FY2018 1st Amendment 12/13/2017��Y coukr
Kevin Madok CPA
Clerk of the Circuit Court & Comptroller — Monroe County, Florida
DATE: December 22, 2017
TO: Ammie Machan, Administrative Assistant
Tourist Development Council
FROM: Pamela G. Hancock, D.C.
SUBJECT: December 13th BOCC Meeting
Enclosed are electronic copies of the following items:
El Amendment to Agreement with Monroe Council of the Arts Corporation, d/b /a Florida Keys
Council of the Arts to increase funding from $72,500.00 /year to $100,000.00 /year to supplement
cost of tourist related programs.
E2 Agreement with Dolphin Research Center, Inc. in an amount not to exceed $16,822.00 for
the Dolphin Research Center Ice Machine /Railings /Freezer/Theatre Door Project.
E3 Agreement with Reef Environmental Education Foundation Incorporated for the Green on the
Go: A Key Largo Eco- Attraction at REEF from Fiscal Year 2018, DAC V, Capital Resources.
E4 Agreement with Mote Marine Laboratory, Inc. for the Coral Restoration Key West Reef & Ft.
Zachary Taylor Project in an amount not to exceed $73,694.00, DAC I, Fiscal Year 2018 Capital
Resources.
E5 Agreement with Mote Marine Laboratory, Inc. for the Mote - Coral Restoration - Lower Keys
Project in an amount not to exceed $60,000.00, DAC II, Fiscal Year 2018 Capital Resources.
E6 Agreement with Florida Keys History and Discovery Foundation, Inc. for the Mote Marine
Laboratory's Coral Reef Exhibit Project in an amount not to exceed $125,000.00, DAC IV, Fiscal Year
2018 Capital Resources.
E7 Amendment to Agreement with Marathon Community Theatre, Inc. for the Marathon
Community Theatre Cultural Event Agreement to amend Exhibit C and D of agreement outlining
schedule of events and budget for event.
E9 Agreement with Islamorada, Village of Islands for the Shade Structure 42 for Ron Levy Aquatic
Center project in an amount not to exceed $18,194.00, DAC IV, Fiscal Year 2018 Capital Resources.
E10 Agreement with The Coral Restoration Foundation, Inc. in an amount not to exceed
$185,925.00, DAC V, Fiscal Year 2018 Capital Resources for the Large -Scale Restoration of ESA
Threatened Coral Species in Key Largo.
Ell Agreement with The Coral Restoration Foundation, Inc. in an amount not to exceed
$40,000.00, DAC II, Fiscal Year 2018 Capital Resources for the CRF - Lower Keys Restoration
Threatened Coral Species Lower Keys Project.
KEY QUEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
305 -294 -4641 305 -289 -6027 305 - 852 -7145
PK/ROTH BUILDING
50 High Point Road
Plantation Key, Florida 33070
305- 852 -7145
��Y coukr
Kevin Madok CPA
Clerk of the Circuit Court & Comptroller — Monroe County, Florida
E12 Agreement with The Studios of Key West, Inc. for the Window Replacement Project in an
amount not to exceed $65,000.00, DAC I, Fiscal Year 2018 Capital Resources.
E13 Agreement with Key West Art and Historical Society, Inc. for the Custom House Masonry
Phase II project in an amount not to exceed $28,156.00, DAC I, Fiscal Year 2018 Capital Resources.
E14 Agreement with Marine Resources Development Foundation, Inc. for the Marine Lab
Undersea Laboratory Museum Project in an amount not to exceed $13,125.00, DAC V, Fiscal Year
2018 Capital Resources.
E15 Agreement with Florida Keys Land and Sea Trust, Inc. for the Flagler Train Car Restoration
Project in an amount not to exceed $37,425.00, DAC III, Fiscal Year 2018 Capital Resources.
E16 Agreement with Florida Keys Land and Sea Trust, Inc. for the Museum /Lagoon Deck Project
in an amount not to exceed $49,200.00, DAC III, Fiscal Year 2018 Capital Resources.
E17 Agreement with Dolphin Research Center, Inc. for the Avian Food Prep and Storage Project
in an amount not to exceed $37,125.00, DAC III, Fiscal Year 2018 Capital Resources.
E18 Agreement with Dolphin Research Center, Inc. for the Tiki Thatching and Program Platforms
Project in an amount not to exceed $71,775.00, DAC III, Fiscal Year 2018 Capital Resources.
E19 Agreement with Dolphin Research Center, Inc. for the Sprayground Enhancements Project in an
amount not to exceed$12,623.00, DAC III, Fiscal Year 2018 Capital Resources.
