Okaloosa County BOCC — February 4, 2014 — FY13 contract final pymt IQM2 — reading text

CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Contracts and Lease Coordinator) DATE: 1/24/2014 TO: Contracts & Grants Manager, Finance Department Contracts & Grants Office SUBJECT: Contract No. C08-1577-TDC MANAGING DEPARTMENT: TOURIST DEVELOPMENT CONTRACTOR'S NAME: DESTIN AREA CHAMBER OF COMMERCE PROJECT TITLE: TOURISM SERVICES The attached has met the final payment contract requirement in subject contract. Yes No 1. Final Invoice Xx] LJ 2. Completed Contract/Lease Payment Approval Form xX L] 3. Close-Out Documents Yes No N/A a. Signed Release of Lien C] L] XI] b. Proof of Completion Advertisement L] L] Xx] c. Certificate of Insurance L] L] d. Consent of Surety to Final Payment L] L] Xl e. Proof of Performance/Payment Bond L] L] Xx] Continuation 12 Months Following Final Payment Yes No 4, Agenda Request x] LJ o: Remarks FA G Yj ( /- 2Y-SE Cont ean iaee Coordinator DATE CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT ic => COMPLETED BY DEPARTMENT DATE: 01/21/14 VENDOR NAME: Destin Area Chamber of Commerce VENDOR #: 002241 CONTRACT/LEASE #: C08-1577-TDC VENDOR TASK COUNTY/FEMA BUDGET ACCOUNT # | AMOUNT S$ INVOICE# ORDER # PROJECT # DEPARTMENT # (If Applicable) (If Applicable) 45204 1151 534018 $5,000.00 04/01/13-~-06/30A3- TOTAL $5,000.00 01/01 / 13 ~ 09/30/14 APPROVED FOR PROGRESS PAYMENT (Please sign as applicable and date) CONTRACTOR'S ENGINEER/ARCHITECT/PROJECT MANAGER: DATE: COUNTY SUPERVISOR/PROJECT MANAGER: COP a pate: O//21// DEPARTMENT DIRECTOR: DATE: 7 oS CONTRACTS & GRANTS MANAGER: Paw: a a DATE: AZ9-/¢ COUNTY ADMINISTRATOR: ( DATE: Payments> $25,000.) FINAL PAYMENT YES mS NO___ PURCHASING DIRECTOR ; (Per Initial Agreement) 2 ‘ AE pate: A ZF Y CONTRACTS & GRANTS MANAGER YptttL/, Lf ay (All Contracts) a a DATE: 1) 2pf1Y : FINAL PAYMENT (If "Yes", forward to Purchasing Services Coordinator for Close-Out) DATE: COUNTY ADMINISTATOR APPROVAL (Per Initial Agreement) Ca yet 4 1248 DATE: BOARD APPROVAL (Per Initial Agreement) COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: DATE RECEIVED: REVIEWED BY: Ashley S. Endris From: Charlotte Dunworth <cdunworth@co.okaloosa.fl.us> Sent: Tuesday, January 28, 2014 10:06 AM To: Ashley S. Endris Subject: RE: Final Payment on Destin Area Chamber of Commerce Yes, please. Sorry | missed that! Charlotte Dunworth Finance, Administration, & Compliance Manager Okaloosa County Tourist Development Department 850-609-5385 wisn, oR ( bbe CUlsvnr¥ne- x jek a little’ . 8 iGe Your seul. , Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Ashley S. Endris [mailto:aendris@clerkofcourts.cc] Sent: Tuesday, January 28, 2014 10:02 AM To: Charlotte Dunworth Subject: Final Payment on Destin Area Chamber of Commerce Charlotte, On the attached final payment for the above referenced contract, | found one small mistake on the contract payment form. The period 04/01/13 — 06/30/13 is referenced on the payment form, but the invoice is for the period 07/01/13 — 09/30/13. Please confirm that you would like me to correct this to reflect the period 07/01/13 — 09/30/13. Thank you, Ashley Ashley S. Endris Set sus Accountant Okaloosa County Clerk of Circuit Court Contracts and Grants 1804 Lewis Turner Boulevard, Suite 206 Ft. Walton Beach, FL 32547 Tel: (850) 651-7200 x 4382 PLEASE NOTE: Florida has a very broad public records law. Email communications to or from Okaloosa County Clerk of Court employees are considered public records and are available to the public and media upon request. Your e-mail communications, including your email address, are subject to public disclosure. This email is intended for the addressee(s) indicated above only. If you have received this email in error, please delete it