10/19/2000
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 Writers' Workshop. (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 $3,774.00 (Three Thousand, Seven
Hundred and Seventy Four 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 Key West Writers' Workshop, 2001 and 2002 Seasons on January 26-28,
2001; February 2-4, 2001; February 9-11, 2001; February 16-18, 2001; February 23-25,
2001; January 25-27,2002; February 1-3, 2002, February 8-10,2002; February 15-17,
2002; February 22-24,2002 (or March 1-3,2002,) 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 f~ th@J to@st ::!
development taxes to be utilized most effectively for the purpose for which lI~eCl: ~
authorized, attracting and promoting tourism, the budgeting process of the:e[lii1ty ~ 0
requires the event's funding to be concluded in a timely manner. In recogrmiP./flhqlJhe6
timeliness of payment requests is of extreme importance to the funding of ~ 2a ::0
advertising and promotion for the stability of the tourist-based economy, Eyef1t~pciffi;orfg
agrees to submit by September 30, 2001, all invoices and support docume;11fa@n as- g
required by the County's Finance Department rules and policies. Event sp6f1s6P stiJl. ~
not be reimbursed nor will Event Sponsor's vendors be paid directly for any invoices
1
Key West Writers' Workshop
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 June
3, 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. "
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Key West Writers' Workshop
Cultural Umbrella Funding FY 2001
L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
c:S~-!it<&'--a~
Mayor hairman
WITNESS:
Key West Writers' Workshop
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3
Key West Writers' Workshop
Cultural Umbrella Funding FY 2001
EXHIBIT A
TOURIST DEVELOPMENT COUNCil
CULTURAL UMBRelLA
APPROVED
BUOGET BREAKDOWN
ASCAL YEAR 200012001
EVENT NAME: Key We$. Writers' Worbhop
DIRECT MAIL & POSTAGE
BROCHURES,POSTERS,PR~S
PUBLIC REI.ATIONS
PHOTO PROGRAM
MEDIA ADVERTISING
T-SHIRTS. CAPs. JACKETS
"GENERAL - NON-ALLOCATED
TOTAl: $3774
$-
$-
$3605.
$-
$169
.GENERAL NON-ALLOCATED 'S NOT TO EXCEED 15% OF THE AMOUNT AWARDED BY THE MONROE
COUNTY TOURIST DEVELOPMENT COUNCIL FOR THIS SPECIFIC EVENT.
-MAXIMUM REQUEST CAP = $2$,000.00
MONROE COUNTY
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 200012001
NAME OF EVENT: Key West Writers' Workshop
2001 Season
John Ashbery Poetry Weekend; Jan 26-28. 2001
Sharon Olds New Poetry Weekend; Feb 2-4, 2001
Joy Williams Short Story Weekend; Feb 9-11. 2001
Carolyn Forche Critical & New Poetry Weekend; Feb 16-18. 2001
Robert Stone Short Story Weekend; Feb 23-25, 2001
(Pre-promotion) 2002 Season
Five (5) separate writers' workshop weekends, on 2001 Season model, as above;
Jan 25-27, 2002
Feb 1-3. 2002
Feb 8-10, 2002
Feb 15-17,2002
Feb 22-24,2002 (or Mar 1-3, 2002)
Please list all scheduled activities in date and time order:
*If pre-promotion is to be considered indicate the dates of the next season
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EXHIBIT B