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HomeMy WebLinkAboutD. Tourist Development Council BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: JANUARY 20,2010 Division: TDC Bulk Item: Yes ~ No Department: Staff Contact Person/Phone #: Maxine Pacini 296-1552 AGENDA ITEM WORDING: Approval of the revised Monroe County Tourist Development Council Application for Cultural Umbrella Event Funding. ITEM BACKGROUND: See attached. TDC approved same at their meeting of December 15,2009. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: $ BUDGETED: Yes No COST TO COUNTY: $ SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes X No AMOUNTPERMONTH_ Year APPROVED BY: County Atty N/A OMB/Purchasing Risk Management N/ A DOCUMENTATION: Included X Not Required_ DISPOSITION: AGENDA ITEM Revised ] I/06 November 16, 2009 Dear TOC Board members, Attached is a revised copy of the FY 2011 Cultural Events application. Our committee has updated the application to make it easier for the applicant as well as making it a more understandable document for the committee to score. The following changes have been made: By referring the applicant to sample agreements and useful information on the Arts Council website, www.keysarts.com we have reduced the number of pages from 24 to 14. We hope that this will make the process less time consuming for the applicant. The application will be available in an online version, thus reducing the paperwork involved, and making the scoring of the applications more efficient. The application now states that a score of 60 or higher is necessary for consideration of funding and the overall score has been increased from 80 to 100. We know that the new format will allow the applicants to give us more details and be more creative when presenting their events to the committee and most important, how they expect to draw the tourist population to their event. Thank you, Sherry Phillips Chair Cultural Umbrella Committee ~~Ya1:ts The Floridd Keys &Key\\'lest . . . . . . come os you dI'e MONf(()E COUNTY TOUKIST DeVelOPMENT COUNCil MONROE COUNTY TOURIST DEVELOPMENT COUNCil APPLICATION FOR CULTURAL UMBRELLA EVENT FUNDING October 1,2010 through September 30, 2011 Upon evaluation of the application, the total scores will be tabulated and applications scoring 60 or more out of 100 will be considered for funding. Events that meet the minimum scoring requirements will be ranked starting with the highest score. Then committee members will use their best judgment in determining award recommendations, NAME OF PROPOSED EVENT: VENUE (location/city): DATE(S) OF EVENT: INDICATE THE DISTRICT(S) FROM WHICH YOU ARE REQUESTING FUNDS and THE DOLLAR AMOUNT (Maximum request: $25,000) I $ I District I (encompasses the city limits of Key West) $ District II (from city limits of Key West to the west end of the Seven Mile Bridge) District III (from the west end of the Seven Mile Bridge to the Long Key Bridge) I $ I $ I $ District IV (between the Long Key Bridge and Mile marker 90.939) District V (from Mile marker 90.940 to the Dade/Monroe County line and any mainland portions of Monroe County TOTAL AMOUNT REQUESTED (Total Districts I-V) I. EVENT PRODUCER INFORMATION (The event producer is the organization or individual responsible for the event. In some cases, the event producer and the event are the same, for example: The Key Players. In other cases, they are different, for example: the Pigeon Key Arts Festival is the event; the Pigeon Key Foundation is the producer.) A. NAME OF CONTRACTING ORGANIZATION: (Registered Business name as listed on www.sunbiz.org) FICTITIOUS NAME IF USED: ADDRESS: TELEPHONE NUMBER: (Daytime) CELL NUMBER: E-MAIL ADDRESS: WEB SITE YEAR LEGALLY ESTABLISHED FEDERAL I.D. # / E.I.N. #: FLORIDA DIY. OF CORP. DOCUMENT # ( ( ) ) FL DIV OF CONSUMER AFFAIRS LICENSE #: INDICATE FOR PROFIT OR NOT FOR PROFIT STATUS: B. CONTACT PERSON: (Should be familiar with application and authorized to speak for event sponsor) ADDRESS: TELEPHONE: ( ) FAX: ( ) CELL PHONE: <-) E-MAIL: C, ALTERNATE CONTACT PERSON: ADDRESS: TELEPHONE: ( CELL PHONE: E-MAIL: FAX: ( ) D, AUTHORIZED PERSONS List name of President and other individual(s) authorized to execute contracts and otherwise act on behalf of event producer: Name Title FINANCIAL INFORMATION: Allowable Expenditures saee 9/20/06 Cultural Events: Definitions and procedures for cultural events can be found in the Monroe County TDC Operations Manual in Section IV, page 70. Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising only2 Promotional Siqns: posters and banners Promotional Items: T-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement in Section II, Page 15. Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct mail promotional brochure/pamphlet utilized for pre-event advertising. Proqrams: TOC 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. 2 ADVERTISING THROUGH THE INTERNET: The TOC will pay for Internet advertising on web sites (banners, buttons, website links), and E-mail blasts. Internet advertising links may go to the event website. Logo is required on banners and E-blasts. No payment will be made for development or operation (hosting) of website. BOCC 5/16/06 SALE/RESALE OF TDC FUNDED ITEMS: Items funded, including creative and resulting work product, by the BOCCffOC, in accordance with Florida Public Records Law, are owned by the BOCCffOC and as such may not be sold. 09/14/94 IF FUNDED, EXHIBITS A, B, C and D WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE OFFICE OF THE CLERK OF THE COURT. Read & initial Loao/Acknowledaement Usaae Guidelines For Events Destination/TurnKey/CulturallFishi n9 Events Boee 12/20/06 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 Hats/t-shirts/jackets/koozie cups: must carry the "The Florida Keys & Key West" logo Radio Advertising: No logo is required. All radio announcements must say "Brought to you by the Monroe County Tourist Development Council" Trophies: Logos are not required on trophies. In-County Logo The below logo that includes the "Monroe County Tourist Development Council" designation is The to be utilized in all approved in-county print newspaper ads, FI d V magazine ads, street banners, posters and other approved ori d I\.eys signage efforts. Radio commercials should include "Brought to you by The Monroe County Tourist Development Council". To &Vey\\/lest seek approval, clarification and/or logo in electronic format (eps 1\.1 ' We. or jpg file), contact Sharon Joseph or John Underwood with . _ come dS you dIe. Tinsley Advertising at 305-856-6060. ... MONROE COUNTY TOURIST [)fVEI.O/lMOO COUNCIL Out-or-County L020 The below logo that does NOT include the "Monroe County Tourist Development Council" designation 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 logo in electronic format (eps or jpg file), contact Sharon Joseph or John Underwood at Tinsley Advertising at 305-856-6060. The Floridd Keys &~eY~~dle. ..