TO: Chair and Members of the Board
FROM: Diane Colonna, Executive Director
DATE: September 14, 2016
Title
REIMBURSEMENT FOR THE COST OF EQUIPMENT FURNISHED BY ATLANTIC STUDIOS FOR THE SOUNDS AT SUNDOWN EVENTS
Body
BACKGROUND: At the December 8, 2015 meeting, the Board approved entering into an agreement with Atlantic Studios to procure and coordinate all food trucks, craft/retail vendors and provide minimal logistic services for the 2016 Sounds at Sundown concert series. The agreement for services was at no cost to the MCRA therefore it was not anticipated there would be any reimbursements associated with their services for the event.
As per the agreement, the MCRA was to provide light tower(s). The quote provided the MCRA by the rental company was $386.10 per tower, which included costs for delivery and pick up of the equipment. Since Atlantic Studios uses the same vendor on a regular basis and has the capability to pick-up and drop-off the towers themselves, they were able to secure the same equipment for $100, saving the MCRA $930.50 for the event season. In addition, the Board gave a directive at the January 12th meeting to provide additional tables and chairs for the patrons of the event. Again, since Atlantic Studios could save money by picking up and returning the rental equipment themselves, staff requested that they supply the additional tables and chairs on a reimbursement basis.
At this time, Atlantic Studios has submitted receipts for reimbursement of the equipment provided for the February - June 2016 events for a total of $1,780.00 (invoices and receipts attached). Due to the fact that the agreement did not address reimbursable costs, the item is being brought to the Board at this time for approval.
RECOMMENDATION: Approve reimbursing Atlantic Studios in the amount of $1,780.00 for equipment secured for the Sounds at Sundown event series.
FISCAL IMPACT: Funding is available in account 140-0510-512-31 47 Sounds at Sundown. ...
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