FY2012 10/19/2011 DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE: October 21, 2011
TO: Lynda Stuart, Office Manager (via e-mail)
Tourist Development Council
ATTN: Marine Pacini
Administrative Assistant
FROM: Pamela G. Han •c'►�'I.
At the October 19, 2011, Board of County Commissioners meeting, the Board granted
approval and authorized execution of the following FY 2012 Cultural Events Agreements:
• Agreement with Upper Keys Business Group, Inc. covering the Key Largo Pirate's Fest in
October 2011 in an amount not to exceed $18,350, FY 2012 Two Penny Cultural
Umbrella Funding.
• Key West Garden Club, Inc. covering the Key West Garden Club 2011 -2012 Seasonal
Events between October 2011 and April 2012 in an amount not to exceed $14,279, FY
2012 Two Penny Cultural Umbrella Funding.
• Key West Players, Inc. covering the Waterfront Playhouse 2011 -2012 Season between
October 2011 and June 2012 in an amount not to exceed $20,779, FY 2012 Two Penny
Cultural Umbrella Funding.
• Key West Botanical Garden Society, Inc. covering the Key West Tropical Forest &
Botanical Garden Cultural Events between October 2011 and August 2012 in an amount
not to exceed $18,290, FY 2012 Two Penny Cultural Umbrella Funding.
• The Marathon Community Theatre, Inc. covering the Marathon Community Theatre
2011 -2012 Season between October 2011 and September 2012 in an amount not to
exceed $20,600, FY 2012 Two Penny Cultural Umbrella Funding.
• The Key West — Harry S. Truman Foundation, Inc. covering the Truman 2012 between
October 2011 and September 2012 in an amount not to exceed $17,827, FY 2012 Two
Penny Cultural Umbrella Funding.
• Key West Art and Historical Society, Inc. covering the Key West Art & Historical
Society Cultural Events Series for 2011 -2012 between October 2011 and September 2012
in an amount not to exceed $20,929, FY 2012 Two Penny Cultural Umbrella Funding.
• The Florida Keys History of Diving Museum, Inc. covering the Immerse Yourself —
Enhanced Diving Experience between October 2011 and September 2012 in an amount
not to exceed $15,281, FY 2012 Two Penny Cultural Umbrella Funding.
• The Studios of Key West, Inc. covering the Studios of Key West 2011-2012 Event
Season between October 2011 and September 2012 in an amount not to exceed $16,993,
FY 2012 Two Penny Cultural Umbrella Funding.
• Saint Paul's Protestant Episcopal Church of Key West, Florida covering the Performance
at St. Paul's between October 2011 and September 2012 in an amount not to exceed
$8,912, FY 2012 Two Penny Cultural Umbrella Funding.
• Red Barn Actors' Studio, Inc. covering the Red Barn Theatre 2011 -2012 Theatre Season
between October 2011 and September 2012 in an amount not to exceed $20,281, FY
2012 Two Penny Cultural Umbrella Funding.
• Morada Way Arts & Cultural District, Inc. covering the Morada Way Third Thursday
Walkabouts & Fine Art Expo between October 2011 and September 2012 in an amount
not to exceed $18,610, FY 2012 Two Penny Cultural Umbrella Funding.
• The Mel Fisher Maritime Heritage Society, Inc. covering The Keys Maritime Exploration
Series between October 2011 and September 2012 in an amount not to exceed $19,818,
FY 2012 Two Penny Cultural Umbrella Funding.
• Key West Film Society, Inc. covering The Art of Film in Key West between October
2011 and September 2012 in an amount not to exceed $18,105, FY 2012 Two Penny
Cultural Umbrella Funding.
• Pirate Tours of Key West covering the Pirates in Paradise Festival 2011 between
November and December 2011 in an amount not to exceed $16,947, FY 2012 Two Penny
Cultural Umbrella Funding.
• Florida Keys Community Concert Band, Inc. covering the Pops in the Park between
November 2011 and April 2012 in an amount not to exceed $15,598, FY 2012 Two
Penny Cultural Umbrella Funding.
• Florida Keys Art Guild, Inc. covering the Florida Keys Art Guild Festivals between
November 2011 and April 2012 in an amount not to exceed $16,802, FY 2012 Two
Penny Cultural Umbrella Funding.
• No Matter What Productions, Inc. covering the 12 Step Music Fest between November
2011 and November 2012 in an amount not to exceed $14,192, FY 2012 Two Penny
Cultural Umbrella Funding.
