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May 4, 2015
Monday 1:20pm
I By: ANNA
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*City of Carmel-by-the-Sea*
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P.O. BOX CC CARMEL, CA . 93921

Receipt# .. : 60655 I
Register#.: 000
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Terminal ID: T94
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1----------------------------------------------------------------------------l I .D. Number

Amount Paid

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l MISC
REFER TO WSPAC - 009-2013-14/AD
I Cmt: REIMBURSEMENT OF UNUSED ADVANCED COSTS
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5306.21
01

46801

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Cash
1 Check # Check Amount
I ------- --- ---- -- - - -- ---------5306.21
.00
1
827748
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I Paid By. : RI CHARD TAVENER

Amt Tendered
---- -------5306.21

Total Paid
Change
-- ---------- --- ------ --.00
5306.21

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Richard Tavener
9815 Palisade Drive
Carmel, CA 93923

Douglas J. Schmitz
City Administrator
City of Carmel-by-the-Sea
Carmel-by-the-Sea, CA 93921
Dear Mr. Schmitz,
Please find enclosed a check for $5,306.21 for the reimbursement of unused
advanced costs pertaining to the two contracts I had with the City (ADM-PCAWSPAC 009-2013/14 and ADM-PCS-RTCE-0012-2013).
Thank you for attending to the clarification and closure of these contracts.

City of Carmel-by-the-Sea
MAY 0 4 2015

Received

City of Carmel-by-the-Sea
POST O FFICE BOX CC
CARMEL-BY-THE-SEA, CA 93921
(831) 620-2000

City of Carmel-by-the-Sea
April 22, 2015

MAY 0 4 2015

Richard Tavener
9815 Palisade Drive
Carmel, CA 93923

Received

RE : Contracts with City of Carmel-by-the-Sea

Dear Mr. Tavener;
In September, 2014, the City Council authorized the services of attorney Stephanie Atigh to review a
number of City agreements to validate the contract payments and the consideration received by the
City. This review process included two contracts between you and the City.
In the first contract (ADM -PCA-WSPAC 009-2013/14) executed on august 15, 2013, the City paid you a
total of $24,900 in fees and an advance of $20,820 for expenses for the Wonderspace Carmel Special
Events to be held in January, 2014.
I have reviewed your invoice dated November 25, 2013, which item ized the expenses in support of the
$20,820 advance. To date, you have provided receipts for a total of $20,673 .79 which means that
receipts in the amount of $146.21 have not been received.
In addition, one of the expenses advanced was for administrative services described in the November
Invoice as " part-time staff hours, coordinate all events, manage logistics, prepare artwork materials and
contact and coordinate all volunteers assigned to each event." I have also reviewed your receipt of
$2650 for administrative services dated January 12, 2014, which you f irst submitted to Ms. Atigh
following your interview with her in January 2015 .
The purpose of the advance of expenses for administrative services w as to pay for additiona l personnel
needed to assist with the specia l events. In contrast, you received payment in f ull for your services
pursuant to the terms of the contract. For these reasons, I am disallowing your $2650 receipt for
administrative services.
The purpose of Contract ADM-PCS-RTCE-0012-2013 executed on March 19, 2014, was for you to serve
as a special events coordinator. Paragraph 4 of the contract specified that "the City shall pay Consultant
in an amount not to exceed $25,000 ... Whether or not the HID contributes fu nding, the City' s
contribution is capped at a total of $25,000."
Although the contract states an intention for the Hospitality Improvement District (HID) to contribute
another $30,000, the HID never contributed any money towards the contract.

Your invoices, however, were billed at $4585 per month, 1/12 of $55,000 which would have been the
contract amount had HID participated in this effort. The City records show that the City paid you a total
of $27,510 which is $2510 in excess of the City's contractual limit.
The City seeks immediate reimbursement of $2796.21 for the unused advanced costs and $2510 for the
overpayment of fees, for a total of $5306.21.
Your cooperation in timely reimbursing the City is greatly appreciated.