Item D5BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:FEBRUARY 20, 2013Division:TDC _____________
Bulk Item: Yes XNo Department:_ _________
Staff Contact Person/Phone #:Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of a revised Fishing Umbrella event funding application to be incorporated into the
TDC operations manual.
ITEM BACKGROUND:
TDC approved same at their meeting of January 29, 2013.
The TDC has an agreement
with Florida Keys Fishing Tournaments, Inc. (FKFT) to make recommendations to the TDC
and the BOCC concerning funding for tourism related fishing activities. Each year FKFT
advertises the availability of funding through an application process. FKFT has revised their
application to be utilized in an electronic form field format for easier use by the applicant.
Once approved by the BOCC this will be incorporated into the Monroe County TDC
Operations Manual.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: N/ABUDGETED:
Yes XNo
COST TO COUNTY: N/ASOURCE OF FUNDS:
TDC
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No
APPROVED BY:
County Atty XOMB/Purchasing N/ARisk Management N/A
DOCUMENTATION:
Included XNot Required_____
DISPOSITION:AGENDA ITEM #
Revised 11/06
FISHING UMBRELLA EVENT FUNDING
APPLICATION
THIS APPLICATION IS FOR A FISHING RELATED EVENT TO TAKE PLACE
BETWEEN THE FOLLOWING DATES
OCTOBER 1, 2013 AND SEPTEMBER 30, 2014
All respondents must use the current application.Use of any other applicationwill
result in your application being rejected.
APPLICATION DEADLINE: APRIL 1, 2013
All applications should be received no later than 4:00 p.m.
All applications submitted should be addressed to:
FLORIDA KEYS FISHING TOURNAMENTS, INC.
ATTENTION:CHRISTINA WEINHOFER
FISHING UMBRELLA EVENT FUNDING APPLICATION
USPS:P.O. Box 420358
Summerland Key, Fl. 33042
OR
FedEx/UPS:24386 Overseas Hwy.
Summerland Key, Fl. 33042
Applicants must submit:
A.One (1) disc OR(1) USB flash drive with complete copy of application as a .pdf
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B.One (1) signed and marked as ORIGINAL paper copy PLUS…….
C.Two (2) paper copies
All inquiries andcorrespondence should be made to Christina Weinhofer
by telephone: (305) 872-2233.All email correspondence should be
addressed tofishumbrella@aol.com.
APPLICANT RESPONSIBILITIES
Applications may be submitted by the followingentities:
1.Event applicantsunder their own name canapply, but must be aware that the contract
will be entered into in their name, and they will become the event contractor within the
final funding contract. All invoices and documentation must show their name(event
contractor)as written within the final funding contract.
2.Apublic entity governed by a county or municipality; or a profit or not-for-profit;or a
private business in good standing with the Division of Florida Corporations. Prior to
completing an event application, please go to www.sunbiz.orgto ensure that your
organization is registered to do business in the State of Florida. Only entities
(applicants) that are duly registered will be accepted. Contract will be entered into in
the name exactly as it appears on sunbiz.org, and that official name will become the
event contractor within the written final funding contract. All invoices and
documentation must be in the event contractor name as written within the contract.
It is important that every tournament fill out completely, the enclosed funding agreement
application, attach all the proper information that is requested, and return to Florida Keys
Fishing Tournaments, Inc.Refer to the applicant check list at the back of this application.
Applicants are encouraged to return the completed applications prior to the deadline noted on
cover sheet. This provides an opportunity for the Fishing Umbrella to spot any errors that need
to be corrected prior to the deadline date.
It is the responsibility of the event applicant and the event contractors (contracted entity) to
keep apprised of all Monroe County Tourist Development Council's policies and procedures
pertaining to eventfunding.
When event applications are received, they will be distributed to the Fishing Umbrella for
review and theirrecommendations will be placed before the TDC for approval. Upon approval
of the TDC a contract will be submitted to the Monroe County Board of County Commissioners
(BOCC)for final approval.
Only events held within Monroe County shall be considered for event funding.
