Item F2
B(MRD Of COUNTY COMMISSIONERS
AGENDA IT:EM SUMMARY
Meeting Date: JANUARY 17.2002
Division:
TDC
Bulk Item: Yes ~ No
Department:
AGENnA ITEM WOJWING:
Approval of TDe/Cultural Umbrella Recommendation Committee.
ITEM BACKGROUND:
The Agreement with the Florida Keys Council of the Arts requires that they
submit to the TDC and BOCC the members of their Recommendation
Committee for approval. The Florida Keys Council of the Arts is requesting
approval from the TDC and BOCC for the criteria for the selection of the
Recommendation Committee.
The TDe to approve same at their meeting of January 8,2002.
PREVIOUS REVELANT BOce ACTION:
saee approved FY 2002 budget at their meeting of September 18, 2001.
-
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENJ>A TIONS:
Approval
TOT AI" COST: $5501800
BUDGETED: Yes....L No
COST TO COUNTY: $SSO.800rrOURIST PA V
REVENUE PRODUCING: Yes..lL ~o
AMOUNT PER MONTH,_ Year
APPROVED BY: C(lumy Atty _ OMB/Purchasing _ Risk Management__
DIVISION DIRECTOR APPROVAL: /' /"/7~./~,,-
(Lynda Sruart)
DOCUMENTA TION:
Inel uded X
To Follow_Not Requircd_
AGENDA ITEM # G2 -~
DISPOSITION:
Revised 2/27/01
THf nORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST DfYUOPMfNT COUNCIL
CtlJtfB (i~ YtJU (iTe,~
DA TE:
January 8, 2002
TO:
Monroe County Board of County Commissioners
FROM:
Michael Ingram, Chairperson of the Monroe County TOC
RE:
CULTURAL UMBRELLA CRITERIA FOR SELECTION OF
RECOMMENDATION COMMITTEE
The TDC at their meeting of January 8, 2002 approved the following criteria for
selection of the Cultural Umbrella Recommendation Committee. Changes to the
original criteria presented in your BOCC packets are highlighted in bold/italic.
To be eligible to serve on the Recommendation Committee of the Cultural Umbrella, a
person must
1. Reside in the Tourist Development Committee District to which appointed for a
minimum of two years.
2. Have demonstrated significant support and advocacy for art and culture or work
as an artist (visual, performing, literary, historic).
3. Demonstrate an understanding of the prime importance of art and culture to the
economy and to the quality of life of Monroe County citizens and guests.
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~ppli8g iR tt.:J8 Qldr:r:8Rt Y8ar.
4. Representatives on the Recommendation Committee shall be a member of
the District Advisory Committee.
5. If a Recommendation Committee member finds himself/herself in a conflict-
of-interest, the member shall declare the conflict and abstain from voting.
P.O. Box 866, Key West, Florida 33041 U.s.A. (305) 296-1552 Fax: (305) 296-0788
http://fla-keys.comsales@fla-keys.com
Criteria for Cultural Umbrella
Recommendation Committee Members
To be eligible to serve on the Recommendation Committee
of the Cultural Umbrella, a person must
1. Reside in the Tourist Development Committee District to
which appointed for a minimum of two years.
2. Have demonstrated significant support and advocacy for
art and culture or work as an artist (visual, performing,
literary).
3. Demonstrate an understanding of the prime importance of
art and culture to the economy and to the quality of life of
Monroe County citizens and guests.
4. Receive no income in an administrative capacity from an
entity or individual that was awarded Cultural Umbrella
event funding in the past fiscal year or that applies in the
current year.
~
.. .:
CULTURAL UMBRELLA AGREEMENT
THIS AGREEMENT is entered "into thisZ/,P{,ay of lJ~ V'/ 2001, by and between the
BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, hereinafter referred to a~
the COUNTY and the MONROE COUNCIL OF THE ARTS CORPORATION d/b/a FLORIDA
KEYS COUNCIL OF THE ARTS, a non-profit corporation hereinafter referred to as the
FLORIDA KEYS COUNCIL OF THE ARTS;
WITNESSETH
WHEREAS, the County wishes to enter into this agreement with the Florida .Keys Council of
the Arts so that the Florida Keys Council of the Arts will act as a county- wide Cultural
Umbrella to make recommendations to the MONROE COUNTY TOURIST DEVELOPMENT
COUNCIL (TDC) and COUNTY concerning funding for Tourism related Cultural activities.
