FY2013 1st Amendment 01/16/2013 AMY HEA VILIN
CLERK OF THE CIRCUIT COURT
DATE: January 25, 2013
TO: Lynda Stuart, Office Manager
Tourist Development Council
ATTN: Maxine Pacini
Administrative Assistant
F R O M : Pamela G. Hanco . C
At the January 16, 2013, Board of County Commissioners meeting, the Board granted
approval and authorized execution of the following "D Items ":
1. Approval of an Agreement with Mel Fisher Days in July, 2013 in an amount not to
exceed $10,000, DAC I, FY 2013 Event Resources.
3. Approval of an Agreement with Petronia St. Neighborhood Association, Inc. covering
Goombay in October, 2013, in an amount not to exceed $25,000, DAC I, FY 2013
Event Resources.
5. Approval of an Amendment to Agreement with Florida Keys Art Guild, Inc. covering
the Florida Keys Art Guild Festivals to revise schedule of activities and funding
allocation.
The electronic copies are attached.
cc: County Attorney
Finance
File
AMENDMENT (1st AMENDMENT) TO AGREEMENT
THIS AMENDMENT to agreement dated the — day of wit • 2013, is entered into by
and between the Board of County Commissioners for Monro County, on behalf of the Tourist
Development Council, and Florida Keys Art Guild, Inc. organized and operating under the laws of
the state of Florida (Grantee).
WHEREAS, there was an agreement entered into on October 17, 2012 between the parties,
awarding $16,500 to Florida Keys Art Guild, Inc. for Florida Keys Art Guild Festivals between
November, 2012 and April 2013; and
WHEREAS, it has become necessary to revise Exhibit C – Schedule of Activities due to
cancellation of proposed November 2012 and December 2012 events; and
WHEREAS, due to the cancellation of the proposed events the Monroe County Tourist
Development Council Cultural Umbrella recommends a reduction to the funding allocation TDC
District I from $1,200 to $0 as they have no events within that district, and TDC District III from
$4,420 to $3,220 as they reduced the number of activities within that district; and
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:
1. Amount: County shall pay a sum not to exceed $14,100 (Fourteen Thousand and One
Hundred Dollars – TDC District III = $3,220, District IV = $5,440, District V = $5,440 Funding
Allocation) effective October 1, 2012 for promotion and related expenditures, as described in the
event budget, attached hereto as Exhibit "D" (revised and attached hereto), for production of the
Florida Keys Art Guild Festivals between February, 2013 and April, 2013. Of this amount, no more
than 30% or $4,230 shall be expended on advertising media costs attributable to in- county placement.
No amendments shall be made to Exhibit "D" after approval of contract amendment (Exhibit D
is revised and attached hereto). 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. Exhibit C of the agreement shall be revised and attached hereto.
3. In all other respects, the remaining provisions of the agreement dated October 17, 2012 shall
remain in full force and effect.
Amendment #I
Florida Keys Art Guild Festivals
ID #: 1097
IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year first
above written.
(SEAL)
Attest: Amy Heavilin, Clerk
Deputy Clerk
(CORPORATE SEAL)
Ate
By.
Secretary
Print Name
Date:
Board of County Commissioners
of Monroe County
Mayor /Chairman
Florida Keys Art Guild, Inc.
OR TWO WITNESSES (Only required if the President of the organisation does NOT sign)
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Print Name
Date:
(2)
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Date:
MON )POE COUNTY ATTORNEY
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OR TWO WITNESSES (Only required if the President of the organisation does NOT sign)
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MON )POE COUNTY ATTORNEY
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Amendment #1
Florida Keys Art Guild Festivals
DA 1097
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Date: l 2
EXHIBIT C REVISED
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF ACTIVITIES
Event Name: Florida Keys Art Guild
February 2013
Two (2) days of Art Festival activities in Islamorada
Three (3) days of Art Festival activities in Key Largo
March 2013
Four (4) days of Art Festival activities in Islamorada (on two (2) separate
weekends)
Two (2) days of Art Festival activities in Marathon
REVISED 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 2013
EVENT NAME: Florida Kevs Art Guild
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, websitelinternet advertising only $14,100
PROMOTIONAL SIGNS: posters /banners 0
PROMOTIONAL ITEMS: t- shirts, hats, jackets, koozie cups 0
DIRECT MAIL PROMOTIONS: brochures /pamphlets/
postage & shipping 0
PROGRAMS: 0
PUBLIC RELATIONS 0
'GENERAL NON - ALLOCATED 0
TOTAL: $14,100
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.