FY2011 1st Amendment 07/20/2011DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE: July 25, 2011
TO: Lynda Stuart, Office Manager
Tourist Development Council
ATTN: Maxine Pacini
Administrative Assistant
FROM. • Pamela G. Hanco k, . C.
At the July 20, 2011, Board of County Commissioners meeting, the Board granted
approval and authorized execution of the following:
Item D1 Amendment to the Agreement with Diversified Services of Key West, Inc. to
exercise option to extend agreement for an additional two (2) year period.
Item D2 Agreement with Monroe Council of the Arts Corporation d /b /a Florida Keys
Council of the Arts to act as a Cultural Umbrella organization to make recommendations to the
Monroe County TDC and BOCC on funding for tourism related cultural activities.
Item D3 Amendment to Agreement with EcoWeek Events, Inc. covering EcoWeek 2011
to revise compensation and the scope of services /schedule of events.
Item D4 Amendment to Agreement with Key West Business Guild, Inc. covering Key
West Pride to revise Exhibit C — budget.
Item D5 Resolution No. 209 -2011 transferring DAC III, EcoWeek 2011 to DAC III
Promotional and Advertising Resources.
Item D6 Resolution No. 210 -2011 transferring DAC IV, Event Resources to DAC IV
Promotional and Advertising Resources.
Attached is the electronic copy of the above - mentioned for your handling. Should you
have any questions, please feel free to contact me.
cc: County Attorney
Finance
File
AMENDMENT flat AMENDMENT) TO AGREEMENT
THIS AMENDMENT to agreement dated the day of 2 11 is
entered into by and between the Board of County Commissioners or Won e County,
on behalf of the Tourist Development Council, and EcoWeek Events, In . a not for
profit organization organized and operating under the laws of the state of Florida
(Grantee).
WHEREAS, there was an agreement entered into on December 15, 2010
between the parties, awarding $66,217 to EcoWeek Events, Inc. for the production of
EcoWeek 2011 between October and November, 2011; and
WHEREAS, EcoWeek Events, Inc. has requested to rescind their funds from
District III due to inability to produce events outlined in Exhibit E of the original
agreement; and
WHEREAS, it has become necessary to revise the Schedule of Events listed in
Exhibit CAFA revise the compensation amount for districts IV and V; and Exhibit H —
budget.
NOW, THEREFORE, in consideration of the mutual covenants contained herein
the parties agree to the amended agreement as follows:
1. Paragraph 1 of the agreement shall be revised to read as follows:
The County agrees to pay up to $37,217 (Thirty Seven Thousand, Two Hundred and
Seventeen Dollars: District I = $14,989; District II = $2,228; District IV = $10,000;
District V = $10,000) for EcoWeek 2011 in October and November, 2011 from tourist
development tax funds (see Revised Exhibit "H" attached hereto). Of this amount, no
more than 10% or $3,722 (Three Thousand, Seven Hundred and Twenty Two Dollars)
shall be expended on advertising media costs attributable to in- county placement. The
general non - allocated section of an 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. A revised Exhibit "H" is
attached hereto and incorporated by reference. No amendments shall be made to
the Revised Exhibit "H" after approval of amendment to agreement. A list of
Acceptable Event Marketing Expenses is attached to the original agreement as
Exhibit "A ".
2. Exhibits C; D; F; G; shall be revised and attached hereto and their provisions
incorporated by reference.
3. The remaining provisions of the agreement dated December 15, 2010 shall
remain in full force and effect.
Amendment # 1
EcoWeek FY 2011
ID# 827
ESS WHEREOF, the parties have set their hands and seal on the day
love written.
Board of County Commissioners
Clerk of Monroe County
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Clerk
(CORPORATE SEAL)
Attest:
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EcoWeek Events, Inc.
B. "/ B Y
Secretary President
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"JIONWE COUNTY ATTORNEY
AP OVM AS TO FORM:
Amendment #1
EcoWeek FY 2011
ID# 927
/ ,CYNTHIA L. HALL
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Revised Exhibit C
District 1
1. REEF LionFish Derby
2. EcoSummit — (3 days)
3. Permission to link from the EcoWeek Florida Keys website to the TDC /district
homepage
4. Provide permission for District I to use the EcoWeek logo for advertising district
EcoWeek events
Revised Exhibit D
District II
1. Go! Green AutoCross
2. Permission to link from the EcoWeek Florida keys website to the TDC /district
homepage
3. Provide permission for District II to use the EcoWeek logo for advertising district
EcoWeek events
Revised Exhibit F
District IV
1. Green Isle Music Festival
2. Permission to link from the EcoWeek Florida Keys website to the TDC /district
homepage
3. Provide permission for District IV to use the EcoWeek logo for advertising district
EcoWeek events
Revised Exhibit G
District V
1. Recycled Runway Fashion Show
2. Coral Restoration Project
3. Permission to link from the EcoWeek Florida Keys website to the TDC /district
homepage
4. Provide permission for District V to use the EcoWeek logo for advertising district
EcoWeek events
REVISED EXHIBIT H
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 (Revised Exhibit H) after BOCC approval of Agreement
FISCAL YEAR 2011
EVENT NAME: EcoWeek 2011
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, website /Internet advertising only $37,217
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: $37,217
*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