• Old Island Restoration Foundation, Inc. covering the Key West House & Garden Tours;
Conch Shell Blowing Contest between December 2011 and March 2012 in an amount not
to exceed $13,619, FY 2012 Two Penny Cultural Umbrella Funding.
• The Key West Pops, Inc. covering the Key West Pops' 2011 -2012 Season between
December 2011 and April 2012 in an amount not to exceed $14,678, FY 2012 Two
Penny Cultural Umbrella Funding.
• Key West Literary Seminar, Inc. covering the Key West Literary Seminar (30 Annual) in
January 2012 in an amount not to exceed $18,012, FY 2012 Two Penny Cultural
Umbrella Funding.
• Monroe Association for Retarded Citizens, Inc. covering the Master Chefs Classic (18'
Annual) in January 2012 in an amount not to exceed $7,713, FY 2012 Two Penny
Cultural Umbrella Funding.
• Key West Art Center, Inc. covering the Key West Craft Show and Old Island Days Art
Festival between January and February 2012 in an amount not to exceed $7,075, FY 2012
Two Penny Cultural Umbrella Funding.
•
• Key West Council on the Arts, Inc. covering the Impromptu Classical Concerts between
January and July 2012 in an amount not to exceed $17,422, FY 2012 Two Penny Cultural
Umbrella Funding.
• Marathon Garden Club, Inc. covering the Marathon Garden Club's House & Garden Tour
in February 2012 in an amount not to exceed $9,840, FY 2012 Two Penny Cultural
Umbrella Funding.
• Pigeon Key Foundation, Inc. covering the Pigeon Key Art Festival in February 2012 in an
amount not to exceed $17,850, FY 2012 Two Penny Cultural Umbrella Funding.
• Key Largo Merchants Association, Inc. covering the Key Largo's Original Music Festival
in May 2012 in an amount not to exceed $18,650, FY 2012 Two Penny Cultural Umbrella
Funding.
• Merging Ideas Developing Arts Corporation covering the Key West Modern Dance in
June 2012 in an amount not to exceed $8,810, FY 2012 Two Penny Cultural Umbrella
Funding.
• Lower Keys Chamber of Commerce, Inc. covering the Underwater Music Festival (28
Annual) in July 2012 in an amount not to exceed $7,749, FY 2012 Two Penny Cultural
Umbrella Funding.
• Florida Keys Birding and Wildlife Festival, Inc. covering the Florida Keys Birding and
Wildlife Festival in September 2012 in an amount not to exceed $11,792, FY 2012 Two
Penny Cultural Umbrella Funding.
Attached is the electronic copy of each of the above - mentioned for your handling.
Should you have any questions, please feel free to contact me.
cc: County Attorney w/o documents
Finance
File
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between Monroe County, Florida, a
political subdivision of the state o F orida ( "Coun ;'), and Morada Way Arts & Cultural District,
Inc. ( "Event Sponsor ") on this may of , 2011.
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 $18,610 (Eighteen Thousand, Six
Hundred and Ten Dollars) effective October 1, 2011 for promotion and related expenditures, as
described in the event budget, attached hereto as Exhibit "D ", for production of the Morada Way
Third Thursday Walkabouts & Fine Art Expo between October, 2011 and September, 2012.
Of this amount, no more than 30% or $4,222 shall be expended on advertising media costs
attributable to in- county placement. 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, 2012. 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, 2012,
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #: 930
1
all invoices and support documentation as required by the County's Finance Department rules and
policies. Event Sponsor shall not be reimbursed nor will Event Sponsor's vendors be paid
directly for any invoices received by the County after September 30, 2012, except that for
events with promotional expenditures incurred between July 1 and September 30, 2012,
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 16 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, Chapter
2.
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
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #: 930
2
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.
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. Lotto 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.
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #: 930
13. 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 governing board.
ZEOF, the parties have executed this agreement, effective the day and year first
hage, Clerk
De uty Clerk
(CORPORATE SEAL)
Attest:
By
Secretary
Print Name
OR TWO WITNESSES
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VASTS P0. u-15ALO-0
Print Name
Date: )
Board of County Commissioners
of Monroy County
/ �
Mayor /Chairman
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Morada Way Arts A CWltura
Inc.
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Print Name
Date: 'ILV442011
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Print Name
Date: '1/33/.101
MONROE COUNTY ATTORNEY
APMOVED AS TOtFORM:
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #. 930
CIYNTHIA L. HALL
ASSISTANT COUNTY ATTORNEY
Date 1- 1 2)- a
Il
Acceptable Event Marketing Expenses for Cultural Events
Approved by BOCC 4/20/11
EXHIBIT A
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 9/9/93
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 found in Section II of the
Operations Manual 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.
