, fram~d photography, engraved crystal and glass, plaques, trophies,
sculptures (fiberglass, metal, glass & wood) and framed certificates shall constitute a trophy. All such
trophies must include the appropriate information as outlined in the policies (tournament name, date, and
location). 9/14/94 For TROPHY reimbursement, Tournament Directors must present the original invoice of
the trophies, a notarized list of winners of the event, and a notarized list of the plates and/or glass etching
from the engraving company. 8/20/03.
2 ADVERTISING THROUGH THE IN ERNET: The TDC will pay for Internet advertising on web sites
(banners, buttons, website links), and -mail blasts. Internet advertising links may go to the event website.
Logo is required on banners and E-~Iasts. No payment will be made for development or operation
(hosting) of website. BOCC 5/16/06
SALE/RESALE OF TDC FUNDED ITE S: Items funded, including creative and resulting work product, by
the BOCC/TDC, in accordance with FI rida Public Records Law, are owned by the BOCC/TDC and as
such may not be sold. 09/14/94
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract 10#: 495
8
EXHIBIT B
Lo o/Acknowle ement Usa e Guidelines For Events
Destination TurnKey/Cultural/Fishing Events
saee 12120/06
Color ads four (4) color processing printing 06/12/91
Black & white ads shall include the Florida Keys and Key West logo in PMS black. 06/12/91
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hatslt-shirts/jackets/koozie cups: miust carry the "The Florida Keys & Key West" logo
Radio Advertisina: No logo is reqyired. All radio announcements must say "Brought to you by
the Monroe County Tourist Development Council"
Trophies: Logos are not required on trophies.
In-Countv LOl!o
The below logo that includes the "Monroe County Tourist Development Council" designation is to
The
Floridd Keys
&Key\\'lest .
. . come dS you Ole
'.-
IIONIOf COUNTY IDUlIST I:CVlliJP\dENTCOUNCll
be utilized in all approved in-county print newspaper ads,
ma~azine ads, street banners, posters and other approved
sigrilage efforts. Radio commercials should include "Brought to
you by The Monroe County Tourist Development Council". To
see!k approval, clarification and/or logo in electronic format (eps
or jpg file), contact Lauren Bernat or John Underwood with
Tinsley Advertising at 305-856-6060.
Out-of-Countv LOl!o
The below logo that does NOT include the "Monroe County Tourist Development Council"
The designation is to be utilized in all other efforts including any
approved out-of-county print newspaper ads, magazine ads,
FI d V television commercials, internet advertising (banners,
ori d l\.eys buttons, e-mail blasts), direct mail promotions (brochures and
~ \\k pamphlets) and any approved promotional items including
& ey est . Rrograms, T-shirts, hats, jackets, trophies and koozie cups.
~adio commercials should include "Brought to you by The
t\f1onroe County Tourist Development Council". To seek
'. -.. come os you me clpproval, clarification and/or logo in electronic format (eps or
jpg file), contact Lauren Bernat or Jotln Underwood at Tinsley Advertising at 305-856-6060.
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract ID#: 495
9
--.-.-,-<-"----..--,."...,...-..-.
In-County LOQO
The
floridd Keys
..-
MONROE cOUmv TOURIST DEVELOPMENT COUNCIL
Out-ot-County Loao
The
floridd Keys
..-
Marathon Garden Club
Cultural Umbrella Funding FY 2009
Contract 10#: 495
10
~-____"_~"_.'m__.
Exhibit C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2009
EVENT NAME: Marathon Garden Club's 2008/2009 Seasonal Events
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.
The Marathon Garden Club produces a yearbook each October outlining activities & events for
the "season" (Oct-May). We are'requesling Monroe County TOC funds for the following events
that meet the criteria for the cult/jlral umbrella.
Fall Festival
Wonder Garden 2009
Floral Oesi9n
Basic
Advanced
February Festival
House & Garden tour
MONROE COUNTY TOURIST DEVELOPMENT COUNCil
CULTURAl,. UMBRELLA EVENT BUDGET
BUDGET BREAKDOWN
line items listed below must be approved by the appropriate agency of record
EXHIBIT D
FISCAL YEAR 2009
There will be no amendments to this budget (ExhlbR D) atter BOCC approval of Agreement
EVENT NAME:
Marathon Garfien Club's 200812009 Seasonal Events
MEDIA PLACEMENT & PRODUCTION COSTS: neo!spaper, radio, magazines,
TV, web.lta/lnternet advertising only $ 9,000
PROMOTIONAL SIGNS: posters/banners 800
PROMOTIONAL ITEMS: t-shlrts, hats, jackets, k"'*le cups
DIRECT MAIL PROMOTIONS: brochures/pamphlets!
postage & shipping
PROGRAMS:
PUBLIC RELATIONS
.GENERAL NON-ALLOCATED
200
TOTAL:
$
10,000
.GENERAL NON ALLOCATED MAY NOT EXCEED 115% OF THE ABOVE BUDGET.
AND CAN ONLY BE UTILIZED FOR ACCEPTABLE tDC ITEMS.
ACTUAL EXPENDITURES MAY DEVIATE NO MORl THAN 10% FROM THE BUDGETED LINE ITEMS
NOTED ABOVE.
1996 EcUtIon
MONROE COUNTY, FLORIDA
Request For Waiver
of
Insurance Requirements
It is requested that the instmmce requirements, as specified in the County's Schedule ofInswance
Requirements, be waived or modified on the following contract.
Contractor: See Event Attachment - CUL TURAL
Name of Entity: ~n ~den C/t.c..b Iln~.
Name of Event: ~M P..a~en Clubs 'M8/(JQ s6::tSDI'\ar l:.ven-b
Contract for: Services
Addrell8 of Contractor:
elm roc Att: Maxine
Pbone: 305-296-1552
Scope of Work: Advertisinll: anJ;i Promotion
Reuon for Waiver: Providing tltnds to promote event onlv. . .. Minimal eXDosure to
countv
PoUcles Waiver will
apply to: Insurance Reauirem~nts outlined within attached contract
SIgnatnre of Contractor:
Not Approved
Risk Management:
Date:
Connty Administrator Appeal:
Approved
Not Approved
Date:
Board of County Commissioners 1ppeal:
Approved I
Meeting Date:
Not Approved
Administration Instroction
#4709,2
XD"II4CJs;