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File #: 12-1277    Version: 1
Type: Agenda Item Status: Approved
File created: 10/8/2012 In control: Board of Supervisors
On agenda: 10/23/2012 Final action: 10/23/2012
Title: Chief Administrative Office recommending the Board authorize the Purchasing Agent to issue letters to the following Promotions funding recipients waiving the audit requirements in their respective contracts: El Dorado County Chamber of Commerce Visitors Authority, El Dorado County Chamber of Commerce El Dorado Lake Tahoe Film and Media Office, South Shore Chamber of Commerce, El Dorado Hills Chamber of Commerce, El Dorado Arts Council, and American River Music Festival.
Attachments: 1. A - Blue Route for Audit Waiver Letter.pdf, 2. B - Audit Waiver Letter Sample.pdf
Title
Chief Administrative Office recommending the Board authorize the Purchasing Agent to issue letters to the following Promotions funding recipients waiving the audit requirements in their respective contracts:  El Dorado County Chamber of Commerce Visitors Authority, El Dorado County Chamber of Commerce El Dorado Lake Tahoe Film and Media Office, South Shore Chamber of Commerce, El Dorado Hills Chamber of Commerce, El Dorado Arts Council, and American River Music Festival.
Body
Fiscal Impact/Change to Net County Cost
There is no change to compensation.
 
Background/Reason for Recommendation
The Board of Supervisors awards Promotions funding, which is derived from the Transient Occupancy Tax (hotel/motel tax), annually through a competitive proposal process.  The boilerplate agreement for these awards includes an audit provision which requires a very detailed audit.  The language is attached for  reference.  Compliance with these provisions has proven to be very costly for the awarded organizations.  The Assistant Chief Administrative Officer has discussed this issue with the Economic Development Advisory Committee and the Auditor-Controller.  All parties agree that the contract audit requirements should be waived, due to the fact that all of the organizations are following generally accepted accounting principles for non-profit organizations and are in good standing.
 
The attached draft letter waives the requirement, and includes a signature block for each organization to acknowledge and accept the waiver.  
 
 
Action(s) to be taken following Board approval
The draft letter will be addressed to each of the above-listed organizations for signature by the Chair.  
The Chief Administrative Office will coordinate issuance of the letters and return copies signed by the organizations to the Board Clerk for her records.  
 
Contact
Kim Kerr x5530