Travis County Commissioners Court
July 21, 2009,
Item A1
John, let's go to A1.
a1.
consider and take appropriate action on invoice received from third-party inspector, csf services, in connection with 2009 star of Texas fair and rodeo ("stfr") event and proposed credit to stfr to offset stfr's in-kind services total sum.
>> good afternoon, judge and Commissioners, alicia perez, executive manager for administrative operations.
this item pertains to approval of a contract on February the 24th of 2009 voting session by the Commissioners court.
and the action was to consider and take appropriate action on star of Texas fair and rodeo contract amendments including the 2009 operating agreement and the 1989 sublease agreement and 1995 concessions contracts.
within that contract and as a requirement of inspections of the grounds, before and after the rodeo, so that we could indeed document the state of the rodeo, I'm sorry the state of the expo center grounds, arena, show barn, all of the facilities, it was suggested that we hire a third party inspector.
someone who had the credentials of an engineer, had some -- some background in construction that could -- that could videotape, take pictures and document the state of the -- like I said, the state of the property before and then also conduct an inspection after the rodeo to note any damage that was done during the rodeo and so that the county would be appropriately and properly reimbursed without any contention by either party because we would both agreed to the inspect -- agree to the inspector and we would share in the cost of that.
so the -- so the way that the contract reads is the parties agree the -- the first post use inspection of the main arena and banquet hall will take place on or about 7:00 p.m.
on Thursday, April 2nd.
those buildings will begin be inspected on the 9th and the 10th and then the inspection took place after the event and all of the damages were noted.
so the payment was approximately 3,000 --
>> okay.
$3,060 and the star of Texas fair and rodeo agreed to pay in full for the inspector.
we agreed we would pay half, they would pay half, but instead they said they would pay for the full amount of the inspection.
>> 3,060?
>> yes.
>> all right.
>> ms.
warner, any comments?
>> I just started looking at this this morning, so I am not sure what all had gone on.
one thing we had not seen the amendment to the -- what is it?
>> to the exist -- the existing amendment to the contract.
>> we have asked for that from facilities this morning and we've tried to get ahold of your office, too, john.
so --
>> we can get that to you.
>> our concern is when it was saying it's a contract, whatever the agenda item was, I thought I'm not sure how that even came to the court.
i don't know enough information about it to -- to suggest what you should do on that.
>> there will be no money coming out of county funds is what she's recommending now.
it's going to be paid out of the star of Texas accounts.
so there will be no county money spent.
>> what's the in kind?
when it says in kind?
i think there was an e-mail from --
>> in this amendment that she's referencing, it requires them to put up $30,000 in in-kind services or improvements to the expo center or whatever that might be instead of say providing asphalt paving or something.
they are just going to pay this full amount of this invoice.
instead of the county paying for it.
>> okay.
so you are not netting revenue of any kind.
like whatever --
>> huh-uh.
>> whatever money is coming into the --
>> that's correct.
>> > it would be nice to be able to see this beforehand.
>> I have got a -- I have got them making copies of the contracts and all of the amendments right now.
unfortunately this came up faster than I think cap could catch up with it.
>> okay.
>> would it help us to spend 30 or 40 minutes, would it help you all to do that and get together.
>> we are coming to executive session anyway.
my guess it we will be in there 30 or 40 minutes.
>> okay.
>> okay.
we will come back out.
if we are ready we will move on it, I guess we would like to do this for the vendor who provided the services.
>> yes.
>> what it is really I guess instead of having a contract for us to pick up half the cost to the vendor, the vendor provided the services and we are trying to figure out on way to get the vendor paid.
they said up front we will pay half because the vendor will basically document damage and the rest of that that the star of Texas fair and rodeo may owe us for.
but we agreed to pay half of that.
half of that come to $1,530.
so star of Texas fair and rodeo is saying we will pick up that full amount, don't you worry about the 1530, we will pay it.
but the user has an off -- they will use it as an offset, though.
that's the thing, it is an offset because we lose $1,530 somewhere.
>> yeah, nothing is free.
>> yeah.
but the in-kind is they will go ahead and make sure that's paid and whatever they would have done for us, they will do $1,530 less.
>> okay, yeah.
>> let's take a look at that and make sure --
>> okay.
we will call it up after executive session since we're not ready we're not ready.
>> thank you.
>> let's try to be.
>> we are back from executive session, but prior to executive session we had a brief discussion of the a 1 and decided to give staff an opportunity to meet and discuss this item before we decided to take action today or next week.
staff has had a chance to get together is this.
>> yes, sir, we have.
and we believe that the motion before you is appropriate.
i think john has a motion.
>> if the court authorizes the rodeo to pay the full amount of that bill, I would encourage you to pursue some kind of document back from the rodeo saying they release you from that obligation that is in the contract right now that we have to pay our half.
some kind of letter or something saying hey, we've paid it, we're not looking to the county to pay us back.
>> the rodeo has agreed to that and I believe we have an e-mail so I'm sure they would be willing to put that in writing.
>> are you okay with that?
>> yes.
>> based on that condition, I move approval.
>> second.
>> discussion?
all in favor?
that passes by unanimous vote.
thank you all very much.
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Last Modified:
Tuesday, July 21, 2009 2:31 PM