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Fishing Umbrella Event Funding Application FY 2014
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Fishing Umbrella Event Funding Application FY 2014
APPLICATION
EVENTS MUST TAKE PLACE BETWEEN
OCTOBER 1, 2013 AND SEPTEMBER 30, 2014
NAME OF EVENT CONTRACTOR:
(
Event Applicantor as it appears on www.sunbiz.org)
OFFICIAL TITLE OF TOURNAMENT:
DATE(S) OF TOURNAMENT:
(For dates of event you are applying forfunding for: refer to calendar on page2)
AMOUNT OF FUNDS REQUESTED?
$
This application is to request funding from the following District(s):
District I
: Key West -(shall encompass the city limits of Key West)
District II
: Lower Keys -(city limits of Key West to West end of Seven Mile Bridge)
District III
: Marathon –(west end of Seven Mile Bridge to Long Key Bridge)
District IV
: Islamorada -(between Long Key Bridge and Mile Marker 90.939)
District V
: Key Largo -(from Mile Marker 90.940to the Dade/Monroe County line and any
portions of mainland Monroe County)
DESIGNATED TOURNAMENT CONTACT PERSON
(Please note that the TDC Administrative Office conducts most of its correspondence,
including contract and reimbursement material by email, so the person listed below should be
able to accept responsibility for receipt of this information).
Name & Title:
Telephone/mobile no:
E-mail:
Address:
TYPE OF APPLICANT
:Non-ProfitFor Profit
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Fishing Umbrella Event Funding Application FY 2014
TOURNAMENT HISTORY
Date(s) of Last Tournament:
Location of Last Tournament:
District IDistrict IIDistrict III
District IVDistrict V
Age of Tournament:
Amount of Entry Fees Collected in the lastTournament:$
Number of Fishing Days:
Total Number of Registered Anglers:
Total Number of Out-of-County Anglers:
What Was Your Target Specie(s)?
Total Number of Targeted Specie(s) Hooked?
Total Number of Targeted Specie(s) Caught?
Tackle Requirements:
Daily Fishing Hours:
How Many Vessels Participated?
--------------------------------------------------------------------------------------------------------------------------------------------
FOR FKFT USE ONLY
NUMBER OF VESSELS=_______X TOTAL HOURS OF EFFORT=___________
HOURS OF EFFORT
NUMBER OF TARGETED SPECIE(S)HOOKED ANDHOURS OF EFFORT=__________ HPUE
NUMBER OF TARGETED SPECIE(S)CAUGHT ANDHOURS OF EFFORT= _________ CPUE
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Fishing Umbrella Event Funding Application FY 2014
TOURNAMENTS DIRECTOR’S REPORT FOR LASTEVENT
WINNERS BY CATEGORY
DATE OF TOURNAMENT RESULTS
CHAMPION:
NAME:
CITY/STATE:
CATCH:
CAPT/BOAT:
1ST PLACE:
NAME:
CITY/STATE:
CATCH:
CAPT/BOAT:
2ND PLACE:
NAME:
CITY/STATE:
CATCH:
CAPT/BOAT:
3RD PLACE:
NAME:
CITY/STATE:
CATCH:
CAPT/BOAT:
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Fishing Umbrella Event Funding Application FY 2014
PROPOSED TOURNAMENT INFORMATION
Check the box below for the format of your proposed tournament:
ReleaseModified Release WeightFish
Other, please specify:
Check the box below that shows your target species:
Blue MarlinWhite MarlinSailfishSpearfishSword Fish
KingfishDolphinWahooTunaBarracuda
CobiaGrouperSnapperJacks and Sharks
CeroMackerelTarponPermitBonefish
RedfishSnookSea Trout
Other, please specify:
Tournament entry fees are for: AnglerBoat
Below, Enter your Entry Fees:
Adult fee:$Child fee: $Social fee: $
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Fishing Umbrella Event Funding Application FY 2014
SOUNDNESS OF PROPOSED TOURNAMENT
In the spacebelow describe the soundness of your tournament and how it will benefit and
expand tourism within the district you are applying for funding.
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Fishing Umbrella Event Funding Application FY 2014
TOURNAMENT RULES
In the space below, tell us about your Tournament Rules:
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Fishing Umbrella Event Funding Application FY 2014
TOURNAMENT SCORING SYSTEM
In the space below, tell us about your Tournament Scoring System:
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Fishing Umbrella Event Funding Application FY 2014
EXHIBIT A
ACCEPTABLE EVENT MARKETING EXPENSES FOR FISHING EVENTS
The following are the only acceptable expenses. This will become part of your approved contract
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.