1. Term: The term of this agreement is for a period of thirty-three (33) months
commencing January 1, 2002 and terminating' September 30, 2004. Upon the
recommendation of the Tourist Development Council, the COUNTY may exercise an option for
an additional two (2) years upon giving written notice to the Florida Keys Council of the Arts no
less than sixty (60) days prior to September 30, 2004. Monroe County's performance and
obligation to pay under this agreement, is contingent upon an annual appropriation by the
COUNTY.
2. Scope of Services: The Florida Keys Council of the Arts will provide the following
services:
a) The Florida Keys Council of the Arts shall administer TDC policies and procedures
which will distribute on an equitable district-wide percentage basis those monies
recommended for all qualified Cultural activities. The Florida Keys Council of the
Arts will accept applications on an annual basis. The Florida Keys Council of the
Arts shall make recommendations for changes in TDC policies pertaining to the
Cultural Umbrella as it deems appropriate and shall submit such recommendations
for TDC and County approval.
b) The Florida Keys Council of the Arts shall advertise the availability of the Cultural
Umbrella program (request for applications) through which event sponsors may
apply for promotional funding. The advertisement shall be placed at a minimum, in
a newspaper of general circulation, in each of the three primary areas of the County,
to wit: Lower Keys, Middle Keys and Upper Keys. The advertisement shall notify of
the availability of funding, the restriction of such funding to promotional expenditures
and any other information which the Florida Keys Council of the Arts deems
necessary to conduct the Cultural Umbrella program. The Florida Keys Council of
the Arts may place the advertisements and be reimbursed pursuant to paragraph 3
or may request TDC to place the advertisements and direct pay the newspapers.
c) The Florida Keys Council of the Arts shall conduct at least three (3) workshops each
year, ,one per area of the Florida Keys (Lower Keys, Middle Keys, Upper Keys),
within two weeks after the release of the request for application, to explain the
application process to all potential applicants.
d) All meetings related to the administration of the Cultural Umbrella shall be open to
the public and properly noticed, in conformity with the same rules as required for all
governmental meetings under F.S. 286.011. The TDC administrative office shall
1
10/11/01
e) receive a copy of the agenda of any Cultural Umbrella meetings/workshops at lea
seven (7) days prior to said meeting/workshop.
f) The Florida Keys Council of the Arts shall administer policies and procedures whi(
will distribute on an equitable district-wide basis those monies recommended for c
qualified Cultural activities. Funds shall be allocated to events in each distril
proportionate to the total revenues generated by each district. If funding availabl
under this plan to any district is not allocated for specific events, the monie
remaining shall be allocated to the county-wide Cultural Umbrella advertisin
campaign.
g) The recommendations of the Cultural Umbrella Committee shall be submitted to thl
TOC for consideration prior to adoption of TOC annual budget each year, but thE
Florida Keys Council of the Arts has no final authority to require TOC to adopt it~
recommendations. TOC will then make recommendations to the COUNTY fOI
allocation of funds and contracts with each individual recipients.
h) Composition- The Florida Keys Council of the Arts shall, in collaboration with the
community, develop criteria for selection of the members of the Recommendation
Committee for approval by the TDC and the COUNTY before any appointments are
made. Recommended appointments will be approved by the TOC and COUNTY
and will be referenced in Exhibit A.
3. Funding:
a. The COUNTY shall allocate from tourist development tax funds, an amount not to
exceed five hundred and fifty thousand and eight hundred dollars ($550,800) for the
agreement year ending September 30, 2002. For each of the remaining years,
under the agreement, County shall allocate from tourist development tax funds such
amounts as are established within the TOC budget approved by the County prior to
each fiscal year. The budget for period ending September 30, 2002 is attached
hereto as Exhibit 8 and incorporated herein. Monroe COUNTY and TOC will fund
through its Advertising and Public Relations agencies of record costs of promotion
and advertising of cultural events; (1) directly to vendors upon receipt of properly
approved invoices or (2) reimburse the event coordinator upon receipt of properly
approved paid invoices and evidence of payment, subject to availability of funds.
b. No salary, bonus or other compensation will be paid directly or indirectly, out of the
Cultural Umbrella funds and no Cultural Umbrella funds shall be used in the
computation of any salary, bonus or other compensation to any person.
c. Administrative costs, including but not limited to salaries, transportation costs, and
. mailing were previously paid by the predecessor contractor and therefore pursuant
to SOCC Resolution No. 316-2001, shall be borne entirely by the Florida Keys
Council of the Arts.
d. There shall be no action by Florida Keys Council of the Arts which has the effect of
reducing in anyway the amount of TDC and Florida Keys Council of The Arts money
used for advertising, promotion or any programs of either entity.
