FY2001 10/19/2000
1JBannp lL. Itolbage
BRANOI OFFICE
3117 OVERSEAS HIGHWAY
MARAlHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANOI OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
November 13, 2000
TO:
Lynda Stuart, Office Manager
Tourist Development Council
FROM:
Maxine Pacini
Administrative Assistant
Pamela G. Hancoc1.k
Deputy Clerk U
ATTN:
At the October 19, 2000, Board of County Commissioner's Meeting the Board granted
approval and authorized execution of the following:
Cultural Events Funding Agreements for Fiscal Year 2001 commencing prior to January
30,2001, totaling $168,769:
Key West Writers Workshop
Key West Symphony Orchestra
Watemont Playhouse
Pirates in Paradise
Key West Jazz & Blues Festival
Key West Craft Show
Art Under the Oaks
Tennessee Williams Fine Arts Council
Red Barn TheatrelLive Theatre
Island Jubilee
14th Annual Island Art Fair
Key West Literary Seminar
Florida Keys Renaissance Faire XVII
Funding Agreement between Monroe County and Lower Keys Chamber of Commerce
covering Oktoberfest 2001 on October 6, 2001 in an amount not to exceed $5,600, Fiscal Year
2001, Two Penny Cultural Umbrella Funding.
Fishing Event Agreement between Monroe County and Fishing and Conservation Trust
for production of the Metropolitan South Florida Fishing Tournament Mini-Met.
Cultural Event Agreements for Fiscal Year 2001 totaling $14,637:
Pigeon Key Art Festival
Old Island Days Art Festival
17th Annual Underwater Music Festival
Attached are two duplicate originals of the above for your handling. Should you have any
questions please do not hesitate to contact this office.
Cc: County Administrator w/o document
Risk Management w/o document
File
County Attorney
Finance
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 Key West Literary Seminar, Inc. (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. BOCC shall pay a sum not to exceed $6,290.00 (Six Thousand, Two Hundred
and Ninety Dollars) for promotion and related expenditures effective October 1, 2000, as
described in the event budget, attached hereto as Exhibit A, for production of the
Nineteenth Annual Key West Literary Seminar, Science & Literature: Narratives of
Discovery, January 11-14, 2001 Writers' Workshops, January 7-11,2001: The Twentieth
Annual Key West Literary Seminar, Spirit of Place: American Literary Landscapes, January
10-13,2002. 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 and obligation to pay under this agreement is
contingent upon an annual appropriation by the BOCC.
2. Event Sponsor shall provide promotion and related services as described
in the Sponsor's application for funding, Exhibit B, 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. Event sponsor fully
understands that funding is obtained from tourist development taxes for which the fiscal
year ends September 30,2001. Event sponsor also understands that the funding
process through which this contract was made available by County requires event
sponsors to submit their payment requests as quickly as possible and to finalize all
such requests before the end of the fiscal year, if at all possible. In order for the tourist
development taxes to be utilized most effectively for the purpose for which they were
authorized, attracting and promoting tourism, the budgeting process of the County
requires the event's funding to be concluded in a timely manner. In recognition that the
timeliness of payment requests is of extreme importance to the funding of future
advertising and promotion for the stability of the tourist-based economy, Event Sponsor
agrees to submit by September 30, 2001, all invoices and support'li~rK!I!~n!mi~~
required by the County's Finance Department rules and policies. Ey.~f}t.i~QfiUial1~
not be reimbursed nor will Event Sponsor's vendors be paid directiYf6~l11Y invbmEWJ
1 0 S : "UV C, ADN DO
OHOJ3tJ (10.:1 0.311.::/
Key West Literary Seminar, Inc.
Cultural Umbrella Funding FY 2001
received after September 30,2001, except that for events with promotional
expenditures occurring after August 1, 2001, in which case invoices must be submitted
within ninety (90) days of the conclusion of the event. Any invoices received after April
12,2002 will not be reimbursed.
3. Event Sponsor shall reimburse BOCC for any amount of funds expended by
BOCC in connection with an event which does not occur as a result of any act or omission
by Event Sponsor.
4. 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. Event Sponsor shall maintain records pursuant to generally accepted
accounting principles for three (3) years after the event and shall permit BOCC and its
agents and employees access to said records at reasonable times.
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 Event Sponsor notice at least seven (7) days prior to the effective
date of the termination.
7. Event sponsor is an independent contractor and shall disclose any potential
conflicts of interest as defined by Florida Statutes, Chapter 112 and Monroe County Code,
Article XXI.
8. Event Sponsor warrants that he/she/it has not employed, retained or
otherwise had act on his/her/its behalf any former COUNTY officer 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.1 0-1990. 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. "
2
Key West Literary Seminar, Inc.
Cultural Umbrella Funding FY 2001
WITNESS:
By.
Board of County Commissioners
of Monroe County
cS~-!it~. "~~
Mayor hairman
Key West Literary Seminar, Inc.
By
jl4w'"d ~
President
BY su ::NE Ahj~
f"\~TF .. '!,l~
Key West Literary Seminar, Inc.
Cultural Umbrella Funding FY 2001
3
EXHIBIT A
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
APPROVED
BUDGET BREAKDOWN
FISCAL YEAR 200012001
EVENT NAME: 18th Annual Key W..t LltBrary Seminar. SCIENCE a LITERATURE:
Narrative. of Discovery. January 7-14, 2001; 20th Annual Key Weat Literary
Seminar, SPIRIT OF PLACE: Ainertcan Literary l.ndac..... January 10..13. 2002
DIRECT MAIL & POSTAGE $
BROCHURES. POSTERS. PROGRAMS $4.000
PUBLIC RELAT10NS $
PHOTO PROGRAM $
MEDIA ADVERTISING $1.840
T-SHIRTS. CAPS, JACKETS $
-GENERAL. NON-ALLOCATED ~50
TOTAL: $6,290
Direct mail and postage will be spent on mailing$ to in.house lists and to rented lists
and includes the cost of printing and designing materials.
Media advertising is primarily display advertising in national magazines and print media.
Less than 10% of expenditures go to local advertising.
.GENERAL NON-ALLOCATED IS NOT TO eXCEED 15% OF THE AMOUNT
AWARDED BY THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL FOR
THIS SPECifiC EVENT.
*MAXlMUM REQUEST CAP :II $25,000-00
, EXHIBIT B
MONROE COUNTY
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2000/2001
NAME OF EVENT: 19th Annual Key West Literary Seminar, SCIENCE &
LITERATURE: Narratives of Discovery
Please list all scheduled activities in date and time order:
Writers' WorkshOPS:
19th Annual Key West Literary Seminar
January 7-11, 2001
January 11-14, 2001
20th Annual Key West Literary Seminar, SPIRIT OF PLACE: American Literary
Landscapes
20th Annual Key West Literary Seminar
January 10-13, 2002