Promotional Signs:
Posters and banners (hanging and displayed outdoors).
Promotional Items:
T-shirts and hats* (Fishing Tournaments only).
*Sales/Resale of TDC funded items:
Items funded by the BOCC/TDC, including creative and
resulting work product, 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:
TDC will pay up to fifty percent (50%) for the cost of production or printing of an
event program 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
as approved
videography 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 expenditures will not be
considered for reimbursement.
Trophies:
Framed art work, framed photography, engraved crystal and glass, plaques,
trophies, sculptures (fiberglass, metal, glass & wood) and framed certificates shall constitute a
trophy. All such trophies must include the appropriate information as outlined in the policies
(tournament name, date (year), and location). For trophy reimbursement, Tournament
Directors must present the original invoice of the trophies, a notarized list of winners of the
event, and a notarized list of the plates and/or glass etching from the engraving company.
Amendments to Contract Budgets
: No amendments to the line item budget will be permitted
after the contract has been reviewed and approved.
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Fishing Umbrella Event Funding Application FY 2014
EXHIBIT B
LOGO/ACKNOWLEDGEMENT USAGE GUIDELINES
This will become part of your approved contract.
Color ads four (4) color processing printing 06/12/91
Black & white ads shall include theFlorida Keys and Key West logo in high resolution
Use on allprinted material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hatsand 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”
Trophies
: Logos are not required on trophies.
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 digitaladvertising 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 below that does NOT include the "Monroe County Tourist Development Council"
designation is to be utilized out-of-countynewspapers 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.
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Fishing Umbrella Event Funding Application FY 2014
EXHIBIT C
SCHEDULE OF EVENTS
This will become part of your approved contract.
TOURNAMENT SCHEDULE OF EVENTS
FISCAL YEAR 2014
PRINT OFFICIAL TOURNAMENT NAME
DAY 1:AM LINES IN WATER
:PM LINES OUT OF WATER
:PM EVENING EVENT
:PM WEIGH-IN OVER
:PM OTHER EVENT:
DAY 2:AM LINES IN WATER
:PM LINES OUT WATER
:PM EVENING EVENT
:PM WEIGH-IN OVER
:PM OTHER EVENT:
DAY 3:AM LINES IN WATER
:PM LINES OUT WATER
:PM EVENING EVENT
:PM WEIGH-IN OVER
:PM OTHER EVENT:
DAY 4:AM LINES IN WATER
:PM LINES OUT WATER
:PM EVENING EVENT
:PM WEIGH-IN OVER
:PM OTHER EVENT:
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Fishing Umbrella Event Funding Application FY 2014
EXHIBIT D
BUDGET
This will become part of your approved contract.
Below, fill in the line items as to where you will spend the dollars you have requested.This
budget may need revisingdepending on your final funding allocation. The budget shall be
Prior to completing your
approved by the TDC agencies of record prior to contract approval.
line item budget –refer to Exhibit A of this application for allowable event marketing
expenditures under the individual line items.
FISHING UMBRELLA EVENT BUDGET-FISCAL YEAR 2014
THERE WILL BE NO AMENDMENTS TO THIS BUDGET {EXHIBIT D} AFTER BOCC APPROVAL OF
AGREEMENT
OFFICIAL TOURNAMENT NAME
MEDIA PLACEMENT & PRODUCTION COST:$
PROMOTIONAL SIGNS:$
PROMOTIONAL ITEMS:$
DIRECT MAIL PROMOTIONS:$
PROGRAMS:$
PUBLIC RELATIONS:$
*
TROPHIES:$
**
GENERAL NON-ALLOCATED:$
TOTAL
$
*
Tournaments may not place more than 30% of their total funding allocation in the Trophy line
item, except whenspecial approval from FKFT, Inc. Board of Directors has been received.
(FKFT 3/5/97)
**
TheGeneral 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.
Actual expenditures may deviate no more than 10% from the budgeted line items noted above.
SIGNATURE:_________________________________________________DATE:
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Fishing Umbrella Event Funding Application FY 2014
ACTION PLAN
Submit a detailed action plan including appropriate permit(s) if applicable, as to how
parking/security and road closures will be handledduring your event. The plan should include
the following information:
1.Describe how your event plan will handle road closures. If applicable, enclose a copy of
the approval by the appropriate county/municipal entity.
