FY2014 10/16/2013AMY REAVILIN, CPA
CLERK OF CIRCUIT COURT &COMPTROLLER
MONROE COUNTY, FLORIDA
DATE: October 24, 2013
TO: Lynda Stuart, Office Manager
Tourist Development Council
ATTN: Maxine Pacini
Administrative Assistant
FROM: Vitia Fernandez, D.C.
At the October 16, 2013, Board of County Commissioner's meeting the Board granted approval and
authorized execution of the following items:
Item D1 Board granted approval of an Agreement with Pigeon Key Foundation, Inc. to
cover the Pigeon Key Solar Hot Water project in an amount not to exceed $4,750, DAC III, FY 2014
Capital Resources.
Item D2 Board granted approval of an Agreement with Pigeon Key Foundation, Inc. to
cover the Pigeon Key Saltwater Pool Gate Project in an amount not to exceed $8,500, DAC III, FY
2014 Capital Resources.
Item D3 Board granted approval of an Agreement with Key West Art and Historical
Society, Inc. to cover the Custom House Second Floor Window Repair project in an amount not to
exceed $82,700, DAC I, FY2014 Capital Resources.
Item D4 Board granted approval of Cultural Umbrella event Agreements for FY 2014 as per
attached spreadsheet totaling $468,068.
Item D5 Board granted approval of Fishing Umbrella event Agreements for FY 2014 as per
attached spreadsheet totaling $317,500.
Item D6 Board granted approval of an Agreement with The Florida Keys History of
Diving Museum, Inc. to cover the Dive Museum Exhibit Enhancement project in an amount not to
exceed $9,500, DAC IV, FY 2014 Capital Resources.
Item D7 Board granted approval of an Agreement with City of Key West to cover the
Truman Waterfront Park Amphitheater and Public Parking project in an amount not to exceed
$2,000,000, DAC I, FY 2014 Capital Resources.
Item D8 Board granted approval of an Agreement with City of Marathon to cover the
Oceanfront Park Phase 3 A/B/C Restrooms/Fishing Monument/Nature and Fitness Trail project in an
amount not to exceed $155,000, DAC III, FY 2014 Capital Resources.
Item D9 Board granted approval of an Agreement with Dolphin Research Center, Inc. to
cover the DRC Construct Environmental Services Building project in an amount not to exceed
$87,388, DAC III, FY 2014 Capital Resources.
Item D10 Board granted approval of an Agreement with Dolphin Research Center, Inc. to
cover the DRC Replace Fish Freezer Box project in an amount not to exceed $31,699, DAC III, FY
2014 Capital Resources.
Item DI I Board granted approval of an Agreement with MRM Key West LLC covering Key
West Food and Wine Festival in January 2014 in an amount not to exceed $35,000, DAC 1, FY 2014
Event Resources.
Item D12 Board granted approval of an Agreement with Key West Business Guild, Inc.
covering Key West Pride in June 2014 in an amount not to exceed $25,000, DAC I, FY 2014 Event
Resources.
Item DI Board granted approval of an Agreement with Key West Business Guild, Inc.
covering Tropical Heat 2014 in August 2014 in an amount not to exceed $10,000, DAC 1, FY 2014
Event Resources.
Item D14 Board granted approval of an Agreement with Lower Keys Chamber of
Commerce, Inc. covering Big Pine & Lower Keys Nautical Flea Market in January 2014 in an amount
not to exceed $15,000, DAC II, FY 2014 Event Resources.
Item D15 Board granted approval of an Agreement with Key West Business Guild, Inc.
covering WomenFest Key West 2014 in September 2014 in an amount not to exceed $50,000, DAC I,
FY 2014 Event Resources.
Item D 16 Board granted approval of an Agreement with Domestic Abuse Shelter, Inc.
covering No Name Race in January 2014 in an amount not to exceed $7,500, DAC II, FY 2014 Event
Resources.
Item DI Approval of an Agreement with Key Largo Merchants Association, Inc.
covering Key Largo's Original Music Festival in May 2014 in an amount not to exceed $30,000,
DAC V, FY 2014 Event Resources.
Item D18 Board granted approval of an Agreement with Key West Half Marathon LLC
covering Key West Half Marathon & 5K Run in January 2014 in an amount not to exceed $25,000,
DAC I, FY 2014 Event Resources.
Item DI Board granted approval of an Agreement with TRIKW, LLC covering Key West
Triathlon and Expo in December 2014 in an amount not to exceed $10,000, DAC I, FY 2014 Event
Resources.