Each Umbrella shall appropriate a minimum of 30% of the funds of the Umbrella for generic 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,
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #: 930
5
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: Procedures for cultural events can be found in the Monroe County TDC
Operations Manual in Section IV -C. Within the Cultural 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.
Media Placement & Production Costs: newspaper; magazines, radio; TV; website /internet
advertising onl
Event producers /coordinators are required to spend no more than 30% of funds on advertising in
Monroe County. This includes in- county newspaper, radio, magazines, TV and local (in- county)
webs ite/i ntern et advertising.
If event producer /coordinator wishes to augment their marketing program with additional in- county
placement they may do so utilizing their own resources.
The remaining 70% out -of- county advertising budget shall be placed with newspaper, radio,
magazines, TV and websites outside of Monroe County. i.e. nytimes.com; chicagotribune.com,
etc. The only local (in- county) website/ internet advertising expenditure considered out of the 70%
line item to be approved by the advertising agency of record (Tinsley Advertising) shall be the
official Monroe County Tourist Development website. (TDC — 1/25/11 and BOCC 2/16/11)
Promotional Signs posters and banners
Promotional Items T- shirts; hats; jackets; koozie cups. Refer to Sales /Resale statement in
Section II of the Operations Manual.
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.
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #: 930
Co
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. Bocc 7/21/10
In -House Production: In -house production of any permissible expenditures will not be considered
for reimbursement. Bocc 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. Bocc 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. Bocc 7/21/10
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 BOCC/TDC, in accordance with Florida Public Records Law, are owned by the
BOCC/TDC and as such may not be sold. 09114/94
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #. 930
VA
Logo /Acknowledgement Usage Guidelines For Cultural Events
BOCC 4/21 /10
EXHIBIT B
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
FloriddKeys
& Ke st
� 0 come as you are'
MONROECOUNTYTOUR DEVEIODMENTCOUNCII
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.
The
FloriddKeys
& Key �Iest 0
Morada Way Third Thursday Walkabouts & Fine Art Expo
Cultural Umbrella Funding FY 2012
Contract ID #: 930
EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2012
EVENT NAME Morada Way Third Thursday Walkabouts & Fine Art Expo
Morada Way Arts and Cultural District, Inc. will produce the above named event to include
the following activities:
Twelve (12) evenings of "Walkabouts" that will take place on the third Thursday of each month.
Businesses in the district will stay open late, and there will be a different theme for each month.
There will be art, culture, food and entertainment.
In the month of January, 2012 there will be a Fine Art Expo featuring artists from all over the
country.
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 2012
EVENT NAME: Morada Way Third Thursday Walkabout and Fine Art Expo
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, website /internet advertising only $14,075
PROMOTIONAL SIGNS: posters /banners $
PROMOTIONAL ITEMS: t- shirts, hats, jackets, koozie cups $500
DIRECT MAIL PROMOTIONS: brochures /pamphlets/
postage & shipping $250
PROGRAMS: $100
PUBLIC RELATIONS $1,500
*GENERAL NON - ALLOCATED $2,185
TOTAL: $18,610
TDC will only consider reimbursement of advertising and promotional materials that highlight
the event versus the regular programming of an organization or facility -See Exhibit A
Event producers are required to spend NO more than 30% of funds on advertising IN Monroe County
In -house marketing is not a permissible expenditure
'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.
Byla 6Z & t "A L
CONTENTS
ARTICLE I
Board of Directors
1.1
Size of Board
1.2
Responsibilities of Board
1.3
Term Limits
1.4
Vacancies
1.5
Regular Meetings
1.6
Special Meetings
1.7
Quorum
1.8
Committees
1.9
Removal of Board Members
ARTICLE 11
Officers
2.1
Designations
2.2
President
2.3
Vice President
2.4
Secretary
2.5
Treasurer
2.6
Delegation
2.7
Vacancies
2.8
Removal
81549 Old Highway
Islamorada, FL 33036
moradawayartCcD-g mail. com 305.664.9100
ARTICLE III
Mission Statement
ARTICLE IV
Amendments
ARTICLE I
Board of Directors
1.1 Size of Board
The Board shall consist of five (5) persons.
1.2 Responsibilities of Board
The Board shall assume responsibility of the management of all the affairs,
property and interests of the organization. In addition to the powers and
authorities expressly conferred upon it by these bylaws, the Board of Directors
may exercise all such powers of the organization and do all such lawful acts and
things as are not by statute or by these bylaws otherwise prohibited.