immediately. Y == = —— Destin Area Chamber of Commerce DESTIN 4484 Legendary Drive, Suite A i Chamber of Commerce Destin, FL 32541 Charlotte Dunworth INVOICE Emerald Coast Convention & Visitors Bureau, Inc. 1540 Miracle Strip Pkwy. S.E. Ft. Walton Beach, FL 32548 Invoice No. 45204 Customer ID . Date Due 3131 10/01/2013 Qty. Rate Amount TDC Contract Payment 1.0 5,000.00 5,000.00 07/01/2013 to 09/30/2013 Total 5,000.00 Amt Paid 0.00 Balance Due 5,000.00 Invoice Memo: Final Payment for 2013 Contract We appreciate your continued support! Building a World-Class Community One Business at a Time Please return this portion with your payment. Call (850) 837-6241 with any questions. Thank you! Charlotte Dunworth Invoice Date: 10/01/2013 Total Amount Due: 5,000.00 Emerald Coast Convention & Visitors . Bureau, Inc. Invoice Number: 45204 Amount Enclosed: Fe Welen Bocce eas To pay by credit card, please enter your information below: CC No.: Expiration Date: Signature: Auto-Renew Dues? _ Yes __No Investments in the Destin Area Chamber of Commerce may be deducted as a business expense, but not as a charitable expense for Federal income tax purposes. Charlotte Dunworth From: Charlotte Dunworth Sent: Friday, January 03, 2014 12:58 PM To: ‘Elizabeth Spies' Subject: Jul-Sep 2013 Quarterly Payment Good afternoon Elizabeth, | am the new Finance manager for the Okaloosa County Tourist Development Department and Kendra Nixon suggested | contact you. According to our records, we have not issued payment to the Destin Chamber for our Tourism Services Contract for the period July to September 2013. Please email me an invoice for this period, marked FINAL INVOICE, so that we may issue payment and close out the contract. Your office should be receiving the FY 2013-14 Tourism Services Contract for signature in the near future. | am in receipt of your invoices for the periods October to December 2013 and January to March 2014. | will be able to issue payment for Oct-Dec once the contract is fully executed. Per County policy, we can only issue payment in arrears. Therefore, | will hold the Jan-Mar invoice until the end of March. You may wish to update your records to bill in arrears, or we will be happy to hold the invoices here until the end of each quarter. Please let me know if you have any questions. Thank you! Charlotte Dumworth Finance, Administration, & Compliance Manager Okaloosa County Tourist Development Department 850-609-5385 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. SUNGARD PENTAMATION, INC. PAGE NUMBER: DATE: 01/02/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 12:52:43 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr='13’ and transact.account='’534018' ACCOUNTING PERIOD: 4/14 FUND - 104 - TOURIST DEVELOPMENT FUND DEPARTMENT - 1151 - STH TDT-TOURISM PROMOTION ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 534018 CS-CHAMBER OF COMMERCE 1 /13 10/01/12 11 40,000.00 POSTED FROM BUDGET SYSTEM 1 /13 10/25/12 17 21201787-01 002241 DESTIN AREA CHAM 20,000.00 ENCUMB CARRIED FORWARD 3 /13 12/14/12 21 21201787-01 002241 DESTIN AREA CHAM -00 -20,000.00 CONTRACT PAYMENT 10/01/12 3 /13 12/27/12 21 E1302184 002981 FWB CHAMBER OF C 5,000.00 4 /13 01/17/13 21 1302697 002241 7 /13 04/25/13 21 E1304973 002981 9 /13 06/20/13 21 12065368 002241 AREA 10/13 07/03/13 21 1306819 002241 DESTIN AREZ ] 5 0 ¢ : 201: 10/13 07/03/13 21 E1306830 002981 FWB CHAMBER OF C 5,000.00 -00 APR-JUN2013 13/13 10/18/13 21 E1400303 002981 FWB CHAMBER OF C 5,000.00 .00 JUL-SEP2013 TOTAL CS-CHAMBER OF COMMERCE 40,000.00 35,000.00 .00 TOTAL STH TDT-TOURISM PROMOTION 40,000.00 35,000.00 00 TOTAL TOURIST DEVELOPMENT FUND 40,000.00 35,000.00 00 TOTAL REPORT 40,000.00 35,000.00 00 RUN DATE 01/02/2014 TIME 12:52:43 SUNGARD PENTAMATION, INC. - FINANCIAL ACCOUNTING