Item D3 D.3
County of Monroe P W
;� w 1rJ� BOARD OF COUNTY COMMISSIONERS
r,�� Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tem Holly Merrill Raschein,District 5
y Michelle Lincoln,District 2
James K.Scholl,District 3
Ij David Rice,District 4
County Commission Meeting
February 15, 2023
Agenda Item Number: D.3
Agenda Item Summary #11681
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
2022-2023 Marketing Plan and approval to provide additional advance registration, booth related
expenses and travel related expenses for trade shows for fiscal year 2024 to be paid from TDC funds
in fiscal year 2023.
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 2024 to be paid from fiscal year 2023 TDC funds.
TDC approved same at their meeting of January 31, 2023.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
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D.3
DOCUMENTATION:
2023 Sales Resolution-signed
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:
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 01/25/2023 10:12 AM
Christine Limbert Completed 01/25/2023 10:51 AM
Purchasing Completed 01/25/2023 11:32 AM
Budget and Finance Completed 01/27/2023 11:24 AM
Brian Bradley Completed 01/27/2023 11:30 AM
Lindsey Ballard Completed 01/27/2023 3:25 PM
Board of County Commissioners Pending 02/15/2023 9:00 AM
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D.3.a
RESOLUTION NO. -2023
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 2023-2024 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 2024 AND ARE
TO BE PAID FROM TOURIST DEVELOPMENT COUNCIL FUNDS IN FISCAL YEAR 2023
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 occurred 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 a for registration and booth related cost
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which are often not known in advance whereby preauthorization for the request to purchase cannot be obtained; and
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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
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WHEREAS, it is also necessary to pay the registration fees, booth related expenses, promotional items, and travel
expenses during the current fiscal year for trade shows which occur in the next fiscal year:
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NOW THEREFORE, BE IT RESOLVED by the Monroe County Board of County Commissioners as follows: C14
c14
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
2023-2024 Marketing Plan.
Section 2.The Board waives the purchasing policy requirement to seek preauthorization or a Request to Purchase
when there is not sufficient time to obtain 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
2024 and will be paid in the fiscal year 2023 out of Tourist Development Council funds.
Atlanta
Pride $5,600
Oct-23
I G LTA $7,500
Oct-23
1
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D.3.a
USA/Canada Experience $5,000
Oct-23
BrandUSA Travel week $8,500
Oct-23
I M EX $25,000
Oct-23
World Travel Market $25,000
Nov-23
Focus (Film Commission) $12,000
Dec-23
UK Fam $5,000
Trip
Dec-23
U)
as
IFTM Resa $6,500 a
Oct-23
Montreal Travel
Show $3,000 U,
Nov-23
0
Unicomm $25,000
Jan-23
as
Total Request: $128 100
04
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida at a regular meeting of 04
said Board held on the day of A.D. 2023
E
Mayor Craig Cates 0
Mayor Pro Tern Holly Merrill Rashein
Commissioner Michelle Linclon
Commissioner David Rice
Commissioner James Scholl
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FL
(SEAL)
Attest: Kevin Madok, Clerk BY
MAYOR/CHAIRMAN
Approved by
AS DEPUTY CLERK Tourist Development Council
MONROE COUNTY ATTORNEY
2 ( PmxO CHRISTINE LIMBERT•BARROW S
ASSISTANT COUNTY ATTf7 MY
DATE., 1/24/23
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