Item D28 D28
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
April 17, 2024
Agenda Item Number: D28
2023-2337
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Markham McGill 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 2023-
2024 Marketing Plan and approval to provide additional advance registration, booth related expenses
and travel related expenses for trade shows for fiscal year 2025 to be paid from TDC funds in fiscal year
2024.
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 2025 to be paid from fiscal year 2024 TDC funds.
TDC approved at their meeting of March 26, 2204
PREVIOUS RELEVANT BOCC ACTION:
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
2235
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Sales Resolution.pdf
FINANCIAL IMPACT:
2236
RESOLUTION NO. -2024
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 2024-2025 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 2025 AND ARE
TO BE PAID FROM TOURIST DEVELOPMENT COUNCIL FUNDS IN FISCAL YEAR 2024
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 2024-2025 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 2025 and will be paid in the fiscal year 2024 out of Tourist Development Council funds.
1
2237
Palm Springs Pride $6,500
Oct-24
IGLTA Sponsorship $10,000
Oct-24
Discover America Sweden Roadshow (Axis U.K.) $8,000
Oct-24
BrandUSA Travel Week $12,000
Oct-24
Travel Agent Roadshow (Axis U.K.) $2,500
Oct-24
USA/Canada Experience, Netherlands (Get It $10,000
Across)
24-Oct
Visit USA Austria (Get It $2,500
Across)
24-Nov
Pleasant Holidays Roadshow $8,500
Nov-24
World Travel Market $40,000
Nov-24
Signature Travel Week $9,000
Nov-24
Smart Meetings $8,500
Nov-24
I M EX $45,000
Nov-24
Northstar Meetings $10,000
Dec-24
Focus (Film Commission) $12,000
Dec-24
Travel &Adventure Winter Shows $25,000
Jan-25
2
2238
Total Request: $209,500
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida at a regular meeting of
said Board held on the day of A.D. 2024
Mayor Holly Merrill Raschein
Mayor Pro Tern James Scholl
Commissioner Craig Cates
Commissioner Michelle Lincoln
Commissioner David Rice
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
CHRISVNE UMBERT-BA4iYdOWS
A,SSISTANT'COUNTY AT FORNF,-,Y
DATE_,3114124....................
3
2239
Liz Yongue
From: Gomez-Krystal <Gomez-Krystal@MonroeCounty-FL.Gov>
Sent: Tuesday, April 16, 2024 2:03 PM
To: Ballard-Lindsey; County Commissioners and Aides; Kevin Madok; Pamela G. Hancock;
Senior Management Team and Aides; Liz Yongue; InternalAudit
Cc: Gastesi-Roman; Shillinger-Bob; Williams-Jethon; Cioffari-Cheryl; Livengood-Kristen;
Rubio-Suzanne; Pam Radloff; County-Attorney; Allen-John; Danise Henriquez; Saenz-
Stephanie; Hurley-Christine; Rosch-Mark; Gambuzza-Dina; Beyers-John
Subject: Item D28 BOCC 04/17/2024 REVISED ITEM WORDING
Attachments: D28 AIS 2337.pdf
Good afternoon,
Please be advised,the agenda item wording has been revised for item D28.
"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 2023 2024 2024-2025 Marketing Plan and approval to
provide additional advance registration, booth related expenses and travel related expenses for trade shows for
fiscal year 2025 to be paid from TDC funds in fiscal year 2024. "
Sincerely,
Executive Administrator
Monroe County Administrator's Office
1100 Simonton Street, Suite 2-205
Key West, FL 33040
(305)292-4441 (Office)
(305)850-8694(Cell)
Courier Stop#1
Notary Public
w.r o n r y e c_ u�n1y:�:V_e.gpy
gqjz..- Y .�.. _rn groecou�_n�.Y..-.�..:. .Y.
PLEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE COUNTY REGARDING COUNTY BUSINESS
ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR EMAIL COMMUNICATION MAY BE SUBJECT TO PUBLIC DISCLOSURE.
1
D28
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
April 17, 2024
Agenda Item Number: D28
2023-2337
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Markham McGill 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 2024-
2025 Marketing Plan and approval to provide additional advance registration, booth related expenses
and travel related expenses for trade shows for fiscal year 2025 to be paid from TDC funds in fiscal year
2024.
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 2025 to be paid from fiscal year 2024 TDC funds.
TDC approved at their meeting of March 26, 2204
PREVIOUS RELEVANT BOCC ACTION:
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
1
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Sales Resolution.pdf
FINANCIAL IMPACT:
2