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

Tourist Development Trust Funds, and be subject to all County employee regulations, in addition to those provided in this Manual. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) A.700 AMENDMENT OF THE TDC BYLAWS AND TDD OPERATIONS AND PROCEDURES MANUAL The TDC Bylaws and TDD Operations and Procedures Manual may be amended from time to time by the Board. The Council may provide suggestions to the Board as to proposed modifications. B.000 COUNCIL MEETINGS B.100 REGULAR COUNCIL MEETINGS The Council shall meet at least once each quarter. To the extent that more meetings are necessary, they may be called by the Director. B.200 LOCATION AND NOTICE Council meetings will be held at the Emerald Coast Convention Center or as otherwise designated by the Director. All meetings shall be duly noticed within the sub-county taxing district and open to the public. Notice will also be placed on the Okaloosa County website on the Commissioners monthly meeting calendar. Individuals wishing to receive e-mail notifications of upcoming meetings may contact the Tourist Development Department office. B.300 AGENDA An agenda will be prepared for each Council meeting by the Director. Council members wishing to place an item on an upcoming agenda must submit their request to the Director at least one (1) week prior to a regularly scheduled meeting. Department staff shall provide background information on each agenda item as appropriate, and such information shall be available to Council members at least two (2) business days prior to a scheduled meeting. 7 Packet Pg. 47  2.A.1.f B.400 RULES OF PROCEDURE 1) Public Participation. Meetings of the Council will be conducted by the Council Chairman, the Vice-Chairman, or their designee, in a manner to permit the greatest possible participation by all Council members and the interested public. 2) Majority/Quorum. Approval of a motion requires an affirmative vote of a simple majority vote of the Council members present and voting. Five (5) Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) Council members shall constitute a quorum of the Council for purposes of conducting business. 3) Abstention. Any Council member desiring to abstain from voting shall publicly disclose the reason for their abstention before the vote is taken, in compliance with Section 286.012 and Chapter 112, Florida Statutes. Full disclosure must be made in writing within fifteen (15) days after the date of such meeting by completing a Voting Conflict Form (see attached) and filing it with the secretary of the Council. The Voting Conflict Form shall be attached to the minutes of the meeting in which the abstention took place. 4) Rules. The Council meetings shall be subject to all the procedural requirements of Chapter 286, Florida Statutes. All Council meetings must be duly noticed and open to the public. Council members are prohibited from discussing with any other Council member any matter on which foreseeable action will be taken by the Council. B.500 MINUTES Written minutes shall be kept of each COUNCIL meeting. A written summary of each meeting shall be presented at the next Council meeting for approval by Council members and signed by the Council Chairman. Such written summary shall include the Council members in attendance, the major items of discussion, resolutions or other formal action taken at such meetings, and items presented during public participation periods. The Council shall abide by Florida Statutes in regard to minutes and public participation. In addition, an audio-recording of each meeting shall be made and retained as a public record. 8 Packet Pg. 48  2.A.1.f FORM 8B MEMORANDUM OF VOTING CONFLICT FOR COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS LAST NAME FIRST NAME MIDDLE NAME NAME OF BOARD, COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE MAILING ADDRESS THE BOARD, COUNCIL, COMMISSION, AUTHORITY OR COMMITTEE ON WHICH I SERVE IS A UNIT OF: CITY COUNTY OTHER LOCAL AGENCY CITY COUNTY NAME OF POLITICAL SUBDIVISION: DATE ON WHICH VOTE OCCURRED MY POSITION IS: ELECTIVE APPOINTIVE WHO MUST FILE FORM 8B Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies equally to members of advisory and non-advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary gr eatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing the reverse side and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his or her special private gain or loss. Each elected or appointed local officer also is prohibited from knowingly voting on a mea- sure which inures to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent organization or subsidiary of a corporate principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies under Sec. 163.356 or 163.357, F.S., and officers of independent special tax districts elected on a one-acre, one-vote basis are not prohibited from voting in that capacity. ter, father-in-law, mother-in-law, son-in-law, and daughter-in- enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder (where the shares of the corporation are not listed on any national or regional stock exchange). * * * * * * * * * * * * * * * * ELECTED OFFICERS: In addition to abstaining from voting in the situations described above, you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the min- utes of the meeting, who should incorporate the form in the minutes. * * * * * * * * * * * * * * * * APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you otherwise may participate in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: You must complete and file this form (before making any attempt to influence the decision) with the person responsible for recording the minutes of the meeting, who will incorporate the form in the minutes. (Continued on other side) CE FORM 8B - EFF. 1/2000 9 Packet Pg. 49  2.A.1.f APPOINTED OFFICERS (continued) A copy of the form must be provided immediately to the other members of the agency. The form must be read publicly at the next meeting after the form is filed. IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION AT THE MEETING: You must disclose orally the nature of your conflict in the measure before participating. You must complete the form and file it within 15 days after the vote occurs with the person responsible for recording the minutes of the meeting, who must incorporate the form in the minutes. A copy of the form must be provided immediately to the other members of the agency, and the form must be read publicly at the next meeting after the form is filed. DISCLOSURE OF LOCAL OFFICER'S INTEREST Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) I, , hereby disclose that on , 20 : (a) A measure came or will come before my agency which (check one) ___ inured to my special private gain or loss; ___ inured to the special gain or loss of my business associate, ; ___ inured to the special gain or loss of my relative, ; ___ inured to the special gain or loss of