- Read & initial MONROE COUNTY TOURIST DEVELOPMENT COUNCil CULTURAL UMBRELLA SCHEDULE OF ACTIVITIES FISCAL YEAR 2011 EVENT NAME: List scheduled event activities in Monroe County in date order * *If part of your funding request for this fiscal year is to promote event activities for the next event (pre- promotion), then the following rules will apply: 1. Pre-promotion of an event is only allowed for the months of October and November. If your event takes place after that, you must apply for funding in the next fiscal year. 2. All pre-promotion funding MUST be spent prior to September 30th of the fiscal year you are funded in. (For example: Ifpre-promotion is for a November 7th event, you must place that ad and spend the money prior to September 30th) MONROE COUNTY TOURIST DEVELOPMENT COUNCIL CULTURAL UMBRELLA EVENT BUDGET BUDGET BREAKDOWN Line items listed below must be approved by the appropriate agency of record There will be no amendments to this budget (Exhibit D) after BOCC approval of Agreement. EVENT NAME: MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines, TV, website/internet advertising only $ PROMOTIONAL SIGNS: posters/banners $ PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cups $ DIRECT MAIL PROMOTIONS: brochures/pamphlets/postage & shipping $ PROGRAMS: $ PUBLIC RELATIONS: $ *GENERAL NON-ALLOCATED: TOTAL: $ $ *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 E TOC RESOURCE MARKETING/SPEND PLAN: The marketing plan must be approved in advance by the advertising and public relations agencies of record. Attach your approval letters at end of application. (Tinsley Advertising, Sharon Joseph. Sharon<i>>.tinslev.com 800-273-1242) and (Newman Associates, Carol Shaughnessy. Calico2419~aol.com 305-294-(320) Include all aspects of the proposed event with estimated number of persons to be reached through the different media. Provide source of information for estimated numbers. Specifically state how you plan to spend the Cultural Umbrella funds requested and summarized in Exhibit D. Please note: In - House Marketing is not a permissible expense. NON-COLLUSION AFFIDA VIT AND VERIFICA nON I, , of the city of according to law on my oath, and under penalty of perjury, depose and say that: 1) I am , the bidder making the Proposal for the project described as follows: 2) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; 3) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competitor; and 4) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition; 5) The statements contained in this affidavit are true and correct, and made with full knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project. VERIFICATION I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true and correct to the best of my knowledge and belief. President's Name Typed President's Signature Sworn to and subscribed before me this day of ,20_ personally appeared , , and known to be the persons named in and who executed the foregoing document. Notary Public - State of My commission expires (Printed, typed, or stamped commissioned Name of notary public) Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 8 II. PROPOSED EVENT INFORMATION A. MONTH(s) OF EVENT: Please check the appropriate month. Shoulder and off-season events will receive higher scoring. If an event takes place over a series of months the scores will be added to a maximum of 10 points. January 2 July 4 February 1 August 6 March 1 September 6 April 1 October 4 May 4 November 4 June 4 December 3 B. NUMBER OF DAYS of event per year: Please Circle. 1 - 14 days 5 15 -120 days 10 121+ days 15 c. ATTENDANCE Number of people anticipated to attend the event, the number attending this current year, and actual past attendance: A Tota Atten ance nticipated Current Actual 2011 2010 2009 d Monroe County Residents Out of Cou nty TOTAL DETERMINATION OF ATTENDANCE DESCRIBE YOUR AUDIENCE: How do you determine your numbers, please mention walk- ins, how you count, how you ask county/out of county? Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 9 III. STATEMENT OF INCOME & EXPENSE FOR PROPOSED EVENT, CURRENT YEAR, AND LAST COMPLETED YEAR The treasurer of the producer must sign this statement. The figures for the last completed year should be actual. EVENT NAME: INCOME EVENT INCOME PROPOSED CURRENT ACTUAL FY 2011 FY 2010 FY 2009 ENTRY/ADMISSION/BOXOFFICE $ $ $ PROMOTIONAL ITEMS $ $ $ FOOD & BEVERAGE $ $ $ OTHER $ $ $ OTHER INCOME (DO NOT INCLUDE IN-KIND) A. CUL TURAL UMBRELLA FUNDS $ $ $ SPONSORS/CONTRIBUTIONS $ $ $ MEMBERSHIPS $ $ $ GRANTS - State & Local $ $ $ OTHER $ $ $ B. TOTAL INCOME $ $ $ Cultural Umbrella funds for the proposed FY are % of Total Income Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 10 EXPENSE PROPOSED CURRENT ACTUAL FY 2011 FY 2010 FY 2009 OPERATING EXPENSES C. TOTAL Toe line from EXHIBIT 0* $ $ $ D. ALLOWABLE ADVERTISING MATCH $ $ $ OTHER MARKETING/ADVERTISING $ $ $ EVENT OPERATING EXPENSES $ $ $ OFFICE EXPENSES $ $ $ RENT $ $ $ SALARIES $ $ $ MISCELLANEOUS $ $ $ E. TOTAL EVENT EXPENSES $ $ $ NET PROFIT/LOSS (8 minus E) $ $ $ CULTURAL UMBRELLA FUNDS % OF ALLOWABLE ADVERTISING % (C DIVIDED BY SUM OF C PLUS D); This will reflect the ratio of the TDC funding to the total allowable funding for the event. *Cultural Umbrella funds may be spent only for allowable advertising and promotion listed on Exhibit A. Treasurer, Sign and Print 0-20 Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 11 QUALITY AND DESCRIPTION OF PROPOSED EVENT NARRATIVE Discuss the overall excellence of the event. Discuss the artistic excellence, the tourist appeal, and the extent to which the event is unique to Monroe County or the district. How does it promote and showcase the destination's cultural, historic, and/or environmental resources? Why do you think your event will help draw people from outside Monroe County? (LIMIT 500 WORDS) 0- 30 Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 12 MEDIA/MARKETING PLAN Describe your plans to market the event to reach outside of Monroe County. Include all marketing activities (paid and unpaid). Address opportunitie~ forcr€}~tiy~€}xp()sure of the events. (Including web site, social media, newspapers, radio). (~IMil""!)Q()WQRD~) 0-25 Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 13 In-County Logo The Florida Keys ..- MONROE COUNTY TOURIST DEVELOPMENT COUNCIL Out-of-County Logo The Florida Keys ..- Monroe County Tourist Development Council Cultural Umbrella Application FY 2011 Page: 14 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: JANUARY 20, 2010 Bulk Item: Yes -1L- No Department: Staff Contact PersonJPhone #: Maxine Pacini 296-1552 AGENDA ITEM WORDING: Approval of revisions to the Monroe County Tourist Development Council Operations Manual. ITEM BACKGROUND: See attached memo. TDC approved same at their meeting of December 15,2009. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOT AL COST: $ BUDGETED: Yes ~ No COST TO COUNTY: $ SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes -1L- No AMOUNTPERMONTH_ Year APPROVED BY: County Atty N/A OMB/Purchasing N/A Risk Management N/ A DOCUMENTATION: Included Not Required_ DISPOSITION: AGENDA ITEM # Revised 11/06 The Floridd Keys &~ey~~~ -.- Date: December 4, 2009 To: All Recipients of the Monroe County Tourist Development Council Operations Manual Re: OPERATIONS MANUAL UPDATES Attached please find the latest update to the Operations Manual. The information provided in Section III of the Operations Manual has been edited and reorganized in an effort to make it more accessible and cohesive. The layout and presentation of the information has been reorganized and edited for redundancies. There has been no change to the procedures or intent of the policy except for the changes described below: 1. Section III - District Advisory Committees o Pages 4-8 - District Advisory Committees Policies & Procedures · Page 4 - Removed term of Nomination Committee members o Pages 8-10 - Standing Rules · Page 9 - Replaced election of DAC Treasurer with Advertising Representative and Internet/Website Representative · Page 10 - Removed reference to DAC Treasurer Page 1 District Advisory Committees MONROE COUNTY TOURIST DEVELOPMENT COUNCIL'S OPERA liONS MANUAL SECTION III DISTRICT ADVISORY COMMITTEES Monroe County Tourist Development Council Operations Manual Section 11/, Page 1 5/16/06 District Advisory Committees >> Continued Monroe County Tourist Development Council Operations Manual Section III, Page 2 5/16/06 District Advisory Committees MONROE COUNTY TOURIST DEVELOPMENT COUNCIL ADVISORY COMMITTEE MEMBERS DISTRICT 1 - KEY WEST Mr. Jon Allen Island House 1129 Fleming Street Key West, FL 33040 294-6284 (business) 292-2520 (fax) DISTRICT II - LOWER KEYS Ms. Gayle Tippett Strike Zone Charters 29675 Overseas Highway Big Pine Key, FL 33043 872-9863 (business) 872-0520 (fax) DISTRICT III - MARATHON Ms. Marilyn Tempest 900 Corte del Sol Marathon, FL 33050 743-6736 (business) 743-6736 (fax) DISTRICT IV - ISLAMORADA Ms. Patti Stanley Island Villa Properties 81681 Old Highway Islamorada, FL 33036 664-3333 (business) 664-9090 (fax) DISTRICT V - KEY LARGO Mr. Howard Kolbenheyer Dove Creek Lodge 10 Seaside Avenue Key Largo, FL 33037 451-7813 (business) 852-1111 (fax) Monroe County Tourist Development Council Operations Manual Section III, Page 3 11/18/09 District Advisory Committees >> Continued DISTRICT ADVISORY COMMITTEES POLICIES & PROCEDURES I. POLICY STATEMENT 1. District Advisory Committees (DAC) shall be created to make recommendations to the Monroe County Tourist Development Council (TDC). 2. No more than one DAC shall be created for any district, as defined in Ordinance 015- 1988, Section 2-299 (f) subsection (g). The districts are defined as follows: (Section 2.299, subsection (g). District I encompasses the city limits of Key West District II from the city limits of Key West to the west end of the Seven Mile Bridge District III from the west end of the Seven Mile Bridge to the Long Key Bridge District IV between the Long Key Bridge and mile marker 90.939 soee 5/16/06 District V from mile marker 90.940 to the Dade/Monroe County line and any mainland portions of Monroe County soee 5/16/06 3. The advisory committees shall be comprised of nine members, whose qualifications shall be: Three (3) from the lodging industry - shall be owners or operators/managers of motels, hotels, recreational vehicle parks or other tourist accommodations which are subject to bed tax in the tax collection district for which they are applying, three (3) from tourist-related businesses - shall be persons involved in business which is interdependent upon the tourist industry who have demonstrated an interest in tourist development but who are not owners, operators/managers of motels, hotels, recreational vehicle parks and other tourist accommodations and whose business is in the tax collection district for which they are applying, and three (3) from the general public "at large" - any resident who is not directly involved in a tourism business and who shall represent the general public and shall live or work within the tax collection district for which they are applying. BOCC 1/16/08 II. DISTRICT ADVISORY COMMITTEES APPOINTMENT PROCEDURES The Administrative Office will monitor the terms of the various DAC members and prior to the expiration of the member's term or if a member cannot complete their term of office, place an appropriate advertisement and/or public service announcement in the local media. A sample advertisement is provided following these appointment procedures. Monroe County Tourist Development Council Operations Manual Section III, Page 4 12/15/09 District Advisory Committees >> Continued 1. Appointments of the LodQinQ and Tourist-Related Business Seats a. There shall be a three person nominating committee for each district for the purposes of making recommendations for appointments to the lodging industry and tourist- related business seats on the advisory committee of the district. b. The nominating committee for each District shall be comprised of: I. One (1) person appointed by the hotel/motel association in that District, or, in the absence of a hotel/motel association, a tourism association II. One (1) Tourist Development Council board member representing that specific district appointed by the Chairperson of the TDC III. One (1) person appointed by the Chamber of Commerce for that District c. Any lodging or tourist-related vacancy on a district advisory committee shall be advertised by the Tourist Development Council administrative office in at least one newspaper of general circulation in the district with a request for applications/resumes to fill the position, and a deadline for submission to the TDC administrative office. d. Applications shall be made available by the TDC administrative office and the district chambers of commerce. A sample application is provided following these procedures. e. Applications/resumes received by the deadline for the lodging and tourist-related seats shall be recorded by the TDC administrative office and the applications/resumes shall be forwarded to the nominating committee for the district served by the district advisory committee for which there is a vacancy. f. The nominating committee for the district to which there is a vacancy shall review the applications and rank the applicants in order of preference. The Tourist Development Council administrative office shall place the highest ranked application on the TDC agenda for approval of appointment to the DAC. g. The TDC shall appoint the lodging and tourist-related members of the DAC for three-year terms from the recommendations submitted by the nominating committees or reject the recommendations and appoint an alternate person from the available applications or request the TDC administrative office to re-advertise the vacant position. 