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Item D1BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: JANUARY 16,2014 Bulk Item: Yes X No Division: TDC Department: Staff Contact Person/Phone #: Maxine Pacini 296 -1552 AGENDA ITEM WORDING: Approval of an Amendment to Agreement with Florida Keys Community Concert Band, Inc. covering the Pops in the Park to revise Exhibit C — Schedule of Events. ITEM BACKGROUND: Cultural Umbrella approved same at their meeting of October 30, 2013 TDC approved same at their meeting of December 17, 2013 PREVIOUS RELEVANT BOCC ACTION: BOCC approved original agreement at their meeting of October 16, 2013 CONTRACT /AGREEMENT CHANGES: Amendment to Agreement .STAFF RECOMMENDATIONS: Approval TOTAL COST: $16,459 BUDGETED: Yes X No COST TO COUNTY: $ SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year ofi 6 APPROVED BY: County Atty X OMB/Purchasing X Risk Management DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # Revised 11/06 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Keys Community Contract # TDC I #: 1221 Concert Band, Inc. Effective Date: 10/1/13 Expiration Date: 6/29/2014 Contract Purpose /Description: Approval of an Amendment to Agreement with Florida Keys Community Concert Band, Inc. covering the Pops in the Park to revise Exhibit C — Schedule of Events Contract Manager: Maxine Pacini (Name) for BOCC meeting on 1/16/14 3523 TDC # 3 (Ext.) (Department/Stop #) genda Deadline: 12-1-31113 CONTRACT COSTS Total Dollar Value of Contract: $16,459 Current Year Portion: $ Budgeted? Yes® No ❑ Account Codes: 117 - 75011 - 530340 -TC45- 449 -X- 530480 Grant: $ 117 - 75011 - 530340 -TC45- 449 -X- 530410 County Match: $ Estimated Ongoing Costs: $_ /yr (Not included in dollar value above) ADDITIONAL COSTS For: etc. CONTRACT REVIEW I Comments: C. Limbert Date Out jivin rorm icevlsea LiG iiu 1 MI;Y #FL Changes D to In Needed Division Director ���/f � 1 Yes❑ NoFj , Risk Management Yes❑ NoE9 O.M.B./Purchasing I I IIA 13 Yes❑ No[ County Attorney to I Z-3 k 3 yes❑ Noe I Comments: C. Limbert Date Out jivin rorm icevlsea LiG iiu 1 MI;Y #FL Maxine Pacini From: Susan Bazin <Susan.Bazin @KeysSchools.com> Sent: Friday, October 18, 2013 4:44 PM To: adminasst @fla- keys.com Subject: Community Band revision request Attachments: TDC KCCB 2013 - revised.doc Hello Ms. Pacini (Maxine), Thank you for the information provided so that the Keys Community Concert Band can revise Schedule C to reflect new concert titles. We would like to request a revision to our contract to reflect changes in the titles of each concert. Please note that the general event title is still the same: Pops in the Park and that the theme of each concert remains the same. In order to attract more attendees, we have altered the titles. In so doing, we hope to entice more people to the Upper Keys. The January concert, in particular, is now called "Music by Land or C- sharp" and has the added spark of a bayside venue. Concert -goers can watch from the comfort of a lawn chair, as usual. But kayakers and boaters can watch from their vessels... literally a float -up concert! I believe this is something very unique to this area and we would like to promote it as such. I have attached a copy of our entire TDC application. ( I'm sorry, but I do not know how to send just the single page.) Exhibit C reflects the new titles of each concert. I realize the extra work that is entailed by this request and appreciate your help very much. On future TDC applications, I will make sure to list concerts as you suggested with a more generic form. Please do not hesitate to call or email should you have any questions. Thank you, A Susan Bazin A Key Largo Middle School Band Director 104801 Overseas Hwy. Key Largo, FL 33037 305 - 453 -1255 ext 57380 305 - 453 -1248 (fax) Inclusion Teacher of the Year 2003; DCP5 Superintendent Award 2003; Kaizen Award 2005; KLS Shining Star 2007; DCPS Superintendent Award 2007; Florida Music Education Association Music Enrollment Award 2008; Key Largo School Teacher of the Year 2009; VFW Teacher of the Year 2011; Grant Memorial Award Straight Superior Concert MPA 2012; Florida Bandmaster Association District 20 Chair 2011 - 2013; Great Educational Moment for Students District Award 2013; Grant Memorial Award Straight Superior Concert MPA 2013; Florida Keys Community Concert Band ConcertMaster 1992 - Present Florida has a very broad Public Records Law. Email addresses and virtually all written communications to or from School District Personnel are public records available to the public and media upon request. E -mail sent or received on the School District system will be considered public and will only be withheld from disclosure if deemed exempt from disclosure or confidential pursuant to Fran: dir ector Keys ASS To: "Mani i" Cc: R obst Subject: RE: Pops in Park Date: Thursday, October 31, 201311:41:46 AM Good morning. The Cultural Umbrella Committee unanimously approved the request to amend the contract for Pops in the Park at their meeting yesterday. Thank you, liz Elizabeth S. Young Executive Director FI, Keys Council of the Arts 1100 Simonton Street Key West, Fl. 33040 305 - 295.4369 director6ke rts,com wm Sign up for our KeysArrs Weekly e-mail by visiting our web§te! THIS AMENDMENT to agreement dated `day of 2014 is entered into by and between the Board of Cody Commissioners for Monroe County, on behalf of the Tourist Development Council, and Florida Keye Community Concert Sand, ftm ("Event Sponsor" WHEREAS, there was an agreement entered Into on October 16, 2013 between the parties, awarding $16,459 to Florida Kaye Community Concert Sand, Inc. for the Pops In the Park between November 2013 and April 2014; and WHEREAS, it has become necessary to revise Exhibit C of the agreement due to a change in named performances, and NOW, THEREFORE, In consideration of the mutual covenants contained herein the parties agree to the amended agreement as foibws: 1. Exhibit C shall be revised and attached hereto. 