FY2013 10/17/2012 DANNY L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DATE: October 24, 2012
TO: Lisa Tennyson, Grants
Office of Management & Budget
1
FROM: Pamela G. Hancotir. C.
At the October 17, 2012, Board of County Commissioner's meeting the Board granted
approval and authorized execution of Item C 11 the following Fiscal Year 2013 Contracts with
non - profit organizations funded by the Board of County Commissioners through
recommendations of the Human Services Advisory Board (HSAB), and those funded directly by
County Commission: AIDS Help, Inc., in the amount of $30,000; American Red Cross, in the
amount of $15,000; Anchors Aweigh Club, in the amount of $2,200.00; Be The Change/Kids
Come First Program, in the amount of $25,000; Be The Change - Monroe Youth Challenge
Program, in the amount of $25,000; Big Pine Athletic Association, in the amount of $44,000;
Boys and Girls Club, Inc., in the amount of $65,000; Domestic Abuse Shelter, in the amount of
$30,000; Florida Keys Area Health Education Center, in the amount of $45,000; Florida Keys
Children's Shelter, Inc., in the amount of $159,000; Florida Keys Healthy Start Coalition, Inc., in
the amount of $30,000; Florida Keys Outreach Coalition, Inc., in the amount of $43,000; Good
Health Clinic, Inc., in the amount of $63,400; Grace Jones Backpacks 4 Kids, in the amount of
$40,000; Heart of the Keys, in the amount of $34,000; Helpline, in the amount of $10,000;
Heron Peacock, in the amount of $35,000; Hospice of the Florida Keys, in the amount of
$141,000; Independece Cay, in the amount of $25,000; Keys Area Interdenominational
Resources, in the amount of $25,000; Literacy Volunteers, in the amount of $10,000; Monroe
Association for Retarded Citizens (MARC), in the amount of $155,000; Rural Health Network of
Monroe County, Florida, Inc., in the amount of $300,000; Samuel's House, Inc., in the amount of
$90,000; Star of the Sea Foundation, in the amount of $55,000; Wesley House Family Services,
Inc., in the amount of $160,000; Womankind, Inc., in the amount of $96,000; Arts Council, in
the amount of $57,000; Historic Florida Keys Foundation, in the amount of $28,500.
Enclosed is a copy of each of the above - mentioned for your handling. Should you have
any questions, please feel free to contact my office.
cc: County Attorney
Finance
File
AGREEMENT
This Agreement is made and entered into this 17th day of October, 2012, between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as
"Board" or "County," and Monroe Council of the Arts Corporation d /b /a Florida Keys Council of the
Arts, hereinafter referred to as "PROVIDER."
WHEREAS, the PROVIDER is a not - for - profit corporation established to perform and carry
out the development, coordination and promotion of the arts throughout Monroe County, and
WHEREAS, it is a legitimate public purpose to provide facilities and services for the
development, coordination and promotion of the arts in Monroe County, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
FUNDING
1. AMOUNT OF AGREEMENT. The Board, in consideration of the PROVIDER
substantially and satisfactorily performing and carrying out the duties of the Board as to providing
facilities and services for the development, coordination and promotion of the arts in Monroe
County, shall pay to the PROVIDER the sum of FIFTY SEVEN THOUSAND AND NO /DOLLARS
($57,000.00) for fiscal year 2012 -2013.
2. TERM. This Agreement shall commence on October 1, 2012, and terminate September
30, 2013, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be made periodically, but no more frequently than monthly,
as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Monroe County Code
of Ordinances, State laws and regulations and Attachment A - Expense Reimbursement
Requirements. Evidence of payment by the PROVIDER shall be in the form of a letter,
summarizing the expenses, with supporting documentation attached. The letter should contain a
notarized certification statement. An example of a reimbursement request cover letter is included
as Attachment B. The organization's final invoice must be received within thirty days after the
termination date of this contract shown in Article 2 above.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the PROVIDER. However, the total of said reimbursement expense
payments in the aggregate sum shall not exceed the total amount shown in Article 1, above,
during the term of this agreement.
4. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein,
this agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the PROVIDER. The Board shall not be obligated to pay for any services
or goods provided by the PROVIDER after the PROVIDER has received written notice of
termination, unless otherwise required by law.
S. CLAIMS FOR FEDERAL OR STATE AID. PROVIDER and County agree that each shall
be, and is, empowered to apply for, seek, and obtain federal and state funds to further the
purpose of this Agreement; provided that all applications, requests, grant proposals, and funding
solicitations shall be approved by each party prior to submission.
Contract - Monroe Council of the Arts -FY13; page 1
6. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
RECORDKEEPING
7. RECORDS. PROVIDER shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each other party to this Agreement for
public records purposes during the term of the Agreement and for four years following the
termination of this Agreement. If an auditor employed by the County or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized by
this Agreement, the PROVIDER shall repay the monies together with interest calculated pursuant
to Sec. 55.03, FS, running from the date the monies were paid to PROVIDER.
8. PUBLIC ACCESS. The County and PROVIDER shall allow and permit reasonable
access to, and inspection of, all documents, papers, letters or other materials in its possession or
under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received
by the County and PROVIDER in conjunction with this Agreement; and the County shall have the
right to unilaterally cancel this Agreement upon violation of this provision by PROVIDER.
9. COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
County the following (items A -K must be provided prior to the payment of any invoices):
(a) IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b) List of the Organization's Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(c) Evidence of annual election of Officers and Directors;
(d) Unqualified audited financial statement from the most recent fiscal year for all
organizations that expend $150,000 a year or more; if qualified, include a statement of
deficiencies with corrective actions recommended /taken;
(e) Copy of a filed IRS Form 990 from most recent fiscal year with all attached schedules;
(f) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(g) Organization's Policies and Procedures Manual which must include hiring policies for all
staff, drug and alcohol free workplace provisions, and equal employment opportunity
provisions;
(h) Specific description or list of services to be provided under this contract with this grant
(see Attachment C);
(i) Annual Performance Report describing services rendered during the most recently
completed grant period (to be furnished within 30 days after the contract end date.) The
performance report shall include statistical information regarding the types and
frequencies of services provided, a profile of clients (including residency) and numbers
served, and outcomes achieved;
(j) Cooperation with County monitoring visits that the County may request during the contract
year; and
(k) Other reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may request during the
contract year.
