Item F34 F.34
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CountCounty ��Monroe. ,y, ? "tr, BOARD OF COUNTY COMMISSIONERS
y M T� \�1a� Mayor Michelle Coldiron,District 2
�1 1 `_ll Mayor Pro Tem David Rice,District 4
-re Florida.Keys ��� � � Craig Cates,District 1
Eddie Martinez,District 3
w � Holly Merrill Raschein,District 5
County Commission Meeting
October 203, 2021
Agenda Item Number: F.34
Agenda Item Summary #9737
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552
N/A
AGENDA ITEM WORDING: Approval to revise Section IV-C of the TDC Operations Manual to
establish a Fishing Advisory Committee policy to make recommendations to the TDC and BOCC for
funding relating to tourism related fishing activities and marketing.
ITEM BACKGROUND: Attached.
Pending TDC Approval at their meeting of October 19, 2021
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Revised Section IV-C TDC Operations Manual
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
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Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 09/24/2021 2:40 PM
Christine Limbert Completed 09/24/2021 5:17 PM
Liz Yongue Completed 10/01/2021 9:51 AM
Board of County Commissioners Pending 10/20/2021 9:00 AM
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DATE: October 4, 2021
TO: Tourist Development Council
FROM: Maxine Pacini, TDC Office Manager
RE: TDC Operations Manual — Fishing Advisory Committee Process
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The Monroe County TDC and BOCC have held an agreement with the Florida Keys Fishing
Tournaments, Inc. (FKFT) to act as a county wide Fishing Umbrella to make recommendations to the 0
TDC and the BOCC concerning funding for tourism related fishing activities and marketing. LN
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Our current Agreement with FKFT expired on September 30, 2021. FKFT did not wish to renew their
agreement and will no longer be providing recommendation services for the TDC and BOCC.
Upon approval of the attached policy by the TDC/BOCC, TDC staff will manage the administration of .�
a Fishing Advisory Committee that will be established using the attached policy guidelines. The
purpose of the Advisory Committee to make recommendations to the TDC and the BOCC concerning
funding for tourism related fishing activities and marketing will remain.
Attached are the guidelines for the adoption and administration of the Fishing Advisory Committee.
Assistant County Attorney Christine Limbert has reviewed and approved the process.
Upon approval, the attached policy will be included as part of Section IV-C of the TDC
Operations Manual.
This item has been placed on the October 19, 2021 TDC Agenda for approval.
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FISHING ADVISORY COMMITTEE
POLICIES & PROCEDURES
I. POLICY STATEMENT
The Fishing Advisory Committee ("Advisory Committee") shall be created to make
recommendations to the TDC and the Monroe County Board of County Commissioners
("BOCC") concerning county wide funding for tourism related fishing activities and marketing.
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The Advisory Committee shall be comprised of five (5) members, one from each of the five
TDC districts shown below. Each member must reside full time in the Florida Keys and
either have a fishing related business or have knowledge of fishing tournaments (knowledge
of fishing tournaments can include prior participation in such events or organization of or 0
representation of such events) that utilize/request funding from the specific bed tax district LN
they are representing.
District I encompasses the city limits of Key West
District 11 from the city limits of Key West to the west end of the Seven Mile Bridge
District III from the west end of the Seven Mile Bridge to the Long Key Bridge
District IV between the Long Key Bridge and mile marker 90.939 (Bocc 5/16/o6) y
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District V from mile marker 90.940 to the Dade/Monroe County line and any
mainland portions of Monroe County (Bocc 5/16/o6)
Advisory Committee Responsibilities:
The Advisory Committee shall review on an annual basis the Fishing Event Funding
Application provided by the TDC Administrative Office. Adoption of any changes to the Fishing
Event Funding Application must be approved by the Advisory Committee. The TDC
Administrative Office will incorporate approved changes as directed by the Advisory Committee.
Any material or substantive change that alters the intent of the application shall also be approved y
by the TDC and BOCC prior to being advertised for funding request. TDC Administrative Office
shall advertise the availability of funding on the Monroe County website, or alternative
advertising methods when directed by the Advisory Committee. The TDC Administrative Office
will distribute the application upon request and shall receive submission of applications as
specified in the application. The TDC Administrative Office shall set the date of release of the
application, the application submission deadline and place notice of such on the Monroe County
website.
The TDC Administrative Office will hold Fishing Event application workshops annually as part of
the funding process. The workshop will be publicly noticed within two (2)weeks after the release
of the Funding Application. The Advisory Committee shall have a representative attend one (1)
application workshop. The workshops are held to explain the application process, TDC
procedures and permissible expenditures to all potential applicants. These workshops may be
conducted in person or by Communication Media Technology/electronic platform.
