10/16/2002
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 "County")
and Key West Writers Workshop. (Hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the County 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. County shall pay a sum not to exceed $5,000 (Five Thousand Dollars) for
promotion and related expenditures, as described in the event budget, attached hereto as
Exhibit A, for production of the Key West Writers Workshop 2003 - 2004 Season on January-
February 2003 and January - February 2004. 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. The general non-allocated section of an Umbrella event budget may be utilized for
unforeseen permissible expenditures and for those budget lines that may require additional
funds. Monroe County's performance and obligation to pay under this agreement is contingent
upon an annual appropriation by the County.
2. Event Sponsor shall provide promotion and related services as described in the
Sponsor's application for funding, Exhibit 8, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the TDC and County. 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, 2003. 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, 2003, all invoices and support documentation as required by the County's Finance
Department rules and policies. Event Sponsor shall not be reimbursed nor will Event
Sponsor's vendors be paid directly for any invoices received by the County after September
30, 2003, except that for events with promotional expenditures incurred between July 1 and
Cultural Umbrella Funding FY 2003
Key West Writers Workshop
1
February 2004, invoices must be submitted within ninety (90) days of the conclusion of the
. event.
3. Event Sponsor shall reimburse County for any amount of funds expended by
County 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 County and its agents and
employees access to said records at reasonable times.
6. County 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. 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.
Cultural Umbrella Funding FY 2003
Key West Writers Workshop
2
10. LOQo: All promotional literature and advertising must display the "The
,Florida Keys & Key West, Monroe County Tourist Development Council, Come as You
Are", logo/trade mark adopted by the TDC and County on November, 2000 (as per attached).
No reimbursement or direct payment will be considered unless this logo/trade mark is utilized.
G~
Deputy Clerk
Board of County Commissioners
of Monroe County
MaYor/c~man
(CORPORATE SEAL)
Key West Writers Workshop
Secretary
B~~ ~'S~
~;e~_
~~ Dionne C. Harnish
i*i "Ji.'l :;~ MY COMMISSION' CC856805 EXPIRES
~'~'m July 20 2003
",f,,,"F ~:r,.., BONDED THRU TROY FAIN INSlH!ANC~ INC
..,.,
Attest:
By.
OR
Witness
::ry
('oJ
o
0:::
CJ
U
LJ.J
~
0:::
o
LA-
o
W
-1
u-
I
~
o
z
c:--.J
=
=:>
C'--i
w <C
c.::7 ...J
<( .......
::ct;>=
-1 f-
~~.2 tV 3
~_) C:J
~ .L)
,,~
;: :"j ~
~ ,::-.) e:::
;~ f5
,:
:r:
0...
Cultural Umbrella Funding FY 2003
Key West Writers Workshop
3
EXHIBIT A
SUMMARY
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
APPROVED
BUDGET BREAKDOWN
,.
FISCAL YEAR 2002/2003
EVENT NAME:
KEY WEST WRITERS WORKSHOP
DIRECT MAIL & POSTAGE $
BROCHURES, POSTERS, PROGRAMS $
PUBLIC RELATIONS $
PHOTO PROGRAM
MEDIA ADVERTISING
$ 5,000
T-SHIRTS, CAPS, JACKETS
$
*GENERAL - NON-ALLOCATED
TOTAL: $ 5,000
*GENERAL NON-ALLOCATED IS NOT TO EXCEED 15% OF THE AMOUNT A WARDE:
BY THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL FOR THIS SPECIFIC
EXHIBIT "B"
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2003
NAME OF EVENT: KEY WEST WRITERS' WORKSHOP
Please list all scheduled activities in date and time order (if pre-promotion is to be considered indicate the dates of
the next season):
2003 SEASON
Sharon Olds New Poetry Weekend Workshop, January 17 - 19
Edmund White Short Story Weeken Workshop, January 24 - 26
Robert Stone Short Story Weekend Workshop, February 7 - 9
Carolyn Forche Critical and New Poetry Weekend Workshop, February 14 - 16
Roxana Robinson Short Story Weekend Workshop, February 21 - 23
2004 SEASON (pre-promotion)-
There will be five weekend workshops in January and February of 2004; specific dates and workshop
leaders not yet fixed.
SCHEDULE ACTIVITIES WITHIN THE WEEKEND WORKSHOP (This example typifies the schedule Qf actlvites
in all workshops.)
Sharon Olds New Poetry Weekend Workshop, January 17 -19,2003
Friday, January 17
6:00 - 7:30 p.m. Introductory meeting of the workshop in the garden of Westwinds Inn, 917 Eaton Street.
