Item D6
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: FEBRUARY 16,2005
Division:
TDC
Bulk Item: Yes ~ No
Department:
AGENDA ITEM WORDING:
Approval of revised Cultural Umbrella application which will be incorporated into the
Monroe County Tourist Development Council Operations Manual.
ITEM BACKGROUND:
The Cultural Umbrella met on Wednesday, January 5, 2005 to make recommendations to
changes to the criteria for the funding of Cultural Umbrella events. The majority of the
changes were to the scoring system for event funding.
TOe approved same at their meeting of January 18, 2005.
PREVIOUS REVELANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
BUDGETED: Yes -X..- No
COST TO COUNTY:
SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Y es ~ No
AMOUNT PER MONTH Year
/l ,h -
1/ I
Cl\asmg RisYManagement ~
APPROVED BY: County Atty--X-
DIVISION DIRECTOR APPROVAL:
DOCUMENT ATION:
Included X
To Follow_
Not Required ~
DISPOSITION:
AGENDA ITEM #
Revised 2/27/01
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MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
APPLICATION FOR CULTURAL UMBRELLA EVENT FUNDING
October 1, 2Q9.;;ithroughSeptember 30,.2006
Please number pages. The page numbers and page breaks should be the same as this
application. Pages may be inserted as needed. Number inserted pages the same as the page
before plus sub-numbers. Example: 2.1, 2.2, 23.
NAME OF PROPOSED EVENT:
VENUE (location/city):
DATE{S) OF EVENT:
AMOUNT REQUESTED:
(Maximum request $25,000.00)
L EVENT PRODUCER INFORMATION (The event producer is the organization or individual
who is responsible for the event. In some cases, the event producer and the event are the
same, for example: The Key Players. In other cases, they are different, for example: the
Pigeon Key Arts Festival is the event; the Pigeon Key Foundation is the producer.)
A. NAME OF EVENT PRODUCER:
ADDRESS:
TELEPHONE:
FAX:
EMAIL:
YEAR LEGALLY ESTABLISHED (if organization):
FEDERAL IDENTIFICATION NUMBER OR SOCIAL SECURITY NUMBER:
SUMMARIZE HISTORY OF EVENT PRODUCER:
MonrOfi County Tourist Development Council Cullural Umbrella Application
Page: 1
Deleted: 2004
Deleted: 2005
B, CONTACT PERSON (should be familiar with application and authorized to speak for event
sponsor):
ADDRESS:
TELEPHONE:
FAX:
EMAtL:
C. ALTERNATE CONTACT PERSON:
ADDRESS:
TELEPHONE:
FAX:
EMAIL:
D. AUTHORIZED PERSON List name of President and other individual(s} authorized to
execute contracts and otherwise act on behalf of event producer:
NAME:
TITLE:
E. STAFF List staff members including volunteers responsible for administering and
organizing this event with evidence of their qualifications and capabilities to accommodate the
demands of the event.
NAME
QUALIFICATIONS AND CAPABILITIES
F. EVENT PRODUCER'S FINANCIAL STATEMENT Insert producer's total budget and
financial statement, compilation, review or audit for the last completed fiscal year. Number as
page 2,1, 2.2 etc.
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 2
II. HISTORY OF PROPOSED EVENT
A NUMBER OF YEARS this event has received Culture!! Umbre!!a funds. Check one:
Never received CU funds
Received CU funds 1 year
Received CU funds 2 years
Received CU funds 3 vears
Received CU funds40r more years
(5 points)
(4 points)
(3 points}
(2 points)
11 aoini)
Deleted: A" NUMBER OF YEARS
this even! has been produced:
_ 11
3rd year and beyond - 1 f,
2nd year event - ~
1 st year event - 3
12311
1 234 5
B. PREVIOUS FUNDING of this event from the Monroe County Tourist Development Council
and by other state or federal agencies during the last five years.