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The Advisory Committee shall review Fishing Event funding applications that are submitted
and make funding event recommendations to the TDC based upon the equitable district-wide
percentage distribution of Fishing funding allocations for all qualified events/activities as set by
the TDC.
A minimum of thirty five percent (35%) of the Fishing budget shall be allocated to national
media advertising and public relations.
After the funding allocation recommendations for Fishing Events are made they will be
submitted for approval by the TDC and BOCC. The TDC Administrative Office shall
communicate and coordinate directly with the Fishing Event Coordinators, for the
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submission of budgets to the appropriate agency of record and for execution of the contractual
agreements between the BOCC and the Fishing Event Coordinators.
II. ADVISORY COMMITTEES APPOINTMENT PROCEDURES U
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The TDC Administrative Office will monitor the terms of the Advisory Committee members
and prior to the expiration of the member's term or if a member resigns and cannot complete
their term of office, the TDC Administrative office will place an appropriate advertisement
announcement in a local newspaper requesting interested applicants to submit an application to
fill the vacant position.
1. Nomination Committee
a. There shall be a three-person nominating committee for each district for the
purposes of making recommendations for appointments to the Advisory Committee seat for
the district.
b. The nominating committee for each District shall be comprised of:
i. One (1) District Advisory Committee Chairperson representing that
specific district
ii. One (1) Tourist Development Council board member representing that
specific district appointed by the Chairperson of the TDC
iii. One (1) Chamber of Commerce Representative for that District (Executive 'a
Director or person in similar position)
C. Any Advisory Committee vacancy shall be advertised by the T D C
Administrative Office on the Monroe County website and in a local newspaper with a
request for applications/resumes to fill the position, and a deadline for
application/resume submission to the TDC Administrative Office.
d. Applications shall be available upon request by the TDC Administrative Office.
A sample application is attached.
e. Applications/resumes received by the deadline for the Advisory Committee seat
shall be recorded by the TDC Administrative Office and the applications/resumes shall be
forwarded to the nominating committee for the Advisory Committee for which there is a vacancy.
f. The nominating committee for the district of the vacant position shall review the
applications and rank the applicants in order of preference. The Tourist De
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Council Administrative Office shall place the recommended applicant (based upon the
highest ranked application) on the TDC agenda for consideration of appointment to the Advisory
Committee.
g. The TDC shall either appoint the Advisory Committee member for a three-
year term, reject the recommendation and appoint an alternate person from the available
applicants, or request the TDC Administrative Office to re-advertise the vacant position.
SEE ,SAMPLE APPLICATION ON FOLLOWING PAGE 2
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SAMPLE FISHING ADVISORY COMMITTEE REPRESENTATIVE APPLICATION
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, Florida 33040
(305) 296-1552
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DATE: insert
TO: District Chamber of Commerce
All DAC Members For District II c
TDC Chair
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FROM: Laura Hamm,Administrative Secretary
RE: DISTRICT II FISHING ADVISORY COMMITTEE REPRESENTATIVE
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Please find attached the application form for the following position:
District II Fishing Advisory Committee Representative (District II)
From the City Limits of Key West to the West End of the Seven Mile Bridge
Fishing Advisory Committee Representative
If you know of anyone who may be interested in filling this position, please pass on the attached application
form. Applicant should scan and email the signed application to the TDC Administrative office, on or before the
deadline to Laura@fla-keys.com A resume may be attached to this application.
DEADLINE
Application to be received no later than 5:00 p.m.
FRIDAY ,
If you require additional applications, please feel free to photocopy the attached document. If you should have y
any questions, please call our office at (305) 296-1552 or (800) 648-5510 or have the prospective applicant
contact us directly.
HOW TO USE YOUR IPHONE TO SCAN A DOCUMENT:
If you do not have a scanner and you have an iPhone, you can scan the documents by:
*Opening your "Notes" app
* Open a new note — bottom right-hand corner
* Select the "Camera" icon
* You will then have option to "Scan Documents"
*Position the document in the view of the camera and take photo -
if the document is really straight it will automatically determine the
boarders of the document— if not, you will have to "draw" the borders
* Select "Keep Scan"
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IFilshilng Advilsory Commilftee AppIlilcatilon
District: Fishing Advisory Committee Representative
City Limits of Key West to the West End of the Seven Mile Bridge
Must reside Ball time in the Florida Keys and have a fishing related business or represent
and have knowledge f fishing tournaments that utilize/request utilize/request funding from the specific
bed tax district they are representing
NAME: -31
WORK ADDRESS: CL
HOME ADDRESS:
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WORK PHONE: ( ) HOME/CELL : ( )
(please circle)
*E-MAIL:
*All correspondence and meeting packets will be distributed electronically via email E
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Explain why you feel you are qualified to make recommendations for fishing related expenditures (events/advertising/PR) 76
from the bed tax revenue collected in this district that will enhance the visitor fishing experience for this specific district
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Signature: Date:
Application to be received no later than 5:00 P.M. Insert Deadline Date
IMPORTANT:
Applicant will be notified by email that the application has been received by our office. If the applicant does not
receive notification, it is his/her responsibility to contact the TDC office to confirm receipt.