RESPONSIBILITIES
10. SCOPE OF SERVICES. The PROVIDER, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and provide the services outlined
in Attachment C to residents of Monroe County, Florida.
Contract - Monroe Council of the Arts -FY13; page 2
11. ATTORNEY'S FEES AND COSTS. The County and PROVIDER agree that in the event
any cause of action or administrative proceeding is initiated or defended by any party relative to
the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attorney's fees, court costs, investigative, and out -of- pocket expenses, as an award
against the non - prevailing party, and shall include attorney's fees, courts costs, investigative, and
out -of- pocket expenses in appellate proceedings. Mediation proceedings initiated and conducted
pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and
usual and customary procedures required by the circuit court of Monroe County.
12. BINDING EFFECT. The terms, covenants, conditions, and provisions of this
Agreement shall bind and inure to the benefit of the County and PROVIDER and their respective
legal representatives, successors, and assigns.
13. CODE OF ETHICS. County agrees that officers and employees of the County
recognize and will be required to comply with the standards of conduct for public officers and
employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to,
solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation;
misuse of public position, conflicting employment or contractual relationship; and disclosure or
use of certain information.
14. NO SOLICITATION/ PAYMENT. The County and PROVIDER warrant that, in respect
to itself, it has neither employed nor retained any company or person, other than a bona fide
employee working solely for it, to solicit or secure this Agreement and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona fide
employee working solely for it, any fee, commission, percentage, gift, or other consideration
contingent upon or resulting from the award or making of this Agreement. For the breach or
violation of the provision, the PROVIDER agrees that the County shall have the right to terminate
this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise
recover, the full amount of such fee, commission, percentage, gift, or consideration.
15. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
PROVIDER is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the PROVIDER or any of its
employees, contractors, servants or agents to be employees of the Board.
COMPLIANCE ISSUES
16. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
PROVIDER shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating
the provision of such services, including those now in effect and hereinafter adopted. Any
violation of said statutes, ordinances, rules and regulations shall constitute a material breach of
this agreement and shall entitle the Board to terminate this contract immediately upon delivery of
written notice of termination to the PROVIDER.
17. PROFESSIONAL RESPONSIBILITY AND LICENSING. The PROVIDER shall assure
that all professionals have current and appropriate professional licenses and professional liability
insurance coverage. Funding by the Board is contingent upon retention of appropriate local, state
and /or federal certification and /or licensure of the PROVIDER'S program and staff.
18. NON - DISCRIMINATION. County and PROVIDER agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by a
court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any further action on the part of any party, effective the date of the court
order. County or PROVIDER agree to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1)
Contract - Monroe Council of the Arts -FY13; page 3
Title VI of the Civil Rights Act of 1964 (PL 88 -352) which prohibits discrimination on the basis of
race, color or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20
USC ss. 1681 -1683, and 1685 - 1686), which prohibits discrimination on the basis of sex; 3)
Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits
discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42
USC ss. 6101 -6107) which prohibits discrimination on the basis of age; 5) The Drug Abuse Office
and Treatment Act of 1972 (PL 92 -255), as amended, relating to nondiscrimination on the basis
of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (PL 91 -616), as amended, relating to nondiscrimination on the basis of
alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC
ss. 690dd -3 and 290ee -3), as amended, relating to confidentiality of alcohol and drug abuse
patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC s. et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 USC s. 1201 Note), as maybe amended from time to time, relating to
nondiscrimination on the basis of disability; 10) Any other nondiscrimination provisions in any
Federal or state statutes which may apply to the parties to, or the subject matter of, this
Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
19. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and /or reimbursement of services shall be accomplished by an amendment, which must be
approved in writing by the County.
20. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. County and PROVIDER
agree that all disputes and disagreements shall be attempted to be resolved by meet and confer
sessions between representatives of each of the parties. If no resolution can be agreed upon
within 30 days after the first meet and confer session, the issue or issues shall be discussed at a
public meeting of the Board of County Commissioners. If the issue or issues are still not resolved
to the satisfaction of the parties, then any party shall have the right to seek such relief or remedy
as may be provided by this Agreement or by Florida law.
21. COOPERATION. In the event any administrative or legal proceeding is instituted
against either party relating to the formation, execution, performance, or breach of this
Agreement, County and PROVIDER agree to participate, to the extent required by the other party,
in all proceedings, hearings, processes, meetings, and other activities related to the substance of
this Agreement or provision of the services under this Agreement. County and PROVIDER
specifically agree that no party to this Agreement shall be required to enter into any arbitration
proceedings related to this Agreement.
ASSURANCES
22. COVENANT OF NO INTEREST. County and PROVIDER covenant that neither
presently has any interest, and shall not acquire any interest, which would conflict in any manner
or degree with its performance under this Agreement, and that only interest of each is to perform
and receive benefits as recited in this Agreement.
23. NO ASSIGNMENT. The PROVIDER shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. This agreement shall be
incorporated by reference into any assignment and any assignee shall comply with all of the
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the PROVIDER.
Contract - Monroe Council of the Arts -FY13; page 4
24. NON- WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec. 768.28,
Florida Statutes, the participation of the County and the PROVIDER in this Agreement and the
acquisition of any commercial liability insurance coverage, self- insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the
extent of liability coverage, nor shall any contract entered into by the County be required to
contain any provision for waiver.
25. ATTESTATIONS. PROVIDER agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug -
Free Workplace Statement.
26. AUTHORITY. Each party represents and warrants to the other that the execution,
delivery and performance of this Agreement have been duly authorized by all necessary County
and corporate action, as required by law.