Item D20 Board granted approval of an Agreement with BW Promotions Inc. covering
Hemingway 5K Sunset Run & Paddle Board Race in July 2014 in an amount not to exceed $10,000,
DAC I, FY 2014 Event Resources.
Item D21 Board granted approval of an Agreement with Key Largo Merchants Association, Inc.
covering Uncorked — Key Largo & Islamorada Food & Wine Festival in January 2014 in an amount
not to exceed $45,000, DAC IV, DAC V, FY 2014 Event Resources.
Item D22 Board granted approval of an Agreement with Key Largo Merchants Association, Inc.
covering Key Largo Stone Crab & Seafood Festival in January 2014 in an amount not to exceed
$35,000, DAC V, FY 2014 Event Resources.
Item D23 Board granted approval of an Agreement with Lazy Dog Adventures, LLC
covering Key West Paddle Board Classic in May 2014 in an amount not to exceed $10,000,
DAC I, FY 2014 Event Resources.
Item D24 Board granted approval of an Agreement with Keys Area Interdenominational
Resources, Inc. covering Sombrero Beach Run in February -March 2014 in an amount not to exceed
$10,000, DAC III, FY 2014 Event Resources.
Item D25 Board granted approval of an Agreement with Premiere Racing, Inc. covering Key
West Race Week 2014 in January 2014 in an amount not to exceed $100,000, DAC I, FY 2014 Event
Resources.
Item D26 Board granted approval of an Agreement with Monroe County Commercial
Fishermen, Inc. covering Florida Keys Seafood Festival, 9th Annual in January 2014 in an
amount not to exceed $25,000, DAC I, FY 2014 Event Resources.
Item 27 Board granted approval of an Agreement with Florida Keys Community College and
the Letters "FKCC" covering FKCC Swim Around Key West, Swim Meet, and Pentathlon Meet in
June -August 2014 in an amount not to exceed $10,000, DAC 1, FY 2014 Event Resources.
Item D28 Board granted approval of an Agreement with Mel Fisher Days, Inc. covering Mel
Fisher Days in July 2014 in an amount not to exceed $10,000, DAC 1, FY 2014 Event Resources.
Item 29 Board granted approval of an Agreement with Rotary Club of Key Largo
Charitable Events, Inc. covering Brew on the Bay in January 2014 in an amount not to exceed $10,000,
DAC V, FY 2014 Event Resources.
Item D30 Board granted approval of an Agreement with BH/NV Hawk's Cay Property
Holdings LLC covering Heroes Welcome Weekend in August 2014 in an amount not to exceed
$30,000, DAC III, FY 2014 Event Resources.
Item D31 Board granted approval of an Agreement with Phil Peterson's Key West Poker Run,
LLC covering Phil Peterson's 42nd Key West Poker Run in September 2014 in an amount not to
exceed $120,000, DAC I, DAC II, DAC III and DAC IV FY 2014 Event Resources
Item D32 Board granted approval of an Agreement with Key West Innkeeper's Association,
Inc. covering Key West Holiday Fest in December 2014 in an amount not to exceed $35,000, DAC
I, FY 2014 Event Resources.
Item D33 Board granted approval of an Agreement with Lazy Lakes, LLC covering
Keystock Music Festival in March 2014 in an amount not to exceed $10,000, DAC I, FY 2014
Event Resources.
Item D34 Board granted approval of an Agreement with Petronia St. Neighborhood
Association Inc. covering Goombay in October 2014 in an amount not to exceed $25,000, DAC L FY
2014 Event Resources.
Item D35 Board granted approval of an Agreement with Islamorada Chamber of
Commerce, Inc. covering Florida Keys Island Fest, 23rd Annual in April 2014 in an amount not to
exceed $20,000, DAC IV, FY 2014 Event Resources.
Item D36 Approval of an Agreement with Key West Classic Regatta covering Key
West Key West Classic Regatta in January -February 2014 in an amount not to exceed $17,000, DAC
1, FY 2014 Event Resources.
Item D37 Board granted approval of an Agreement with Mote Marine Laboratory, Inc.
covering Florida Keys Ocean Festival & Waterfront Craft Show in March 2014 in an amount not to
exceed $17,000, DAC I, FY 2014 Event Resources.
Item D38 Board granted approval of an Agreement with Mad Dog Mandich Fishing
Classic, LLC covering Publix Mad Dog Mandich Fishing Classic in October 2014 in an amount not
to exceed $10,000, DAC IV, FY 2014 Event Resources.
