Okaloosa County BOCC — March 26, 2015 — Agenda Packet — reading text

County, FL 5 of 8 Packet Pg. 15 Financial Update – March 2015 1.b.a THIRD PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • operations, maintenance, improvement of Visitor Welcome or Information Centers, Convention Center, and Tourist Destination Facilities • promotion of the Convention Center and Tourist Destination Facilities Attachment: I.b. Financial Update (4006 : Financial Update) Amended Budget: (1)$15K transferred from convention center operations to personnel to cover overtime; (2) $25K added to convention center operations for Aramark annual investment contribution; (8)$376K cash carryforward for ECCC operations & equipment; (11)$15K cash carryforward for 35% O&M; (12)$1.3M cash st carryforward transfer to 1 penny for beach restoration. ECCC revenues total $311,352 and with 29,825 attendees year-to-date October 2014 – February 2015. March 23, 2015 Tourist Development Department, Okaloosa County, FL 6 of 8 Packet Pg. 16 Financial Update – March 2015 1.b.a FOURTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • expansion, renovation, reconstruction of the convention center and outdoor venues Attachment: I.b. Financial Update (4006 : Financial Update) Amended Budget: (14)$1.6M cash carryforward for future ECCC improvements. March 23, 2015 Tourist Development Department, Okaloosa County, FL 7 of 8 Packet Pg. 17 Financial Update – March 2015 1.b.a FIFTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • tourism promotion Attachment: I.b. Financial Update (4006 : Financial Update) Amended Budget: (3)$15K transferred from special events to capital for interactive trade show booth th purchase; (4)$74K transferred from 5 penny promotional reserve for Destin to Fish production; (6)$125K transferred from SMP to BP; $4K for tourism summit partnerships; (10)$125K transferred from reserves to (9) replenish SMP; (13)$43K cash carryforward adjustment. PROMOTIONAL ACTIVITIES (-548xxx accounts) Amended Budget: (3)$15K transferred to capital for interactive trade show booth purchase; (4)$74K th transferred from 5 penny promotional reserve for Destin to Fish production; (6)$125K transferred from SMP to BP; $4K for tourism summit partnerships; (10)$125K transferred from reserves to replenish SMP. (9) Recommendation to BCC: Approve the financial update as presented. March 23, 2015 Tourist Development Department, Okaloosa County, FL 8 of 8 Packet Pg. 18  1.c Tourist Development Council Meeting: 03/26/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Information Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 4008) DOC ID: 4008 FY 2015-16 Proposed Media Plan Allocation Updated: 3/23/2015 12:44 PM by Aida Wilkinson Page 1 Packet Pg. 19  1.c.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: March 26, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Shantelle Dedicke, Marketing Manager SUBJECT: FY 2015-16 Proposed Media Plan Allocation Attachment: I.c. Proposed FY16 Media Allocation (4008 : FY 2015-16 Proposed Media Plan Allocation) STATEMENT OF ISSUE: Provide a media plan allocation for FY 2015-16 to the ad agency. BACKGROUND: The timeline for developing the media component of the FY16 Strategic Marketing Plan (SMP) is as follows: • TDC to provide budget guidance 3/26 • Media negotiations occur April – May • SMP presented to TDC 5/28 and BCC 6/2 (if no TDC changes) or 6/16 (if TDC changes) • Final media negotiations completed by July; substantive changes to deals/packages unlikely • Task orders approved in August • Actual media placements/orders in late August/September • Ads start running in October Media allocation guidance must be provided before the ad agency can begin planning and negotiating with media outlets. The most recent study by DMAI indicated a noticeable shift from traditional (e.g. print, broadcast) to digital (e.g. online, mobile) media consumption. Staff suggests directing the ad agency to develop an SMP media allocation that further reflects current trends in media consumption by an affluent target audience. US Adult Weekly Media Consumption Emerald Coast Online, Leisure Marketing Allocation 33% Print, Online, Radio, Print, 25% 40% 14% 6% Other, 7% Radio, TV, 40% TV, 24% 11% OPTIONS: Approve or Deny directing the ad agency to develop an SMP media allocation that further reflects current trends in media consumption by an affluent target audience. Alternative recommendation may also be given. RECOMMENDATION TO BCC: N/A, for agency direction purposes only. Packet Pg. 20  1.d Tourist Development Council Meeting: 03/26/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Information Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 4009) DOC ID: 4009 Aramark Contract Extension Updated: 3/23/2015 12:53 PM by Aida Wilkinson Page 1 Packet Pg. 21  1.d.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: March 26, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director SUBJECT: Aramark Contract Extension STATEMENT OF ISSUE: Request a seven-month contract extension to Aramark contract C14-2185- TDD for the provision of food and beverage/catering services at the Emerald Coast Convention Center. Attachment: I.d. Aramark Contract Extension (4009 : Aramark Contract Extension) BACKGROUND: The current contract expires June 2, 2015 and provides for three (3) one-year extensions. Pursuant to County purchasing policy, contracts are reviewed prior to expiration to determine if renewal or re-bid is required. Staff recommends executing a seven (7) month contract extension through January 2, 2016 to align contract renewal cycles with a period of slow activity at the convention center. OPTIONS: Approve or Deny a seven-month contract extension to Aramark contract. RECOMMENDATION TO BCC: Approve a seven-month contract extension through January 2, 2016 to Aramark contract C14-2185-TDD for the provision of food and beverage/catering services at the Emerald Coast Convention Center. Packet Pg. 22  2.e Tourist Development Council Meeting: 03/26/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Information Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 4010) DOC ID: 4010 Reconciliation of Promotional Reserves Funds Updated: 3/23/2015 12:54 PM by Aida Wilkinson Page 1