Source of funding
Amount Requested
Amount Received
Year
III. PROPOSED EVENT INFORMATION
A. MONTH(s) OF EVENT~ (Please circle the appropriate month. Shoulder and off-season
events will receive higher scoring. If an event takes place over a series of monins causinq the
total for that particular score to be more than the hiqhest applicable score of 5, the event INill
be assiqned a score of 5, )
January 4 July 4
February 1 August 4
March 1 September 5
AprjJ 1 October 5
May 3 November 5
June 5 December (1-20) 5
12345
I 8. Number of days of event per year:
2
! ,1';:"4 cJay~
; J - 4cJays
~days
days
-,
i _
€ -
Deleted: 3
Deleted: 31-60
Deleted: 4
Deleted: more than 60
Deleted: 5 1 2 3
Formatted: Font: Not Boid
Deleted: 5
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 3
c. NARRATIVE SUMMARY OF EVENT
Outline goals and objectives and describe in detail the proposed event. (What are you going
to do and how are you going to do it?)
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Monroe County Tourist Development Council Cultural Umbrella Application
Page: 4
EXHIBIT A
D.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR';;;OO?
EVENT NAME:
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
IF FUNDED. EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cuitural Umbrella Application
Page: 5
Deleted: 2005
E. MARKETING PLAN The marketing plan must be approved in advance by the advertising
and public relations agencies of record. See cover page for contact information. Insert
approval letters as pages 6.1 and 6.2.
Detail Marketing Plan here. Include all aspects of the proposed event with estimated number
of persons to be reached through the different media. Provide source of information for
estimated numbers. Specifically state how you plan to spend the Cultural Umbrella funds
requested and summarized in Exhibit 8
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Monroe County Tourist Development Council Cultural Umbrella Application
Page: 6
IV. QUALITY OF PROPOSED EVENT
A, NARRATIVE Discuss the overall excellence of the event Discuss the artistic excellence,
the tourist appeal, and the extent to which the event is unique to Monroe County or the district.
How does it promote and showcase the destination's cultural, historic, and/or environmental
resources?
1 ~2 _3 _4 _5 6 7 IS 9 10
Monroe County Tourist Development Council Cultural Umbreile Applicetion
Page:?
B. ATTENDANCE
NUMBER OF PEOPLE ANTICIPATED TO ATTEND THE EVENT, THE NUMBER
ATTENDING THIS CURRENT YEAR AND ACTUAL PAST ATTENDANCE:
Vendors/Participants l' Admi ssions/Spectators
Anticipated Current ActUal Anticipated Current Actual
! .~2005 '2004 i......19D.9L~005"L..2001
~ ! .
Monroe County Residents !
Out of County, Florida
Out of State
TOTAL
12345678910
C. DETERMINATION OF ATTENDANCE
1. HOW WAS PAST ACTUAL ATTENDANCE DETERMINED?
2. HOW WAS ANTICIPATED ATTENDANCE AT PROPOSED EVENT ESTIMATED?
3. PLAN FOR DETERMINING ACTUAL ATTENDANCE AT PROPOSED EVENT?
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Monroe County Tourist Development Council Cultural Umbrella AppliCation
Page: 8
Deleted: 2003
Deleted:
Deleted: 2003
D. VALUE OF .fv1E:DIAEXPOSURE
1. Submit a detailed history of state. national and/or international media exposure of last event,
jrl()ludinge~ti[1lated reach arldsourc~ 9fi rlf()r[1lati on. DO NOT INCLUDE:PAIP ADVERTISING.
DO NOT INCLUDE MONROE COUNTY MEDiA.
OR
2. For a new event, submit the anticipated value of the new event to tourism. Include
estimated media vendor circulation of your target market outside of Monroe County. DO NOT
INCLUDE PAID ADVERTISING.