Item D39 Board granted approval of an Agreement with Theme Runs, Inc. covering Heroes
and Villains 5K Run/Walk in October 2014 in an amount not to exceed $10,000, DAC I, FY 2014
Event Resources.
Item D40 Board granted approval of a Resolution transferring funds for County cost
allocation.
RESOLUTION NO.336-2013
Said Resolution is incorporated herein by reference
Item D41 Board granted approval of an Agreement with Key West Film Festival
Corporation covering Key West Film Festival Corporation in November 2014 in an amount not to
exceed $25,000, DAC I, FY 2014 Event Resources.
The electronic copy is attached.
cc: County Attorney
Finance
File
CULTURAL EVENT FUNDING CONTRACT/AGREEMENT
THIS Agreement is made and entered into by and between Monroe County, Florida, a political
subdivision of the state of Florida ("County" , d The Key West Harry S. Truman Foundation, Inc.
("Event Contractor") on this /(- day of a , 2013.
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 Contractor;
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 $16,092 (Sixteen Thousand and
Ninety Two Dollars — TDC District I Funding Allocation) effective October 1, 2013 for promotion and
related expenditures, as described in the event budget, attached hereto as Exhibit "D", for production
of the Truman Little White House and the Key West Community between October, 2013 and
September, 2014. Of this amount, no more than 30% or $3,810 shall be expended on advertising
media placement and production costs line item attributable to in -county placement. No
amendments shall be made to Exhibit "D" after approval of agreement. Payment will be made
only after Event Contractor 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 Contractor: Event Contractor 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: Event Contractor agrees to submit all invoices and support documentation as
required by the County's Finance Department rules and policies no later than November 29, 2014.
Event Contractor shall not be reimbursed nor will Event Contractor's vendors be paid directly
for any invoices received by the County after November 29. 2014, and the County shall not be
obligated to pay for any services provided by Event Contractor under this agreement if documentation
as noted above is not received on or before this expiration date. To be eligible for reimbursement, the
request for reimbursement and supporting documents (checks, invoices, credit card statements, bank
statements, etc.) must show that the items were paid for directly by the same entity named on the
contract with the County.
4. Expiration of Agreement: This agreement expires on November 29, 2014 and the
County shall not be obligated to pay for any services provided by Event Contractor under this
agreement if documentation as noted above is not received on or before this expiration date.
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#: 1236
5. Reimbursement to County: Event Contractor 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 Contractor.
6. Media rights: The TDC 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 TDC under this agreement.
7. Ownership: All advertising and promotion work performed under the agreement and
paid for by the County and TDC shall be the property of the County and TDC, for whatever use and/or
disposition the County and TDC may deem appropriate.
8. Indemnification and Hold Harmless: The Event Contractor 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 the services provided by Event Contractor, or other activities and
funding associated with this agreement, except those losses or damages caused by County or its
agents.
9. Ethics Clause: The Event Contractor warrants that it has not employed, retained or
otherwise had act on its behalf, any former County office or employee in violation of Section 2 or
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
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.
10. Claims and Venue: Event Contractor agrees to notify County immediately of any claims
suits, or action made against the Event Contractor 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 16t Judicial Circuit for Monroe County; venue shall be in
Monroe County, Florida.
11. 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.
12. Governing Law/Venue: 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 Event Contractor 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.
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#. 1236
2
13. Accounting and Records: Event Contractor 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.
14. Termination of Agreement: County may terminate this agreement without cause by
providing written notice to Event Contractor, 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 Contractor,
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 Contractor 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.
15. 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.
16. Logo: Logo Usage guidelines are attached to this contract as Exhibit "B". All
promotional literature and display advertising must display the "Florida Keys & Key West Come As
You Are" logo/trademark (as per attached logo sample). This logo/trademark was adopted by the
TDC and County in April, 2010.
In -County Lono: The logo that includes the "Monroe County Tourist Development Council"
designation is to be utilized on in -county print newspaper and magazine ads, brochures, postcards,
pamphlets, programs, posters, banners (hanging and displayed outdoors), and digital advertising on
websites, website links, pre roll video, banners, mobile and email blasts. 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 Jessica Taylor -Smith or John
Underwood with Tinsley Advertising at 305-856-6060.
Out of County Logo: The logo that does NOT include the "Monroe County Tourist Development
Council' designation is to be utilized in out -of -county newspapers and magazines, brochures,
postcards, pamphlets, programs, posters, and digital advertising on websites, website links, pre roll
video, banners, mobile and email blasts. 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 Jessica Taylor -Smith or John Underwood at Tinsley Advertising at
305-856-6060.