INDEMNITY ISSUES
27. INDEMNIFICATION AND HOLD HARMLESS. The PROVIDER covenants and agrees
to indemnify and hold harmless Monroe County Board of County Commissioners 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 services provided by the
PROVIDER occasioned by the negligence, errors, or other wrongful act or omission of the
PROVIDER'S employees, agents, or volunteers.
28. PRIVILEGES AND IMMUNITIES. All of the privileges and immunities from liability,
exemptions from laws, ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers, agents, or employees of
any public agents or employees of the County, when performing their respective functions under
this Agreement within the territorial limits of the County shall apply to the same degree and
extent to the performance of such functions and duties of such officers, agents, volunteers, or
employees outside the territorial limits of the County.
29. NO PERSONAL LIABILITY. No covenant or agreement contained herein shall be
deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe
County in his or her individual capacity, and no member, officer, agent or employee of Monroe
County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
30. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non - Delegation of Constitutional
or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any
participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the
constitutional or statutory duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
31. NON - RELIANCE BY NON - PARTIES. No person or entity shall be entitled to rely
upon the terms of this Agreement to enforce or attempt to enforce any third -party claim or
entitlement to or benefit of any service or program contemplated hereunder, and the County and
the PROVIDER agree that neither the County nor the PROVIDER or any agent, officer, or
employee of either shall have the authority to inform, counsel, or otherwise indicate that any
particular individual or group of individuals, entity or entities, have entitlements or benefits under
this Agreement separate and apart, inferior to, or superior to the community in general or for the
purposes contemplated in this Agreement.
Contract - Monroe Council of the Arts -FY13; page 5
GENERAL
32. Execution in Counterparts. This Agreement may be executed in any number of
counterparts, each of which shall be regarded as an original, all of which taken together shall
constitute one and the same instrument and any of the parties hereto may execute this
Agreement by signing any such counterpart.
33. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand - delivered or mailed, postage pre -paid, by certified mail, return receipt requested, to the
other party as follows:
For Board:
Grants Administrator and
1100 Simonton Street
Key West, FL 33040
Monroe County Attorney
PO Box 1026
Key West, FL 33041
For PROVIDER
Liz Young, Executive Director
Monroe Council of the Arts Corporation
d /b /a Florida Keys Council of the Arts
1100 Simonton Street, Suite 2 -263
Key West, FL 33040
305 - 295 -4369
305 - 295 -4372 FAX
34. GOVERNING LAW, VENUE, INTERPRETATION, COSTS, AND FEES. 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 this Agreement, the County and PROVIDER agree that venue will
lie in the appropriate court or before the appropriate administrative body in Monroe County,
Florida.
The County and PROVIDER agree that, in the event of conflicting interpretations of the
terms or a term of this Agreement by or between any of them the issue shall be submitted to
mediation prior to the institution of any other administrative or legal proceeding.
35. NON - WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the PROVIDER shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
36. SEVERABILITY. If any term, covenant, condition or provision of this Agreement (or
the application thereof to any circumstance or person) shall be declared invalid or unenforceable
to any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions
and provisions of this Agreement, shall not be affected thereby; and each remaining term,
covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the
fullest extent permitted by law unless the enforcement of the remaining terms, covenants,
conditions and provisions of this Agreement would prevent the accomplishment of the original
intent of this Agreement. The County and PROVIDER agree to reform the Agreement to replace
any stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision.
Contract - Monroe Council of the Arts -FY13; page 6
W
37. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and all prior
agreements with respect to such subject matter between the PROVIDER and the Board.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
Contract - Monroe Council of the Arts -FY13; page 7
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
B L___1 11
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Ma r /Chairman
itness
i �-
21 Z,
Witne
Monroe Council of the Arts Corporation
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
C HRISTINE M. LIMBERT- BARROWS
ASSISTANT CO NTY ATTORNEY
Date ��
Contract - Monroe Council of the Arts -FY13; page 8
(Federal ID No. 0 )
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Contract - Monroe Council of the Arts -FY13; page 8
(Federal ID No. 0 )
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service and Community -Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel, are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the Monroe
County Board of County Commissioners and will not be submitted for reimbursement to any other
funding source."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all- inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305 - 292 -3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter - company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If
a Payroll Journal is provided, it should include: dates, employee name, salary or hourly rate, total
hours worked, withholding information and paid payroll taxes, check number and check amount.
If a Payroll Journal is not provided, the following information must be provided: pay period, check
amount, check number, date, payee, and support for applicable paid payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for reimbursement.
For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Contract - Monroe Council of the Arts -FY13; page 9
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must be submitted and will be paid in accordance with
Monroe County Code of Ordinances and State laws and regulations. Credit card statements are
not acceptable documentation for reimbursement. If attending a conference or meeting, a copy
of the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of
the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental
reimbursement requires the vendor invoice. Fuel purchases should be documented with paid
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable. Parking is
considered a reimbursable travel expense at the destination. Airport parking during a business
trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero. Room
must be registered and paid for by traveler. The County will only reimburse the actual room and
related bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. An odometer reading
must be included on the state travel voucher for vicinity travel. Mileage is not allowed from a
residence or office to a point of departure. For example, driving from one's home to the airport
for a business trip is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal guidelines state
that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2
p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
Non - allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically included in the contract), contributions, depreciation expenses (unless specifically
included in the contract), entertainment expenses, fundraising, non - sufficient check charges,
penalties and fines.
Contract - Monroe Council of the Arts -FY13; page 10
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name for the time period
of to
Check # Payee
Reason
Amount
101
Company A
Rent
$ X,XXX.XX
102
Company B
Utilities
XXX.XX
104
Employee A
P/R ending 05/14/01
XXX.XX
105
Employee B
P/R ending 05/28/01
XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D -C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and in agreement with the records of this organization. Furthermore,
these expenses are in compliance with this organization's contract with the Monroe County Board
of County Commissioners and will not be submitted for reimbursement to any other funding
source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of
who is personally known to me.
