FY2011 10/20/2010DANNYL. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE: October 25, 2010
TO: Lynda Stuart, Office Manager
Tourist Development Council
ATTN: Maxine Pacini
Administrative Assistant
FROM: Pamela G. Hanco c
At the October 20, 2010, Board of County Commissioners meeting, the Board granted
approval and authorized execution of the following:
Key West Players, Inc. covering the Roof Replacement with Insulation/Soundproofing
project in an amount not to exceed $26,800, DAC I, FY 2011 Capital Resources.
Florida Keys Land & Sea Trust, Inc. covering the Restoration of Adderley House —
Historical Attraction at Crane Point project in an amount not to exceed $32,500, DAC III, FY
2011 Capital Resources.
The following Fishing Umbrella Event Agreements for FY 2011 totaling $265,425:
Tammie Gurgiolo covering the Don Gurgiolo Sailfish Classic in December, 2010 in an
amount not to exceed $4,300, FY 2011, Two Penny Fishing Umbrella Funding.
Islamorada Charterboat Association, Inc. covering the Islamorada Sailfish Tournament in
December, 2010 in an amount not to exceed $8,000, FY 2011, Two Penny Fishing Umbrella
Funding.
Tammie Gurgiolo covering the Islamorada Junior Sailfish in December, 2010 in an
amount not to exceed $3,000, FY 2011, Two Penny Fishing Umbrella Funding.
Key West Fishing Tournament, Inc. covering the Key West Fishing Tournament between
December, 2010 and November 2011 in an amount not to exceed $35,000, FY 2011, Two Penny
Fishing Umbrella Funding.
Tammie Gurgiolo covering the Key Largo Sailfish Challenge in January, 2011 in an
amount not to exceed $6,000, FY 2011, Two Penny Fishing Umbrella Funding.
Murray Marine, Inc. covering the Key West Harbour King Mackerel Tournament in
January, 2011 in an amount not to exceed $15,000, FY 2011, Two Penny Fishing Umbrella
Funding.
Executive Adventures, LLC covering the Sailfish Open in February, 2011 in an amount
not to exceed $15,000, FY 2011, Two Penny Fishing Umbrella Funding.
Tammy Gurgiolo covering the Islamorada Women's Sailfish in February 2011, in an
amount not to exceed $2,200, FY 2011, Two Penny Fishing Umbrella Funding.
Tournament Consultants covering the Backcountry Fly Championship in February 2011,
in an amount not to exceed $1,000, FY 2011, Two Penny Fishing Umbrella Funding.
Captain Terry Fisher, LLC covering the Capt. Leon Shell Memorial Sailfish Tournament
in March, 2011 in an amount not to exceed $10,000, FY 2010, Two Penny Fishing Umbrella
Funding.
Charlotte Ambrogio covering the Islamorada All -Tackle Spring Bonefish Tournament in
April, 2011 in an amount not to exceed $1,000, FY 2011, Two Penny Fishing Umbrella Funding.
Executive Adventures LLC covering the World Sailfish Championship in April, 2011 in
an amount not to exceed $45,000, FY 2011, Two Penny Fishing Umbrella Funding.
Marathon Offshore Bull & Cow Dolphin covering the Marathon Offshore Bull & Cow
Dolphin Tournament, Inc. in April -May 2011, in an amount not to exceed $3,000, FY 2011, Two
Penny Fishing Umbrella Funding.
Coral Shores Athletic Booster Club, Inc. covering the Nick Sheahan Dolphin Rodeo in
April -May, 2011 in an amount not to exceed $4,425, FY 2011, Two Penny Fishing Umbrella
Funding.
Charlie's Coconuts, LLC covering the Coconuts Dolphin Tournament in May, 2011 in an
amount not to exceed $15,000, FY 2011, Two Penny Fishing Umbrella Funding.
Florida Keys Triple Slam Fishing Tournament covering the Florida Keys Triple Slam
Fishing Tournament in May, 2011 in an amount not to exceed $5,000, FY 2011, Two Penny
Fishing Umbrella Funding.
David Breznicky covering the Tarponian Tournament in May, 2011 in an amount not to
exceed $3,000, FY 2011, Two Penny Fishing Umbrella Funding.
Golden Fly Invitational Tarpon Tournament, Inc. covering the Outback Golden Fly
Tarpon Tournament in May, 2011 in an amount not to exceed $1,000, FY 2011, Two Penny
Fishing Umbrella Funding.