E22 Agreement with U.S. Fish and Wildlife Services for the Florida Keys National Wildlife Refuge
Nature Center Restrooms /ADA Ramp in an amount not to exceed $180,000.00, DAC II, Fiscal Year
2018 Capital Resources.
Should you have any questions, please feel free to contact me at ext. 3130. Thank you.
cc: County Attorney w/o documents
Finance
File
KEY QUEST
500 Whitehead Street
Key West, Florida 33040
305 -294 -4641
MARATHON
3117 Overseas Highway
Marathon, Florida 33050
305 -289 -6027
PLANTATION KEY
88820 Overseas Highway
Plantation Key, Florida 33070
305- 852 -7145
PK/ROTH BUILDING
50 High Point Road
Plantation Key, Florida 33070
305- 852 -7145
�i
AMENDMENT O S T AMENDMENT) TO AGREEMENT
THIS AMENDMENT to Agreement dated the 13 day of ]02017, is
entered into by and between the Board of County Commissioners of Monroe County, a
political subdivision of the state of Florida (County), on behalf of the Tourist
Development Council, and The Marathon Community Theatre, Inc. (Event Contractor)
WHEREAS, there was an agreement entered into on October 18, 2017 between
the parties, awarding $21,563 to Marathon Community Theatre, Inc. for the Marathon
Community Theater (Event) in October 2017- November 2018
WHEREAS, it has become necessary to revise Exhibit C outlining schedule for
the Event due to the location of the event sustaining damages due to Hurricane Irma;
and
WHEREAS, due to the reduction of the number of event days, the amount of
funding has been reduced to $16,850; and
WHEREAS, due to the reduction in the amount of funding, it has become
necessary to revise Exhibit D, outlining Event budget; and
NOW, THEREFORE, in consideration of the mutual convents contained herein
the parties agree to the amended Agreement as follows:
1. Exhibit C of the Agreement shall be revised and attached hereto.
2. Exhibit D of the Agreement shall be revised and attached hereto.
3. Paragraph 1 of this Agreement shall be revised to read as follows: Amount
County shall pay a sum not to exceed $16,850 (Sixteen Thousand Eight
Hundred and Fifty Dollars — TDC District III funding Allocation) effective
October 1, 2017 for promotion and related expenditures, as described in the
event budget, attached hereto as Exhibit D, for production of the Event. All
promotion and related expenditures for October - November 2018 events
MUST be spend prior to September 30, 2018 Of this amount, no more than
30% or $1,800 shall be expended on advertising media placement and
production costs line item attributable to in- county placement. No amendments
shall be made to the Budget as set forth in 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
r '
and obligation to pay under this agreement is contingent upon an annual
appropriation by the Board of County Commissioners.
4. The remaining provisions of the Agreement dated October 18, 2017 remain in full
force and effect.
1N WITNI=SSWHEREOF, the parties have set their hands and seal on the day and year
4
'first �above:wr tten.
}_ SEAL Board of County Commissioners
s u `:Attes 6 Kevin Madok, Clerk of Monroe County
Deputy Clerk Mayor /C ra irman - —
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DATE:
EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF ACTIVITIES
FISCAL YEAR 2018
October 1, 2017 — September 30, 2018
EVENT NAME: Marathon Community Theatre
List scheduled EVENT activities in Monroe County in date order * ( must match page 10)
Activities Month/Year Activity Occurs Numb of Days **
Show #1
November - January
3
Show #2
December - February
2
Show #3
January — March
2
Show #4
February — April
2
Show #5
March — May
2
Show #6
June - August
2
Pre - Promotion
Oct/Nov 2018
x
TOTAL DAYS: 13
*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:
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 7th event, you must place that ad
and spend the money prior to September 301h.)
** Multiple activities within a, calendar day (24 hour period) equals only 1 (one) day.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2018
Page: 5
a
REVISED EXHIBIT D
CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 2018
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
Marathon Community Theatre
EVENT NAME
*MEDIA PLACEMENT & PRODUCTION COST:
( Only 30% of this line item may be spent on in-county advertisin
$6,000
PROMOTIONAL SIGNS:
$500
PROMOTIONAL ITEMS:
$2,000
DIRECT MAIL PROMOTIONS:
$2,000
PROGRAMS /PLAY BILLS:
$750
PUBLIC RELATIONS:
$5,600
* *GENERAL NON - ALLOCATED:
(Funds applied to Media Placement & Production Cost may only
be applied to out-of-county advertisin
$
TOTAL
$16,850
*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.