Okaloosa County BOCC — September 24, 2015 — Agenda Packet — reading text

(Charlotte (Michael Dunworth)) Beedie))  1.h Tourist Development Council Meeting: 09/24/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Update Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 4778) DOC ID: 4778 City of FWB Agmt for Museum Exhibit (Charlotte Dunworth) Updated: 9/21/2015 10:37 AM by Aida Wilkinson Page 1 Packet Pg. 66  1.h.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: September 24, 2015 TO: Tourist Development Council Attachment: I. h. City of FWB Interlocal for Museum (4778 : City of FWB Agmt for Museum Exhibit (Charlotte Dunworth)) FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager SUBJECT: Interlocal Agmt for “Obscured by Time: The Magic of Florida” Exhibit STATEMENT OF ISSUE: Request approval of the Interlocal Agreement for Museum Projects with the City of Fort Walton Beach for the period October 1, 2015 through September 30, 2016. BACKGROUND: The City of Fort Walton Beach is bringing in an interpretive exhibit entitled “Obscured by Time: The Magic of Florida” to meaningfully engage the interests of our visitors. Educational and entertainment opportunities for tourists is an essential component of promoting the sub-county taxing district. The TDC previously voted to recommend funding $12,600 for the “Obscured by Time: The Magic of Florida” exhibit in the FY 2015-16 budget. Payment will be issued on a reimbursement basis. Pursuant to section E.200 of the TDD Manual, the TDC shall provide a recommendation on contracts presented to the Board for approval. Interlocal agreements, regardless of dollar amount, require Board approval. OPTIONS: Approve or Deny RECOMMENDATION TO BCC: Approve the Interlocal Agreement for Museum Projects with the City of Fort Walton Beach in an amount not to exceed $12,600 for the period October 1, 2015 through September 30, 2016. Packet Pg. 67  1.h.a INTERLOCAL AGREEMENT FOR “OBSCURED BY TIME: THE MAGIC OF FLORIDA” EXHIBIT THIS INTERLOCAL AGREEMENT (the “Agreement”) is made and entered into on the effective date below by and between OKALOOSA COUNTY, FLORIDA, a political subdivision Attachment: I. h. City of FWB Interlocal for Museum (4778 : City of FWB Agmt for Museum Exhibit (Charlotte Dunworth)) of the State of Florida (hereinafter referred to as “the County”) and CITY OF FORT WALTON BEACH, a Florida municipal corporation (hereinafter referred to as “the City”). WHEREAS, the County finds that educating and entertaining the public is an essential component of promoting the sub-county taxing district as a tourist destination; and WHEREAS, museum exhibits meaningfully engage the needs and interests of our visitors; and WHEREAS, the City of Fort Walton Beach Heritage Park and Cultural Center has the qualifications, experience and resources to provide such services; and WHEREAS, the County determines it would be in the best interest of its visitors to support the City for the purposes set forth herein. NOW, THEREFORE, acting pursuant to their statutory authority and in consideration of the mutual covenants and agreements of the parties, the County and the City agree as follows: Section 1. Recitals. The above recitals are true and accurate and are incorporated herein as essential terms of the Agreement. Section 2. City’s Responsibilities. The City shall provide the Obscured by Time: the Magic of Florida exhibit as described in the Scope of Services set forth in EXHIBIT A attached hereto and incorporated by reference. The City shall acknowledge funding provided by Okaloosa County tourist development taxes alongside the exhibit and prominently place the Okaloosa County tourist development logo (“Logo”) on marketing and advertising materials used to provide services under this Agreement. Additionally, the City agrees to work with the County to enhance marketing efforts of the sub- county taxing district. Such marketing efforts shall include, but not be limited to, social media development and interaction, public relations and publicity initiatives, webpage links and landing pages, and photograph and video. Section 3. County’s Responsibilities. The County agrees to reimburse the City an amount not to exceed TWELVE THOUSAND SIX HUNDRED DOLLARS ($12,600.00) for actual costs and expenses incurred pursuant to the Scope of Services set forth in EXHIBIT A. Reimbursement shall be paid to City after expenses have been incurred and upon receipt of an invoice. Invoicing detail shall be in sufficient detail for pre- and post-audit review (e.g. copies of vendor invoices and advertising materials) to insure the services were performed and that the correct amount has been invoiced. Travel expenses will be paid in accordance with Florida Statutes 112.061. Page 1 of 5 Packet Pg. 68  1.h.a Reimbursement may be reduced as necessary in the event of a storm or other occurrence that results in decreased visitation and consequently a significant decrease in tourist development tax revenue. This Agreement is for a one-time exhibit and there is no continuing obligation by the Attachment: I. h. City of FWB Interlocal for Museum (4778 : City of FWB Agmt for Museum Exhibit (Charlotte Dunworth)) County to provide such funds in the future. Section 4. Use of County Funds. The funds set forth in Section 3 above shall be used to pay for costs and expenses incurred pursuant to the Scope of Services set forth in EXHIBIT A. Failure to provide the requisite documentation for payment by September 30, 2016 shall result in forfeiture of County funds. Section 5. Non-Appropriation of Funds. Notwithstanding anything contained in this Agreement to the contrary, in the event the funds appropriated by the County through the Tourist Development Department are insufficient to pay the costs of this Agreement, the Agreement shall terminate on the last fiscal quarter period for which appropriations were received, without penalty or expense to the County of any kind whatsoever. The County will immediately notify the City of such occurrence. Notwithstanding the foregoing, the restrictive covenants of this paragraph are limited to the Okaloosa County Tourist Development Council Trust Fund and nothing herein shall be applied to the General Fund or any other special fund controlled by the County. Section 6. Effective Date and Term of Agreement. This Agreement shall be effective upon the execution by the County and shall remain in effect until final payment is made. Section 7. Termination. Either party may terminate this Agreement by giving thirty (30) days’ written notice to the other party of its intent to terminate this Agreement. Section 8. Audit. The County shall have the right from time to time at its sole expense to audit the compliance by the City with the terms, conditions, obligations, limitations, restrictions and requirements of this Agreement and such right shall extend for a period of three (3) years after termination of this Agreement. Section 9. Disclaimer of Third Party Beneficiaries. This Agreement is solely for the benefit of the parties and no right or cause of action shall accrue to or for the benefit of any third party that is not a formal party hereto. Nothing in this Agreement, express or implied, is intended or shall be construed to confer upon or give any person or corporation other than the parties any right, remedy, or claim under or by reason of this Agreement or any provisions or conditions of it; and all of the provisions, covenants, and conditions herein contained shall inure to the sole benefit of and shall be binding upon the parties. Section 10. Authority. Each party represents and warrants that it, through its elected board, has the right, power, and authority to execute and deliver this Agreement and to perform all of the obligations stated herein. Section 11. Notice. If written notice to a party is required under this Agreement, such notice shall be given by hand delivery, recognized overnight delivery service, or by first class mail, registered and return receipt requested. As to the County as follows: Page 2 of 5 Packet Pg. 69  1.h.a County Administrator Okaloosa County 1250 Eglin Pkwy N Suite 102 Shalimar, FL 32579 Attachment: I. h. City of FWB Interlocal for Museum (4778 : City of FWB Agmt for Museum Exhibit (Charlotte Dunworth)) As to the City as follows: City Manager City of Fort Walton Beach 107 Miracle Strip Pkwy SW Fort Walton Beach, FL 32548 Section 12. Entire Agreement. This Agreement represents the entire understanding between the parties with respect to the undertakings covered hereunder and there are no oral or collateral agreements with respect thereto between