4. Termination: The agreement can be terminated by either party with or without cause
with 120 days prior written notice.
2
10/11/01
Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
5. Accounting: Records of the Florida Keys Council of the Arts pertaining to tt
agreement shalf be kept on generally recognized accounting principals, acceptable to Monr<
County, and shalf be available to the COUNTY or to an authorized representative for audit.
6. Modification: Additions to, modification to or deletions from the provisions set forth
this agreement shall be effective only in writing and approved by COUNTY.
7. Indemnification and Hold Harmless: The Florida Keys Council of the Arts agrees 1
indemnify and hold Monroe County and the Monroe County Tourist Development Counc
harmless for any and all claims, liability, losses and causes of action which may arise out (
its fulfillment of the agreement. It agrees to pay all claims and losses, including related COUl
costs and reasonable attorneys fees, and shall defend alf suits filed due to the negligent acts
errors or omissions of the Florida Keys Council of the Arts employees and/or agents.
8. Taxes: The COUNTY and TDC are exempt from Federal Excise and State Floridc
Sales Tax.
9. Finances Charges: The COUNTY and TDC will not be responsible for any financE
charges.
10. Relation of COUNTYITDC: It is the intent of the parties hereto that the Florida Keys
Council of the Arts shall be legalfy considered as an independent contractor and that neither i1
nor its employees or agents shall, under any circumstance, be considered servants or agents
of the COUNTY and TOC shall at no time be legally responsible for any negligence on the part
of said successful proposer, its employees or agents, resulting in either bodily or personal
injury or property damage to any individual, firm, or corporation.
11. Disclosure: The Florida Keys Council of the Arts shall be required to list any or all
potential conflicts of interest, as defined by Florida Statute 112 and Monroe County Ethics
Ordinance. The Florida Keys Council of the Arts shall disclose all actual or proposed conflicts
of interest, financial or otherwise, direct or indirect, involving any client's interest which may
conflict with the interests of the COUNTY and TOC.
12. Assignment: the Florida Keys Council of the Arts shall not assign, transfer, convey,
sublet or otherwise dispose of this agreement, or of any or all of its right, title or interest
therein, or his or its power to execute such contract to any person, company or corporation
without prior written consent of the COUNTY and TDC.
13. Compliance with Laws - Nondiscrimination: The Florida Keys Council of the Arts shall
comply with all federal , state, and local laws and ordinances applicable to the work or
payment for work thereof, and shall not discriminate on the grounds of race, color, religion,
sex, age or national origin in the performance or work under this agreement. This agreement
shall be subject to all federal, state, and local laws and ordinances.
14. Force Majeure: The Florida Keys Council of the Arts shalf not be liable for delay in
performance or failure to perform, in whole or in part, the services due to the occurrence of
any contingency beyond its control or the control of any of its subcontractors or suppliers,
including labor dispute, strike, labor shortage, war or act of war whether an actual declaration
thereof if made or not, insurrection, sabotage, riot or civil commotion, act of public enemy,
epidemic, quarantine restriction, accident, fire, explosion, storm, flood, drought, or other act of
God, act of any governmental authority, jurisdictional action, or insufficient supply of fuel,
electricity, or materials or supplies, or technical failure where the Florida Keys Council of the
Arts has exercised reasonable care in the prevention thereof, and any such delay or failure
shall not constitute a breach of this agreement.
3
10/11/01
Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
15. Governing LawNenue: This agreement shall be governed and construed by and i
accordance with the laws of the State of Florida and constitutes the entire agreement betwee
the COUNTY and TDC and Florida Keys Council of the Arts. Venue of any court actic,>n filel
relative to this agreement shall lie in Monroe County, Florida.
16. Antisolicitation: The Florida Keys Council of the Arts warrants that no person has beel
employed or retained to solicit or secure this contract upon an agreement or understanding fo
a commission, percentage, brokerage, or contingent fee and that no member of the MonroE
County government or the TDC has any interest, financially or otherwise in the Florida Key~
Council of the Arts or its subcontractors.
