2008-048 - Laserfiche WebLink

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let the Association use and occupy the Fairgrounds during a period not exceeding fourteen (14) days in March of the following year. In the event the Association fails to notify the County of the following year's County Fair dates by May 30, the County may allow the Association to operate the County Fair at the Fairgrounds in March of the following year, absent previously scheduled conflicting events. 3. It shall be the responsibility of the Association to arrange for all contracts for amusements, entertainment, and any commercial exhibits or matters that it considers will enhance the County Fair. The Association is also responsible to provide timely notice to the Indian River County Animal Control Division and The Humane Society of Vero Beach and Indian River County, Inc. when and if the Association will have animals present at the County Fair .that are not associated with the 4-H exhibitions, so that the required inspections may be performed before and during the County Fair. 4. It shall be the responsibility of the Association to provide temporary structures for entertainment, agricultural and livestock, educational, and commercial exhibits. Any other organization contracting with the Association shall provide its own temporary structure with the approval of the Association. All such other persons or organizations shall have proof of liability insurance acceptable to the County and the Association. 5. The Association shall provide volunteer and other help to staff the County Fair. Any subcontract for operation or administration of the County Fair shall be subject to the County's prior review and approval. The Association shall provide adequate security for the County Fair and shall provide sufficient volunteers or paid security guards to maintain crowd control, to the County's satisfaction, at all times while the County Fair is underway. 6. The Association shall provide electricity and pay all electricity cost while the County Fair is open as well as for those dates on which the County Fair is being set up and removed. 7. The Association shall pay all fees and costs necessary to conduct the County Fair and shall maintain records in accordance with sound accounting practices and procedures showing all costs, expenses, as well as all receipts and proceeds from the County Fair. The Association shall, at its sole expense, cause a state certified public accountant to conduct a review, based on sound accounting practices and procedures, of the Association and of any person or entity that operates or administers the County Fair. The Association shall submit copies of the reviews to the County on or before August 15, 2008, and by August 15 of each successive year during the term of this Agreement that the Association operates the County Fair. All books and records of the Association and of any person or entity that operates or administers the County Fair shall be public records and shall be provided to the County upon the County's request and to any other person or entity upon such person's or entity's request. In addition to the above -stated accounting and auditing requirements, the Association shall conduct all accounting and auditing required by law. The Association shall maintain records, in a form acceptable to the County, of all funds received in connection with the County Fair. All such records shall be provided to the County upon request. The Association shall effectuate internal controls and procedures, subject to the County's approval, regarding the receipt of all funds. Such 9