2. Appointments of the General Public "At LarQe" Seats a. The Monroe County Board of County Commissioners shall appoint the three "at large" seats on the advisory committee of the district. b. Appointments of the general public "at large" seats to the district advisory board shall be made using the same procedures listed as 1.c. and 1.d. above; and then using the following process: i. Applications/resumes received by the deadline for the general public "at large" seats shall be recorded by the TDC administrative office and the Monroe County Tourist Development Council Operations Manual Section III, Page 5 12/15/09 District Advisory Committees >> Continued applications/resumes shall be placed on the Monroe County Board of County Commissioners meeting agenda requesting the appointment of one applicant to the district advisory committee. ii. The County Commissioner representing the district for which there is a vacancy shall nominate a person from the general public to be voted on by the Monroe County Board of County Commissioners. Per Resolution 300-2007, BOCe representations for the TDC Districts are described below: District I Encompasses the City Limits of Key West District II From the City Limits of Key West to the West End of the Seven Mile Brid e District III From the West End of the Seven Mile Brid e to the Lon Ke Brid e District IV Between the Long Key Bridge and mile marker 90.939 District V From Mile Marker 90.940 to the Dade/Monroe County Line and any Mainland ortions of Monroe Coun BOCC District 3 a portion of the City of Key West, and an unincorporated area of Monroe Coun * BOCC District 1 a portion of the City of Key West, and an unincorporated area of Monroe County* BOCC District 2 a portion of the City of Marathon and an unincorporated area of Monroe Coun * BOCC District 4 a portion of the City of Marathon, the City of Key Colony Beach, the City of Layton, a portion of the Village of Islamorada, and an unincor orated area of Monroe Count * BOCC District 5 a portion of the Village of Islamorada and an unincorporated area of Monroe County* *For complete descriptions of BOee District Boundaries please see Resolution 029-2003 iii. The BOCC shall appoint the members representing the general public "at large" for three year terms. Monroe County Tourist Development Council Operations Manual Section 1/1, Page 6 12/15/09 District Advisory Committees sample advertisement: DISTRICT ADVISORY COMMITTEE (DEFINE THE AREA) of the MONROE COUNTY TOURIST DEVELOPMENT COUNCIL has an opening for a a. (LODGING INDUSTRY REPRESENTATIVE -shall be owners or operators/managers of motels, hotels, recreational vehicle parks or other tourist accommodations which are subject to bed tax in the tax collection district for which they are applying) OR b. (TOURIST-RELATED BUSINESSES REPRESENTATIVE-shall be persons involved in business which is interdependent upon the tourist industry who have demonstrated an interest in tourist development but who are not owners, operators/managers of motels, hotels, recreational vehicle parks and other tourist accommodations and whose business is in the tax collection district for which they are applying) OR c. (AT LARGE - any resident who is not directlv involved in a tourism business and who shall represent the general public and shall live or work within the tax collection district for which they are applying) (SOCC 1/16/08) The operative word within this description is directlv. This word means someone who is not in business, nor whose business or economic activity are 'dependent upon tourists'. The extent to which an applicant is involved in tourism would be up to the discretion of the Monroe County Board of County Commissioners who appoints the 'At Large' position. Any person wishing to participate on the District Advisory Committee of the Monroe County Tourist Development Council within the district so noted above, may request an applicant/resume form from the Administrative Office and submit an application/resume same to the address shown below: Department DAC Monroe County Tourist Development Council 1201 White Street, Suite 102 Key West, Florida 33040 Deadline for receipt of application/resume at the above address is: Monroe County Tourist Development Council Operations Manual Section III, Page 7 1/16/08 District Advisory Committees sample application: DISTRICT NAME: WORK ADDRESS: HOME ADDRESS: WORK PHONE: APPLICATION ADVISORY COMMITTEE (DAe) LODGING INDUSTRY - shall be owners or operators/managers of motels, hotels recreational vehicle parks or other tourist accommodations which are subject to bOO tax in the tax collection distrIct for which they are applying TOURIST -RELATED BUSINESS - shall be persons involved in business which is IIlterdependent upon the toorist industry who have demonstrated an Interest In toonst development but who are not owners, operators/managers of motels, hotels, recreational vehicle parks and other tourist accommodations and whose buSIness is III the tax collection dIstrict for whtch they are applying AT LARGE - Any resident who is not directly Involved in a tourism business and who shall represent the general pUblic and shall live or work within the tax collection district for which they are applying (The operatIVe word within this descnption IS directly ThiS word means sorooone who is not In busmess, nor whose busmess Of economic actiVity are de upon touri Oraanization/Membership AffiliaUoo(s); 2 716106 Monroe County Tourist Development Council Operations Manual Section III, Page 8 12/15/09 District Advisory Committees >> Continued Brief summary as to vour aualifications to serve on this committee: Signature: J ed by phone or email that the application has been received by our office. If the receive notification, it is hislher responsibilit. to contact the mc office to confirm recei MONROE COUNTY TOURIST DEVELOPMENT COUNCil 1201 White Street, Suite 102 Key West, Florida 33040 (3(5) 296-1552 (telephone)/(305) 296-0788 (fax) 3 716106 Monroe County Tourist Development Council Operations Manual Section 1/1, Page 9 12/15/09 District Advisory Committees >> Continued III. STANDING RULES 1. The DACs shall be bound by the same policies and procedures as apply to the TDC as outlined in the Monroe County Tourist Development Council's Operations Manual. Some of which are outlined below. 2. Government in the Sunshine: As a member of a District Advisory Committee, DAC members are subject to "Government in the Sunshine". Open government has been a cherished principle guaranteed under Florida Law since the beginning of this century. The right of public access gained constitutional status when the Public Records and Meetings Constitutional Amendment took effect on July 1, 1993. A copy of the "Government in the Sunshine" manual is available in the Administrative Office for your review. If you have any questions regarding "Government in the Sunshine", please contact the Administrative Office. 