17. Severability: If any provision of the agreement shall be held by a Court of competen:
jurisdiction to be invalid or unenforceable, the remainder of this agreement, or the application
of such provision other than those as to which it is invalid or unenforceable, shall not be
affected thereby; and each provision of the agreement shall be valid and enforceable to the
fullest extent permitted by law.
18. Notice: Any notice required or permitted under this agreement shall be in writing and
hand-delivered or mailed, postage prepaid by certified mail, return receipt requested, to the
other party as follows:
For COUNTY:
Monroe County Administrator
5100 College Road
Key West, FL 33040
For TDC:
Director, Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
For FLORIDA COUNCIL OF THE ARTS:
President, Florida Keys Council of the Arts
5100 College Road
Key West, FL 33040
TDC shall give notice to Florida Keys Council of the Arts of any meetings at which there is an
agenda item pertaining to Cultural Umbrella.
19. Ethics Clause: The Florida Council of the Arts warrants that it has not employed,
retained or other wise had act on its behalf, any former COUNTY office or employee in
violation of Section 2 or Ordinance No. 10-1990 or any COUNTY officer or employee in
violation of Section 3 of Ordinance No. 10-1990. For breach or violation of the provision the
COUNTY may, at its discretion terminate this agreement without liability and may also, at its
discretion, deduct from the agreement or purchase price, or otherwise recover, the full amount
of any fee, commission, percentage, gift, or consideration paid to the former or present
COUNTY officer or employee.
20. 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
4 10/11/01
Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
section 287.017, for CATEGORY TWO for a period of 36 months from the date of beil
placed on the convicted vendor list.
IN WITNESS WHEREOF, the parties have executed this agreement the day and year fir
above written.
(SEAL)
Attest:
FLORIDA KEYS COUNCIL OF THE ARTS
BY~~
(SEAL)
Attest: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
flt
Mayor/Chairman
5
10/11/01
Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
EXHIBIT A
RECOMMENDATION COMMITTEE
The Recommendation Committee of the Florida Keys Council of the Arts Cultural Umbrella i:
comprised of five (5) members, with one member representing each of the five TOe Districtl
throughout the Monroe County. The members shall be appointed by the Florida Keys Counci
of the Arts and confirmed by the TOC and COUNTY.
As of the commencement of the agreement effective January 1, 2002, the members shall be:
District I
To Be Announced
District"
To Be Announced
District III
To Be Announced
District IV
To Be Announced
District V
To Be Announced
The term of a Recommendation Committee member shall be for one (I) year terminating
September 30th of each year of the agreement. New appointees, re-appointees and
replacement members shall be confirmed by the Florida Keys Council for the Arts, TDC and
COUNTY.
6
10/11/01
Cultural Umbrella Agreement
Momoe Council of The Arts d/b/a Florida Keys Council of the Arts
EXHIBIT B
Budget as of January 1, 2002
Allocations for Events:
Sub Total
$244,800
$165,240
$550,800
Allocation for Cultural Advertising Campaign
*Balance Brought Forward from FY 2001
$122,940
* Represents event funding brought forward from current year to next fiscal year
(October 1, 2001) for contractual agreements.
7
10/11/01
Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
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Overview of Cultural Umbrella
In the 1980s, the citizens of Monroe County passed referendums
authorizing a 3-cent sales tax on tourist lodging (the bed tax) to be used
for tourist advertising, promotion, and some tourist related capital
projects.
The Board of County Commissioners (BOCC) passed several
ordinances to implement this tax including one that created the Tourist
Development Council (IDC) to recommend expenditures of the bed tax
revenue and to administer the expenditures. (County Clerk Danny
Kolhage is actual custodian of the funds. He writes and signs all checks
which are co-signed by the County Mayor.) The IDC is an advisory
committee to the BOCC which has fmal approval of all IDe actions.
The nine members of the IDC advisory board are appointed by the
BOCC.
To accommodate the different geographic communities of the
Keys, five District Advisory Committees (DACs) were created. They
are DAC I-Key West; DAC 2-The Lower Keys: DAC 3-Marathon;
DAC 4-Islamorada; and DAC 5-Key Largo. The DACs recommend
expenditures for approximately one-third of the revenue which is
divided among the districts according to the percentage of revenue
collected in the district.
