Resolution 081-2023RESOLUTION NO. 081 -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
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, 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
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
IGLTA $7,500
Oct-23
USA/Canada Experience $5,000
Oct-23
BrandUSA Travel week $8,500
Oct-23
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-23CD
FTM Resa $6,500
C'
o
Oct-23
CC-')
a
o
Montreal Travel
Show $3,000-
Nov-23
c)
N
Unicomm $25,000
Jan-23
Total Request: $128,100
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida at a regular
meeting of
said Board held on the 15th day of February , A.D. 2023
Mayor Craig Cates Yes
Mayor Pro Tem Holly Merrill Rashein Yes
mmissioner Michelle Lincoln Yes
&3 missioner James K. Scholl Yes
1 issioner-David Rice Yes
BOARD OF CO COMMISSI ERS
F MONROE COUNTY, FL
A �� °Jok, Clerk BY
MAYOR/CHA A
�.
Approved by
AS DEPUTY CLERK Tourist Development Council
_
MONROECOUNTY ATTORNEY
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Rq D AS T=
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CHRISTME LIMBERT•BARROWS
ASSISTANTCQUNTY ORNEY
DATE' 1 �22A3