Item D3BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: APRIL 16, 2014 Division: TDC
Bulk Item: Yes X No Department:
Staff Contact Person/Phone #: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of a TDC procedure to address revisions to event funding agreements.
ITEM BACKGROUND:
See attached memo.
The TDC approved same at their meeting of March 18, 2014.
Upon BOCC approval this procedure will be incorporated into the TDC Operations Manual.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: N/A BUDGETED: Yes X No
COST TO COUNTY: N/A SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purchasing N/A Risk Management N/A
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 11/06
DATE: March 19, 2014
TO: Monroe County Board of County Commissioners
FROM: Harold Wheeler, Marketing Director
RE: Consideration and Action re: Procedure to Address Revisions to Event Agreements
During this last fiscal year the TDC administrative office processed 110 event agreements. On
occasion it is necessary for the event coordinators to request a revision to their agreement to revise
the name of their event (sometimes they get an event sponsor that would like their name to be included
within the event title), change the date of the event; or make a minor revision to the schedule of
activities (typical changes reflect timing of events or changes to make provisions for an entertainers
schedule).
Our current procedure is quite lengthy and time consuming and requires the following levels of
approval:
• Approval of the appropriate Advisory Committee (Fishing/Cultural or District Advisory
Committee)
• Approval of the County Attorney Office
• Approval of the TDC
• Approval of the BOCC
Our County Attorney, Ms. Limbert-Barrows has advised that the procedure could be condensed by
placing the following language within the Modification portion of all event funding agreements
(Fishing/Cultural/Destination and Turnkey):
Modification: The event name, time & date of the event and Schedule of Activities may be amended
upon written approval of the Advisory Committee and TDC Director. Any changes to said contract
other than stated above require approval by Advisory Committee, TDC and the County.
If approved, revisionswould only require the following steps of approval:
•' Approval' of the appropriate Advisory Committee '(Fishing/Cultural or District' Advisory
Committee)
•' Approval', by the TDC Director
The TDC approved the above modification at their meeting of March 18, 2014. If approved by
the BOCC, this procedure will be placed into the TDC Operations Manual as policy.