Notary Public Notary Stamp
20_ by
Contract - Monroe Council of the Arts -FY13; page 11
Overview of the Florida Keys Council of the Arts
(Attachment C)
Monroe Council of the Arts Corporation d /b /a Florida Keys Council of the Arts is the liaison
among cultural organizations, all levels of government and the private sector in encouraging
and promoting the arts throughout Monroe County. The council endeavors to make the arts a
part of the fabric of daily life.
The Vision Statement:
The vision of Florida Keys Council of the Arts is to enrich the arts and enhance the
cultural heritage of the Florida Keys.
The Mission:
The mission of the Florida Keys Council of the Arts is to advance the creative
development and promotion of the arts in our cultural community by providing
excellence in leadership, advocacy, education and financial support for artists,
cultural organizations, and citizens of Monroe County.
The Florida Keys Council of the Arts is designated by the Board of County Commissioners as
the Local Arts Agency (LAA) as provided by Florida Statute 286.011.
The scope of services as stated in FKCA's contract with the BOCC for the period April 16, 1997
through September 30, 2016 is to provide the program development and sponsorship necessary
to accomplish within Monroe County the goals and purposes set forth in the Florida Fine Arts
Act of 1980.
BOCC funding supports administrative costs of Florida Keys Council of the Arts (FKCA). This
provides the arts council the ability to secure specific project funding through writing grants and
raising private funds and then to administer the various grant programs. Although many arts
councils in the State of Florida and nationally are divisions or departments of county
governments, FKCA is established as a non - profit organization in a public - private partnership
with Monroe County.
From its inception through fiscal year end 2011, FKCA has awarded $682,993 in privately -
raised funds and grants to literary, visual and performing artists and cultural organizations. Add
to that sum the Cultural Umbrella event funding, the South Florida Cultural Consortium Visual &
Media Artists Fellowships and the Art in Public Places commissions, and the total distributed in
the Keys cultural community through FKCA's efforts comes to over $4.8 million to date. The
annual economic impact of the non - profit cultural community in the Keys is estimated at over
$86 million.
Allowable expenses for which FKCA may receive reimbursement from the BOCC are typically
listed as data processing, PC time, payroll, postage, delivery, rents, productions, supplies, fax,
telephone and travel expenses.
Page 1 of 12
Florida Keys Council of the Arts
Board of Directors
Florida Keys Council of the Arts is managed by a volunteer board and a paid staff.
Current board members are:
1. Executive Committee
a.
Pat Bowman of Key West, Chair
b.
Sherry Phillips of Big Pine Key, Vice -chair
c.
Tom Butler of Key Largo, Secretary
d.
Susanne Woods of Sugarloaf, Treasurer
2. BOCC
Liaison
a.
Commissioner Sylvia Murphy
3. Board
Emeritus
a.
Shirley Freeman of Key West
b.
Bill Andersen of Key West
c.
June Girard of Gainesville, Florida
4. Board
Jon Allen of Key West
a.
Keith Bland of Key West
b.
Lucy Carleton of Key West
c.
Susann D'Antonio of Big Pine Key
d.
Judy Harris of Ocean Reef
e.
Karen Leonard of Key West
5. Alternate Board
a.
Cris Sandifer of Key Largo
b.
Lois Giffen of Marathon
c.
Michael Marrero of Key West
6. Advisory
Board
a.
Carol Abramovitz of Key West
b.
Jon Allen of Key West
c.
Theresa Axford of Key West
d.
Martha Barnes of Key West
e.
Suzanne Campbell of Key West
f.
Greg Charleston of Key West
g.
Juliet Gray of Key West
h.
Bonnie Greenberg of Marathon
i.
Gayle Hewlett of Marathon
j.
Darlene Lavelle of Marathon
k.
Deborah Mermelstein of Key West
I.
Michael Mayer of Key Largo
m.
David Miles of Sugarloaf Shores
n.
Elizabeth Miller of Key West
o.
Nancy Perez Miller of Key Largo
p.
Anne O'Shea Quattrini of Key West
q.
Michael Philip of Key West
r.
Mark J. Pierson of Key West
s.
MaryCarlin Porter of Key West
t.
William Porter of Key West
u.
Jessica Reilly of Key Largo
v.
Chris Sante of Key Largo
w.
Robert Sax of Key Largo
Page 2 of 12
x. Christine Scarsella of Key West
y. Michael Shields of Key West
z. Christopher Shultz of Key West
aa. Joyce Stahl of Key West
bb. Marcia Somersall of Key West
cc. Debra Walker of Key Largo
dd. Dean Walters of Sugarloaf, Past Chair
ee. Roger Westerlund of Key West
ff. Daniela Woody of Islamorada
gg. David Harrison Wright of Key West
Services to be provided by the Florida Keys Council of the Arts
under the 2012/13 Agreement with the
Board of County Commissioners of Monroe County, Florida
The staff consists of two full time persons, the Executive Director, Elizabeth Young and
Business Manager, Jodell Roberts. They are assisted by two part-time people, Executive
Assistant, Valerie Vaugouin -Smith (two days per week) and Administrative Assistant/
Membership Specialist, Reen Stanhouse (two days per week) and two part-time contractors,
Marketing /Public Relations Specialist, Jackie Schofield and Website Administrator, Kati Van
Aernum. Volunteers, including board members, also provide valuable services to the operations.
The Responsibilities of the Florida Keys Council of the Arts (FKCA) staff are as follows.
1. Provide professional support and technical assistance to the FKCA board.
a. Provide leadership, vision and advocacy for a multi - service Arts Council through
fundraising, arts education, granting, providing technical assistance to artists and
cultural organizations within the Florida Keys and providing cultural information to
visitors and residents.
b. Prepare agendas and reports for the FKCA board.
c. Present the above information at board and committee meetings and be available to
provide additional information relating to these matters at and between the meetings
d. Implement the mission, vision, strategic goals and objectives of the organization as
set by the Board.
e. Provide a central point of contact in the promotion of the arts, artists and cultural
organizations in the county.
f. Act as advocate and liaison in contacts with the community, media, county
commissioners, and cultural organizations both within and outside the county.
g. Participate in state and national economic survey data collection and reporting
efforts.
h. Engage in public speaking and public advocacy for the arts and the Arts Council.
i. Engage in event planning and implementation in partnership with other community
organizations such as MARC House, Tropic Cinema, Key West Maritime Society.
j. Provide program management and development.
k. Manage and update a comprehensive web site.