3. Conflict of Interest: All new DAC members are provided Conflict of Interest information. Pursuant to Florida Statutes S 112.313(12), the prohibitions found in subsections (3) and (7) of that statute may be waived by the TDC for any District Advisory Committee member who has first made a full disclosure of the transaction or relationship which constitutes the conflict. The exemption can only be extended by a 2/3 or better vote of the TDC. This waiver entitles the District Advisory Committee member to participate in discussion concerning any matter for which a conflict exists, but prohibits said member from voting on matters for which conflicts exist. 4. MeetinQs: a. The TDC meets in regular session approximately every six weeks and DAC meetings will be scheduled in a similar manner to meet the deadlines for TDC meetings. b. Regular DAC meetings are noticed by the TDC Administrative office to the media (Key West Citizen, The Keynoter, The Reporter) fifteen (15) days in advance of the meeting. Special meetings, if deemed necessary by the Chairperson of the DAC, are noticed to the media five (5) days in advance of the meeting. Emergency meetings (so designated by the Chairperson of the DAC) are noticed (4) hours in advance through Public Service Announcement by the appropriate radio stations. c. Unless there is a special circumstance determined by the Chairperson of the DAC, once the schedule has been approved by the DAC, it becomes the schedule the DAC shall follow. d. ChanQe in MeetinQ date or time: A change of meeting date can be made if a scheduled meeting conflicts with a scheduled TDC or SOCC meeting date, or if the TDC Administrative office notifies the Chairperson that quorum will not be available for the scheduled meeting. The Chairperson may approve the change or cancelation with proper advance notice to the TDC and DAC. Any other meeting date changes shall be placed on the Monroe County Tourist Development Council Operations Manual Section III, Page 10 12/15/09 District Advisory Committees >> Continued agenda of the next scheduled meeting of the DAC. Majority approval is required for the change of date to be implemented. This procedure will also apply to meeting time changes. e. Roberts Rules of Order: The District Advisory Committees operate under Roberts Rules of Order. The rules are strictly observed for the resolution of all disputes and, when necessary for the maintenance of order. Normally, proceedings are conducted with a minimum of formality. f. Quorum: Fifty percent (50%) plus one constitutes a quorum. g. Election of Committee Chairpersons: i. The DAC shall elect its Chairperson, Vice-Chairperson, Advertising Representative, and InternetlWebsite Representative at the beginning of the new fiscal year. ii. The Chairperson shall serve as the presiding officer and conduct the business of the DAC. III. Responsibilities of the Chairperson: 1. Presides at and conducts all DAC meetings. 2. Appoints Committee Chairpersons and sub-committees if required. 3. Attends TDC meetings representing the district. 4. Spokesman on behalf of the DAC to the media unless the Chairperson delegates this responsibility on an individual basis. 5. Reviews and approved meeting agendas prior to packet distribution. 6. Authorizes changes in meeting dates as per special circumstances outlined in Section III - item 4. In the absence of the Chairperson, the Vice-Chairperson shall preside and assume the responsibilities of the Chairperson. In the case when the above listed individuals are not present, a majority of the quorum shall determine who shall serve as Presiding Officer. IV. POLICIES & PROCEDURES: 1. MeetinQs AQenda: Deadline for DAC meetings is twelve (12) noon Friday, two (2) weeks prior to the scheduled meeting. The Chairperson will approve the agenda items. After packet has been distributed, further add on items will be presented to the DAC, when called for on the day of the meeting. It will take a unanimous vote of the DAC for such add-ons to be placed on the agenda. Monroe County Tourist Development Council Operations Manual Section 1/1, Page 11 12/15/09 District Advisory Committees >> Continued 2. Recordina of and Meetina Minutes: The Administrative Office is responsible for the recording and producing the minutes of the DAC meetings. The minutes will be presented to the DAC for approval at their following meeting. Any revisions to said minutes may be read into the record at that time. The Administrative Office maintains all historical meeting information at their office and is open to the public. 3. Seekina Approval of DAC Recommendations: All items that require TDC and/or Board of County Commission approval will be the responsibility of the Administrative Office to place on the appropriate agenda. 4. Meetina Attendance: If a DAC member cannot attend a meeting, it is their responsibility to advise the Administrative Office at least twenty-four (24) hours prior to the date of the meeting. This enables the Administrative Office to establish quorum of a particular meeting. If quorum cannot be established, the Administrative Office shall advise all DAC members and the media that the meeting is canceled. 5. Absentee Policv: Whereas, Section 2.299 (B)(4) mandates that any member who absences himself from three consecutive regular meetings or four regular meetings during a fiscal year automatically forfeits his position on the DAC, and such absenteeism is extremely generous for a council that has only eight regularly scheduled meetings per fiscal year. The TDC has determined a need to establish a stringent policy as to what constitutes an excuse for absenteeism in order to operate effectively when certain members are unable or unwilling to contribute by showing up for the regularly scheduled meetings. Accordingly, it is the policy of the DACs that only death of a close family member (spouse, child, parent, sibling) no more than one week in advance of the regularly scheduled meeting will constitute a basis for the DAC excusing a member's absence. Monroe County Tourist Development Council Operations Manual Section III, Page 12 12/15/09 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: JANUARY 20,2010 Division: TDC Bulk Item: Yes..L No Department: Staff Contact Person/Phone #: Maxine Pacini 296-1552 AGENDA ITEM WORDING: Approval of an Agreement with Key West Business Guild, Inc. covering Pridefest 2010 in an amount not to exceed $20,000, DAC 1, FY 2010 Event Funding. ITEM BACKGROUND: TDC approved same at their meeting of December 15,2009 PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: ST AFF RECOMMENDATIONS: Approval TOTAL COST: $20.000 BUDGETED: Yes ~ No COST TO COUNTY: $20.000 SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes X AMOUNTPERMONTH_ Year APPROVED BY: County Atty ~ Risk Management X DOCUMENTATION: Included X Not Required_ DISPOSITION: AGENDA ITEM # Revised 11/06 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Key West Business Guild Contract # 674 - Inc. Effective Date: 1/20/1 0 Expiration Date: 9/30/10 Contract Purpose/Description: Approval of an Agreement with Key West Business Guild, Inc. covering Pridefest 2010 in an amount not to exceed $20,000, DAC 1. FY 2010 Event Funding Contract Manager: Maxine Pacini 3523 TDC # 3 (Name) (Ext. ) (Department/Stop #) for BOCC meeting on 1/20/10 "i Agenda Deadline 1/5/10 CONTRACT COSTS / l Current Year Portion: $ 115-75360-530340- T -M-05-423- X-530340 I Total Dollar Value of Contract: $ 20,000 Budgeted? Yes[ZJ f"Jo D Account Codes: Grant: $ County Match: $ - - - ----- - --- ADDITIONAL COSTS Estimated Ongoing Costs: $~yr For: (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW RiSk ~anag:ent . ~.