Marathon Bait and Tackle, Inc. covering the Ladies Tarpon Tournament in May, 2011 in
an amount not to exceed $2,000, FY 2011, Two Penny Fishing Umbrella Funding.
Marathon Bait and Tackle, Inc. covering the Marathon International Tarpon Tournament
in May, 2011 in an amount not to exceed $3,000, FY 2011, Two Penny Fishing Umbrella
Funding.
Interselect, Inc., dba Burdines Waterfront covering the Blackfin Tuna Fun Fishing
Tournament in June, 2010 in an amount not to exceed $2,000, FY 2011, Two Penny Fishing
Umbrella Funding.
Gold Cup Tarpon Tournament, Inc. covering the Gold Cup Tarpon Tournament in June,
2011 in an amount not to exceed $1,000, FY 2011, Two Penny Fishing Umbrella Funding.
The Don Hawley Foundation, Inc. covering the Don Hawley Tarpon Tournament in June,
2011 in an amount not to exceed $1,000, FY 2011, Two Penny Fishing Umbrella Funding.
Key West Gators, Inc. covering the Key West Gator Club Dolphin Derby in June, 2011 in
an amount not to exceed $5,000, FY 2011, Two Penny Fishing Umbrella Funding.
Lower Keys Chamber of Commerce, Inc. covering the Big Pine and Lower Keys Dolphin
Tournament in June, 2011 in an amount not to exceed $9,000, FY 2011, Two Penny Fishing
Umbrella Funding.
Islamorada Charterboat Association, Inc. covering the Islamorada Dolphin Tournament in
June, 2011 in an amount not to exceed $5,000, FY 2011, Two Penny Fishing Umbrella Funding.
Interselect Inc. dba Burdines Waterfront covering the 1 lth Annual Dolphin & Blackfin
Tuna Fun Fishing Tournament in June, 2011 in an amount not to exceed $2,000, FY 2011, Two
Penny Fishing Umbrella Funding.
Professional Firefighters of MC IAFF Local 3909 covering the Dolphin Flashover in July,
2011 in an amount not to exceed $2,000, FY 2011, Two Penny Fishing Umbrella Funding.
Tournament Consultants, Inc. covering the Del Brown Permit Tournament in July, 2011
in an amount not to exceed $1,500, FY 2011, Two Penny Fishing Umbrella Funding.
Key West Marlin Tournament, Inc. covering the Key West Marlin Tournament in July,
2011 in an amount not to exceed $30,000, FY 2011, Two Penny Fishing Umbrella Funding.
Herman Lucerne Memorial Foundation covering the Herman Lucerne Memorial
Tournament in September 2011 in an amount not to exceed $3,500, FY 2011, Two Penny
Fishing Umbrella Funding.
E
The Saltwater Angler, Inc. covering the Saltwater Angler's Grand Slam in September
2011 in an amount not to exceed $5,000, FY 2011, Two Penny Fishing Umbrella Funding.
Charlotte Ambriogio covering the Islamorada Fall Fly Bonefish Tournament in
September 2011 in an amount not to exceed $1,000, FY 2011, Two Penny Fishing Umbrella
Funding.
The Redbone, Inc. covering the Robert James SLAM Celebrity Tournament in September
2011 in an amount not to exceed $6,000, FY 2011, Two Penny Fishing Umbrella Funding.
Charlotte Ambriogio covering the Islamorada All Tackle Bonefish World Championship
Tournament in October 2011 in an amount not to exceed $1,000, FY 2011, Two Penny Fishing
Umbrella Funding.
The Redbone, Inc. covering the Baybone Celebrity Tournament in October 2011 in an
amount not to exceed $9,000, FY 2011, Two Penny Fishing Umbrella Funding.
The Redbone, Inc. covering the Redbone Celebrity Tournament in November 2011 in an
amount not to exceed $6,500, FY 2011, Two Penny Fishing Umbrella Funding.
Cultural Umbrella Event Agreements for Fiscal Year 2011, totaling $486,812:
Upper Keys Business Group, Inc.covering the Key Largo Pirate's Fest, in October 2010
in an amount not to exceed $25,000, FY 2011, Two Penny Cultural Umbrella Funding.