I. Maintain a comprehensive database.
m. Collect and disseminate cultural event information.
n. Provide staffing functions including supervising, hiring, firing, evaluating and daily
directions.
o. Manage the revolving art in public buildings program in ten county buildings plus
commissioners' offices.
Page 3 of 12
p. Manage the arts in healthcare program.
q. Provide leadership for the Performing Arts Network and Visual Arts Network.
r. Be responsible for grant acquisition, asset development, fundraising, and
membership growth, including recruiting of foundations, corporations, governmental
entities, individual donors and advocates.
s. Maintain and increase the existing business and individual membership base
t. Maintain and increase the existing grant revenues
u. Represent the FKCA in national, state and local cultural associations and inform the
Board of all major initiatives undertaken by these organizations.
v. Engage in development and nurturing of a continuous funding stream.
w. Prepare and manage budgets.
x. Outreach to artists and cultural organizations in the Keys and beyond.
y. Manage grants and re- granting programs affiliated with the arts.
z. Oversee membership and volunteer growth and coordination.
2. Provide professional support and technical assistance to the Art in Public Places (AIPP)
board.
a. Administer the 1% for Public Art Ordinance passed in 2001.
i. Committee members are appointed by the Board of County Commissioners.
ii. Serving this past year were Donna Bosold, Chair, Beth Kaminstein, Susann
D'Antonio, Nance Frank and Jeffrey Harwell.
b. Prepare agendas, reports and visual materials for the AIPP board
c. Present the above information at board and committee meetings and be available to
provide additional information relating to these matters at and between the meetings
d. Serve as liaison and manage flows of information between board and artists
e. Serve as liaison and manage flows of information among artists and architects,
purchasing and facilities development staff
f. Write, edit and distribute Requests for Qualifications (RFQs) and Requests for
Proposals (RFPs) in cooperation with County Purchasing and Legal staff
g. Track, document, display, and manage the responses to RFQs and RFPs
h. Correspond with commissioned artists as required
i. Assist facilities development and risk management staff in preparing contracts and
agenda items pertinent to AIPP
j. Maintain database of qualified artists within county and nationally
k. Maintain files of qualified artists for five years
I. Store proposals; repack, ship or return as required
m. Provide a central point of contact in the promotion of the Art in Public Places
Program
n. Act as advocate and liaison as requested in contacts with the community, media,
county commissioners, and cultural organizations both within and outside the county.
o. Prepare and present professional development workshops countywide to assist
Monroe County artists in completing required RFQ and RFP.
3. Provide professional support and technical assistance to the Cultural Umbrella (CU)
committee of the Tourist Development Council (TDC). Serving on the committee this year
are Sherry Philips (chair), Laurie Wickham, Mimi Kolek, Ann Lynch and Bunnie Smith.
a. Prepare agendas and reports for the CU committee.
b. Present the above information at board and committee meetings and be available to
provide additional information relating to these matters at and between the meetings.
Page 4 of 12
c. Provide a central point of contact in the promotion of the Cultural Umbrella.
d. Conduct workshops in Key West, Marathon and Key Largo to assist organizations in
completing their grant applications.
e. Act as liaison in contacts with the community, media, county commissioners,
and cultural organizations within the county.
f. Interact effectively with staff of TDC, NewmanPR Associates and Tinsley Advertising
g. Manage funding applications as described in 7. below
4. Advertise all meetings of the FKCA board, AIPP, Cultural Umbrella and other committees
pursuant to Florida's Government in the Sunshine standards.
a. Place advertising in three county newspapers with paid circulation prior to each
meeting
b. Record, transcribe and distribute the meeting minutes.
5. Manage additional art in public buildings programs not under the supervision of the AIPP
committee.
a. Art on display in public buildings program.
i. Coordinate the rotating (on loan) art in public buildings displays in ten public
county buildings plus commissioners' offices.
ii. Support the volunteer curators:
1. Gato Cigar Factory Building (Susann D'Antonio /Keith Bland)
2. Historic Key West Courthouse (FKCA Staff )
3. Freeman Justice Center (Susann D'Antonio)
4. "Artport" at the Key West Airport (Nance Frank)
5. Lower Keys Medical Center Main Hall (Susann D'Antonio)
6. American Cancer Society (Carrie Helliesen)
7. Marathon Government Center (FKCA Staff )
8. Marathon Government Annex (Susan Hover)
9. Marathon Airport (Susann D'Antonio)
10. Murray E. Nelson Gov't. & Cultural Center (Cris Sandifer)
11. Plantation Key Courthouse (Cris Sandifer)
b. Arts in the Hospital.
i. FKCA coordinates the visual arts programs in Lower Keys Medical Center,
including a first floor gallery of visual art and mural in the children's wing in
cooperation with the hospital's CEO.
6. Secure non - county funds such as grants and private donations to support grants, programs,
services and scholarships for local residents listed here and more fully described in 9.
through 15. below.
a. Artists in Schools
b. ArtReach
c. Key West Writers Guild Award
d. Tropic Cinema Leader Project
e. South Florida Cultural Consortium Visual and Media Artist Fellowship
f. Special Project Grant
g. Band Camp Scholarships
h. Arts in Hospital
i. Hurricane Emergency Grants
7. Manage Cultural Umbrella grant program, funded by tourist -tax dollars, under contract to the
Tourist Development Council and described in 15. below.
8. Manage all of the above - mentioned grant programs.
Page 5 of 12
a. Develop guidelines and criteria for grant applications.
b. Post applications on internet site http: / /www.keysarts.com
c. Write, edit and distribute press releases to promote availability of grant opportunities.
d. Conduct workshops to assist potential applicants.
e. Accept completed applications and secure meeting space.
f. Recruit and secure review panelists.
g. Create and distribute agenda packets for panelists.
h. Take minutes and compile scores at review meetings.
i. Take panel recommendations to full board for approval.
j. Notify applicants of approval /non approval.
k. Prepare letters of agreement and reporting documents.
