Okaloosa County BOCC — November 4, 2012 — reading text

procedure has been implemented and consistently applied.  Greater detail provided to Council – particularly expense of projects. Packet Pg. 511 5  6.3.b.a Additional Recommendations- Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development Operating Procedures  Advancement of funds should be limited and additional guidelines and procedures prepared to restrict this activity.  Widespread prepayment for services has been stopped.  Funds being held by agency ($305,484.20) returned.  Limitations on the advancement of funds has been incorporated into both the Operations & Procedures Manual and within the new ad agency contract. Packet Pg. 512 6  6.3.b.a Operating Procedures continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development DOCUMENTATION  No invoice will be processed through the Clerk’s Office without the executed task order and/or purchase order approved by the respective County officials. No invoice will be approved unless the actual invoice from the vendor accompanies the form.  The County should attempt to make media purchases whereby the vendor is paid directly by the County rather than through the advertising agency.  Operational procedures manual and new ad agency contract agreement mandate the invoice and back up be provided prior to payment. County has the right and ability to direct pay on media buys. Packet Pg. 513 7  6.3.b.a Operating Procedures continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development PLANNING  Annually, the Director will be required to prepare a detailed Strategic Marketing Plan which will set forth the proposed marketing expenditure for the upcoming fiscal year. That Plan will be reviewed by the TDC and presented to the Board for final approval. Expenditures during the upcoming year shall be in conformity with the Plan. Amendments to the Plan shall be reviewed by the TDC and subject to the Board for final approval.  Establishing a Strategic Marketing Plan is a top priority for new director and advertising agency. Packet Pg. 514 8  6.3.b.a Operating Procedures continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development DEVELOPMENT OF ADEQUATE STANDARDS  The Tourist Development Department (TDD) shall develop stricter standards for the evaluation of Special Event and sponsorship funding.  The TDD shall prepare detailed rules and restrictions to govern any contest or sweepstakes program.  The payments for the funding of Special Events and sponsorships should be directly to the entity applying for the funding and the payment should not be paid through the advertising agency.  Tourist Development operating standards have been rewritten.  Subjectivity of award levels to special events and sponsorships have been incorporated into the Operations & Procedures Manual to be more objective and will be further refined in the future.  Prerequisites and applied standards from other tourism development groups.  Detailed after action reports and impact calculations will be required. Packet Pg. 515 9  6.3.b.a Operating Procedures continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development FINANCIAL REPORTING  At a minimum, quarterly expenditure reports shall be provided to the TDC and to the Board for their review. These reports shall reconcile all payments that have been made and provide the extent of funding that remains available.  Council members provided monthly expense reports.  List of all checks written in the past 30 days.  Comparative analysis of outflow to budget timeline.  Improved financial management at the department level. Board to be provided quarterly expenditure report beginning in January. Packet Pg. 516 10  6.3.b.a Additional Recommendations Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development ACCREDITATION AND CERTIFICATION  The International Association of Convention and Visitors Bureau has partnered with Purdue University to develop an accreditation program for official destination marketing organizations. The County should explore possible accreditation of the TDD.  There is also a Certified Destination Management Executive Program. The County should encourage any future TDD Director to complete this program.  Director has established a relationship with Florida Association of Destination Marketing Organizations, National Destination Marketing Association International and U.S. Travel Association.  Future peer reviews and industry assessments.  Staff goal to become accredited – both individually and as an organization. Packet Pg. 517 11  6.3.b.a Additional Recommendations Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development continued REVIEW OF ADVERTISING CONTRACTS AND CONTRACT EMPLOYEES  The County should review the existing contracts with the advertising agencies and require conformity with the County’s purchasing policies and operations manual.  New contract now conforms with county purchasing requirements and TDC policy manual.  New Ad agency contract as of Dec. 4, 2012.  Uniformity with existing policy – such as per diem limits – have been included in the new Ad Agency contract. Packet Pg. 518 12  6.3.b.a Additional Recommendations continued Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development  Current Advertising Agency Contract  Any work performed under New Product Development Services will require a task order, which shall contain a detailed scope of services and an estimated not-to-exceed costs.  No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice and reflects the acquisition of goods/services.  The county has the discretion to pay vendors directly for paid media and pass through costs  Article IV, Section 4.1 of the contract deems Peter Mayer to be an independent contractor, rather than an agent of the county. Packet Pg. 519 13  6.3.b.a Additional Recommendations Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development continued ADOPTION OF A CODE OF ETHICS  The County should consider the preparation of an ordinance adopting a Code of Ethics for the Board, County employees and all appointed committees and boards.  Board direction on Aug. 21, 2012 meeting to consider after new commissioners take office. Packet Pg. 520 14  6.3.b.a Future Updates Attachment: TDD Status Report to BCC Dec 18 -2 (1248 : Tourist Development  Recovery of expended funds from sale of unauthorized purchases in progress; report in January.  Public Documents available on website on the Tourist Development Department page at www.okaloosafl.com  TDC Policy Manuals  County Ordinance  Penny Distribution  Tourist Tax Collections  Meeting Schedule  TDC members & application Packet Pg. 521 15  6.3.b.b Packet Pg. 522 Attachment: Stewart TDD Recommendations 6-19 (1248 : Tourist Development Recommendations Update)  6.3.b.b Packet Pg. 523 Attachment: Stewart TDD Recommendations 6-19 (1248 : Tourist Development Recommendations Update)  6.3.b.b Packet Pg. 524 Attachment: Stewart TDD Recommendations 6-19 (1248 : Tourist Development Recommendations Update)  6.3.b.b Packet Pg. 525 Attachment: Stewart TDD Recommendations 6-19 (1248 : Tourist Development Recommendations Update)