17. Permits: The Event Contractor will secure all required permits, licenses and shall pay
all appropriate business taxes.
18. Assignment: The Event Contractor 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
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#: 1236
3
power to execute such agreement to any person, company or corporation without prior consent of the
County.
19. Modification: Any changes to this contract may be made only by written mutual
agreement, recommended by the TDC and approved by the County.
20. Non Occurrence of Event: The Event Contractor 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 reason for the cancellation. If the event does not take place for any reason under control
of Event Contractor, then Event Contractor agrees to refund to the County any amounts already paid
to them under this agreement, and relieve the County from any further payments.
21. Laws and Regulations: Any and all services, materials and equipment shall comply fully
with all Local, State and Federal laws and regulations.
Tax.
22. Taxes: The County and TDC are exempt from Federal Excise and State of Florida Sales
23. Finance Charges: The County and TDC will not be responsible for any finance charges.
24. Relation of County/TDC: It is the intent of the parties hereto that the Event Contractor
shall be legally considered as an independent contractor and that neither it nor its employees shall,
under any circumstances, be considered 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
Contractor, its employees or agents, resulting in either bodily or personal injury or property damage to
any individual, firm or corporation.
25. Disclosure: The Event Contractor shall be required to list any or all potential conflicts
of interest, as defined by Florida Statutes Chapter 112 and Monroe County Code. The Event
Contractor 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.
26. Compliance with Laws - Nondiscrimination: The Event Contractor, 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.
27. Security Protection: The Event Contractor agrees to provide adequate security for the
event. No TDC funds will be used for this purpose.
28. Authority: Each of the signatories for the Event Contractor below certifies and warrants
that: a) The Event Contractor'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 Event Contractor and
c) this agreement has been approved by the Event Contractor's governing board.
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#: 1236
n
29. Miscellaneous: As used herein, the terms "contract" and "agreement" shall be read
interchangeably.
30. 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 Contractor.
31. Notice: Any notice required or permitted under this agreement shall be in writing and
hand delivered, emailed or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested to the following:
For Grantee: Robert J. Wolz
111 Front Street
Key West, FL 33040
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
32. Force Maieure: The Event Contractor 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 Contractor 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 TDC
or County, the Event Contractor 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.
33. Entire Agreement: The parties agree that the agreement above constitutes the entire
agreement between the County and Event Contractor.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#: 1236
5
IN WITNESS WHEREOF, the parties have executed this agreement, effective the day and year first
(CORPORATE SEAL)
Attest:
By
SeC ry s
Print Name
(1)
Board of County Commissioners
of Monroe County
Mayor/Chairman
The Key West Harry S. Truman
Foundation, Inc.
By
Presid t
Print Name
Date: P7
OR TWO WITNESSES (only necessary when President does NOT sign)
Print Name
Dates
o
••
L)
LLJ
U
LL
N
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V -
4.
N 1
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract IDA 1236
(2)
Print Name
Date:
MONELOE COUNTY ATTORNEY
/�A fT�.
YNTHIA L. HALL
ASSIST NT O NTY ATTORNEY
Date 6 - 0q0 13
6
EXHIBIT A
Acceptable Event Marketina Expenses for Cultural Events
Within the Cultural Umbrella events funding category, the allocation received by the Event Contractor
is to be spent on the list of items that have been approved. Only the TDC expenses listed below may
be included in the proposed budget. The following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers and magazines (inserts will also be
considered); radio; and TV. The TDC will pay for the following digital advertising on websites,
website links, pre roll video, banners, mobile and email blasts. Digital advertising links may go to the
event website. The TDC Logo must be placed on all print, TV, websites, pre roll video, banners and
email blasts. Radio advertising does not require the logo but all radio announcements must say
"Brought to you by the Monroe County Tourist Development Council". No payment will be made for
development or operations (hosting) of websites. No more than 30% of the Media Placement and
Production Costs line item shall be expended on advertising media costs attributable to in -county
placement.
Promotional Signs: Posters and banners (hanging and displayed outdoors).
Promotional Items: T-shirts and hats*.
*Sales/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.
Direct Mail Promotions: Brochures/postcards and pamphlets including postage/shipping. This is a
direct mail promotional brochure/postcard/pamphlet utilized for pre -event advertising.
Prourams/Play Bills: TDC will pay up to fifty percent (50%) of the cost of production and printing of
an event program/play bills showing scheduled activities and information on the event, as outlined in
contract budget.
