Okaloosa County BOCC — November 4, 2012 — reading text

TEXT AND LAYOUT C-4 G H Packet Pg. 505 NOT TO SCALE NOT TO SCALE SHEET 4 OF 10 6.3.a.b 1 2 3 4 5 6 7 8 Attachment: Planting Details (1079 : Okaloosa Island and Western Destin Dune Vegetation RFP)  6.3.b BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 18, 2012 TO: Honorable Chairman and Members of the Board FROM: Daniel O'Byrne SUBJECT: Tourist Development Recommendations Update DEPARTMENT: Tourist Development BCC DISTRICT: All STATEMENT OF ISSUE: On June 19, 2012 Greg Stewart of the law firm Nabors, Giblin & Nickerson made a presentation to the Board in which he made a wide variety of recommendations for Okaloosa County in conjunction with the fraud issues that had occurred in the Tourist Development Department. Staff will provide the Board with an update on these issues and seek further direction accordingly. BACKGROUND: In late April and early May of 2012, it was brought to the Board’s attention that unethical and illegal activities had taken place at the Tourist Development Department. The Board responded to this discovery by engaging special counsel Greg Stewart to review the circumstances surrounding the theft of county funds. Stewart’s report to the Board included recommendations on how to best prevent other instances of fraud, deception and theft in the future. Stewart presented his recommendations to the Board on June 19, 2012. Since this time, several updates have been provided to the Board and the public indicating the status of these changes, and staff continues to seek further direction/guidance concerning their implementation. RECOMMENDATIONS: Discuss status of recommended changes that govern the Tourist Development Department and Council, and provide additional direction as determined necessary. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 506  6.3.b.a Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development Special Counsel, Okaloosa County Commissioners Gregory T. Stewart Update to BCC – December 18, 2012 by Dan O’Byrne Packet Pg. 507 1  6.3.b.a Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development Previous Recommendations REPORTING AUTHORITY  The Director of the Tourist Development Department will report directly to the County Administrator as any other County Department Head. The Policy adopted by the Board on November 6, 2005 is rescinded. [APPROVED BY THE BOARD MAY 15, 2012]  Improved management continuity and focus on running a department.  Direct accountability.  Day-to-day consistency with county / BCC leadership objectives. Packet Pg. 508 2  6.3.b.a Operating Procedures Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development  All contracts and expenditures made by the Director on behalf of the Tourist Development Council will be made in conformity with the County’s Contract, Leases & Non-Grant Agreements, Policies & Procedures and the County’s Purchasing Manual. [APPROVED BY THE BOARD MAY 15, 2012]  The operating policies and procedures of the Tourist Development Council shall be revised to eliminate inconsistent provisions of the County policies. [APPROVED SEPTEMBER 18, 2012]  Extensive revision to tourist development operating policies and procedures manual to incorporate requirements of the County’s Contract, Leases & Non-Grant Agreements, Policies & Procedures and the County’s Purchasing Manual.  Formal presentation to council made on Aug 6, 2012. Council voted to recommended adoption.  Amendments to the Operations & Procedure Manual and TDC Ordinance were adopted on September 18, 2012.  Broaden contract reviews by multiple levels vs. a single person.  Structured financial management at the department level.  Corrections made to inaccuracies.  Action taken on non-conforming items such as leases or unauthorized services. Created review process for special events & sponsorships Packet Pg. 509 3  6.3.b.a Operating Procedures continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development APPROVAL OF PROMOTIONAL ACTIVITIES Project activities of the Advertising Agencies shall only be allowed utilizing the written task order procedures of the County’s Contract Policy. A written task order will be required for the engagement of any promotional activity or any expenditure.  A task order for services up to $25,000 requires approval by the Department Head (Director) and Purchasing Director.  A task order for services above $25,000 and up to $50,000 approval by the Department Head (Director), Purchasing Director and County Administrator.  A task order for services over $50,000 by the Board of County Commissioners. [APPROVED BY THE BOARD MAY 15, 2012]  Past authorized promotional or advertising activities that are ongoing shall not be allowed to proceed without the issuance of a task order. [APPROVED BY THE BOARD MAY 15, 2012 AND JUNE 5, 2012]  Top to bottom review of existing TDD campaigns. All projects have been vetted with approval, modified to meet standards, or have been cancelled.  Task Order system has been fully implemented. Worked with other departments and agencies to achieve better consistency. Improved level of communication, presentation of specifics to Council –use of IQM2 video meeting and minutes system implemented. Campaign development underway, commenced with hiring of new director August 27, and advertising agency on Dec. 4, 2012. Packet Pg. 510 4  6.3.b.a Operating Procedures continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development APPROVAL OF PURCHASES No purchases for real or tangible personal property shall be made by the Advertising Agencies, the Tourist Development Council or Director unless written authorization accompanies that request. Such authorizations shall be in advance. The scope of the written authorization will be as follows:  Purchases Acquisitions up to $25,000, approval by the Department Head (Director) and Purchasing Director  Purchases and Acquisitions above $25,000 and up to $50,000 approval by the Department Head (Director), Purchasing Director and County Administrator.  Purchases and Acquisitions over $50,000 by the Board of County Commissioners. [APPROVED BY THE BOARD MAY 15, 2012]  The Advertising Agencies will be required to confirm in writing their understanding and acceptance of these requirements. [APPROVED BY THE BOARD MAY 15, 2012 – both Zimmerman and Lewis complied]  Task Order