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roads and highways, on December 16, in Miami; and Commissioner Macdonald's trip to Tallahassee to discuss the county parks with the State Park Board,. on Dec. 6 VERO BEACH . FLORIDA December 1, 1966 Board of County Commissioners India, River County, Florida Gentlemen: This is to advise you that Henry Thompson has this day paid the County the sum of $100.00 representing the first payment due as compensation to the County under the terms of the Lease Agreement executed on November 23, 1966 and effective for one year commencing today for the Sebastian Inlet Park Concession. In ,view of your request that the Clerk's office proceed to open, and prepare to audit, a set of books for that Concession as required by the terms of the Lease Agreement, I have inquired as to the accounting procedures which would meet with the approval of the State Auditing Department, which would of course be obliged to review all audits which the Clerk's office might make under those terms. Because of the provision in the Agreement that the Leasee shall pay the County a minimum amount of$100.00 per month, plus 5% of the gross receipts in excess of $2,000.00 per month, it would be necessary for the County to take actual inventory of the Leasee's stock on hand at the beginning of each audit period in order to arrive at an accurate appraisal of the value of the stock. All sales should be rung up on a cash register with a locked -in audit tape, capable of giving out a sales receipt for each transaction. The Leasee should open a special checking account in a local bank for Concession business only, making regular deposits of all money taken in, and paying all expenditures by check. At each audit, the County should compare inventory appraisals, cash register tapes and checkbook stubs. Any discreancies should be adjusted at once by the Leasee. Monthly balance sheets should be submitted the Board and placed on file. The bank account should be reconciled each month, and cash on hand should be counted. After careful consideration of the difficulties which such procedures would impose upon the County as well as upon the Leasee, and in view of the apparent fact that the gross receipts of the Concession will seldom, if ever, exceed $2,000.00 per month during the next year, it is my recommendation that the existing Lease Agreement with Henry Thompson be cancelled in thirty days, as provided therein, and that some alternate agreement be made on a month-to-month rental basis, excluding all requirements for any payments to the County on the basis of a percentage of gross receipts. This would eliminate the necessity for the Board to audit the Leasee's books, a procedure which it is now apparent would cost much more than it would be worth. Prompt payment by. the Leasee of a specified monthly rental to the Board would then fulfill all legal requirements, and any detailed review by the State Auditing Department of the operations of the Concession would not be necessary. Respectfully yours, RALPH HARRIS, CLERK By DEC 7 1966 Deputy Clerk. took is PAGE 114