Public Relations MR): Print and electronic public relations materials for distribution to media, such
as, but not limited to, press releases, public service announcements, photography and videography
as approved by the public relations agency of record. Only permissible PR material produced by the
TDC agency of record and/or a professional public relations agency shall be acceptable.
In -House Production: In-house production of any permissible expenditure will not be considered for
reimbursement.
Event Marketing Reimbursement: TDC will only consider reimbursement of permissible marketing
expenditures that highlight the special event versus the regular programming of a business,
organization or the facility.
Amendments to Contract Bud -gets: No amendments to the line item budget will be permitted after
the contract has been reviewed and approved.
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#. 1236
7
EXHIBIT B
Logo/Acknowledgement Usage Guidelines For Cultural Events
Color ads four (4) color processing printing
Black & white ads shall include the Florida Keys and Key West logo in high resolution
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hats and t-shirts: 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 logo below indicating the "Monroe County Tourist Development Council' designation is to be
utilized on in -county print newspaper and magazine ads, brochures, postcards, pamphlets, programs,
posters, banners (hanging and displayed outdoors), and digital advertising on websites, website links,
pre roll video, banners, mobile and email blasts. 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 Jessica Taylor -Smith or John Underwood with Tinsley
Advertising at 305-856-6060.
The
FloriddKeys
& Ke west
Ycome as you are
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Out -of -County Logo
The logo below that does NOT include the "Monroe County Tourist Development Council' designation
is to be utilized out -of -county newspapers and magazines, brochures, postcards, pamphlets,
programs, posters, and digital advertising on websites, website links, pre roll video, banners, mobile
and email blasts. 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 Jessica Taylor -Smith or John Underwood at Tinsley Advertising at 305-856-6060.
The
FloriddKeys
& Key A
come as you are®
Truman Little White House and the Key West Community
Cultural Umbrella Funding FY 2014
Contract ID#: 1236
EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF ACTIVITIES
FISCAL YEAR 2014
EVENT NAME: Truman Little White House and the Key West Community
List scheduled event activities in Monroe County in date order * ( must match page 9)
Activity Month Event Occurs Number of Days
Exh -White House Christmas
Lighting of the WH Tree
Living Room Series -In Concert
Exh-LWH as Art
Presidential Fami
Easter Egg Hunt
Conf-Decision to drop the bomb
Truman's 130th Birthday Party
Exh- 70tn Ann of D-Day
Exh-Edison Slept Here
Nov13-Jan 14 90
Dec 2013 1
Jan 14-Mar 14 7
Feb 14-Apr 14 90
Feb 2014 3
April 2014 1
May 2014 4
May 2014 1
May 14-Ju114 90
Aug 14-Sep 14 60
*If part of your funding request for this fiscal year is to promote event activities taking place in the next fiscal year
(pre -promotion), then the following rules will apply:
1. Pre -promotion is only allowed for an event taking place during 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 301n of the fiscal year you are funded in.
(For example: If pre -promotion is for a November 7tn event, you must place that ad and spend the money
prior to September 30tn )
EXHIBIT D
CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 2014
APPLICANT IS ADVISED PRIOR TO COMPLETING THIS BUDGET TO REFER TO THE FUNDING APPLICATION
SHOWING THE ALLOWABLE MARKETING EXPENSES THAT WILL BE CONSIDERED FOR REIMBURSEMENT
THERE WILL BE NO AMENDMENTS TO THIS BUDGET (EXHIBIT D) AFTER BOCC APPROVAL OF AGREEMENT
Truman Little White House & the Key West Community
EVENT NAME
*MEDIA PLACEMENT & PRODUCTION COST:
(Only 30% of this line item may be spent on in -county advertising)
$12,700
PROMOTIONAL SIGNS:
$850
PROMOTIONAL ITEMS:
$0
DIRECT MAIL PROMOTIONS:
$500
PROGRAMS/PLAY BILLS:
$1,800
PUBLIC RELATIONS:
$100
**GENERAL NON -ALLOCATED:
$142
TOTAL
$16,092
*No more than 30% of the Media Placement and Production Costs line item shall be expended on
advertising media costs attributable to in -county placement (see Exhibit A of Application).
'The General Non -Allocated line item should not exceed 15% of the total funding allocation, and may
only be utilized for acceptable event marketing expenses (see Exhibit A of application).
Actual expenditures may deviate no more than 10% from the budgeted line items noted above.
TDC will only consider reimbursement of permissible marketing expenditures that highlight the special
event versus the regular programming of a business, organization or the facility.