Okaloosa County Tourist Development Council — April 25, 2013 (meeting #1135) — reading text

Contractors................ ..........................19 E.600 Contract Payment Approval Procedures....... ..........................20 E.700 Additional Procedures for Administration of Advertising and Promotion Contract .......................................20 SECTION THREE: Special Event and Sponsorship Funding Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) F.100 Purpose...................................................................................21 F.200 Authorization........................................ ...................................21 F.300 Special Event and Sponsorship Funding Guideline -23 F.400 Procedure........................................ ................................... ....23 Appendix to Section Three Special Events and Spons 24-27 Special Events and Sponsorship Expense Rei -29 Special Events and 30-31 3 Packet Pg. 43  2.A.1.f SECTION ONE: TOURIST DEVELOPMENT COUNCIL BYLAWS A.000 GENERAL A.100 STATEMENT OF ORGANIZATION Pursuant to the Local Option Tourist Development Act, Section 125.0104, Florida Statutes, Okaloosa County, Florida (the "County"), has: established an advisory group known as the Okaloosa County Tourist Development Council (the "Council"); imposed a Tourist Development Tax (5%); and approved a Tourist Development Plan pursuant to the mission set forth in Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) A.400. The Council is responsible for advising the Okaloosa Board of County Com Board Development Plan in accordance with State and County Procedures and within budgetary limitations imposed by the Tourist Development Tax Revenues. In order to establish the procedures by which the Council will carry out its business and the Tourist Development Plan will be implemented, the Board has approved this TDC Bylaws and TDD Operations and Procedures Manual as the guiding instrument. A.200 LOCATION OF OFFICE The Council has established its business offices at 1540 Miracle Strip Parkway SE, Fort Walton Beach, FL 32548. All official business correspondence with the Council or any of its members shall be directed to the Okaloosa County Tourist Development Council, P.O. Box 609, Fort Walton Beach, FL 32549-0609. A.300 LEGAL AUTHORITY Legal authority for the Council is found under Section 125.0104, Florida Statutes, known as "The Local Option Tourist Development Act"; Okaloosa County Ordinance 89-23 as subsequently amended and Resolution No. 89-40, establishing the Council and stating the intent to levy a Tourist Development Tax. As an appointed Advisory Board, the Council is bound by State and County Laws, ordinances, and procedures governing the Council members and their activities, and procedures for reviewing expenditures of tourist development tax revenues. 4 Packet Pg. 44  2.A.1.f A.400 MISSION 1) The primary responsibility is to advise and make recommendations to the Board on matters related to tourism sales, marketing, and advertising in order to help increase overall visitation and lodging facility occupancy. The Council shall advise and make recommendations to the Board for the effective operation of the special projects or for uses of the Tourist Development Tax revenue. The Council shall continuously review expenditures of revenues from the Tourist Development Trust Fund and shall receive expenditure reports, at least quarterly, from the Tourist Development Department Director . Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 2) The Council shall also make annual recommendations on the promotion and operation of the Emerald Coast Convention Center, the Visitors Welcome Center, the funding of beach cleaning, beach restoration and improvements, a certified mandated State of Florida turtle watch program, water testing throughout Choctawhatchee Bay and the Gulf of Mexico, the Emerald Coast Film Commission, public beach access, County parks and beaches within the sub-county taxing district, funding improvements and maintenance of other tourist destination facilities within the sub-district, funding the artificial reef program, and overseeing the Okaloosa County Environmental Council. A.500 COUNCIL COMPOSITION/VACANCIES 1) Composition. The composition of the Council shall be as set forth in Section 125.0104, Florida Statutes, and Resolution 89-40 dated April 18, 1989, as amended. The Council shall be composed of nine (9) members, seven (7) of whom shall be appointed by the Board, including the Chair of the Board, or any other member of the Board as designated by the Chair. Two (2) members of the Council shall be elected municipal officials, at least one of whom shall be from the most populous municipality in the County or sub-district. These two (2) members shall be appointed by their respective governing bodies. Six (6) members of the Council shall be persons who are involved in the tourist industry and who have demonstrated an interest in tourist development, of which members, not less than three (3) nor more than four (4) shall be owners or operators of motels, hotels, recreational vehicle parks, or other tourist accommodations in the County and subject to the tax. All members of the Council shall be electors of Okaloosa County. 2) Terms. All Council members shall serve for staggered terms of four (4) years, with the exception of the members of the municipalities and the Board who serve as appointed by their respective governing bodies. Their terms are subject to re-appointment or term expiration, whichever comes first. No Council member shall serve more than one (1) term which shall be no more 5 Packet Pg. 45  2.A.1.f than four (4) consecutive years. The Council member terms shall begin on October 1st of the year of appointment and terminate on September 30 th of the fiscal year their term expires. The Board shall have the option of designating the Council Chairman or allowing the Council to elect a Chairman. Terms for the Chairman and Vice-Chairman of the Council shall be for one (1) fiscal year. They may be re-appointed by a majority vote of the Council, but cannot serve more than two (2) fiscal year terms. 3) Orientation. All newly appointed Council members shall participate in an orientation process, which shall include, but is not limited to, an overview of Sunshine Law, Public Records, Ethics (financial disclosure, gifts law, Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) conflicts of interest) and relevant statutes, ordinances and TDD operating policies. From time-to-time, the Council shall participate in a refresher briefing on the topics included in the orientation. 4) Vacancies. Should any seat on the Council become vacant, a replacement to serve the remainder of that term shall be appointed in the same manner as the appointment of the person whose absence created the vacancy. If the appointment to fill the vacant position is for greater than two years, then such shall be deemed as a full term. 5) Removal/Resignation. Any member shall be subject to removal from the Council if they miss three (3) Council meetings per fiscal year or upon a majority vote of the Board. Special consideration/leniency will be given for any absences due to Acts of God, personal illness/medical, and/or family emergencies. If one of the elected municipal or county officials on the Council is removed for this reason, the applicable governing entity shall be required to appoint another elected representative as their replacement. In the event a Council member no longer conforms to the criteria listed in Section A.500(1) above, to hold the seat to which they were appointed, said Council member shall forward a letter to the Council and the Board stating these facts and shall additionally tender a letter of resignation along with this submittal. A.600 STAFF 1) Tourist Development Department Director. The Director will administer and coordinate the operations of the Council. The Director will be an employee of Okaloosa County; serve as Director of the Tourist Development Department; oversee the Emerald Coast Convention Center, Emerald Coast Film Commission, the Visitor Welcome Centers; and all divisions under the Tourist Development Department. The Director shall report to the County Administrator. The Director will supervise all Tourist Development Department staff and shall be responsible for and make recommendations to the Council and County Administrator concerning the operation of the 6 Packet Pg. 46  2.A.1.f Council. The Chairman of the Council performance process and may provide comments and recommendations to the County Administrator. 2) Tourist Development Department Staff. All Tourist Development Department staff shall be employees of the County, with all benefits provided by the Board paid from the Tourist Development Trust Funds, and shall report to and be supervised by the Director. As such, said personnel will receive all standard County employee benefits paid through the