Item D3
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: SEPTEMBER 21, 2000
Division: TDC
Bulk Item: Yes XXX No
Department:
N/A
AGENDA ITEM WORDING:
Approval of wording for event contract reimbursement deadline
ITEM BACKGROUND:
The County Attorney's office has reviewed and approved wording.
TDC to approve same at their meeting of September 6, 2000.
PREVIOUS RELEVANT BOCC ACTION:
BOCC at their meeting of June 15, 2000 requested that the TDC return to
the BOCC with suggested wording of policies concerning late payment.
BOCC to approve FY 2001 budget at their meeting of September 20, 2000.
STAFF RECOMMENDATION:
Approval
TOTAL COST:
BUDGETED:
COST TO COUNTY:
APPROVED BY: County Attorney -L OMB/PurchasingL Risk Managemen!l<
..--
DIVISION APPROVAL: ~
Lynda M. Stuart
(Type/print name)
DOCUMENTATION: Included: X To Follow: Not Required
Agenda Item #~
saee has requested language to provide for a reasonable
termination within event Agreements. The following language is
recommended within the agreements:
"Event sponsor fully understands that funding is obtained from tourist
development taxes for which the fiscal year ends September 30. Event
sponsor also understands that the funding process through which this
contract was made available by County requires event sponsors to
submit their payment requests as quickly as possible and to finalize all
such requests before the end of the fiscal year, if at all possible. In
order for the tourist development taxes to be utilized most effectively for
the purpose for which they were authorized, attracting and promoting
tourism, the budgeting process of the County requires the event's
funding to be concluded in a timely manner. In recognition that the
timeliness of payment requests is of extreme importance to the funding
of future advertising and promotion for the stability of the tourist-based
economy, Event Sponsor agrees to submit by September 30 (of the
fiscal year for which the event was funded) all invoices and support
docum-entation as required by the County's Finance Department rules
and policies. Event sponsor shall not be reimbursed nor will Event
Sponsor's vendors be paid directly for any invoices received after
September 30 of said fiscal year."
For events occurring from August 1 through September 30, use the
following language for the italicized phrases: "within ninety (90) days
of the conclusion of the event."