To accommodate three keys-wide industries, three "umbrellas"
were created: the Dive Umbrella, the Fishing Umbrella, and the Cultural
Umbrella. DACs and Umbrellas are unique to Monroe County.
The District Advisory Committees and the Umbrellas are advisory
committees to the IDC and BOCC. Almost always the IDC and the
BOCC approve the recommendations sent to them.
1100 Simonton Street, Key West, FL 33040
305-295-4369/ Fax: 305-295-4372
email: info@keysarts.com / www.keysarts.com
Upper Keys: 305-852-1469 ex1.4369
Marathon: 305-743-0079 ext.4369
Here are the actual dollar amounts budgeted for fiscal year October
I, 2001 - September 30, 2002.
TOURIST DEVELOPMENT COUNCIL FY2002
INCOME
Anticipated Bed Ta Revenue
Roll-over and Reserve Funds
EXPENDITURES
Administration
Advertising and Promotion
Public Relations, Mail Fulfillment, Other
Cultural Umbrella
Fishing Umbrella
Dive Umbrella
Tourist Related Capital Projects
Catastrophic Reserve
$11,200,000
$ 9,900,000
$21 ,100,000
$ 800,000
$ 6,700,000
$ 1,393,609
$ 673,740 (includes 122,940 roll-over)
$ 682,651 (includes 131,851 roll-over)
$ 250,000
$ 7,600,000 (includes 4,300,000 roll-over)
$ 3,000,000
$21,100,000
The Florida Statute allows bed tax funds expenditures for
administration, advertising, promotion, and some tourist related capital
projects and maintenance. The statute has been interpreted more
narrowly in Monroe County than in other Florida counties.
The money allocated to the Umbrellas and DACs is distributed by
an application process. Successful applicants are reimbursed for
approved expenditures. The applications are rated by a point system
based on the goals of the IDC. Factors included are Heads in Beds in
Off-Season, Enhancement of Visitor Experience, Amount of Local
Support and Showcasing of the Destination.
2
The DACS and Umbrellas each have Recommendation
Committees that review the applications and recommend which are
funded.
Originally the county contracted with the Key West Art and
Historical Society to administer the Cultural Umbrella Funds. For the
past few years, the Florida Keys Federation of Chambers had the
contract to administer these funds.
In the meantime the Florida Keys Council of the Arts was created
and flourished. It became recognized as the appropriate organization to
administer the cultural umbrella and requested the job. In August the
BOCC, by Resolution, turned it over to the FKCA as of 1/1/02
WHAT DOES THE FKCA DO NOW?
1. Get input from the arts and cultural community and the community
as a whole as to the satisfactions, concerns, and recommendations
concerning the Cultural Umbrella.
2. Develop a policy describing the criteria for eligibility to serve on
the Recommendation Committee for the Cultural Umbrella funds -
which, among other things, would avoid the actual or appearance
of conflict of interest. The BOCC has directed that we get input
from all interested parties on this policy. After approval of the
criteria by the IDC and the BOCC, select members of the
Recommendation Committee for approval.
3. Provide information throughout the Keys about the availability of
funds, permissible uses and application process through media
releases, website, TV show, Newsletter, etc.