Key West Garden Club, Inc. covering the Key West Garden Club 2010/2011 Seasonal
Events between October 2010 - April 2011, in an amount not to exceed $7,000, FY 2011, Two
Penny Cultural Umbrella Funding;
Marathon Garden Club, Inc. covering the Marathon Garden Club's Seasonal Events,
between October 2010 - May 2011 in an amount not to exceed $10,0000, FY 2011, Two Penny
Cultural Umbrella Funding.
Key West Symphony Orchestra, Inc. covering the Key West Symphony Orchestra,
between October 2010 - July 2011 in an amount not to exceed $8,500, FY 2011, Two Penny
Cultural Umbrella Funding.
Marathon Community Theatre, Inc. covering the Marathon Community Theatre
2010/2011 Season, between October 2010 - September 2011 in an amount not to exceed
$25,000, FY 2011, Two Penny Cultural Umbrella Funding.
Miami -Dade Historical Maritime Museum, Inc. covering the Key West Coast Guard
Maritime Museum between October, 2010 - September, 2011, in an amount not to exceed
$5,000, FY 2011, Two Penny Cultural Umbrella Funding.
The Studios of Key West, Inc. covering the Studios of Key West 2010-2011 Cultural
Season between October, 2010 - September, 2011, in an amount not to exceed $18,491, FY
2011, Two Penny Cultural Umbrella Funding.
Key West Film Society, Inc. covering the Key West's Year Round Film Festival between
October, 2010 - September, 2011, in an amount not to exceed $21,420, FY 2011, Two Penny
Cultural Umbrella Funding.
The Key West Harry S. Truman Foundation, Inc. covering the Little White House
Presidential Exhibits & Public Programs between October, 2010 - September, 2011 in an
amount not to exceed $20,433, FY 2011, Two Penny Cultural Umbrella Funding.
Red Barn Actors Studio, Inc. covering the Red Barn Theatre 2010/2011 Season between
October, 2010 - September, 2011, in an amount not to exceed $23,867, FY 2010, Two Penny
Cultural Umbrella Funding.
The Mel Fisher Heritage Society, Inc. covering the Keys Maritime Exploration
Experience, between October 2010 - September 2011, in an amount not to exceed $18,103, FY
2011, Two Penny Cultural Umbrella Funding.
Key West Council of the Arts, Inc. covering the Impromptu Concerts 2010/2011, between
October, 2010 - September, 2011, in an amount not to exceed $12,539 FY 2011, Two Penny
Cultural Umbrella Funding.
The Marathon Community Theatre, Inc. covering the Marathon Community Theatre
Season 2009-2010 between October, 2009 and September, 2010 in an amount not to exceed
$23,000 FY 2011, Two Penny Cultural Umbrella Funding.
The Florida Keys History of Diving Museum, Inc. covering Immerse Yourself, between
October 2010 - September 2011 in an amount not to exceed $17,000 FY 2011, Two Penny
Cultural Umbrella Funding.
Key West Art & Historical Society, Inc. covering the Key West Art & Historical Society
Cultural Events Series between October, 2010 - September, 2011 in an amount not to exceed
$25,000, FY 2011, Two Penny Cultural Umbrella Funding.
St. Paul's Episcopal Church of KW Florida covering the Performance at St. Paul's
between October 2010 - September 2011 in an amount not to exceed $11,406, FY 2011, Two
Penny Cultural Umbrella Funding.
Pirate Tours of Key West covering the Pirates in Paradise Festival between November,
2010 and December, 2010, in an amount not to exceed $6,227, FY 2011, Two Penny Cultural
Umbrella Funding.
Florida Keys Art Guild, Inc. covering the Florida Keys Art Guild Art Festivals between
November, 2010 - April, 2011, in an amount not to exceed $22,688, FY 2011, Two Penny
Cultural Umbrella Funding.
Florida Keys Community Concert Band, Inc. covering the Pops in the Park between
November, 2010 - April, 2011, in an amount not to exceed $16,070 FY 2011, Two Penny
Cultural Umbrella Funding.
Key West Players, Inc. covering the Waterfront Playhouse 2011/2011 Season between
November, 2010 - June 2011, in an amount not to exceed $18,070 FY 2011, Two Penny
Cultural Umbrella Funding.
Lower Keys Artists Network, Inc. covering the Art Going Green on Big Pine Key
between November, 2010 - July, 2011, in an amount not to exceed $6,000 FY 2011, Two Penny
Cultural Umbrella Funding.