~eo~ur~ha~~~ Changes Needed YesDNo0 l''''' Date Out County Attorney YesDNo0 I 1- YesD NoEtr YesD Noc::r-:: C. Hall Division Director Comments: OMS Form Revised 2/27/01 Mep #2 Destination Events Agreement THIS AGREEMENT (Agreement) is entered into this day of 2009 by and between MONROE COUNTY, a political subdivision of the state of Florida (County) and Key West Business Guild, Inc. a not for profit business organized and operating under the laws of the state of Florida (Event Sponsor). WITNESSETH: In consideration of the mutual covenants contained herein, the parties agree as follows: 1. The County agrees to pay up to $20,000 (Twenty Thousand Dollars) for Pridefest Key West 2010 between June 9, 2010 and June 13, 2010 from tourist development tax funds No more than 10% of the total advertising and promotional costs paid under this agreement shall be attributable to in-county advertising and promotion. 2. Scope of Services: The event sponsor agrees to provide the County with an event as specified below: a). A five (5) day event which includes, but is not limited to: contests; parties; music, art and cultural events; street festival and parade. 3. 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 COUNTY. The agencies of record shall receive payment for work in progress upon submission of documented invoices associated with the event. 4. Payment: Any payments directly to the event sponsor or vendors associated with said event shall be as follows: Payment upon presentation of an invoice shall indicate the task completed for which payment is sought, with proper documentation attached. Pridefest Destination Event: FY 2010 Contract I D#: 674 Monroe County's performance and obligation to pay under this contract is contingent upon an annual appropriation by the COUNTY. Only acceptable expenses listed in the Monroe County Tourist Development Council Operations Manual shall be paid. 5. Accountin~r Financial records of the Sponsor pertaining to this project shall be kept according to generally recognized accounting principles and shall be available to the COUNTY or to an authorized representative for audit. 6. Modification: Line item changes to the advertising and promotion budget may be made up to but not exceeding 10% of the larger line item amount without requiring COUNTY approval of the particular change. 7. Breach and Penalties: The parties agree to full performance of the covenants contained in this agreement, and the COUNTY reserves the right at its discretion, provided such breach is material, to terminate this agreement for any misfeasance, malfeasance, or nonperformance of the agreement terms or negligent performance of the agreement terms by the event sponsor. 8. Termination: This Agreement will be terminated on September 30,2010. All invoices must be submitted prior to September 30, 2010. 9. Non Occurrence of Event: If the event does not take place for any reason under control of Event Sponsor except for those reasons in paragraph 19, then Event Sponsor agrees to refund to the COUNTY any amounts already paid to them under this agreement, and relieve the COUNTY from any further payments. The event sponsor shall give written notice to the Monroe County Tourist Development Council if it is found necessary to cancel an event. The notice shall contain the following specifics: 1) reason for cancellation, 2) documentation of the reason for cancellation and 3) person authorized to cancel including title and stated affiliation. 10. Indemnification and Hold Harmless: The 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 Pridefest Destination Event: FY 2010 Contract 10#: 674 the services provided, event sponsored, or other activities and funding associated with this agreement, except those losses or damages caused by COUNTY or its agents. 11. Permits: The event sponsor will secure all required permits, licenses including but not limited to occupational licenses. 12. Taxes: The COUNTY and TDC are exempt from Federal Excise and State of Florida Sales Tax. 13. Finance Charqes: The COUNTY and TDC shall not be responsible for any finance charges. 14. Relation of COUNTYffDC: It is the intent of the parties hereto that the event sponsor shall be legally considered as an independent Event Sponsor and that neither it nor its employees shall, under any circumstances, be considered employees, servants or agents of the COUNTY and TDC and the COUNTY and TDC shall at no time be legally responsible for any negligence on the part of said Event Sponsor, its employees or agents, resulting in either bodily or personal injury or property damage to any individual, firm, or corporation. 15. Disclosure: The event sponsor shall be required to list any or all potential conflicts or interest, as defined by Florida Statute 112 and Monroe County Code. The event sponsor shall disclose to the COUNTY and TDC all actual or proposed conflicts of interest, financial or otherwise, direct or indirect, involving any client's interest which may conflict with the interest of the COUNTY and TDC. 16. Assiqnment: The event sponsor shall not assign, transfer, convey, sublet or otherwise dispose of this agreement, or of any or all of its right, title or interest therein, or his or its power to execute such agreement to any person, company or corporation without prior consent of the COUNTY. 17. Compliance with laws - Nondiscrimination: The event sponsor, shall comply with all federal, state and local laws and ordinances applicable to the work or payment for work thereof, and shall not discriminate on the grounds of race, color, religion, sex, age, or national origin in the performance of work under this Agreement. This Agreement shall be subject to all federal, state, and local laws and ordinances. Pridefest Destination Event: FY 2010 Contract 10#: 674 18. Force Maieure: The event sponsor shall not be liable for delay in performance or failure to perform in whole or in part, the services due to the occurrence of any contingency beyond its control or the control of any of its subcontractors or suppliers, including labor dispute, strike, labor shortage, war or act of war whether an actual declaration thereof if made or not, insurrection, sabotage, riot or civil commotion, act of public enemy, epidemic, quarantine restriction, accident, fire, explosion, storm, flood, drought or other act of God, act of any governmental authority, jurisdictional action, or insufficient supply of fuel, electricity, or materials or supplies, or technical failure where the event sponsor has exercised reasonable care in the prevention or mitigation of damages and delay, any such delay or failure shall not constitute a breach of the Agreement. Upon demand of TOC or COUNTY, the event sponsor must furnish evidence of the causes of such delay or failure. COUNTY shall not pay for any services or activities, promotional or otherwise, connected with an event produced after the date(s) described in paragraph 1 and Scope of Services. 