I. Conduct workshops for grantees on managing the awards.
m. Write, edit and distribute press release about grantees and their projects.
n. Monitor grantee progress toward project completion.
o. Make payments upon project completion and receipt of grantee final report.
p. Compile and record statistics: persons served, demographics.
9. Secure funds and administer Artists in Schools grants.
a. Artists in Schools grants are funded in part by the sale of Florida State of the Arts
license plates and by BOCC funds.
b. $7,550 was awarded in the most recent completed fiscal year.
i. 2,587 children were served in the most recent completed fiscal year.
ii. To date, $106,385 has been awarded in Artist in Schools grants.
c. Artists in Schools projects, artists, teachers, and schools were:
i. Brass Scapes with artist organization Foothills Brass Quintet and teacher
Stephen Whitfield and Hammond Gracy at Stanley Switlik Elementary and
Marathon Middle & High schools.
ii. Flagler Railroad 100` Anniversary Mural Project with artist Lynn Lamont and
the Art Guild of the Purple Isles and teacher Fran Young at Island Christian
School in Key Largo.
iii. Fabric Art with artist Margo Ellis and teacher Christine Shade at Gerald
Adams Elementary School.
iv. Henry Flagler Alive -The Sunshine Express with artist Paul Jellinek and teacher
Susan Ryals at Marathon Middle & High Schools.
v. Dancing Classrooms with teaching artists Nina Locardi and Lucy Carleton and
teacher Tina Belotti of ECMC at Key Largo School in Key Largo and Glynn
Archer Elementary in Key West.
vi. Imagination through Synthesization with artist Kristi Ferrise and teacher Kerri
Modsewkewski at Stanley Switlik Elementary School in Marathon.
vii. Music Mentors with members of the Keys Community Concert Band and
teacher Susan Bazin at the Key Largo Middle School.
viii. Students Can You Meet the Challenge with artist Connie Hauk and teacher
Hazel Hartman at the Big Pine Key Academy Charter School in Big Pine.
ix. Styles of the Great Masters with artist Shauna Lee Lange and teacher Sue
Heidle at Grace Lutheran School in Key West.
x. Shakespeare in School with artists of the Key West Fringe Theater and
teachers, David Erhard, Janice Chiesa & Elena Delgado of Key West High,
Key Largo School and ACE Schools.
10. Secure funds and administer ArtReach grants.
a. ArtReach grants are privately funded and by BOCC funds.
Page 6 of 12
b. ArtReach grants are designed to encourage collaborative partnerships between
individual artists or cultural organizations and local businesses to expand audiences
and increase awareness of arts and business working together.
c. $3,600 was awarded in the most recent fiscal year.
i. 9,124 persons were served in the most recent fiscal year.
ii. To date, $136,836 has been awarded in ArtReach grants.
d. ArtReach projects, artists and their partners were:
i. Contemporary Cuban - American Artists Exhibit by artist Sandy Rico and San
Carlos Institute.
ii. Art at the Deli by Roger Cunningham and Goldman's Deli.
iii. Flutterbys of the Florida Keys by Beryn Harty and Key West Tropical Forest
and Botanical Gardens.
iv. Key West Fringe Theater presents DINNER by Monnie King and Key West
Women's Club.
v. Random Acts of Culture by Foothills Brass Quintet and the Florida Keys
Concert Association in Marathon.
vi. Soup -A -Bowl by Be the Change of the Florida Keys and St. Columba Episcopal
Church in Marathon.
vii. Three Worlds of Dreams by Juan E. O'Farrill and The Studios of Key West;
11. Secure funds and administer Key West Writers Guild Award.
a. FKCA presents a privately funded annual Writers Award, supported by a restricted
endowment, and made possible in part by the BOCC funds.
b. The Writers Award is a partnership between FKCA and the Key West Writers Guild.
c. The Writers Award is a $2,000 annual award for a writer of fiction or non - fiction
prose.
d. Richard deGrasse of Marathon received the 2012 award for his novel in progress
Haitian Relief.
12. Secure funds and administer Special Project Grants.
a. Special Project Grants are privately funded and made possible in part by BOCC
funds.
b. The purpose of a Special Project Grant is to provide short-term support to vital,
creative projects that do not fit into the other grant categories.
c. Bounce and Karen Grant - Margil received a grant of $15,000 for their Juggling Arts
workshops and performances at seven schools throughout Monroe County. Over
2,064 children were served by this program.
d. To date, $121,950 has been awarded in Special Project grants.
13. Secure funds and administer South Florida Cultural Consortium Visual & Media Artists
Fellowships.
a. FKCA partners with the arts councils of Dade, Broward, Martin and Palm Beach
counties to present the annual South Florida Cultural Consortium (SFCC) Visual &
Media Artists Fellowships.
b. SFCC Visual & Media Artists Fellowships are funded by the county governments of
Dade, Broward and Palm Beach counties. Monroe's participation is made possible in
part by the BOCC funding.
c. To date, Keys' artists have been awarded $147,000 in these awards.
d. Visual artist Nellie Appleby of Key West will receive the 2012 $15,000 fellowship.
14. Secure funds and administer a music camp scholarship.
a. Scholarship is privately funded and made possible in part by BOCC funds.
Page 7 of 12
b. Two Marathon students received scholarships to attend summer music camps.
15. Secure funds and administer Cultural Umbrella grants.
a. Cultural
Umbrella grants are funded by tourist -tax dollars.
b. Cultural
Umbrella grants are designed to encourage cultural tourism in the Keys by
drawing
new visitors for cultural events or encouraging visitors to extend their stay.
c. $745,800
was awarded in the most recent fiscal year.
i.
30% is spent on generic cultural advertising.
ii.
70% is available for grants.
d. The
following organizations received funding this year:
i.
Florida Keys Art Guild
ii.
Florida Keys Birding & Wildlife
iii.
Florida Keys Community Concert Band
iv.
The History of Diving Museum
v.