Performing Arts Centers of Key West, Inc. covering the Tennessee Williams Theatre
between November 2010 - September 2011, in an amount not to exceed $17,196 FY 2011, Two
Penny Cultural Umbrella Funding.
No Matter What Productions, Inc. covering the 12 Step Music Fest between November,
2010 - November 2011 in an amount not to exceed $12,000 FY 2011, Two Penny Cultural
Umbrella Funding.
Paradise Ballet Theatre Presenters, Inc. and Nutcracker Key West during December, 2010
in an amount not to exceed $12,054, FY 2011, Two Penny Cultural Umbrella Funding.
Key Largo Merchants Association, Inc. covering the Pennekamp 50th Anniversary in
December, 2010, in an amount not to exceed $25,000 FY 2011, Two Penny Cultural Umbrella
Funding.
Old Island Restoration Foundation, Inc. covering the KW House & Gardens Tours and
Conch Shell Blowing in between December 2010 - March 2011, in an amount not to exceed
$10,112 FY 2011, Two Penny Cultural Umbrella Funding.
National Council for Traditional Arts, Inc. covering the Florida Keys Traditional Music
Festival, 2nd Annual, January 2011, in an amount not to exceed $20,000 FY 2011, Two Penny
Cultural Umbrella Funding.
Monroe Association for Retarded Citizens, Inc. covering the Master Chefs Classic,
January 2011, in an amount not to exceed $4,000 FY 2011, Two Penny Cultural Umbrella
Funding.
The Key West Pops, Inc. covering the Key West Pops 2010/2011 Concert Season,
January 2011, in an amount not to exceed $3,000 FY 2011, Two Penny Cultural Umbrella
Funding.
Key West Literary Seminar, Inc., covering the KW Literary Seminar, 29th Annual,
January 2011, in an amount not to exceed $14,000 FY 2011, Two Penny Cultural Umbrella
Funding.
Key West Art Center, Inc. covering the Key West Craft Shop and Old Island Days Art
Festival, January 2011 - February 2011, in an amount not to exceed $4,800 FY 2011, Two
Penny Cultural Umbrella Funding.
Key West Botanical Garden Society, Inc. covering the Key West Tropical Garden
Cultural Calendar Event, January 2011 - August 2011, in an amount not to exceed $10,000 FY
2011, Two Penny Cultural Umbrella Funding.
Pigeon Key Foundation, Inc. covering the Pigeon Key Art Festival in February, 2011, in
an amount not to exceed $9,559, FY 2010, Two Penny Cultural Umbrella Funding.
Lower Keys Chamber of Commerce, Inc. covering the Underwater Music Festival in July,
2011, in an amount not to exceed $5,000, FY 2011, Two Penny Cultural Umbrella Funding.
Florida Keys Birding and Wildlife Festival, Inc. covering the Florida Keys Birding and
Wildlife Festival in September 2011, in an amount not to exceed $11,000, FY 2011, Two Penny
Cultural Umbrella Funding.
Florida Keys History of Diving Museum, Inc. for the Diving History Research Library
and Meeting Room project in an amount not to exceed $74,181 DAC IV, FY 2011 Capital
Resources.
Islamorada, Village of Islands for beach and beach park facilities cleaning an trash
removal services in Islamorada in an amount not to exceed $45,000 per year for five years,
commencing with DAC IV, FY 2011 Capital Resources.
City of Marathon covering Sombrero and Coco Plum beach cleaning and maintenance in
an amount not to exceed $90,500, DAC III, FY 2011 Capital Resources.
Marine Mammal Conservancy, Inc. for the Marine Mammal Conservancy Phase 1 project
to extend termination of Agreement to November, 30, 2010.
Marine Mammal Conservancy, Inc. covering the Marine Mammal Conservancy Phase II
Property Improvements project in an amount not to exceed $28,180, DAC V, FY 2011 Capital
Resources.
Lower Keys Chamber of Commerce, Inc. covering the Big Pine & Lower Keys Nautical
Flea Market in an amount not to exceed $8,000, DAC II, FY 2011 Event Resources.
Upper Keys Rotary Foundation, Inc. covering the Gigantic Nautical Flea Market in
February, 2011 in an amount not to exceed $7,500, DAC IV, FY 2011 Event Resources.
Domestic Abuse Shelter, Inc. covering the No Name Race in an amount not to exceed
$3,000, DAC II Event Resources.
Key Largo Merchants Association, Inc. covering the Key Largo Stone Crab & Seafood
Festival in an amount not to exceed $30,000, DAC V, FY 2011 Event Resources.