1 ) _3 _4 ~5 6 7 8" 9 10
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 9
Deleted: NATiONAL
Deleted: and as a part of its entire
package bringing guaranteed
television. radio and newspaper
V, FINANCIAL INFORMATION:
A. ALLOWABLE EXPENDITURES
ALLOWABLE ADVERTISING AND PROMOTION EXPENDITURES THAT MAY BE REIMBURSED
WITH TOURIST DEVELOPMENT COUNCIL . CULTURAL UMBRELLA FUNDS:
NEWSPAPER AND MAGAZINE ADS: List all publications where advertising will be placed, It is
important that your ads are well balanced: the majority should be placed outside your district to
encourage visitation and there should be some ads placed locally to encourage extended stay and
provide visitors with information,
RADIO ADS: List all stations where advertising will be placed. Again, make sure ads are placed where
visitors from outside your district will be made aware of your program.
BROCHURES: It is recommended that brochures be of weight and size that allows them to be placed
in a standard rack and allows them to be mailed in a standard envelope with one stamp.
DIRECT MAIL PIECE AND POSTAGE: The cost of mailing items outside your district.
POSTERS: It is recommended that posters are of a reasonable size and cost. Distribution plans
should be outlined.
STREET BANNERS: It is encouraged that reusable materials are purchased.
LOGO DESIGN: All artwork becomes the property of the Tourist Development Council. Copyrighted
artwork that is being purchased has to be approved by the Umbrella. List artist to be contracted.
TABLE TENTS: List restaurants where tents will be distributed.
AWARDS: Must list the area and should be distributed to groups from outside region.
PROGRAM: Must be a promotional item. List distribution plans. If advertising is sold, the revenue
raised must be deducted from the cost of the brochure.
PROFESSIONAL PHOTOGRAPHERS: Photos for brochures, programs, and publicity photographs
must be approved by the advertising and public relations agencies prior to being taken.
TV ADVERTISING: List stations and audience. Majority of placement should reach an
audience outside the district ADVERTISING THROUGH THE INTERNET: Event-specific web
pages may be submitted as part of the event advertising plan. Event-specific home pages will
be featured on the TDC website only. Banner-style advertising is restricted to a hyperlink to
the TDC website only. Production costs of the event-specific home page will be paid to third-
party vendors. Pages produced by a third-party vendor must meet the TDC standards as set
by f1oridakeys.com (telephone 305-292-1880)
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 10
B.
STATEMENT OF INCOME & EXPENSE
FOR PROPOSED EVENT, CURRENT YEAR, AND LAST COMPLETED YEAR
The treasurer of the producer must sign this statement The signature must be
notarized. The figures for the last completed year should be actual. The items listed are for
example only. Individual items can be changed or deleted to fit your event's income and
expense.
EVENT NAME:
INCOME
INCOME FROM SALES & ADMISSIONS
PROPOSED
FY 2006
CURRENT
=y 2005
ACTUAL
FY 2004,
$
$
$
$
$
$
$
$
$
FOOD $
BEVERAGE $
BOOTH RENTAL $
ENTRY /ADMISSION FEES $
PHOTO CONTEST $
PROMOTIONAL ITEMS $
OTHER $
$
$
$
$
$
$
$
$
OTHER INCOME
(DO NOT INCLUDE IN-KIND)
A).CUL TURAl UMBRELLA $
SPONSORS/CONTRIBUTIONS $
GRANTS $
OTHER $
$
$
$
$
$
$
$
$
B). TOTAL INCOME
$
$
$
Cultural Umbrella funds for the proposed FYare % of Total Income (A divided by B)
Monroe County Tourist Development Council Cultural Umbrella Application Page: 11
Deleted:
FY 2003
EXPENSE
PROPOSED CURRENT ACTUAL
FY 2006 FY 2005 fY ;004, Deleted:
Deleted: FY 2003
OPERATING EXPENSES
. ADVERTISING & PROMOTiON
Media Advertising $ $ $
Brochures, Posters, Programs $ $ $
Direct Mail & postage $ $ $
Photo Program $ $ $
Public Relations $ $ $
Promotional Items $ $ $
(T.shirts, caps, jackets, etc.)