The purpose of this meeting is for the workshop participants to meet Sharon Olds and
each other and to introduce each member and hlslher writing and other backgrounds.
Sharon aIds will explain how she intends the Satruday and Sunday workshop sessions to
run and will also outline the writing of new poetry taking place during the weekend.
Although this is an informal meeting, with refreshments, ifs an imprtant part of the
weekend experience, and \/IIOrkshop members are asked to please attend on time.
Saturday, January 18
The workshops are held in the upstairs conference room of Old City Hall, on Greene Street.
8:45 - 9:30 a.m. Coffee and pastry
9:30 - 11 :30 a.m. Opening workshop session
11 :30 a.m. - 2:30 p.m. Lunch and writing time
2:30 - 4:30 p.m. Afternoon workShop session
4:30 - 6:00 p.m. (optional) Literary walking tour of Key West led by Irving Weinman
Sunday, January 19
8:45 - 9:30 a.m. Coffee and pastry
9:30 - 11 :30 a.m. Morning workshop session
11 :30 a.m. - 2:30 p.m. Lunch and writing time
2:30 - 4:30 p.m. Final workshop session; ongoing work and keeping in contact
Monroe County Tourist Development Council Cultural Umbrella Application
Page 10
lU[ [LORIDA KHS & KH W[ST
MONROf COUNTY TOURIST OmLOPMfNT COUNCIL
Come as you are@
TH[ [LORIDA KHS &KHW[ST
MONROf COUNTY TOURIST D[V[lOPMfNT COUNCil
Come as you are@
TH[ [LORIDA KHS & KH W[ST
MONROf COUNTY TOURIST D[V[lOPMfNT COUNCil
Come as you are@
TH[ [LORIDA KHS & KH W[ST
MONROf COUNTY TOURIST O[V[lOPMfNT COUNCIL
Come as you are@
TH[ [LORIDA KHS & KH W[ST
MONROf COUNTY TOURIST omLOPMfNT COUNCil
Come as you are<ll>
TH[ [LORIDA KHS & KH W[ST
MONROf COUNTY TOURIST D[V[lOPMfNT COUNCil
Come as you are<ll>
THf [LORIDA KfYS & KfY WfST THf [LORIDA KHS & KH WfST THf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST O[VROPMfNT COUNCil MONROf COUNTYTOURIST D[VROPMfNT COUNCil MONROf COUNTY TOURIST O[VROPMfNT COUNCil
Come as you are@ Come as you are@ Come as you are@
THf [LORIDA KfYS &KH WfST THf [LORIDA KHS & KH WfST THf [LORIDA KfYS & KH WfST
MONROf COUNTY TOURIST O[VROPMfNT COUNCil MONROf COUNTY TOURIST D[VROPMfNT COUNCil MONROf COUNTY TOURIST OffilOPMfNT COUNCil
Come as you are@ Come as you are@ Come as you are@
THE [lORIDA KEYS & KEY WEST THE [lORIDA KEYS & KEY WEST THE [lORIDA KEYS & KEY WEST
MoNRof COUNTYTOURIST Dn'floPMfNT COUNCil MoNRof COUNTYTOURIST DfVnoPMfNT COUNCil MONRO{ COUNTY TOURIST DfVRoPHfNTCOUNCll
Come as you are@ Come as you are@ Come as you are@
THE [lORIDA KEYS & KEY WEST THE [lORIDA KEYS & KEY WEST THE [lORIDA KEYS & KEY WEST
HONROf COUNTY TOURIST DfVROPHfNT COUNCil MONRof COUNTY TOURIST Dn'ROPMfNT COUNCil MoNROf COUNTY TOURIST DfVRoPMfNT COUNCIl
Come as you are@ Come as you are@ Come as you are@
TH[ [lORIDA K[YS & K[Y W[ST
MONRO[ COUNTY TOURIST D[V[LOPM[NT COUNCil
Come as you are@
TH[ [lORIDA K[YS & K[Y W[ST
MONRO[ COUNTY TOURIST D[VROPM[NT COUNCIL
Come as you are@
TH[ [lORIDA K[YS & K[Y W[ST
MONRO[ COUNTY TOURIST D[VROPM[NT COUNCIL
Come as you are@
TH[ [lOR IDA K[YS & K[Y W[ST
MONRO[ COUNTY TOURIST D[V[LOPM[NT COUNCIL
Come as you are@
MCTG-3125 New Logo Slick L01