All of the above -mentioned agreements are on the enclosed memory stick. Pursuant to
our conversation, I am returning the FKCC covering the FKCC Keys Chorale Concert Series
between December 2010 - April 2011, in an amount not to exceed $11,277 FY 2011, Two Penny
Cultural Umbrella Funding as the signature was not witnessed. I did get over zealous with the
Mayor's stamp and stamped the document; therefore, I removed the page. Can you please replace
the signature page? My apologies.
Should you have any questions, please feel free to contact me.
cc: County Attorney
Finance
File
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between Monroe County, Florida, a
political subdivision of the state of ("County"), and The Key West Pops, Inc.
("Event Sponsor") on this g&! 'day of ?;?-,
, 2010.
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 $3,000 (Three Thousand
Dollars) effective October 20, 2010 for promotion and related expenditures, as described in the
event budget, attached hereto as Exhibit "D", for production of the Key West Pops 2010/2011
Concert Season in January, 2011. No amendments shall be made to Exhibit "D" after approval
of contract. Payment will be made only after Event Sponsor submits invoices and support
documentation acceptable to the County's Finance Department. The advertising and promotion
budget using County funding may be altered as to the individual line items, or components, within
10% of the 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 performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the County.
2. Duties of Event Sponsor: Event Sponsor shall provide promotion and related services
as described in the Schedule of Events, 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. Invoicing: A list of Acceptable Event Marketing Expenses is attached to the
contract as Exhibit "A". The contracted agencies of record shall receive payment of work in
progress upon submission of documented invoices associated with the event. Event sponsor fully
understands that funding is obtained from tourist development taxes for which the fiscal year ends
September 30, 2011. Event sponsor also understands that the funding process through which this
contract was made available by County requires event sponsors to submit their payment requests as
quickly as possible and to finalize all such requests before the end of the fiscal year, if at all possible.
In order for the tourist development taxes to be utilized most effectively for the purpose for which they
were authorized, attracting and promoting tourism, the budgeting process of the County requires the
event's funding to be concluded in a timely manner. In recognition that the timeliness of payment
requests is of extreme importance to the funding of future advertising and promotion for the stability of
the tourist -based economy, Event Sponsor agrees to submit by September 30, 2011, all invoices and
support documentation as required by the County's Finance Department rules and policies. Event
Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#: 769
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, 2011, except that for events with
promotional expenditures incurred between July 1 and September 30, 2011, 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), their officers, employees and agents from any and all claims for
bodily injury (including death), personal injury, and property damage (including property owned by
Monroe County) and any other losses, damages, and expenses (including attorney's fees) which
arise out of, in connection with, or by reason of the services provided, event sponsored, or other
activities and funding associated with this agreement.
6. Claims and Venue: Event 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 Sponsor shall maintain records pursuant to generally accepted
accounting principles for four (4) years after the event and shall permit County and its agents and
employees access to said records at reasonable times.
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 without liability and may also, at its discretion, deduct from the
contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage,
gift, or consideration paid to the former or present County officer or employee.
Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#: 769
PA
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. Logo: Logo Usage 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 April, 2010.
In -County Logo: 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 Logo: 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, 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.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#: 769
3
MI WITNESS WHEREOF, the parties gave executed this agreement, effective the day and year
first above written.
(SEAL)
Attest: Danny L. Kolhage,
Dep* Clerk
(CORPORATE SEAL)
Attest:
By.
Secretary
Print Name
Date:
OR TWO WITNESSES
(1)
Board of County Commissioners
of Monroe County
lort airman
The Key West Pops, Inc.
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President
Print Name
Date: r% 17 [ -I-o 1-0
(2)
Print Name
Print Name
Date:
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MON OE COUNTY ATT R EY
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Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#. 769
4
EXHIBIT A
Acceptable Event Marketing Expenses for Cultural Events
BOCC 9/20/06
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 BOCC. The BOCC 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 Board of County Commissioners.
BOCC 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
reimbursement/direct payment packet that includes an executed copy of the funding agreement. The
packet provides guidelines required for reimbursement/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
Marketing expenses for events held outside Monroe County shall not be reimbursed/direct paid. (5/19/10)
CULTURAL/FISHING 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.
Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#: 769
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 Signs: 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.