2.Describe how your event plan will accommodate parking and transportation.
3.Describe how your event plan will handle security.
4.Event Sustainability.
Our visitors come to enjoy events, but in the process,a tremendous amount of waste is
generated, much of it recyclable. The single most effective tool in reducing waste at
On the next page (page 15)
special events is planning ahead.,complete a narrative on
how you plan to reduce waste during yourevent by doing the following:
a.Encourage recycling message within programs and brochuresto recycle during
the event and also at home.
b.Encourage “Green” advertising (broadcast and digital).
c.Encourage vendors to use biodegradable and compostable products
(utensils; plates and cups; paper or canvas bags).
d.Encourage the use of clearly identified recycling containers.
e.Discourage use of single use plastic bags and other products.
Useful contact numbers
:
Monroe County:(305) 289-6037 City of Key West: (305) 809-3902
City of Marathon: (305) 289-6037Islamorada Village of Islands: (305) 853-3433
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Fishing Umbrella Event Funding Application FY 2014
EVENT SUSTAINABILITY ACTION PLAN
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Fishing Umbrella Event Funding Application FY 2014
STATEMENT OF INCOME AND EXPENSE
Oct. 1, Oct. 1, Oct. 1,
Sept. 30, 2012 Sept. 30, 2013Sept. 30, 2014
ActualActualProjected
INCOME:
SPONSORS {CASH}$$$
ENTRY FEES$$$
T-SHIRTS& CAPS$$$
(Excluding TDC Items)
BANQUET$$$
OTHER$$$
TOTAL$$$
OTHER FUNDS:
FISHING UMBRELLA$$$
TOTAL INCOME:$$$
EXPENSES:
POSTAGE$$$
T-SHIRTS & CAPS$$$
DIRECTOR FEES$$$
BROCHURES & PATCHES$$$
KICKOFF/AWARD BANQUET$$$
PRIZES AND/OR TROPHIES$$$
KICK-OFF TOURNAMENT$$$
DUES, LICENSES,
$$$
INSURANCE
MEDIA ADVERTISING$$$
STATIONARY, OFFICE
$$$
SUPPLIES
PHOTO PROGRAM$$$
BROCHURE, PRINTING$$$
SIGNAGE$$$
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Fishing Umbrella Event Funding Application FY 2014
Oct. 1, Oct. 1, Oct. 1,
Sept. 30,2012 Sept. 30,2013 Sept. 30,2014
ActualActualProjected
OTHER$$$
OTHER$$$
TOTAL EXPENSES:$$$
INCOME LESS EXPENSES:$$$
DONATED SERVICES:
MEDIA ADVERTISING$$$
OTHER$$$
OTHER$$$
TOTAL$$$
NET PROFIT (LOSS)$$$
RETAINED PROFIT (LOSS)
FROM PRIOR YEAR$$$
RETAINED PROFIT AT END
OF EACH YEAR$$$
I certify that the above financial information is correct to the best of my knowledge:
_____________________________________________
ApplicantsSignature
The above ___________________________being well known to me, or having provided
acceptable identification deposes and states that the information is correct to the best of
his/her knowledge as of the
__________day of ___________, 20___.
______________________________________SEAL:
Notary Public, State of ____________, County of_____________
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Fishing Umbrella Event Funding Application FY 2014
NO RE-SALE AGREEMENT
Name of Tournament:
Name of Event Contractor (Person/organization who will be signing contract):
I HEREBY CERTIFY that I understand that any items purchased with Monroe County Tourist
Development Council and Board of County Commission funds cannot be sold.
ApplicantsName TypedApplicantsSignature
Sworn to and subscribed before me this day of , 20
personally appeared __________________________, ___________________________, and
___________________________ known to be the persons named in and who executed the
foregoing document.
________________________________
My commission expires:Notary Public
State of
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Fishing Umbrella Event Funding Application FY 2014
NON-COLLUSION AFFIDAVIT
and
VERIFICATION
I, , of the City according to
on my oath, and under penalty of perjury, depose and say that:
1)I am, the applicant making the application for the event.