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III. STANDING RULES
1. The Advisory Committee shall be bound by the same policies and procedures as
applied to the TDC and as outlined in the Monroe County Tourist Development Council's
Operations Manual. Some of which are outlined below.
2. Government in the Sunshine: As a member of an Advisory Committee members
are subject to "Government in the Sunshine". Open government has been a cherished
principle guaranteed under Florida Law since the beginning of this century. The right of
public access gained constitutional status when the Public Records and Meetings 2
Constitutional Amendment took effect on July 1, 1993.
A copy of the "Government in the Sunshine" manual is available in the TDC Administrative
Office for your review. If you have any questions regarding "Government in the Sunshine",
please contact the TDC Administrative Office. U
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3. Conflict of Interest/Code of Conduct: All new Advisory Committee members are
provided Conflict of Interest information. Pursuant to Florida Statutes § 112.313(12), the
prohibitions found in subsections (3) and (7) of that statute may be waived by the TDC/BOCC
for any Advisory Committee member who has first made a full disclosure of the transaction
or relationship which constitutes the conflict. This waiver entitles the Advisory Committee
member to participate in discussions concerning any matter for which a conflict exists but
prohibits said member from voting on matters for which conflicts exist. However, effective
June 15, 2011 the BOCC agreed that it shall not accept or approve any request for waivers
of conflict of interest that come under Section 112.313, F.S. by TDC Board Members or Advisory
Committee members. (BOCC 6/15/11)
4. Meetinas:
The Advisory Committee shall meet approximately 4 times a year, or as necessary to conduct
business.
Meetings may be conducted in person or with Media Technology/electronic platform and a public
notice will be placed on the Monroe County website under Notice of Meetings fifteen (15)
days prior to the meeting.
a. Roberts Rules of Order: The Advisory Committee operates under Roberts
Rules of Order. The rules are strictly observed for the resolution of all disputes and, when
necessary for the maintenance of order. Normally, proceedings are conducted with a
minimum of formality.
b. Quorum- Fifty percent (50%) plus one constitutes a quorum.
C. Election of Committee Chairpersons:
The Advisory Committee shall elect its Chairperson, Vice-Chairperson, at the
beginning of the new fiscal year-beginning October 1. The Chairperson shall serve
as the presiding officer and conduct the business of the Advisory Committee.
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In the absence of the Chairperson, the Vice-Chairperson shall preside and
assume the responsibilities of the Chairperson.
In the case when the above listed individuals are not present, any member
may call the meeting to order and a majority of the quorum shall determine
who shall serve as Presiding Officer.
IV. POLICIES & PROCEDURES:
1. Meetina Aaenda: Deadline for Advisory Committee meetings is twelve (12) noon
Friday, two (2) weeks prior to the scheduled meeting.
The Chairperson will provide and approve the agenda items.
After the agenda packet has been distributed, further add- on items will be presented to the
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Advisory Committee, when called for on the day of the meeting. It will take a unanimous vote LN
of the Advisory Committee for such add-ons to be placed on the agenda.
2. Recordina of and Meetina Minutes: The TDC Administrative Office is responsible for
recording and producing the minutes of the Advisory Committee meetings.
The minutes will be presented to the Advisory Committee for approval at their following meeting.
Any revisions to said minutes may be read into the record at that time. The TDC
Administrative Office maintains meeting information at their office which is open to the public.
3. Seekina Approval of Advisory Committee Recommendations: The TDC
Administrative Office is responsible for placing all items that require TDC and/or Board
of County Commission on the appropriate agenda.
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4. Meetina Attendance: If an Advisory Committee member cannot attend a meeting, it is
their responsibility to advise the TDC Administrative Office at least twenty-four (24) hours ca
prior to the date of the meeting. This enables the TDC Administrative Office to establish quorum
of a particular meeting. If quorum cannot be established, the T D C Administrative Office
shall advise all Advisory Committee members and provide notice that the meeting is canceled.
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