Item D10
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: MARCH 15,2006
Division:
TDC
Bulk Item: Yes ~
No
Department:
Staff Contact Person: Maxine Pacini
AGENDA ITEM WORDING:
Approval of Florida Keys Council of the Arts Cultural Umbrella Representative Chris Sante.
ITEM BACKGROUND:
TDC approved same at their meeting of March 2, 2006
Current Agreement with Florida Keys Council of the Arts requires TDC and BOCC approval of any
new appointees, re-appointees and replacement members.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original Agreement at their meeting of November 21,2003.
BOCC approved Amendment to Agreement at their meeting of August 18,2004.
CONTRACT/AGREEMENT CHANGES:
New District Representative
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:i
BUDGETED: Yes -L No
COST TO COUNTY:i
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING: Yes ~ No
AMOUNT PER MONTH_ Year
APPROVED BY: County Atty N/A
OMB!Purchasing N! A Risk Management ~
DIVISION DIRECTOR APPROVAL:
(Lynda Stuart)
DOCUMENTATION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 2/05
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January 31, 2006
Harold Wheeler, Executive Director
Monroe County Tourist Development
Council
1201 White Street, Suite #102
Key West, FL 33040
Dear Harold:
I'm pleased to let you know that the Florida Keys Council of the Arts recommends
Chris Sante of Islamorada to fill the District 4 position on the Cultural Umbrella.
Chris replaces Claire Lang who is on sabbatical and will not return until June. Since
Claire would miss three meetings, county attorney Suzanne Hutton recommended we
declare the seat vacant and advertise to fill the vacancy. We have done so.
Mr. Sante's nomination occurred at the FKCA board meeting on January 26, 2006
and was approved unanimously.
Chris Sante resides at 132 Plantation Drive in Tavernier and has been a full time
resident of the Florida Keys for 23 years. He is a member of the Islamorada Village
Council and served two terms as Mayor from 2003 to 2005.
As a successful businessman, he appreciates the value of the Keys' arts and cultural
heritage to the economy of the Keys as well as feeling strongly about protecting the
workers and residents of the Keys. He is dedicated to the community and a member
of the Upper Keys Rotary Club, the Key Largo Lions Club (past president and Lion of
the Year), a member of the Islamorada and Key Largo Chambers of Commerce, a
past member of the Florida Keys Children's Shelter Royal Court, and a board
member of Leadership Monroe. He meets all the criteria for a committee member
and we will be very pleased to work with him.
Please pass this recommendation on to the boards of the Tourist Development
Council and the Board of Monroe County Commissioners for approval.
Sincerely,
Monica Haskell
Executive Director & President
cc:
Dist. 1 Shirley Freeman
Dist. 2 Sherry Phillips
Dist. 3 Marianne Motches
Dist. 5 Tom Butler
Rocky Hubert
Chris Sante
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MriNOMENT TO AGREEMENT
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II, ,THIS ADDENDUM to agreement is made and entered into this ~ day
of ~ 2004, between the Board of County Commissioners, Monroe County,
Florida and Monroe Council of the Arts Corporation, dlb/a Florida Keys Council of
the Arts.
WHEREAS, there was a contract entered into on November 21,2001,
between the parties. awarding an agreement for the Florida Keys Council of the
Arts to act as a County wide Cultural Umbrella to make recommendations to the
Monroe County Tourist Development Council concerning funding for Tourism
related Cultural activities; and
WHEREAS, original agreement allows for an extension of
agreement for an additional two (2) year periOd beyond the initial award period;
NOW, THEREFORE, in consideration of the mutual covenants contained
herein the parties agree to the amended agreement as follows:
1. Contract periOd as outlined in Paragraph 1 be extended to
September 30, 2006.
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2. The remaining provisions of the contract dated November 21,2001
remain in full force and effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the
day and year first above written.
Florida Keys Council of the Arts
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. President ........
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(Se:AL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY
COMMISSIONERS OF
MONROE COUNTY, FLORIDA
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i~I.~~T'JRAL UMBRELLA AGREEMENT
( THIS AGREEMEN-; 's "I.: :~,d into this Zl;{,ay of 1\/1 v/ 2001, bj' and between the
BOARD OF COUNTY COMr"USSIONERS, Monroe County, Florida, hereinafter referred to 3.5
the COUNTY and the MONROE COUNCIL OF THE ARTS CORPORATION d/b/a FLORIVA
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 Counci' of
the Arts so that the Florida Keys Council of the Arts will act as a county- wide Cultural
UmbreUa to make recommendations to the MONROE COUNTY TOURIST DEVELOPMENT
COUNCIL (TOC) 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 Councif of the
Arts will accept applications on an annual basis. The Florida Keys Council of the
Arts shall make recommendations for changes in TOC policies pertaining to the
Cultural Umbrella as it deems appropriate and shall submit such recommendations
for TOC 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 genera. 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 TOC to place the advertisements and direct pay the newspapers.