2. The remaining Provisions of the agreement dated October 16, 2013 shall remain In full force and effect. IN WITNESS WHEREOF, the purges have set their hands and seal on the day and year first above written. (SEAL) Board of County Commissioners Atbeft Amy Heavilin, Clerk of Monroe Count Deputy Clerk A RATE SEAL) ®Y• Secretary Print Name Dabs: OR TWO WITNESSES (1) (1) Print Name Dab: Amendment NI Pops In The Puk wo W1 M8y0dChairman Florida KsP Community Concert Sand, Inc. BY. . President ��� rtirt 1�zz Y1 Print Name Date: I t t- 1 (2) (2) Print Name Dab: MONROE COUNTY ATTORNEY APPROVED AS TO FORM: CHRISTINE M. Ii SERTr -SARROWS ASS18T COUNTY ATTORNEY Dab 26 13 REVISED EXHIBIT C MONROE COUNTY TOURIST DEVELOPMENT COUNCIL CULTURAL UMBRELLA SCHEDULE OF ACTIVITIES FISCAL YEAR 2014 EVENT NAME: Pops in the Park Activity Month Event OccursNumber of Days Music by Land or C-Shary Concert Janu 1 Young Musicians Concert Aril 1 Amendment #I Pops In The Park ID# 1221 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 FloZda ( "Count ') nd Florida Keys Community Concert Band, Inc. ( "Event Contractor") on this day of , 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 $16,459 (Sixteen Thousand, Four Hundred and Fifty Nine Dollars — TDC District IV Funding Allocation = $13,716 and TDC District V Funding Allocation = $2,743) effective October 1, 2013 for promotion and related expenditures, as described in the event budget, attached hereto as Exhibit "D ", for production of the Pops in the Park between November, 2013 and April, 2014. Of this amount, no more than 30% or $4,248 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. Invoicina Event Contractor agrees to submit all invoices and support documentation as required by the County's Finance Department rules and policies no later than June 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 June 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 June 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. Pops in the Park Cultural Umbrella Funding FY 2014 Contract /M 1221 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 16 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. Pops in the Park Cultural Umbrella Funding FY 2014 Contract /D #. 1221 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 Loao 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 L000 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. Assianment 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 Pops in the Park Cultural Umbrella Funding FY 2014 Contract ID#: 1221 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. Pops in the Park Cultural Umbrella Funding FY 2014 Contract IDA 1221 4 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: Susan Bazin 326 Lance Lane Key Largo, FL 33037 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 Majeure 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 INTENTIONALL Y LEFT BLAND Pops in the Park Cultural Umbrella Funding FY 2014 Contract IDA 1221 5 WHEREOF, the parties have executed this agreement, effective the day and year first t . Clerk Board of County Commissioners of Monroe County Clerk Mayor /Chairman Florida Keys Community Concert Band, Inc. (CORPORATE SEAL) Attest: By Secretary Print Name By reside Print Name Date: OR 7WO WITNESSES (only necessary when President does NOT sign) (1) Print Name Date: Paps In the Pack C&* rd UmbeMa Funding FY 2014 GM &W ID#. 1221 11 :1 Nd 62 1jo EIOl Ob'0�3y app U3 11j 6 (2) Print Name Date: MONROE �•;?vh ATTORNEY AP OVEO AS O O ASSIST A T C V I NT V ATTORNEY Date 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. Programs /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 (PR): 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 Marketina 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 Budgets No amendments to the line item budget will be permitted after the contract has been reviewed and approved. Pops in the Park Cultural Umbrella Funding FY 2014 Contract ID #. 1221 7 EXHIBIT B Loao /Acknowledgement Usaue 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 cant' the "The Florida Keys & Key West' logo Radio Advertisina No logo is required. All radio announcements must say 'Brought to you by the Monroe County Tourist Development Council' In- County Long 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 & Keymest .. , come as you ene MONROECOU YOUR DEVELODMENTCOUNCLL Out -of- County Long 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 St ..."s COMMYOUde Pops in the Park Cultural Umbrella Funding FY 2014 Contract IDA 1221 ig E XHIBIT C MONROE COUNTY TOURIST DEVELOPMENT COUNCIL CULTURAL UMBRELLA SCHEDULE OF ACTIVITIES FISCAL YEAR 2014 EVENT NAME: Pops in the Park List wheduled event activdies in Monroe Cou in date * (must mat M onth _ nt Occurs Nu o Americana Pops in the Park November Sweet Sounds Pops in the Park December w oad P O&APogsin ffje Park - -- - - Januaiy - - - - Animal Farm Pops in the Park Viva Fkxidal Pops in the Park Young Musicians Pops in the Part, February March 1 1 1 1 1 *If part of your funding request for this fiscal year is to promote event activities taking place in the next fiscal year (pro-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 30'" of the fiscal year you are funded in. (For example: If pre - promotion is for a November 7 event, you must place that ad and spend the money prior to September 30"'.) Monroe County Tourist Devo' ment Coundl Cultural Umbrells APPftdon FY 2014 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 Pops in the Park EVENT NAME *MEDIA PLACEMENT & PRODUCTION COST: ( Only 30% of this line item may be spent on in-county advertisin $14,159 PROMOTIONAL SIGNS: $1,200 PROMOTIONAL ITEMS: $500 DIRECT MAIL PROMOTIONS: $0 PROGRAMS /PLAY BILLS: $0 PUBLIC RELATIONS: $300 **GENERAL NON - ALLOCATED: $300 TOTAL $16,459 *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.