3
4. Hold workshops at least three weeks before deadline of
applications to explain the application process to potential
applicants. (April or May)
5. Review and rate applications. Determine recommendations for
funding. (June)
(Written by Shirley Freeman, Chairman of the FKCA
Committee on the Cultural Umbrella, September, 200 I)
4
Cultural Umbrella Allocations
Event FY 2002 FY 2001
District 5 - Key Largo
Art Under the Oaks 5,600 5,445
Barley's Bay Festival 20,000 25,000
Island Jubilee 0 25,000
Generic Advertising 39,945 3,405
District 4 - Islamorada
Barley's Bay Festival 5,000
Generic Advertising 45,123 32,850
District 3 - Marathon
Marathon Community Theatre 13,000 3,754
Renaissance Faire 11,000 17,089
FI. Keys Birding & Wildlife Fest 8,412 0
Pigeon Key Art Festival 10,000 12,707
District 2 - Lower Keys
Underwater Music Festival 7,000 6,800
Island Art Fair 2,500 2,500
Oktoberfest 5,600 5,600
Generic Advertising 4,178 350
District 1 - Key West
Mel Fisher MHS Montana Smith 24,102 0
Mel Fisher MHS Armed & Dangerous 0 20,782
Womenfest 23,500 20,968
Pirates in Paradise 23,50 17,054
Red Barn Theatre 23,500 18,824
TW Fine Arts Center 20,000 16,495
Key West Symphony Orchestra 20,00 18,318
Key West Players 20,000 13,070
Key West Pops Orchestra 20,000 0
Key West Literary Seminar 20,000 6,290
Impromptu Concerts 2,900 2,237
Annual Craft Show 2,900 2,237
Old Island Days Art Festival 2,900 2,237
Annual Key West House & Garden Tours 4,900 5,732
Key West Jazz & Blues Festival 0 16,682
Key West Writer's Workshop 3,774
County-Wide Generic Cultural Advertising 165,240 135,000
Total Allocated for Year Indicated 550,600 440,000
Policies & Procedures
, EXAMPLES OF ACCEPTABLE AND NON-ACCEPTABLE EXPENSES
Acceptable
Newspaper Ads*
Radio Advertising*
Brochures*
Direct Mail Piece * & Postage
Posters*
Street Banners*
Table Tents (Advertising Piece*)
Koozie Cups
Ribbons***
Press Room Telephone Expense under
Le.,
Non-Acceptable
Newsletters
Administrative Expenses
Office Supplies
Utilities
Rent
Passes and Buttons
Security
Prize Money
Raffle Tickets
Concession Items,
Separate Number
Trophies***
Sanction Fees**
Programs as long as they serve as promotional
service in-
item, Le. information on the area
map and write-ups, should be sent
out as a promotional piece
unless
Professional Photographer--for specific
purposes--each request individually approved
TV Ads*
consulta-
Helicopter rental as required by the agencies
of record for TDC
Road
Transportation, Lodging & Meals for not-for-
profit bands (Le. representing government.
school, universities, etc.)
T-shirts. Jackets****
Hats ****
Flags****
Programs*****
docks. etc.
Production costs for advertising
Public Relations Expenses
Internet Advertising
TDC Website only
* All advertising and promotional items must indicate credit to the Florida Keys and Key
West.
food items to be sold
Rental of Equipment
Insurance
Programs which
house only
Audition Notices
Stationery/Envelopes
special event
Salaries, wages, fees, Le.,
artists' fees.
tions fees, Directors.
Secretarial Services,
Company fees
Crane Rentals
Hotel Rooms for VIP's
Ambulances
Prizes for Raffles
Construction materials for
stages,
** SANCTION FEES: Per interpretation of the County Attorney's Office. When a
sanctioning body concurs, confirms, or ratifies an act or event. it is said to have
Monroe County Tourist Development Council Operations Manual
Section II,
Page 1
7/25/01
Policies & Procedures
>> Continued
sanctioned the act or event. The sanctioning body, however, is not the entity that
actually produces or sponsors the event. A classic example of sanctioned events are
competitions, sporting events, and races. A sporting event - such as a football game. or
a competition - such as a power boat race. are
produced at the local level. However, for the event to rise to the stature of a national
competition it must be sanctioned by an organization, such as the NFL or the American
Power
Boat Association. The fee that is paid to the sanctioning organization directly enhances
the promotability, the stature, and the advertising potential. along with the likelihood that
viable national sponsors will aid in the promotion and advertising of the event.
ARTIST FEES: In contrast to sanction fees what is termed artist fees, road company
fees, etc., is compensation of the participants, performers, or producers of the events.
Artist fees, road company fees, concert fees, and direct event production costs, unless
they are intended primarily to advertise or promote an event, are an improper
expenditure of TDC funds under Florida statute.
TROPHIES: Framed art work, framed photography, engraved crystal and glass,
plaques, trophy, 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 date and location). 9/14/94
*** Trophies and Ribbons must indicate location (Le., Islamorada, Key Largo, etc.) name
and date of event. The list of recipients must be provided for reimbursement. Must be
promotional in nature and presented as an award. 01/22/92
This list may not reflect all acceptable or unacceptable items and is applicable only as a
guideline. Any questions you may have can be directed to the Administrative Office in
writing. 05/08/91
-- TDC FUNDED ITEMS: Items funded by the TDC are NOT to be sold. 9/14/94
***** PROGRAMS: Event programs that contain advertising shall be subject to the
following funding limitations: (This policy also applies to jackets, hats and flags.)
