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Agenda 05/13/2014 Item #16D21 5/13/2014 16.D.21. EXECUTIVE SUMMARY Recommendation to approve a Resolution establishing a Fee Schedule for the Collier County Museum to provide a guided adult group tour service and a historic photograph reproduction service. OBJECTIVE: To offset operating expenses for the County Museums through earned revenue. CONSIDERATIONS: At its October 1, 2013 Workshop,the Board of County Commissioners identified several options developed by the Museum to begin generating earned revenue to supplement the department's annual operating budget. A key concept was the introduction of a reasonable charge for services that are typically provided by the Museum beyond normal customer services and expectations. Staff has concluded that these should initially include charging a fee for providing guided adult group and charter bus tours, and for providing photographic reproductions of images in the Museum's collections for professional and commercial use. Museum staff has researched and developed a process and proposed fee schedule to implement a new Fee Policy Resolution which incorporates a Guided Adult Group Tour Service (Attachment A) and a Photograph Reproduction Service (Attachment B) as a source of earned revenue. The proposed fee schedule for each of these services is competitive with similar services offered by other museums and visitor attractions operating in the local market. FISCAL IMPACT: Based on a review of the Museum's actual guided adult and charter bus tour traffic in FY2012 and FY2013, staff believes that an annual return of$25,000 to $30,000 from this service is not unrealistic. Based on a review of past activity, the historic photograph reproduction service should yield an estimated annual return of$10,000. The revenue is specifically budgeted in Fund 198. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires a majority vote for approval.—CMG RECOMMENDATION: That the Board of County Commissioners approves a Resolution establishing a Fee Schedule for a Guided Adult Group Tour Service and a Historic Photograph Reproduction Service at the Collier County Museum. PREPARED BY:Ron Jamro, Museum Director Packet Page -1271- 5/13/2014 16.D.21 . COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.21. Item Summary: Recommendation to approve a resolution authorizing a policy, process and fee schedule for the Collier County Museum to provide a guided adult group tour service and a historic photograph reproduction service. Meeting Date: 5/13/2014 Prepared By Name: ApkarianChristina Title: Administrative Assistant,Museum 4/24/2014 2:14:45 PM Submitted by Title: Director-Museum, Museum Name: JamroRon 4/24/2014 2:14:47 PM Approved By Name: TownsendAmanda Title: Director-Operations Support, Public Services Division Date: 4/28/2014 11:31:22 AM Name: JamroRon Title: Director-Museum, Museum Date: 5/1/2014 1:24:56 PM Name: JohnsonScott Title: Procurement Specialist, Purchasing&General Services Date: 5/5/2014 3:59:17 PM Name: AlonsoHailey Title: Operations Analyst,Public Services Division Date: 5/6/2014 9:01:19 AM Packet Page-1272- 5/13/2014 16.D.21. Name: GreeneColleen Title: Assistant County Attorney, CAO General Services Date: 5/6/2014 9:38:46 AM Name: CarnellSteve Title: Administrator-Public Services,Public Services Division Date: 5/6/2014 1:44:21 PM Name: FinnEd Title: Management/Budget Analyst, Senior,Transportation Engineering&Construction Management Date: 5/6/2014 2:56:43 PM Name: KlatzkowJeff Title: County Attorney, Date: 5/6/2014 3:20:57 PM Name: OchsLeo Title: County Manager, County Managers Office Date: 5/6/2014 4:03:44 PM Packet Page -1273- 5/13/2014 16.D.21. RESOLUTION NO. 2014 - A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA ESTABLSHING THE COLLIER COUNTY MUSEUMS FEE POLICY GOVERNING THE SALES OF GUIDED TOUR SERVICES AND PHOTOGRAPH REPRODUCTION SERVICES TO THE PUBLIC. WHEREAS,the Collier County Museum serves the County, its citizens and visitors as a cultural institution and as a repository of significant historical and archaeological materials which are donated, loaned or purchased for permanent public display, research and education; and WHEREAS, the Board desires that the Museum staff provide enhanced supporting services to citizens and visitors, including access to privately guided adult programs and group tours; and WHEREAS, the Museum receives requests to provide high-quality reproductions of the photographs, maps and documents in its core collections to serve the needs of various individuals, publishers and businesses involved in profit-making ventures; and WHEREAS, the Board has directed the Museum staff to make the best use of its resources to initiate and develop additional sources of earned revenue as a means of supplementing the Collier County Museum's annual operating support. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA,that: A process, procedure and service fee schedule is hereby established and approved for the Collier County Museum to provide an adult group tour service and a photograph reproduction service, as attached hereto and incorporated herein, as part of the management and income generating policy for the Collier County Museum. Service Fee Comments Photographic Reproductions Digital Scan $15/image 300 dpi TIFF file (via email) Commercial scan for publication $50/image 300 dpi TIFF file $100/image 600 dpi TIFF file Commercial scan for public display $65/image 300 dpi TIFF file (business or workplace) $130/image 600 dpi TIFF file Reproduction in advertising, $75/image 300 dpi TIFF file performances, and media, including television broadcasts, films,videos, and DVDs $150/image 600 dpi TIFF file Requests for images to be used for TBD Agreement subject to merchandise such as posters,post cards or Board approval. programs are subject to special contractual procedures. Packet Page-1274- 5/13/2014 16.D.21 . Audio duplication $25.00 per disc DVD duplication $50.00 per disc Guided Tour Groups (Adult 18 yrs +) Standard group tour fee $10/adult Minimum fee $100/group Tour deposit required $50/group Due at time of reservation Notes *Exhibit"A" Adult Group Tour Service Terms and Conditions *Exhibit`B" Photographic Reproduction Service Term and Conditions There is no guided tour fee for school or children's groups, including teachers and adult chaperones, or for children under 18 years of age accompanying adult group tours. No discounts are offered. Group tours will be limited to 60 people at any one time in order to maintain order on the tour and prevent overcrowding museum exhibit galleries that are also open to the general public. If a group fails to cancel a tour within at least 24 hours of the scheduled tour time or arrives one hour or more after the tour's scheduled start time, the deposit will be not be refunded. Forfeited deposits may be credited towards the cost of a future tour. ***************** This Museum Fee Policy and Resolution adopted after motion, second and majority vote favoring same this day 13th day of May, 2014. ATTEST: BOARD OF COUNTY COMMISSIONERS DWIGHT E. BROCK, CLERK COLLIER COUNTY, FLORIDA By By ,DEPUTY CLERK TOM HENNING, CHAIRMAN Approved as to form and legality: olleen M. Greene Assistant County Attorney CA Packet Page-1275- 5/13/2014 16.D.21. COUNTY M US F4 M S NAPLES EVERGLADES IMMOKALEE NAPLES DEPOT MARCO ISLAND Adult Group Tour Service Description The Collier County Museum offers guided group tours as a fee-based service to increase public awareness and appreciation of Collier County's past and as a means to generate income for Museum operations. Guided tours are supervised and arranged through the Museum's Curator of Education and/or Museum Docents who are trained and scheduled by the Curator at the main Museum. All other Museum locations provide guided tours primarily through the Museum Manager and/or Museum Assistant and in some instances through trained volunteers. While it is the mission of the Collier County Museum to interpret and present the history of Collier County through educational programs for adults, families and school groups, a guided tour led by a knowledgeable staff member or trained volunteer creates a more comprehensive and personalized experience that is above the service level normally expected by Museum visitors. Group tours require 1 to 11 hours of time to complete. Guided Tour Fee Schedule Requests for guided tours must be scheduled through the Museum's Curator of Education. There is no guided tour fee for school or children's groups, including teachers and adult chaperones, or for children under 18 years of age accompanying adult group tours. No discounts are offered. The standard group tour fee is $10 per adult (18 yrs and older). • Groups will be charged for a minimum number of 10 people, or a minimum fee of $100 per group tour. • Group tours will be limited to 60 people at any one time in order to maintain order on the tour and prevent overcrowding museum exhibit galleries that are also open to the general public. Packet Page -1276- 5/13/2014 16.D.21 . • A deposit of$50 in the form of a credit card payment or check payable to the Collier County Museum must be collected at the time the reservation is made. The balance will be collected upon the group's arrival at the Museum. • If a group fails to cancel a tour within at least 24 hours of the scheduled tour time or arrives one hour or more after the tour's scheduled start time, the deposit will be not be refunded. Forfeited deposits may be credited towards the cost of a future tour. • Guided group tours should be booked as far in advance as possible, up to one year ahead of time. Scheduling at least two weeks prior to the tour is recommended to allow time to schedule docents and arrange staff schedules. If less than two weeks notice is given, every effort will be made to provide a guided tour but cannot be guaranteed due to facility and staff/volunteer availability. • Groups must register in advance by completing a Group Registration Form in WRITING and returning it directly to the Curator of Education and/or Museum Managers at the location of the proposed tour. To avoid scheduling conflicts, tour reservations will not be accepted by other staff members. • Groups arriving early may have to wait until their scheduled tour time.Additionally, if a group arrives more than 15 minutes late without notification it may result in the tour being shortened. Groups that arrive 45 minutes to 1 hour after the tour's scheduled start time may be rescheduled. Groups that arrive after 1 hour of their scheduled time, fail to show up at all, or neglect to inform the museum staff of any delays,will be rescheduled. • Tours may only be scheduled during the Museum's normal operating hours unless approved in advance by the tour leader and Museum Director. Packet Page -1277- 5/13/2014 16.D.21. COUNTY M US F.IJ M S NAPLES EVERGLADES IMMOKALEE NAPLES DEPOT MARCO ISLAND Photograph Reproduction Service Introduction