19. Governinq LawNenue: This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable to contracts made and to be performed entirely in the State. In the event that any cause of action or administrative proceeding is instituted for the enforcement or interpretation of the agreement, the County and Sponsor agree that venue shall lie in the appropriate court or before the appropriate administrative body in Monroe County, Florida. This Agreement shall not be subject to arbitration. 20. Security Protection: The event sponsor agrees to provide adequate security for the event. No TDC funds will be used for this purpose. 21. Ownership: All advertising and promotion work performed under the agreement and paid for by the COUNTY and TOC shall be the property of the COUNTY and TOC, for whatever use and/or disposition the COUNTY and TOC may deem appropriate. 22. Media riqhts: The TOC shall have the right to broadcast, rebroadcast, use, reproduce or transmit for any purpose whatsoever, radio, television, pictures, sound, film and tape motion pictures and still photographs paid by the COUNTY and TOC under this agreement. Pridefest Destination Event: FY 2010 Contract 10#: 674 23. LOQo: For 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 Loqo: 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 Loqo: 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 logo in electronic format .(eps or .jpg file), contact John Underwood at Tinsley Advertising at 305-856-6060. 24. Severability: If any provision of this Agreement shall be held by a Court of competent jurisdiction to be invalid or unenforceable, the remaining provisions shall not be affected thereby; and each provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law. 25. Authority: Each of the signatories for the sponsor below certifies and warrants that: a) The Sponsor's name in the agreement is the full name as designated in its corporate charter, and b) they are empowered to act and execute the agreement for the Sponsor and c) this Agreement has been approved by the Sponsor's Board of Directors. 26. Ethics Clause: The event sponsor warrants that it has not employed, retained or other wise had act on its behalf, any former County office or employee in violation of Section 2 or Ordinance No. 10-1999 or any County officer or employee in violation of Pridefest ,/ Destination Event: FY 2010 Contract ID#: 674 Section 3 of Ordinance No. 10-1990. For breach or violation of the provision the County may, at its discretion terminate this agreement without liability and may also, at its discretion, deduct from the agreement 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. 27. Public Entity 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 proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals 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 period of 36 months from the date of being placed on the convicted vendor list." 28. Notice: Any notice required or permitted under this agreement shall be in writing and had delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt requested to the following: For Grantee: Babs Wade PO Box 1208 Key West, FL 33041 For Grantor: Lynda Stuart Monroe County Tourist Development Council 1201 White Street, Suite 102 Key West, FL 33040 And Cynthia Hall, Asst. County Attorney P.O. Box 1026 Key West, FL 33041-1026 29. Entire Aqreement: The parties agree that the Agreement above constitutes the entire agreement between the COUNTY and event sponsor. Except as provided in Pridefest Destination Event: FY 2010 Contract I D#: 674 graph 6 of this Agreement, this Agreement can never be amended or modified except in a writing signed by the parties hereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. (SEAL) Attest: Danny L. Kolhage, Clerk Board of County Commissioners of Monroe County Deputy Clerk Mayor/Chairman (CORPORATE SEAL) Attest: Key West Business Guild, Inc. Secretary nt By. By P ~A&S Print Name iLl LI09 WA'DE Print Name Date: Date: OR TWO WITNESSES (1) (2) Print Name: Print Name: Date: Date: Pridefest Destination Event: FY 2010 Contract 10#: 674 EXHIBIT A Acceptable Event Marketina Expenses (Desti nation/Turn Key/Cultu ral/Fishing Events) saee 9/20106 ADVISORY COMMITTEES (UMBRELLAS/DISTRICT ADVISORY COMMITTEES) AND EVENT COORDINATORS' RESPONSIBILITY: 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 received, they will be distributed to DACs for review and recommendations to the TDC. Upon approval of the TDC of any event funding recommendations, a contract will be entered into by the applicant and soce. The SOCC has final approval of all contracts. Any Request for Proposal (RFP) response received after the specified deadline, as determined within the RFP, will not be accepted. TDC 7/21/93 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 that 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 for the described events. All event coordinators will receive a reimbursemenUdirect payment packet that includes an executed copy of the funding agreement. The packet provides guidelines required for reimbursemenUdirect 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 budget and can only be utilized for acceptable TDC items as listed in this section. There cannot be more than a 10% deviation on the approved line item budget. Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising onll Promotional Siqns: posters and banners Promotional Items: T-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement. Pridefest Destination Event: FY 2010 Contract I D#: 674 Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct mail promotional brochure/pamphlet utilized for pre-event advertising. Proqrams: 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. TURNKEY EVENTS: TurnKey events will be paid based upon the scope of services within the contract. CUL TURAUFISHING UMBRELLA EVENT 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 advertising. 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 event funding. The budget, which is included with the application, will be individually reviewed by the Umbrella, the applicant and the advertising/public relations agencies of record. There cannot be more than a 10% deviation on the approved line item budget. No amendments to budgets will be permitted after this approval process. 