HomeMy WebLinkAboutR-85-0553r
J-85-472
RESOLUTION NO
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
AMEND, IN A FORM ACCEPTABLE TO THE CITY
ATTORNEY, THE CONTRACT DATED APRIL 25. 1984
BETWEE14 THE MIAMI-DADE TOURIST AUTHORITY,
INC. (MDTA) WHEREBY THE CONTRACT AMOUNT IS
INCREASED FROM $75,000 TO $78.500 AND THE
NAME BY WHICH THE CONTRACTOR SHALL BE
RECOGNIZED IS CHANGED FROM MDTA TO THE
MIAMI-DADE TRADE AND TOURISM COMMISSION.
INC. (MDTTC); FURTHER AUTHORIZING THE CITY
MANAGER TO CONVEY TO MDTTC $J,500 FROM THE
SPECIAL PROGRAMS AND ACCOUNTS, C014TINGENT
FUND IN ORDER TO RESOLVE ALL AUDIT PROBLEMS
RELATED TO THE 1983-84 CONTRACT YEAR OF
MDTA.
WHEREAS, the City of Miami recognizes the potential impact
that Black American tourists and conventions could have on Miami
economically; and
WHEREAS, MDTTC is assisting in promoting the City of Miami as
a convention site; and
WHEREAS, MDTTC is identifying prospective conventions and
forwarding this information to the City of Miami's Convention
Bureau; and
WHEREAS, the City Commission approved Resolution No. 84-405
on April 25, 1984 authorizing the City Manager to execute an
agreement in an amount not to exceed $75,000 with the Miami -Dade
Tourist Authority, Inc. (MDTA) with the understanding that
Metropolitan Dade County would provide equal funding; and
WHEREAS, the City Manager executed a contract with MDTA on
April 25, 1984 for an amount not to exceed $75,000 for the period
of August 29, 1983 to July 31, 1984; and
CITY COMMISSION
MEETING OF
MAY 23 IM
101; r,0 85�553.
REMARKS
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Section 2. The City Manager is hereby authorized to convey
$3 000 to MDTTC from the Special Programs and Accounts, Contingent
Fund in order to resolve all audit problems related to the 1983-84
contract years of MTDA.
PASSED A14D ADOPTED this _ _23r day of r , 1985 •
MAURICE A. F'1
Maurice A. Ferre, Mayot^
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WHEREAS. MDTTC has assumed the responsibilities of MDTA; and
WHEREAS, an audit report represented $19,762.36 in disallowed
boats of which $6,012.29 has been resolved; and
WHEREAS, the 14DTTC does not have the funds to pay back to the
City the required costs; and
WHEREAS. all audit issues identified as part of the City
Auditor's review which can be resolved have been resolved except
for the payment of disallowed costs to the City of Miami; and
WHEREAS, the MDTTC is not able to reimburse the City because
it
misrepresented the use of these
funds
in that
the funds were
not
used for purposes stated but
were
used to
meet payroll
expenses outside the contract period; and
WHEREAS, the City Commission wishes to continue to support
the activities of MDTTC;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to amend,
in a form acceptable to the City Attorney, the contract dated
April 25, 1984 between the Miami -Dade Tourist Authority, Inc.
(MDTA) and the City whereby the contract amount is increased from
$75,000 to $78,500 and the name by which the contractor shall be
recognized is changed from MDTA to the Miami -Dade Trade and
Tourism Commission, Inc. (MDTTC).
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CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
The Honorable Mayor and May 16, 1935
TO Members of the City Commission DATE: FILE:
Amendment to a Contract
SUBJECT: Dated April 25, 1984
Between the City of Miami
and the Miami -Dade Trade
FROM: Sergio Perei a
REFERENCES: and Tourism Commission,
City Manager Inc.
ENCLOSURES. May 23, 1985 Commission
Meeting
"It is recommended that the City Commission
a prove the attached resolution authorizing
p
the City Manager to amend, in a form
acceptable to the City Attorney, the contract
dated April 25, 1984 with the Miami -Dade
Tourist Authority, Inc. (MDTA) whereby the
contract amount is increased from $75,000 to
$78,500 and the name by which the contractor
shall be recognized is changed from MDTA to
the Miami -Dade Trade and Tourism Commission,
Inc.; further authorizing the City Manager to
convey to MDTTC $3,500 from the Special
Programs and Accounts, Contingent Fund in
order to resolve outstanding debts related to
the 1983-84 contract year of MDTA."
On April 25, 1984, the City Commission approved Resolution No. 84-405
authorizing the City Manager to execute a contract in the amount of
$75,000 with the Miami -Dade Trade Authority, Inc. in order to support
the involvement of Blacks in the hotel industry and the promotion of
Black conventions in the City of Miami. Accordingly, a contract was
executed on April 25, 1984 .
