HomeMy WebLinkAbout2012 05 29 Consent 201 Orlando Sentinel Partnership Agreement
COMMISSION AGENDA
Informational
Consent
X
ITEM201
Public Hearings
Regular
May 29, 2012KSCC
Regular MeetingCity ManagerDepartment
REQUEST:
The Parks and Recreation Department requests that the City Commission approve a one-
year extension of the existing agreement with The Orlando Sentinel for Community Events'
Marketing and Sponsorship Procurement and authorize the City Attorney to prepare the
agreement addendum and the City Manager to execute the partnership agreement addendum
between the City of Winter Springs and The Orlando Sentinel Communications Company.
SYNOPSIS:
The Parks and Recreation Department recommends a one year extension of the
existing agreement with The Orlando Sentinel for our Community events. Benefits of the
current agreement with The Orlando Sentinel include community awareness, publicity
in publications, sponsorship revenue for our events.
CONSIDERATIONS:
In February 2011, Orlando Communications Company contacted The Winter Springs
Parks and Recreation department expressing interest to form a partnership for
community events.
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In April 2011, the City entered into a single event agreement for the July 4 event.
This allowed us to evaluate the processes and have mutual understanding of working
together.
In October, 2011, the City Commission approved the new agreement to include the
four (4) City run community events in FY12.
Section 3.0 allows for the City to extend the terms of this agreement by one year for a
term effective on October 1, 2012 through September 30, 2013.
Consent 201 PAGE 1 OF 3 - May 29, 2012
This extension to the current agreement will aid our ability to provide community
events with little to no utilization of tax dollars (other than for public safety).
Each organization has a specified “no contact list” unique to each organization for the
benefit of long term sponsor relationships.
$15,650
To date, the City has received a total of in revenue that helped to offset
the costs of the 2011 Celebration of Freedom, 2011 Hometown Harvest, and 2011
Holiday Events.
With the money received from The Orlando Sentinel, The Parks and Recreation
department was able to cover the costs in full for the 2011 Hometown Harvest and
2011 Holiday Events.
Attachment A is the current executed agreement that Staff is recommending for a one
year extension.
Attachment B is the partnership agreement addendum that has been drafted by our
City Attorney from section 3.0 of the existing agreement.
FISCAL IMPACT:
This extension to the current agreement will aid our ability to provide community events
with little to no utilization of tax dollars (other than for public safety). Staff is continuing to
evaluate options to lower expenses & increase efficiency of operations.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney/Staff, and is available on the City’s Website, LaserFiche, and
the City’s Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City’s Website, LaserFiche, and the City’s
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas/Agenda Item information, Homeowner’s Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been posted outside City Hall, posted inside City Hall with additional
copies available for the General Public, and posted at five (5) different locations around the
City. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
RECOMMENDATION:
The Parks and Recreation Department recommends that the City Commission approve a
one-year extension of the existing agreement with The Orlando Sentinel for Community
Events' Marketing and Sponsorship Procurement and authorize the City Attorney to prepare
the agreement addendum and the City Manager to execute the partnership
agreement addendum between the City of Winter Springs and The Orlando Sentinel
Communications Company.
ATTACHMENTS:
Attachment A - City of Winter Springs and Orlando Sentinel Communications Company
Consent 201 PAGE 2 OF 3 - May 29, 2012
2011 Partnership Agreement.
Attachment B - Addendum to Agreement
Consent 201 PAGE 3 OF 3 - May 29, 2012
ADDENDUM TO
CITY OF WINTER SPRINGS, FLORIDA
SPECIAL EVENT SPONSORHSHIP AGREEMENT
THIS ADDENDUM TO SPECIAL EVENT SPONSORSHIP AGREEMENT
Addendum2, by and
CITY OF WINTER SPRINGS
between the , a Florida Municipal Corporation , and
ORLANDO SENTINEL COMMUNICATIONS COMPANY,
a foreign corporationauthorized to
conduct business in Florida,
WITNESSETH:
WHEREAS,
theCity desires to promote and support its various special events conducted
throughout the year; and
WHEREAS,
in furtherance of this goal, the City and Contractor entered into that Special
the terms and conditions set forth in the Agreement; and
WHEREAS
, Section 3.0 of the Agreement provides for the extension of the term of the
Agreement for one (1) year through mutual written consent of the parties; and
WHEREAS
, the parties hereto desires to memorialize their mutual consent to extend the
term of the Agreement for one (1) year as set forth herein.
NOW THEREFORE
, in consideration of the provisions contained in this Agreement, and
other good and valuable consideration to which the parties acknowledge has been received, the
parties agree as follows:
1.0Incorporation of Recitals:
The foregoing recitals are true and correct and by this reference
are fully incorporated into this Addendum.
2.0Extension of Term.
The City and Contractor hereby mutually agree to extend the term of
the Agreement for one (1) year, commencing on October 1, 2012 and terminating on September 30,
2013.
3.0 Other Terms and Conditions.
Any terms and conditions of the Agreement not expressly
modified by this Addendum shall remain in full force and effect.
IN WITNESS WHEREOF
, the parties hereto have executed this Addendum on the day and
year written above.
[EXECUTION PAGE FOLLOWS]
Addendum to
Special Event Sponsorship Agreement
City of Winter Springs / Orlando Sentinel Communications Company
Page 1 of 2
CITY: CONTRACTOR:
CITY OF WINTER SPRINGS, ORLANDO SENTINEL
COMMUNICATIONS COMPANY,
a Florida municipal corporation. a foreign corporation authorized to conduct
business in Florida,
d/b/a The Orlando Sentinel.
By:___________________________ By:___________________________
Kevin L. Smith, City Manager Print Name:_____________________
Title:__________________________
Date:_______________ Date:_________________
Addendum to
Special Event Sponsorship Agreement
City of Winter Springs / Orlando Sentinel Communications Company
Page 2 of 2