Miscellaneous $ $ $
SECURITY1CROWD
CONTROL $ $ $
SET-UP & CLEAN UP $ $ $
EQUIPMENT RENTAL $ $ $
INSURANCE $ $ $
OFFICE EXPENSES $ $ $
POSTAGE $ $ $
RENT $ $ $
DIRECTOR'S FEES $ $ $
SALARIES $ $ $
MISCELLANEOUS $ $ $
OTHER $ $ $
C). TOTAL EXPENSES $ $ $
NET PROFIT/lOSS (B minus C)
$
$
$
Treasurer
SWORN AND SUBSCRIBED before me this
day of
,20_.
My Commission Expires:
Notary Public at large
State of Florida (SEAL)
*CuJtural Umbrella funds may be spent only for advertising and promotion.
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Monroe County Tourist Development Council Cultural Umbrella Application
Page: 12
C.
EXHIBIT B
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT FUNDS
BUDGET BREAKDOWN
FISCAL YEAR ';::;006
EVENT NAME:
MEDIA ADVERTISING $
BROCHURES,POSTERS,PROGRAMS $
DIRECT MAIL & POSTAGE $
PHOTO PROGRAM $
PUBLIC RELATIONS $
PROMOTIONAL ITEMS
(T-SHIRTS, CAPS, JACKETS, ETC) $
MISCELLANEOUS* $
TOTAL $
*MISCELLANEOUS MAY NOT EXCEED 15% OF THE ABOVE BUDGET.
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THIS BUDGET.
THE MAXIMUM REQUEST IS $25,000.00.
FUNDS ARE PAID ON A REIMBURSEMENT BASIS.
ALL PRINT AND TELEVISION MATERIALS MUST DISPLAY THE CURRENT TOC LOGO.
ALL BROADCAST ADVERTISING PLACED OUTSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE FLORIDA KEYS AND KEY WEST."
ALL BROADCAST ADVERTISING PLACED INSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL"
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 13
Deleted: 20G5
D. CONTRIBUTIONS IN CASH, ANTICIPATED
important because they show community support.)
(Cash and in-kind contributions are
1. List anticipated cash contributions, sponsorships, grants. List each separately.
CONTRJBUTOR, SPONSOR, GRANT
AMOUNT
TOTAL $
2. Insert letters of commitment for each anticipated cash contribution or sponsorship.
(Letters of commitments for anticipated grants are not necessary). Number letters as pages
14.1,14.2,14.3, etc.
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Monroe County Tourist Development CouncH Cultural Umbrella Application
Page: 14
E, CONTRIBUTIONS IN-KIND, ANTICIPATED
1. List all in-kind anticipated contributions (including complimentary rooms, functions, services,
and volunteer hours at up to $10 an hour):
CONTRIBUTOR
TYPE
DOLLAR VALUE
TOTAL $
2. LETTERS OF COMMITMENT
Insert letters of commitment for each in-kind contribution. Number letters as pages
15.1, 15.2, 15.3, etc.
3. TOTAL CASH AND IN-KIND CONTRIBUTIONS $
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Monroe County Tourist Development Council Cultural Umbrella Application
Page: 15
VI. SCORING SYSTEM
Scoring will be considered under the following criteria:
For 5-point items
1 _ unacceptable
2 _ below average
3 _ average
4 _ above average
5 _ excellent
1 - 2 unacceptable
3 - 4 below average
5 - 6 averaGe
7 - 8 above averaqe
9 - 10 exce!lent
Upon evaluation of the application, the total scores will be tabulated and applications
scoring ~()rl11ore will be consider('l(jforfLlllding'uJ;vemsth<:itmeetthe minimumsc()ril1g/ Deleted: 36
requirements ,Will beranked starting\l\litb thEJ hi9hElsts(;()r€)- Then commit~ members will use
their best iudqment In determininq award recommendations. as noted above.