Programs: 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 (PR): Print and broadcast public relations materials for distribution to media,
such as but not limited to press releases, public service announcements, photography to be
utilized in PR releases and video news releases as approved by the public relations agency of
record. Only permissible PR material produced by the agency of record and/or a professional
public relations agency shall be acceptable. (7/21/10)
In -House Production: In-house production of any permissible expenditures will not be considered
for reimbursement. (7/21/10)
Event Promotions: TDC funding is intended for promotion of events as opposed to the ongoing
programs of an organization or promotion of the facility. TDC will only consider reimbursement of
advertising and promotional materials that highlight the event versus the regular programming of
an organization or facility. (7/21/10)
Items that have not been approved by the appropriate agency of record prior to
production/placement shall not be considered for reimbursement/direct payment.
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 BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC and as
such may not be sold. 09/14/94
Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#: 769
0
EXHIBIT B
Logo/Acknowledgement Usage Guidelines For Cultural Events
BOCC 4/21/10
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'
In -County Logo
The below 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 Sharon Joseph or John Underwood with Tinsley
Advertising at 305-856-6060.
The
Florida KeYS
& Key st
come as you are
MONROE COUNTY TOURIST DEVELOPMEM COUNCIL
Out -of -County Logo
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 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.
Key West Pops
Cultural Umbrella Funding FY 2011
Contract ID#: 769
The
Florida Keys
&Key�Iest
... come as YOU Me
7
EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF ACTIVITIES
FISCAL YEAR 2011
EVENT NAME: The Key West Pops' 2010-2011 Concert Season
January 2011
January 2011
List scheduled event activities in Monroe County in date order *
Event #1
Event #2
*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 300' of the fiscal year you are
funded in. (For example: If pre -promotion is for a November 71h event, you must place that ad
and spend the money prior to September 30'h.
EXHIBIT D
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
FISCAL YEAR 2011
EVENT NAME: Kev West PODS' 2010-2011 Concert Season
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, website/internet advertising only $2,000
PROMOTIONAL SIGNS: posters/banners $100
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cups $
DIRECT MAIL PROMOTIONS: brochures/pamphlets/
postage & shipping $300
PROGRAMS: $300
PUBLIC RELATIONS $
*GENERAL NON -ALLOCATED $300
TOTAL: $3,000
*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.
MARKETING EXPENSES FOR EVENTS HELD OUTSIDE MONROE COUNTY SHALL NOT BE REIMBURSED/DIRECT PAID
----- Forwarded Message -----
From: "Sharon" <sharon@tinsley.com>
To: "Maxine Pacini" <adminasst@fla-keys.com>
Cc: "Stephanie Hellstrom" <kwpopsinfo@comcast.net>, "John John Underwood"
<john@tinsley.com>
Sent: Friday, July 2, 2010 10:17:04 AM
Subject: Re: KW Pops Revised Exhibit D Attached
Maxine,
As I mentioned, the Key West Pops' budget did originally equal $3,000, 1 just
transposed their line items incorrectly into the excel document.
Attached is the budget they would like their contract to be based on.
Thank you for allowing us to make this adjustment.
Best,
Sharon .iosoph
-
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2.
{(it) I r c :cH r1ti'e:, Mianni 1'i 33129
Latest & Greatest blog.tinsley.com
Facebook facebook.com/tinsleyad
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On Jul 2, 2010, at 9:54 AM, Stephanie Hellstrom wrote:
----- Forwarded Message -----
From: "Stephanie Hellstrom" <kwpopsinfo(ap-comcast.net>
To: "Sharon Joseph" <sharon tinsley.com>
Sent: Wednesday, May 26, 2010 7:47:14 AM
Subject: KW Pops Revised Exhibit D Attached
Hi Sharon - Attached is our revised Exhibit D.
Thank you,
Stephanie Hellstrom,
Executive Director
EXHIBIT D
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
FISCAL YEAR 2011
EVENT NAME: Kev West Pops' 2010-2011 Concert Season
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, webs ite/internet advertising only $2,000
PROMOTIONAL SIGNS: posters/banners $100
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cups $
DIRECT MAIL PROMOTIONS: brochures/pamphlets/
postage & shipping $300
PROGRAMS: $300
PUBLIC RELATIONS $
*GENERAL NON -ALLOCATED $300
TOTAL: $3,000
*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.
MARKETING EXPENSES FOR EVENTS HELD OUTSIDE MONROE COUNTY SHALL NOT BE REIMBURSED/DIRECT PAID