Item E6 E.6
County f � .�� ��� BOARD OF COUNTY COMMISSIONERS
Mayor David Rice,District 4
Mayor Pro Tem Craig Cates,District 1
The Florida Keys '
Y � �F' Michelle Coldiron,District 2
Vacant,District 3
--' Holly Merrill Raschein,District 5
County Commission Meeting
February 16, 2022
Agenda Item Number: E.6
Agenda Item Summary #10176
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552
N/A
AGENDA ITEM WORDING: Approval of a resolution to authorize the payment of expenses and
invoices related to trade shows as set forth in the approved Monroe County Tourist Development
2021-2022 Marketing Plan and approval to provide additional advance registration, booth related
expenses and travel related expenses for trade shows for fiscal year 2023 to be paid from TDC funds
in fiscal year 2022.
ITEM BACKGROUND: The Monroe County Board of County Commissioners approves the
Monroe County Tourist Development Council (TDC)Marketing Plan each year, which list
various Trade Shows that are attended during the current fiscal year by the TDC Sales Team as
part of their sales,promotional and marketing efforts. The TDC Sales Team also identifies trade
shows that will occur in the next fiscal year and seeks approval each year from the Board to pay
for advance registration,booth related expenses and travel for those trade shows which are paid
from the current fiscal year. The TDC often needs to quickly register and pay for registration
and booth related cost, which are often not known in advance whereby preauthorization for
the request to purchase cannot be obtained.
The Resolution authorizes the payment of trade show related expenses,waives the purchasing
policy requirement for preauthorization when there is insufficient time, and authorizes the
payment of expenses for trade shows occurring in fiscal year 2023 to be paid from fiscal year
2022 TDC funds.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
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E.6
DOCUMENTATION:
TDC Sales Resolution
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:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required: N/A
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 02/01/2022 9:32 AM
Christine Limbert Completed 02/01/2022 12:13 PM
Purchasing Completed 02/01/2022 12:59 PM
Budget and Finance Completed 02/01/2022 3:31 PM
Maria Slavik Completed 02/01/2022 4:08 PM
Liz Yongue Completed 02/01/2022 4:27 PM
Board of County Commissioners Pending 02/16/2022 9:00 AM
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RESOLUTION NO. -2022
A RESOLUTION BY THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS TO AUTHORIZE THE
PAYMENT OF EXPENSES AND INVOICES RELATED TO TRADE SHOWS AS SET FORTH IN THE APPROVED
MONROE COUNTY TOURIST DEVELOPMENT 2021-2022 MARKETING PLAN INCLUDING BUT NOT
LIMITED TO REGISTRATION, BOOTH RELATED EXPENSES, AND PROMOTIONAL ITEMS AND TO ALSO
AUTHORIZE THE PAYMENT OF EXPENSES AND INVOICES FOR ADVANCE REGISTRATION, BOOTH
RELATED EXPENSES AND TRAVEL RELATED EXPENSES FOR TRADE SHOWS THAT ARE TO BE HELD
DURING FISCAL YEAR 2023 AND ARE TO BE PAID FROM TOURIST DEVELOPMENT COUNCIL FUNDS IN
FISCAL YEAR 2022
WHEREAS, the Monroe County Board of County Commissioners approves the Monroe County Tourist
Development Council (TDC) Marketing Plan each year, which list various Trade Shows that are attended during
the current fiscal year by the TDC Sales Team as part of their sales, promotional and marketing efforts; and
WHEREAS, the TDC Sales Team also identifies trade shows that will occur in the next fiscal year and
seeks approval each year from the Board to pay for advance registration, booth related expenses and travel for
those trade shows which are paid from the current fiscal year; and
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WHEREAS, the TDC often needs to quickly register and pay for registration and booth related cost,
which are often not known in advance whereby preauthorization for the request to purchase cannot be
obtained; and
WHEREAS, the TDC Sales Team participates in various trade shows to promote tourism which is an
integral part of their sales, promotional and marketing efforts; and
WHEREAS, it is also necessary to secure registration, booth related expenses, promotional items, and
advance travel expenses for these tourists related trade shows and sometimes it is necessary to pay for said
expenses up to one year in advance of the trade shows and in an expedited manner, in order to secure a
desirable space as some shows are filled quickly, or have an early registration deadline; and
WHEREAS, it is also necessary to pay the registration fees, booth related expenses, promotional items, E
and travel expenses during the current fiscal year for trade shows which occur in the next fiscal year:
NOW THEREFORE, BE IT RESOLVED by the Monroe County Board of County Commissioners as follows:
Section 1.The Board authorizes the payment of expenses, including registration, booth related expenses,
promotional items and travel relating to trade shows as set forth in the approved Monroe County Tourist
Development 2022-2023 Marketing Plan.
Section 2. The Board waives the purchasing policy requirement to submit a Request to Purchase and a
purchase order does not need to be issued when there is not sufficient time to obtain a preauthorization for
Trade Show related expenses.
Section 3. The Board also authorizes payment of expenses for the following cost of additional advance
registrations, booth related expenses and travel expenses for trade shows as set forth below which will occur in
fiscal year 2023 and will be paid in the fiscal year 2022 out of Tourist Development Council funds.
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Atlanta
Pride
Oct-22 $5,600
TTG Rimini $10,000
Oct-22
USA/Canada Experience $10,000
Oct-22
Travel &Adventure Shows $18,000
Oct 22 - Mar 23
BrandUSA Travel week $25,000
Oct-22
I G LTA $12,000
Oct-22 2
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DEMA $25,000
Nov-22 v,
I M EX $45,000
Nov-22
0
World Travel Market $55,000
Nov-22
ATTA World Summit $7,000
Oct. 2022
Focus (Film Commission) $12,500
Dec-22
BIT Milan $10,000
Jan-23
AAA Showcase Pittsburgh $7,000
Jan-23
FITUR $15,000
Jan-23
Visit USA Austria $2,500
Nov-22
Visit USA
Switzerland $5,000
Jan-22
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ABTA Travel Conv. $4,000
Oct-22
Discover America Sweden $3,000
Oct - 22
FDM Travel Show $1,000
UK
Oct-22
Swansons Consumer Day UK $1,000
Oct-22
Total Request: $273 600
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PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida at a regular meeting
of said Board held on the day of , A.D. 2022
Mayor David Rice
Mayor Pro Tern Craig Cates o
Commissioner Michelle Coldiron
Vacant, District 3
Commissioner Holly Merrill Raschein
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FL
(SEAL)
Attest: Kevin Madok, Clerk BY
MAYOR/CHAIRMAN
Approved by
AS DEPUTY CLERK Tourist Development Council
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