c) The Florida Keys Council of the Arts shalf 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 pubfic and properly noticed, in conformity with the same rules as required for all
governmental meetings under FS. 286.011. The TDC administrative office shall
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e) receive a copy of the :lgenda of any Cultural Umbrella meetingslworkshops at lea=
seven (7) days prior to said meetinglworkshop.
t) The Florida Keys Council of the Arts shalf administer policies and procedures whid
will distribute on an equitable district-wide basis those monies recommended for al
qualified Cultural activities. Funds shall be allocated to events in each distric
proportionate to the total revenues generated by each district. If funding available
under this plan to any district is not allocated for specific events, the monies
remaining shalf be allocated to the county-wide Cultural Umbrella advertising
campaign.
g) The recommendations of the Cultural Umbrella Committee shall be submitted to the
TOC for consideration prior to adoption of TOe annual budget each year, but the
Florida Keys Council of the Arts has no final authority to require TOe to adopt its
recommendations. TDC will then make recommendations to the COUNTY for
allocation of funds and contracts with each individual recipients.
h) Composition- The Florida Keys Council of the Arts shal', in collaboration with the
community. develop criteria for selection of the members of the Recommendation
Committee for approval by the TOC 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 3D, 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 3D, 2002 is attached
hereto as Exhibit B 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 property
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 sace 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 TOC 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.
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10111101
Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of (he Arts
5. Accountinll: Records of the Florida Keys Council of the Arts pertaining to th
agreement shall be kept on generally recognized accounting principals, acceptable to Monro
County, and shall 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 ii
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 t,
indemnify and hold Monroe County and the Monroe County Tourist Development Counci
harmless for any and aU claims, liability, losses and causes of action which may arise out 01
its fulfillment of the agreement. It agrees to pay all claims and losses, inclUding related court
costs and reasonable attorneys fees, and shall defend all suils 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 Florida
Sales Tax.
9. Finances Charges: The COUNTY and TOe 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 legally considered as an independent contractor and that neither it
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 clienfs 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 aU of its right, titfe 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 TDe.
13. Compliance with Laws - NondiScrimination: The Florida Keys Council of the Arts shall
comply with all federal, state, and focal 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 shall 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 declaralion
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 govemmental 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.
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Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
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15. Governing lawNenue: This agreement shalf 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 TOG and Florida Keys Council of the Arts. Venue of any court acti(;m fire,
relative to this agreement shall lie in Monroe County, Florida.
16. Antisoficitation: The Florida Keys Council of the Arts warrants that no person has beer
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 TOC has any interest, financially or otherwise in the Florida Keys
Council of the Arts or its subcontractors.
17. Severability: If any provision of the agreement shall be held by a Court of competent
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, shan not be
affected thereby; and each provision of the agreement shan 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 TOC:
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 Correge Road
Key West, FL 33040
TOC 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
Nfonroe Council of The Arts d/b/a Florida Keys Council of the Arts
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section 287.017, for CATEGORY TWO for a period of 36 months from the date of be!
placed on the convicted vendor list
IN WITNESS WHEREOF, the parties have executed this agreement the day and year fi,
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
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Cultural Umbrella Agreement
lYfonroe Council of The Arts d/b/a Florida Keys Council of the Arts
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EXHIBJT A
RECOMMENDA TJON COMMITTEE
The Recommendation Committee of the Florida Keys Council of the Arts Cultural Umbrella
comprised of five (5) members, with one member representing each of the five TDC Oistricl
throughout the Monroe County. The members shall be appointed by the Florida Keys Coune
of the Arts and confirmed by the TOC and COUNTY.
As of the commencement of the agreement effective January 1, 2002, the members shan be:
District I
To Be Announced
District II
To Be Announced
District III
To Be Announced
District IV
To Be Announced
District V
To Be Announced
The tenn of a Recommendation Committee member shall be for one (I) year teoninating
September 30" of each year of the agreement. New appointees, re-appointees and
replacement members shall be confirmed by the Florida Keys Council for the Arts, TOC and
COUNTY.
Cultural Umbrella Agreement
rv!onroe Council of The Arts d/b/a Florida Keys Council of the Arts
6
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EXHIBIT B
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Budget as of January 1, 2002
Allocations for Events:
Allocation for Cultural Advertising Campaign
Sub Total
*Ba'ance Brought FOlWard from FY 2001
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$24-4-;800-
$165,240
$550,800
$122,940
* Represents event funding brought forward from current year to next fiscal year
(October 1 J 2001) for contractual agreements.
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Cultural Umbrella Agreement
Monroe Council of The Arts d/b/a Florida Keys Council of the Arts
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