1. Event sponsors, in submitting documentation to support requests for
reimbursement or payment of the costs of the event program, shall provide
documentation to establish the amount of contribution of cash or in-kind
services provided by the entity advertised.
2. Tourist development tax dollars can only be used to cover the total of the
cost of the program minus cash receipts by the event sponsor for
advertising paid by co-sponsors.
Monroe County Tourist Development Council Operations Manual
Section II, Page 2
9/5/01
Policies & Procedures
>> Continued
Where the event sponsor obtains a cash receipt from a local business.
association, or person. and the cash donation has been dedicated by
donor to be expended for specified goods or services required by the
event sponsor for
the production of the event, the cash receipt shall not be considered a
cash receipt for paid advertising. Event sponsor will have to provide
original letters on each donor's letterhead or similar proof that a cash
receipt has been committed
Monroe County Tourist Development Council Operations Manual
Section II, Page 3
9/5101
Policies & procedures
>> Continued
by the donor for specific goods or service and that the donated amount
was in fact paid for those goods or service. To the extent that any donated
cash with such specification is remaining after the expenditure for the
required goods or services, such amount shall offset the amount which
TDC will pay for funding programs. 08/03/94
SALE/RESALE OF TDC FUNDED ITEMS: Items funded, including creative and
resulting work product, by the BOCCITDC, in accordance with Florida Public Records
Law, are owned by the BOCCITDC and as such may not be sold. 09/14/94
PURCHASE OF ITEMS WITH TOC FUNDS: Property being defined as fixtures and
other tangible personal property of a non-consumable nature purchased with TDC
funds, as stated above, is owned by the BOCCITDC and therefore must be included in
the inventory listing of Monroe County and tagged accordingly as required by the
Auditor General. *(F.S. 274.02)
If the purchase price of the item involved is $500 or more, this item is defined by the
Clerk of the Circuit Court for Monroe County as a 'capital outlay' purchase and must be
so noted. Capitalized items must be appropriated as such. Disposal of capitalized
items will be governed by county policy. 06/12/91
* Le. computers, paintings, VCR's. Recording equipment, postage machines. FAX
machines, copiers, etc.
TDC PURCHASING POLICY: The Monroe County TDC (also applies to DAC's)
follows the purchasing procedures as outlined in the Monroe County Procurement
Policies. There are four (4) levels of purchasing as follows:
Level "A" - Total $0.01 through $5,000.00 that does not require price quotes.
Level "B" - Total $5,000.01 through $10,000.00 - requires at least two (2)
price quotes.
Level "C" - Total $10,000.01 through $25,000.00 - requires Competitive bids
and approval by the TDC/BOCC.
Level "0" - Purchases $25,000.01 or greater - requires Competitive bid and
approval by the TDC/BOCC.
Full details regarding the Procurement Policies may be obtained from the
Administrative Office. BOCC 05/94
All levels of purchase must have TDC approval before purchase.
Monroe County Tourist Development Council Operations Manual
Section II, Page 4
9/5/01
,Policies & Procedures
>> Continued
FLORIOA KEYS ANO KEY WEST LOGO: The Florida Keys and Key West logo shall
appear as follows:
Black/White LOQo: On all material not using four (4) color processing printing, the
Florida Keys and Key West logo shall be featured in black and white (PMS BLACK).
06/12191
Refer directly to logo in Operations Manual
The Advertising Agency will provide the logo to be placed in all advertising. If a
charitable rate can be obtained, the decision to drop the logo shall be made through the
discretion of the agencies, the Office Manager and the event coordinator. 02/06/91
Loao Usaae Guidelines - Events. Cultural. Fishina. Promotional:
Events (Generic or District):
Use on all ads color or blw.
On all printed material including poster, flyers, banners, brochures etc.
TV - logo must appear at the conclusion of commercial
Radio - no logo. "Brought to you by The Florida Keys & Key West".
LOGO SIZE: The Kevs 10QO must be of eQual size to the larQest 1000 used.
Cultural:
Use on all ads color or b/w.
On all printed material including poster, flyers. banners, brochures etc.
TV - logo must appear at the conclusion of commercial
Radio - no logo. "Brought to you by The Florida Keys & Key West".
LOGO SIZE: The Kevs 10QO must be of eQual size to the laroest 1000 used.
Monroe County Tourist Development Council Operations Manual
Section /I, Page 5
9/5/01