2)The prices in this application have been arrived at independently without collusion,
consultation, communication or contract for the purpose of restricting competition, as to any
matter relating to such prices with any other applicant or with any competitor;
3)Unless otherwise required by law, the prices which have been quoted in this
application have not been knowingly disclosed by the applicant and will not knowingly be
disclosed by the applicant prior to application opening, directly or indirectly, to any other
applicant or to any competitor;
4)No attempt has been made or will be made by the applicant to induce any other
person, partnership or corporation to submit, or not to submit, a application for the purpose of
restricting competition; and
5)The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this
affidavit in awarding contracts for said project.
VERIFICATION
I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein
are true and correct to the best of my knowledge and belief.
ApplicantsName TypedApplicantsSignature
Sworn to and subscribed before me this day of , 20
personally appeared __________________________, ___________________________, and
___________________________ known to be the persons named in and who executed the
foregoing document.
________________________________
My commission expires:Notary Public
State of
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Fishing Umbrella Event Funding Application FY 2014
NOTICE OF INTENT TO AFFILIATE WITH FLORIDA KEYS FISHING TOURNAMENTS, INC.
We, the undersigned, do hereby petition the Florida Keys Fishing Tournaments, Inc., to
become a member Tournament under the guidelines set forth by the Monroe County Board of
County Commissioners and the Monroe County Tourist Development Council as set forth in
the corporation by laws.
As a member Tournament it is understood that we may apply for tournament funding under the
provisions outlined in the Florida Keys Fishing Tournaments, Inc., Funding Application.-
It is further understood that the Florida Keys Fishing Tournaments, Inc., is an umbrella
organization in contractual agreement with the Monroe County Board of County
Commissioners to function as primary agent for dispersal of allocated funds received from the
Monroe County Tourist Development Council for the promotion and advertising of fishing
tournaments in the Florida Keys (Monroe County).
By this petition it is agreed that the undersigned will cooperate with the Florida Keys Fishing
Tournaments, Inc., its corporate sponsors (if applicable), and officers to increase the quality of
fishing tournaments in the Florida Keys.
Enter Complete Name of Person or Organization (Event Contractor):
(If this is a registered business name, it must be exactly as it appears on www.sunbiz.org)
Event Contractor Address:
If this is a registered business on www.sunbiz.orgthen fill in the box below:
Officers; (print name) Position; (print position)
Print off this page, sign below, and include as part of application
(insert signed page into pdf for electronic version)
_____________________________________________________________________
Applicant’s Signatureand Date
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Fishing Umbrella Event Funding Application FY 2014
APPLICATION CHECK LIST (submit with application)
Check the box below to show that youhave completed the following items:
Applicant has reviewed the sample contract at
http://fl-monroecounty.civicplus.com/index.aspx?nid=328.
Attached printed advertising from lastevent
(scanned as an attachment to the electronic version and
placed as paper attachment to paper copies)
Provided photo copies of photographs of lastevent
(scanned as an attachment to the electronic
version and placed as paper attachment to paper copies)
Brochures of lastevent
(scanned as an attachment to the electronic version and placed as paper attachment
to paper copies)
Brochures of proposed event (if available) Not available at this time
(Scannedas an attachment tothe electronic version and placed as paper attachment to paper copies)
Poster of lastevent if applicable
(scanned as an attachment to the electronic version and placed as paper
attachment to paper copies)
Poster of proposed event (if available) Not available at this time
(Scannedas an attachment to the electronic version and placed as paper attachment to paper copies)
Tournament rules–page 8
Tournament scoring system–page 9
Schedule of events–Exhibit C –page 12
Budget–Exhibit D –page 13
notarized
Statement of Income and Expenses ––page 16/17
(scanned as an attachment to the
electronic version andplaced as paper attachment to paper copies)
notarized
No-resale agreement ––page 18
(scanned as an attachment to the electronic version and
placed as paper attachment to paper copies)
Applicant has completed and signed the Non-Collusion Affidavit and Verification form
included within the application–page 19
(scanned as an attachment to the electronic version and
placed as paper attachment to paper copies)
Applicant has completed the Intent to Affiliate with Florida Keys Fishing Tournament,
notarized
Inc. ––page 20
(scanned as an attachment to the electronic version and placed as paper
attachment to paper copies)
Each section of the application has been completed.
Print off thispage, sign below, and include as part of application(scan and add to your
application for the electronic version)
Signed By: _________________________________
ApplicantName:
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Fishing Umbrella Event Funding Application FY 2014