9/14/94 General non allocated line item is not to exceed 15% of the total budget and can 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 only2 Promotional Siqns: 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 for pre-event advertising. Proqrams: 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. Pridefest Destination Event: FY 2010 Contract ID#: 674 FISHING EVENTS: Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising only2 Promotional Siqns: posters and banners Promotional Items: T-shirts; hats; jackets; koozie cups; trophies/awards (Fishing Tournaments only) 1. 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. Proqrams: 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. 1 TROPHIES: framed art work, framed 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 INTERNET: The TDC will pay for Internet advertising on web sites (banners, buttons, website links), and E-mail blasts. Internet advertising links may go to the event website. Logo is required on banners and E-blasts. No payment will be made for development or operation (hosting) of website. BOCC 5/16/06 SALE/RESALE OF TDC FUNDED ITEMS: Items funded, including creative and resulting work product, by the BOCelTDC, in accordance with Florida Public Records Law, are owned by the BOeelTDC and as such may not be sold. 09/14/94 Pridefest Destination Event: FY 2010 Contract I D#: 674 EXHIBIT B Loao/Acknowledaement Usaae Guidelines For Events Destination/TurnKey/Cultural/Fishing Events soee 12/20106 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 Hats/t-shirts/jackets/koozie cups: must carry the "The Florida Keys & Key West" logo Radio Advertising: No logo is required. All radio announcements must say "Brought to you by the Monroe County Tourist Development Council" Trophies: Logos are not required on trophies. In-County Logo The below logo that includes the "Monroe County Tourist Development Council" Th designation is to be utilized in all approved in-county print Fel d K newspaper ads, magazine ads, street banners, posters Of1- d eys and other approved signage efforts. Radio commercials should include "Brought to you by The Monroe County K \\1'- Tourist Development Council". To seek approval, & ey' west clarification and/or logo in electronic format (.eps or .jpg come dS you dfeill\ file), contact Sharon Joseph or John Underwood with .. _.. Tinsley Advertising at 305-856-6060. MONROE COUNTY TOURIST DEVElOPMENT COUNCil Out-of-County Logo The below logo that does NOT include the "Monroe County Tourist Development Council" Th designation is to be utilized in all other efforts e including any approved out-of-county print newspaper FI · d K ads, magazine ads, television commercials, internet Ofl d eys advertising (banners, buttons, e-mail blasts), direct K \\k mail promotions (brochures and pamphlets) and any & t approved promotional items including programs, T- ey es shirts, hats, jackets, trophies and koozie cups. Radio come CiS vou ore- 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 Sharon Joseph or John Underwood at Tinsley Advertising at 305-856-6060. Pridefest Destination Event: FY 2010 Contract I D#: 674 In-County LOQO The Florida Keys ..- MONROE COUNTY TOURIST DEVELOPMENT COUNCIL out-oJ-County LOQO The Florida Keys ..- Pridefest Destination Event: FY 2010 Contract I D#: 674 EXHIBIT C MONROE COUNTY TOURIST DEVELOPMENT COUNCIL DESTINATION EVENT BUDGET BUDGET BREAKDOWN line items listed below must be approved by the appropriate agency of record There will be no amendments to this budget (Exhibit C) after BOCC approval of Agreement FISCAL YEAR 2010 EVENT NAME: Key West Pride Fest 2010 MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines, TV, website/internet advertising only 14,500.00 PROMOTIONAL SIGNS: posters/banners PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cups DIRECT MAIL PROMOTIONS: brochures/pamphlets/postcards postage & Shipping 500.00 1,000.00 0.00 PROGRAMS: 2,000.00 PUBLIC RELATIONS 0.00 "GENERAL NON-ALLOCATED 2,000.00 TOTAL: 20,000.00 "GENERAL NON ALLOCATED MAY NOT EXCEED 15% OF THE ABOVE BUDGET. AND CAN ONLY BE UTILIZED FOR ACCEPTABLE TOC ITEMS. ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED LINE ITEMS NOTED ABOVE. BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: January 20,2010 Division: Countv Administrator Bulk Item: Yes No~ Department: County Administrator Staff Contact IPhone #: Abra Campo/ext. 4445 AGENDA ITEM WORDING: Announcement of one vacant position on the Tourist Development Council District V Advisory Committee for an "At Large" appointment. ITEM BACKGROUND: This position is being advertised due to the end of term for DAC V member Mr. William Anderson. PREVIOUS RELEVANT BOCC ACTION: On September 8, 1999, the Board of County Commissioners passed on Ordinance No. 038-1999 providing for the appointment of "At Large" members to the TDC District Advisory Committees by the Board of County Commissioners CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: No action at this time TOTAL COST: o INDIRECT COST: o BUDGETED: Yes _No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes AMOUNTPERMONTH_ Year No APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_ DOCUMENTATION: Included x Not Required_ DISPOSITION: AGENDA ITEM # Revised 7/09 The Floridd Keys & Key ~~Le. . .. MONROC COUNTY TOumT DfV,lOPM,NT COU~CIl DATE: January 4, 2010 TO: FROM: MR. ROMAN GASTESI, COUNTY ADMINISTRATOR KELLY PAYNE, ADMINISTRATIVE SECRETARY MONROE COUNTY TOURIST DEVELOPMENT COUNCIL RE: DISTRICT V ADVISORY COMMITTEE - 'AT LARGE' VACANCY Please announce the following District V Advisory Committee (DAC V) Vacancy at the January 2010 BOCC Meeting. This position is being advertised due to the end of term for DAC V member - Mr. William Andersen. DISTRICT V ADVISORY COMMITTEE (Mile Marker 90.940 To The Dade/Monroe County Line and any Mainland portions of Monroe County) Has an opening for an "At Large" representative - Any resident who is not directlv involved in a tourism business and who shall represent the general public and shall live or work within the tax collection district for which they are applying. (The operative word within this description is directlv. This word means someone who is not in business nor whose business or economic activity are dependent upon tourists). Any person wishing to participate on the District V Advisory Committee of the Monroe County Tourist Development Council within the district so noted above, may request an application from the Administrative Office by calling (305) 296-1552 and submit an application to the address shown below: Department DAC Monroe County Tourist Development Council 1201 White Street, Suite 102 Key West, FL 33040 Fax #: (305) 296-0788 Deadline for receipt of application at the above address is Friday JANUARY 29th 2010 at 5:00 p.m. A resume may be attached to the application.