Marathon Community Theatre
vi.
Marathon Garden Club
vii.
Pigeon Key Foundation
viii.
Lower Keys Artists Network
ix.
Lower Keys Chamber
x.
Key West Art Center
A.
Key West Art & Historical Society
xii.
Key West Botanical Garden Society
xiii.
Key West Burlesque
xiv.
Key West Council on the Arts — Impromptu Concerts
xv.
Key West Film Festival
xvi.
Key West Fringe — People's Theater of Key West
xvii.
Key West Garden Club
xviii.
Key West Harry S. Truman Foundation
xix.
Key West Literary Seminar
xx.
Key West Players —Waterfront Playhouse
xxi.
Mel Fisher Maritime Heritage Society
xxii.
Monroe Association for ReMARCable Citizens
xxiii.
Morada Way Arts & Cultural District, Inc.
xxiv.
Old Island Restoration Foundation
xxv.
Paradise Ballet Presenters — Nutcracker Key West
xxvi.
Red Barn Theatre
xxvii.
Sculpture Key West
xxviii.
St. Paul's Episcopal Church - Performance
xxix.
The Studios of Key West
xxx.
Upper Keys Business Group — Pirate's Fest
xxxi.
ValnChz Productions
16. Partner with TDC, and secure tourist tax and non - county funds such as grants, ad revenue
and private donations to support publications of benefit to tourists as well as residents.
a. Gallery Guide
b. KeysArts Quarterly Cultural Events Brochure
c. Culture Magazine
17. Maintain website htti): / /www.kevsarts.com
a. FKCA's website provides complete information for visitors and residents about arts
and culture in the Keys, from Key Largo to Key West.
Page 8 of 12
b. It provides contact information and direct links to all cultural organizations
located within the Keys.
c. It provides details about FKCA and its vision, mission and services.
d. Governing documents such as the articles of incorporation, bylaws and
annual audits are posted.
e. Board and staff members are listed.
f. Cultural Umbrella and Art in Public Places committee members are listed.
g. All grant applications and instructions are available for download.
h. The Cultural Calendar is posted and e- mailed to members, the public and
the media on a weekly basis along with other timely arts information in an
attractive newsletter format.
L Calls to Artists are posted.
j. Interactive Artists Registry is available.
k. Press releases are posted.
I. Art in Public Places installations are posted.
18. Recruit and retain members.
a. Recruit new members in person and via mail and email campaigns.
b. Create annual campaigns for new patrons of the arts.
c. Create annual renewal campaign for current members.
d. Compose solicitation letters and e- mails.
e. Manage design, printing and mailing of these campaigns
f. Maintain database in Access and manage mailings.
g. Enter new members data and track renewals.
h. Synchronize Access with Constant Contact e-mail software.
i. Write and send thank you letters promptly.
j. Manage special events such as membership parties and fundraising events.
k. Attend committee meetings as needed.
I. Coordinate design of invitations.
m. Social media communications utilizing Facebook.
19. Perform general office tasks.
a. Answer phone, greet public.
b. Respond to inquiries by phone, fax, mail, e-mail and walk -ins from artists,
organizations and members of the public.
c. Maintain prompt, courteous communications with public and cultural community.
d. Maintain files and keep office organized.
e. Ensure smooth daily operations.
f. Order and maintain supplies and equipment.
g. Handle routine correspondence, prepare outgoing mail for mailroom, pick up and
open incoming mail.
h. Secure meeting and workshop sites and facilities, provide calendar to board monthly
of upcoming meetings.
20. Bookkeeping.
a. Make weekly deposits and write checks.
b. Pay Payroll including 941, Florida U.C. and 403(b) payment.
c. Perform Checking, Merchant and Investment account reconciliations.
d. Monitor investment accounts.
e. Request and manage County reimbursements.
f. Track expenses to grants.
g. Collect and report sales and sales tax statistics.
Page 9 of 12
h. Report on use of license tag funds.
i. Invoice and process payments.
j. Perform W2 and 1099 reports at calendar year end.
k. Compile information for annual audit at fiscal year end.
I. Work with CPA to make journal adjustments.
m. Review files and compile information.
n. Prepare tax forms as needed.
o. Review 990.
p. Maintain files of accounts payable and accounts receivable.
q. Maintain computer programs on budget accounts, accounts payable and accounts
receivable.
SUMMARY
The Florida Keys Council of the Arts is a non - profit, 501(c) (3) corporation serving a public
purpose. It has been in a contractual relationship with local county government since 1997.
FKCA is incorporated with the State of Florida and recognized by the IRS as the Monroe
Council of the Arts Corporation, dba Florida Keys Council of the Arts, FEIN 65- 0737532.
Governing documents, including the articles of incorporation, bylaws and strategic plan are
available for review on the arts council's award - winning website, www.keysarts.com
FKCA is the main source of information on arts and culture in the Keys. Cultural tourism is an
important component of the tourist -based economy. Additionally, FKCA serves local residents
including school children and the elderly. FKCA connects local artists and arts organizations
with one another, with their audiences and with the world.
It serves 73,329 local residents and three million visitors annually. A nine - member board of
directors guides the council, assisted by three alternate directors, three directors emeritus and
thirty -three advisory board members. Daily functions are carried out by the executive director,
staff, and valued volunteers.
FKCA funding is provided by the Monroe County Board of County Commissioners, the Tourist
Development Council, members, donors, private donations and grant makers; including the
Community Foundation of the Florida Keys, the South Florida Cultural Consortium, the State of
Florida, Department of State, Division of Cultural Affairs, the Florida Council on Arts and
Culture, and the National Endowment for the Arts.
Scope of Services provided by the Florida Keys Council of the Arts
for the Tourist Development Council 2012 contract
FKCA is the main source of information on arts and culture in the Keys. Cultural tourism is a
significant component of the tourist -based economy.
Responsibilities include:
Provide a central point of contact in the promotion of the arts, artists and cultural organizations
in the county. Act as advocate and liaison in contacts with the community, media, county
commissioners, and cultural organizations both within and outside the county.
a. Manage and update a comprehensive web site which includes an annual calendar of
events.
b. Maintain a comprehensive database of artists, organizations and patrons.