Monroe County Tourist Development Council Cultural Umbreila Application
Page: 16
NON-COLLUSION AFFIDA vir
AND VER/F/CA T/ON
I, , of the city of
according to law on my oath, and under penalty of perjury, depose and say that
1) I am , the bidder making the Proposal for the
project described as follows:
2) The prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter relating to
such prices with any other bidder or with any competitor;
3) Unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to
bid opening, directly or indirectly, to any other bidder or to any competitor; and
4) No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition;
5) The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in
awarding contracts for said project.
VERIFICATION
I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true
and correct to the best of my knOWledge and belief.
President's Name Typed
President's Signature
Sworn to and subscribed before me this
20_
day of
personally appeared , and
known to be the persons named in and who executed the foregoing document.
Notary Public - State of
My commission expires
(Printed, typed, or stamped commissioned
Name of notary public)
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 17
SAMPLE FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of County
Commissioners of Monroe County, Florida, (hereinafter referred to as the "BOCC") and (name
of event sponsor) (hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the BOCC has recommended to the
Monroe County Tourist Development council (hereinafter "TDC"), which has endorsed the
recommendation, that certain monies be allocated for promotion of an event;
THEREFORE; in consideration of the mutual promises contained herein, the parties agree as
follows:
1. SOCC shall pay a sum not to exceed (numeric) (written) for promotion and related
expenditures, as described in the event budget, attached hereto as Exhibit B, for production of
the (name of event) on (date of event). Payment will be made only after Event Sponsor
submits invoices and support documentation acceptable to the County's Finance Department.
The advertising and promotion budget for County funding may be altered as to the individual
line items, or components, within 10% of the amount stated for that item or component, without
increasing the total dollar amount and without requiring a written amendment to this
agreement. Monroe County's performance an obligation to pay under this agreement is
contingent upon an annual appropriation by the SOCC.
2. (Insert Name of event sponsor) shall provide promotion and related services as described
in the Sponsor's application for funding, Exhibit A, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the Tourist Development Council (TDC) and BOCC. The agencies of
record, shall receive payment of work in progress upon submission of documented invoices
associated with said event. In order for event sponsor to be reimbursed for expenditures, the
invoices must be submitted no later than ,20
3. (Insert Name of event sponsor) shall reimburse SOCC for any amount of funds expended
by SOCC in connection with an event which does not occur as a result of any act or omission
by Event Sponsor.
4. (Insert Name of event sponsor) 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 the services provided, event sponsored, or other
activities and funding associated with this agreement Should event involve the serving or
distribution of alcoholic beverages, Event Sponsor shall obtain prior to the event a Liquor
Liability insurance policy naming Monroe County as a co-insured.
5. (Insert Name of event sponsor) shall maintain records pursuant to generally accepted
accounting principles for three (3) years after the event and shall permit SOCC and its agents
and employees access to said records at reasonable times.
Monroe County Tourist Development Councii Cultural Umbrella Application
Page; 18
6. BOCC may terminate this agreement without cause upon providing written notice to Event
Sponsor no less than sixty (60) days prior to the event and may terminate for breach upon
providing to (insert Name of event sponsor} notice at least seven (7) days prior to the
effective date of the termination.
7. (Insert Name of event sponsor) is an independent contractor and shalf disclose any
potential conflict s of interest as defined by Florida Statutes, Chapter 112 and Monroe County
Code, Article XXI.
8. (Insert Name of event sponsor) warrants that he/she/it has not employed retained or
otherwise had act on hisiher/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 contract without liability and may also, at its discretion,
deduct from the contract 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.
9. "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."
IN WITNESS WHEREOF, each party has caused this agreement to be executed by its duly
authorized representative,
the
day of
,20
(SEAL)
Attest Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
Attest:
(Event Sponsor)
By.
OR
By
Secretary
President
Witness
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 19