The Collier County Museum has been entrusted with the permanent care of thousands of historic images and photographs in its collection. The orderly and controlled reproduction and distribution of these images is intended to preserve and maintain the Museum's intellectual property, increase public awareness of Collier County's past, and provide visual materials to the public for historical research and an enriched educational experience. This service also ensures that the images made available are of the highest quality and conform to the Museum's standards and practices. Personal or Non-Commercial Use Images displayed on the Collier County Museum's website (http://i.colliergov.net/museum/) may be downloaded for personal use and research at no charge. For example, use on a home personal computer or in a school project, providing credit is given to the Collier County Museum. On-line images contain a watermark to promote the museum as an authority on the history, archaeology and cultural development of Southwest Florida and a leading resource that actively contributes to its study, interpretation and preservation. Digital reproductions of images, unless restricted, may be requested for personal interest and research or for home use by completing the Museum's Photograph Order Form. Users may not reproduce or permit others to reproduce the photographic copy, including digital transfer. The fee for a digital scan image is$15 per image (300 dpi TIFF file). 300 dpi is the only resolution available. Digital scans will be emailed to the user. Use of Digital Images on the Internet Watermarked, digital images from the Collier County Museum's web site may be used on other websites, blogs, social media, and Internet applications, provided that: • The image is from the Collier County Museum's collections. • The image is for personal or non-profit use. • The Collier County Museum is credited as the source in the caption or catalog record. • A link back to the page from which the image was taken is included with the reproduced image. • Images may not be cropped or altered. Professional or Commercial Use Commercial use fees apply to the use of images in a profit-making venture by individuals or businesses, and are charged according to the following fee schedule: • Publication in a book, newspaper or magazine o $50 per image (300 dpi TIFF file) o $100 per image (600 dpi TIFF file) Packet Page -1278- 5/13/2014 16.D.21. • Display in a public space, business or workplace o $65 per image (300 dpi TIFF file) o $130 per image (600 dpi TIFF file) • Reproduction in advertising, performances, and media, including television broadcasts,films,videos, and DVDs o $75 per image (300 dpi TIFF file) o $150 per image (600 dpi TIFF file) • Requests for images to be used for merchandise such as posters, post cards or programs are subject to special contractual procedures. Other Services • Audio duplication$25.00 per disc • DVD duplication$50.00 per disc Terms and Conditions • All images and works remain the property of the Collier County Museum. • The Museum reserves the right to review text descriptions of the images used to ensure accuracy. • The Collier County Museum must be credited as the source of all materials used in reproductions, publication,or display, as follows: Courtesy of the Collier County Museum, Naples, FL. With exhibition, each image must be credited within the exhibition area. Website usage and PowerPoint presentation usage requires a credit line following the approved format on the same page as the image. With films and video productions, credits must appear with other credits at the beginning or end of the production. • The user agrees to provide the Museum with one complimentary copy of any publication in which images from the Museum's photographic archive appears. • Permission is granted for non-exclusive, one-time worldwide use, one language, one edition, and one format (300 or 600 dpi TIFF files) only unless otherwise noted. Additional uses of the same image will require further permission. • All responsibility for possible copyright infringement or invasion of privacy for use of reproduced images is assumed by the user. • Federal Copyright Law prevents the Collier County Museum from reproducing photographs from books and other media which are protected by copyright law. • Reproduction rights are granted for the purpose(s) specifically indicated, premised and conditioned upon payment of the fees involved. Packet Page -1279- 5/13/2014 16.D.21 . • The Collier County Museum reserves the right to decline to scan and reproduce items that are too fragile, protected by copyright law, or subject to special restrictions imposed by the donor. • Oversized images larger than 8 %" by 11" are subject to special handling by outside service providers. Scanning fees will be determined at the time the request is approved. • Payment is due to the Collier County Museum at the time of placing an order. • There are no bulk discount rates. • Requests are completed in the order in which they are received. The time needed for processing photo orders is typically 20 to 30 working days. • The Collier County Museum reserves the right to refuse to grant permission and/or provide photographic reproduction services to publishers and individuals who have not complied with these policies. Packet Page-1280- 5/13/2014 16.D.21 . z U- J.d LL_ CU c,11 0 0- cr 0 o 0 o 0 bD v) o C yr M E M O N V) ..� .. 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