Page 10 of 12
c. Collect and disseminate cultural event information.
d. Interact effectively with all staff of the TDC, Tinsley Advertising and NewmanPR
Associates.
e. Participate in state and national economic survey data collection and reporting efforts
to stay current in tourism trends.
f. Request and manage monthly TDC reimbursements.
g. Provide program management and development.
h. Manage the revolving art in public buildings program in two airports, ten county
buildings and commissioners' offices.
i. Represent the FKCA in national, state and local cultural associations and inform the
Board of all major initiatives undertaken by these organizations to promote tourism.
j. Outreach to artists and cultural organizations in the Keys and beyond.
k. Engage in event planning and implementation in partnership with other community
organizations such as MARC House, Tropic Cinema, Key West Maritime Society,
etc.
Publish and distribute publications of benefit to tourists as well as residents:
Gallery Guide
i. The Gallery Guide is a popular fold -out map and guide to more than 50 Keys'
art galleries. All galleries are eligible to participate by sharing in the cost of
production.
ii. 30,000 copies are distributed annually to over 200 Keys' locations, including
hotels, guesthouses, chambers and museums.
iii. The Gallery Guide is also included in national and international press kits, and
distributed at travel trade shows.
iv. The Gallery Guide is updated in both content and style to maintain it's appeal
and accuracy.
KeysArts Quarterly Cultural Events Brochure
v. KeysArts is a printed comprehensive cultural calendar listing all of the cultural
events including theater, concerts, gallery receptions and exhibits, festivals,
dance, literary and museum programs happening throughout the Keys in a
three month period.
vi. 32,500 copies are distributed annually to over 200 Keys' locations
vii. KeysArts is also included in national and international press kits, and
distributed at travel trade shows.
Culture Magazine
viii. Culture Magazine produced by Tinsley Advertising in cooperation with the
Cultural Umbrella committee.
ix. The magazine is an annual insert in the In -Room Concierge hard cover book
placed in hotel rooms throughout the Keys.
x. In addition to the insert, free - standing copies are printed and distributed locally
by the Arts Council. It is included in national and international press kits, and
distributed at travel trade shows.
A. Culture Magazine is currently the most downloaded brochure on the TDC's
award - winning website, www.fla- keys.com
Our website — www.keysarts.com
o FKCA's website provides complete information in a visually attractive and easy to
navigate format using contemporary graphic design for visitors and residents about the
arts and culture scene from Key Largo to Key West.
o It has a direct link to the TDC website.
Page 11 of 12
• It provides contact information and direct links to all Keys' cultural organizations by
category for easy reference for visitors.
• The Cultural Calendar is posted and e- mailed to media, members and the public on a
weekly basis along with other timely arts information in an attractive newsletter format.
• Art in Public Places installations and photos are posted.
• Calls to Artists are kept current and posted monthly.
• Interactive Artists Registry is available.
• Press releases are archived.
Compile, write, edit and publish cultural event calendar listings and calls to artists in various
formats.
a. Gather and edit cultural information by phone, mail and e-mail with visual, literary
and performing artists, cultural and community organizations, and other members of
the public
b. Coordinate with advertising, printing, public relations, webmaster and internet
providers as needed to maintain product quality.
c. Conduct environmental scanning of newspapers and websites including, but not
limited to, www.fla - keys.com and www.keysnews.com
d. Send cultural calendar to 15 local print publications, radio stations and media outlets in
South Florida weekly including NewmanPR, Key West Citizen's Paradie section,
Conch Color, KONK Life, Keynoter and Free Press.
e. Send by e-mail to opt -in subscriber list weekly.
f. Compile, edit and route information for use in KeysArts Quarterly and annual Culture
Magazine and various regional and national calendars, publications and websites.
Maintain prompt, courteous communications with public and cultural community --
approximately 150 requests per month whether phone, e-mail, in- person from visitors (events,
public art exhibits, galleries, workshops), including artists, musicians, performers, and writers
(advising on how to get involved in festivals, gallery shows, public art, auditions, performing arts
venues available, publicizing classes, how to set up and publicize their own events).
Page 12 of 12
PUBLIC ENTITY CRIME STATEMENT
"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."
Contract - Monroe Council of the Arts -FY13; page 13
SWORN STATEMENT UNDER ORDINANCE NO. 10 -1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
fi'�)tti oa 1 jj fit, otYZI Ar .� warrants that he /it has not employed, retained or
otherwise had act on his /its behalf any former County officer or employee in violation of Section 2
of 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 this provision the County may, in its discretion, terminate
this contract without liability and may also, in its discretion, deduct from the contract or purchase
price, or otherwise recover, the full amount of any fe commission, percentage, gift, or
consideration paid to the former County officer gr-emproyee.
STATE OF C
COUNTY OF f�
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
hE tA Vn1_1A) who, after first being sworn by me, affixed his/ er
signature (name of individual signing) in the space provided above on this �� day of
My commission expires:
OMB - MCP FORM #4
NOTARY BLIC
_�,•`; "'r' ►' "'., ANN M. RIDER
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Contract - Monroe Council of the Arts -FY13; page 14
DRUG -FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publishes a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Gives each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide by
the terms of the statement and will notify the employer of any conviction of, or plea of guilty or
nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance
law of the United States or any state, for a violation occurring in the workplace no later than five
(5) days after such conviction.
5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is
so convicted.
6. Makes a good faith effort to continue to maintain a drug -free workplace through
implementation of this section.
As the person authorized to sign the statement, I
above requirements.
STATE OF y� IDfl
ify that this firm complies fully with the
gnoure of �espondeht)
COUNTY OF 4�0Ne d BIZ
T� Date
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
r �hbE h � av (I who, after first being sworn by me, (name of
individual signing) ffixed his her signature in the space provided above on this
day of �� P iFn�► lo�� , 20
My commission expires:
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Contract - Monroe Council of the Arts -FY13; page 15