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RESOLUTION NO. 81 - 8 3 0
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A CONTRACT FOR PROFESSIONAL ACCOUNT-
ING SERVICES TO OBTAIN AN INDEPENDENT AUDIT OF
THE TRADE FAIR OF THE AMERICAS 1981; ALLOCATING
UP TO $10,000 FROM SPECIAL PROGRAMS AND ACCOUNTS
TO COVER THE COST OF SAID CONTRACT.
WHEREAS, the City of Miami contracted with Evelio Ley &
Associates to conduct the Trade Fair of the Americas 1981;
and
WHEREAS, the City desires to obtain an independent finan-
cial audit of the Trade Fair of the Americas 1981;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to enter
into a contract for professional accounting services to,obtain
an independent financial audit of the Trade Fair of the Americas
1981.
Section 2. The sum of $10,000 is hereby allocated from
Special Programs and Accounts for work to be performed under
the aforesaid authorized contract.
PASSED AND ADOPTED this 24 day of September , 1981.
MAURICE A. FRU
M A Y 0 R
ATTEST:
5f
RALYOh--G. ONGIE
CLERK
PREPARED AND APPROVED BY:
ROBERT F. CLARK
ASSISTANT CITY ATTORNEY
APP,"VED AS TO FCRTf-'Ai Q CORRECTNESS:
,
GEO GE KNOX, JR.--
CITY jjORNEY
t
1
CITY COMMISSION
MEETING OF
SEP2 4 1981
81 -8
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tionship with the firm of Evelio Ley and Associates. The consultant would
also make recommendations regarding the City's future role in trade fairs
including the provision of suggestions regarding the proposed Miami -Dade
International Trade Promotion Corporation.
It is further recommended that the City conduct its own independent audit
of the financial aspects of the Trade Fair of the Americas 1981 to obtain
financial analysis, conclusions and recommendations in addition to those
provided under the contract with Evelio Ley.
Two resolutions authorizing the expenditure of up to $25,000 to engage two
consultants to accomplish these two tasks are appended to this memorandum.
These resolutions relate to item 16 rather than item 24 to reflect the fact
that they are now on the September 24, 1981 City Comission agenda instead
of the September 10, 1981 agenda.
1 - 8 .3 0
81 -831
F
r
,P t
j� CITY OF MIAM1. FLORIDA
16 INTER -OFFICE MEMORANDUM
7O Howard V. Gary
City Manager
DATE September 3, 1981 FILE:
SUBJECT Analysis and Evaluation of
Trade Fair of the Americas 1981
FROM Jim Reid - REFERENCES:
Acting Assistant City Manager t
ENCLOSURES. �Udi 1 RiYportf
eso ution & Final Report
It is recommended that the City Commission authorize
the City Manager to obtain an independent financial
audit of the Trade Fair of the Americas 1981 and
retain a nationally known trade fair consultant to
evaluate the City's role in trade fairs and suggest
a course of action for the future and authorize the
expenditure of up to $25,000 for these purposes.
Background
Under the contract with the City's trade fair consultant, Evelio Ley, provision
is made for an evaluation of the trade fair and a financial report. Earlier
this year, the City Commission received a report from Deaco International, Inc.
prepared by Manuel Reyes, President, which recommended a one year "cooling
period" with respect to the next trade fair. The Deaco report included a
number of other recommendations (see pages 24-27) and is appended to this
memorandum for your review. On September 3, 1981, the City received the
financial report on the Trade Fair of the Americas 1981 prepared by Gustavo
Casado, a CPA retained by Evelio Ley. A copy of this report is attached. It
indicates that in contrast to previous trade fairs in which the revenues had
exceeded the expenditures, that the Trade Fair of the Americas 1981 has incurred
a $93,986 deficit to be absorbed by the City of Miami. Further, the revenue
estimates include a $175,000 grant from the U. S. Department of Commerce which
has not been received and if received, will only total $150,000. Therefore,
the possible deficit to be absorbed by the City could total $268,986 and at a
minimum will total $118,896.
The administration has been in continuous contact with our Washington, D.C.
representative, William Cramer, and Department of Commerce officials, in an
attempt to secure the $150,000 grant. Information was provided to the City
Commission in July on this problem. The outcome of this effort will be known
before the end of the Federal government fiscal year, i.e. September 30, 1981.
For several years, the Trade Fair of the Americas has been a successful event.
However, because of the concern regarding the operation and results from the
Trade Fair of the Americas 1981, it is recommended that the City retain a
highly qualified consultant to conduct a programmatic analysis of the City's
past involvement in trade fairs, including an evaluation of the City's rela-
81-830
i • '
CITY OF MIAMI. FLORIDA ,
INTER -OFFICE MEMORANDUM
TO, Howar<anager
nArE. September 8, 1981 F�LE
4eqae
,p SU13JECT Trade Fairs - Professional
Analysis and Evaluation
FROM F. Knox, Jr. REFERENCES: Item #24b - Commission
CiAttorney Agenda of 9/10/81
ENCLOSURES:
(2)
Upon review of Mr. Reid's memo to you dated 9/3/81, we have
prepared two separate attached resolutions to be used when
the City Commission considers this item (#24b), due to
the specific request for an authorization for an independent
audit on the 1981 Trade Fair. The funding amount of $25,000
set forth in the prepared draft legislation (which was dis-
tributed in the Commission Packet) has been broken down as
follows: $10,000 audit; $15,000 Consultant's Comprehensive
Evaluation.
This action is due to the requirement that each measure
adopted by the City Commission contain a single subject.
I would suggest that the attachments be referred to as
Item #24b(1) and Item #24b(2).
GFK/RFC/rr
81-830
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