On September 20, 1984 , the name of the organization was changed from
the Miami -Dade Trade Authority, Inc. to the Miami -Dade Trade and
Tourism Commission, Inc. (MDTTC). During the contract year of August
29, 1983 to July 31, 1984, a total amount of $68,700 was expended
under the contract. On March 15, 1985, the City's Department of
Internal Audit audited MDTTC's contract.
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Honorable Maybr and Members of the City C6MM .asion
Page 2
The audit disallowed costs of $19,762.36, of which $6,012.29 has been
resolved, along with numerous procedural and cash control defi-
ciencies. The disallowed costs occurred according to MDTTC because
MDTTC used monies which were supposed to be paid to vendors to meet
staff payroll expenses beyond the contract period. This department
has reviewed MDTTC expenses and has identified $9,800 of eligible
expenses. Sirce the City funds were in fact used to meet legitimate
payroll expenses, we are recommending that the contract be amended so
that additional funding can be provided to MDTTC to meet the
remaining debt. MDTTC does not have the funds to pay back to the
City.
In recommending this course of action, we have assured that all audit
issues identified as part of the City Auditor's review which can be
resolved have been except for the payment of disallowed costs to the
City of Miami. The MDTTC is not able to reimburse the City because
it misrepresented the use of these funds in that the funds were not
used for purposes stated but were used to meet payroll expenses
outside the contract period.
Attachment
I
85-553
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AMENDMENT
,F6?
An AMENDMENT entered into on this day of
f`
1985 to a contract dated April 25, 1984 between the
City
of Miami,
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hereinafter referred to as the "CITY" and Miami
Dade
Trade and
j
Tourism Commission, Inc. (MDTTC), hereinafter referred
to as the
"CONTRACTOR".
WHEREAS, traditionally tourism and conventions
have
long been
regarded as the mainstay of the Miami -Dade economy;
and
WHEREAS, the goal of Miami -Dade Trade and Tourism Commission,
Inc. (MDTTC) is to increase the economic base of the Black -
American community in Miami through entry-level and management
employment opportunities within the South Florida hotel/motel
industry; and
WHEREAS, the City of Miami recognizes the potential impact
'
that Black American tourists and conventions could have on Miami
economically; and
Yl
WHEREAS, MDTTC is assisting in promoting the City of Miami as
a�{
a convention site by identifying prospective conventions; and
WHEREAS, the City Commission approved Resolution No. 84-405
r r
on April 25, 1984 authorizing the City Manager tv execute an
agreement in an amount not to exceed $75,000 with the Miami -Dade
Tourist Authority, Inc. (MDTA) with the understanding that
Metropolitan Dade Count would provide equal Y p qal funding; a n d
85--55Zj
0 it
WHEREAS, the City Manager executed a contract with MDTA on
April 25, 1984 for an amount not to exceed $75,000 for the period
of August 29, 1983 to July 31, 1984; and
WHEREAS, MDTTC has assumed the responsibilities of MDTA; and
WHEREAS, on November 15, 1984 the City Commission passed
Motion Number 84-1297 which directed the City Manager to review
MDTTC's funding request for $150,000 in order to make a subsequent
recommendation to the City Commission; and
WHEREAS, an audit report represented $19,762.36 in disallowed
costs of which $6,012.29 has been resolved; and
WHEREAS, the MDTTC does not have the funds to pay back to the
City the required costs; and
WHEREAS, all audit issues identified as part of the City
Auditor's review which can be resolved have been resolved except
for the payment of disallowed costs to the City of Miami; and
WHEREAS, the MDTTC is not able to reimburse the City because
it misrepresented the use of these funds in that the funds were
not used for purposes stated but were used to meet payroll
expenses outside the contract period; and
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WHEREAS, the City Commission wishes to Continue to support
the activities of MDTTC; and
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WHEREAS, the opening paragraph shows the Miami -Dade Tourist-
; ,
Authority as 'Contractor"; and
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WHEREAS, Article 5.1 indicates that the contract shall not
",,,exceed the maximum sum of $75,000,"".
S,
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85-55�
IF
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THEREFORE, in mutual consideration of the covenants made
herein, and in the agreement of which this is an Amendment, the
parties hereto understand and agree as follows:
Section 1. The opening paragraph is hereby amended to show
Miami -Dade Trade and Tourism Commission, Inc. as "Contractor".
Section 2. Article 5.1 is hereby amended to read "...not to
exceed the maximum amount of $78,500."
ATTEST:
•Li�J:te��l►[�lt�l�y��ty��7:�
ATTEST:
Corporate Secretary
City of Miami, a municipal
corporation of the State of
Florida
By
GER
CONTRACTOR: MIAMI-DADE TRADE
AND TOURISM COMMISSION, INC.
GUARANTEE
By
rest ent
(Corporate Seal)
I, , in consideration of the City
of Miami's execution of the foregoing Amendment, the
undersigned, guarantees the performance of the terms and
conditions in said Agreement and Amendment required to the
provisions relating to default assurances and certifications.
Dated this day of , 1985.
. an individual
By , individually
WITNESS:
APPROVED AS TO FORM AND CORRECTNESS:
85-553