1.3 Term Limits
Board members shall be allowed to serve until they choose to resign or until they
are removed in accordance with Article 1.9 of these bylaws.
1.4 Vacancies
All vacancies in the Board of Directors shall be filled by the affirmative vote of a
majority of the remaining Directors.
1.5 Regular Meetings
Regular meetings of the Board of Directors will be held not less frequently than
once each calendar quarter. All meetings will be chaired by the Board Chairman,
who shall be appointed by a majority vote of the entire Board. This vote is to be
held during the last regularly scheduled Board meeting each calendar year.
1.6 Special Meetings
Special meetings of the Board of Directors may be called at any time upon
request of any three (2) Directors.
1.7 Quorum
A majority of the entire Board of Directors [three (3) Directors] shall be necessary
and sufficient at all meetings to constitute a quorum for the transaction of
business.
1.8 Committees
The Board of Directors may appoint standing or temporary committees, each
committee including not less and one (1) Director. Such committees may be
3
vested with such powers as the Board may determine by resolution passed by a
majority of the full Board of Directors.
1.9 Removal
Any Director may be removed at any time, with or without cause, by the
affirmative vote of four (4) members of the Board of Directors.
ARTICLE 11
Officers
2.1 Designations
The officers of the organization shall be a President, a Vice President, a
Secretary and a Treasurer. All officers shall be appointed by the Board of
Directors and shall serve for terms to be determined by the Board.
2.2 The President
The President shall represent the organization within the community and shall
share with the Vice President (Executive Director) general supervision of the
affairs of the organization. The President shall perform such other duties as are
incident to the office, or are properly required by the Board of Directors.
2.3 The Vice President
The Vice President shall assume the title of Executive Director and shall share
with the President general supervision of the affairs of the organization. The
Vice President shall perform such other duties as are incident to the office, or are
properly required by the Board of Directors.
2.4 The Secretary
The Secretary shall issue notices for all meetings, keep minutes of all meetings,
and make such reports and perform such other duties as are incident to the
office, or are properly required by the Board of Directors.
2.5 The Treasurer
The Treasurer shall determine that the Executive Director responsibly performs
the following:
- Keep regular books of account
4
Disburses the funds of the organization in payment of the just
demands against the organization
Renders an account of all transactions undertaken and of the financial
condition of the organization
Complies with State and Federal filing requirements
The Treasurer shall be responsible for reporting on all relevant financial matters
at each regular Board of Directors meeting.
2.6 Delegation
If any officer of the organization is absent or unable to act and no other person is
authorized to act in such officer's place by the provisions of these bylaws, the
Board of Directors may delegate the powers or duties of such officer to any other
officer or any other person it may select.
2.7 Vacancies
Vacancies in any office arising from any cause may be filled by the Board of
Directors at any regular or special meeting of the Board.
2.8 Removal
Any officer or agent elected or appointed by the Board of Directors may be
removed at any time, with or without cause, by the affirmative vote of the majority
of the entire Board of Officers.
ARTICLE III
Mission Statement
3.1 Increase community awareness, knowledge, and support of the arts (including
the performing arts) and culture.
3.2 Enable and encourage collaboration within the cultural community.
3.3 Strengthen and enhance our member businesses by organizing and hosting
programs and activities within the District.
3.4 Provide our residents and visitors with quality programming that showcases the
talents of the creative community and celebrates the unique culture of the Upper
Keys.
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3.4 Pro our reskient&a visitors wit grammar ��yvcases the
talen . __�Terurnculture of the Upper
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Keys.
3.5 Recruit new artists to relocate or start up their business within the boundaries of
the district.
3.6 Work with complementary businesses and organizations to fulfill the potential of
the district.
3.7 Provide the resources necessary to mentor and develop local emerging artists.
3.8 Work with local schools and students to develop interests in the arts and provide
opportunities within the district to express those interests.
3.9 Provide economic assistance to local art students through scholarships and
grants.
3.10 Host an annual juried arts festival that will develop over time into a signature
event benefiting both our community's status and economic well being.
ARTICLE IV
Amendments
The Board of Directors shall have power to make, alter, amend or repeal the Bylaws of
this organization. Any such amendments shall require a majority vote of all five (5)
Directors.
Acre ted by resolution of Morada Way Arts & Cultural District's Board of Directors on
Q� , 2011.
Dick Hagood
Board Chairman
Pasta Pantaleo
Board Member
Laurie Wickham
Board Member
N .
Rosemary Duke
Board Member
Stephanie Scuderi
Board Member