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

employee of the Tourist Development Department, traveling in foreign countries for the Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) purposes of promoting tourism and travel to the County, if such travel expenses are approved and certified by the BOARD. As used in this paragraph, the term, "authorized person," shall have the same meaning as provided in Section C.420, entitled, "Authorized Travel" means all travel outside the United States. Person(s) traveling in foreign countries pursuant to this paragraph shall be entitled to reimbursement or advancement pursuant to Section C.450 (1) of this manual. 5) Pay by reimbursement only, except as specifically authorized by the County, through the Tourist Development Department, the actual reasonable and necessary costs of travel, meals, lodging, and incidental expenses of the Director and designated employees of the Tourist Development Department , and other authorized persons when meeting with travel writers, tour brokers, or other persons connected with the tourist industry, and while attending or traveling in connection with travel or trade shows. With the exception of provisions concerning rates of payment, the provisions of Section C.400 of this manual are applicable to the travel described in this paragraph. D.000 TOURIST DEVELOPMENT PLAN AND BUDGET D.100 TOURIST DEVELOPMENT PLAN ADOPTION 1) The Director shall present a recommended Tourist Development Plan to the Council. 2) The Council shall recommend to the BOARD any proposed changes to the Tourist Development Plan as necessary. 3) Pursuant to Section 125.0104(4)(d), Florida Statutes, the County has adopted a Tourist Development Plan by ordinance enacted by the Board. The Tourist Development Plan may not be substantially amended except 15 Packet Pg. 55  2.A.1.f by ordinance enacted by an affirmative vote of a majority plus one additional member of the Board. D.200 BUDGET ADOPTION 1) Budget Process a. Initial Draft Budget - The Director is responsible for compiling the initial draft of the proposed annual budget for presentation to the Council prior to the date for submission of the annual budget proposal to the Board. This draft shall contain, at a minimum, the following items: Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) i. Estimates of projected tax revenues for the budget period. ii. Budget information for all capital projects recommended by the Council for the budget year. iii. Detailed line items for all proposed expense categories. iv. Recommendations on staff positions and salary b. Council Review The Council is responsible for conducting at least one public meeting each year on the proposed budget recommended by the Director before transmitting its proposed budget to the County Administrator. c. Board Review The Director will present the budget recommendations to the County Administrator who will utilize the recommendation in preparing the budget submission to the Board during its budget review process. d. Council Review of Final Budget - The Director will present the budget approved by the Board to the Council within a timely period of the final approval. The Council shall review the approved budget to ensure conformity with the County Tourist Development Plan and the provisions of Section 125.0104, Florida Statutes. If the Council has any objections to the approved budget, the objection(s) shall be presented to the Board. e. Budget Modifications and Reserve Expenditures- The Director shall present to the Council any proposed modifications to approved budget line items or allocation of reserve funds during the course of the budget year which require Board action. The Council shall provide its recommendation on the proposed changes to the Board. 16 Packet Pg. 56  2.A.1.f f. General Budget compilation and review by the Director and Council shall be governed by the relevant provisions of this Manual, county budget ordinances and policy and state revenue rules and statutes. 2) Strategic Marketing Plan a. In conjunction with the review of the proposed budget, the Director will be responsible for preparing a Strategic Marketing Plan, which shall set forth the proposed marketing activities and expenditures for those activities for the upcoming fiscal year. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) b. The Strategic Marketing Plan shall be presented to the Council for review and recommendation. The Council presented to the Board for final approval in the form of a Resolution. c. All advertising/marketing expenditures made during the fiscal year shall be in conformity with the approved Strategic Marketing Plan and task order process. d. Any amendments to the Strategic Marketing Plan shall be reviewed and approved by the Council and the recommendations shall be presented to the Board for final approval in the form of a Resolution. D.300 ACCOUNTS The Director, after consulting with the Chief Financial Officer of the County, shall establish such accounts within the County accounting system as shall be determined to be appropriate. All present tourist development tax revenues and those carried forward from year-to-year shall be placed in an interest-bearing trust fund in accordance with Florida Statutes, which shall then be re-allocated to various areas as required by Section 125.0104, Florida Statutes. In no case shall the Tourist Development Trust Funds be co-mingled with the general revenue of the County. Intra-account transfers may be made upon recommendation in conformity with County policies and procedures. Inter-account transfers will require a recommendation from the Council and approval by the Board by adoption of a Budget Resolution. 17 Packet Pg. 57  2.A.1.f D.400 EXPENDITURES 1) All expenditures for operating expenses and capital items are to be made in conformity with established County policies. 2) Expenditures for acquisitions shall only be allowed utilizing the written Manual. All written purchase orders shall be approved by the appropriate county officials sing Manual. Prior to approval, written purchase orders in excess of $25,000 shall be reviewed by the Tourist Development Department attorney. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 3) The following procedures shall be utilized for the purchase of items: a. Property being defined as fixtures and other tangible personal property of a non-consumable nature purchased with Tourist Development Trust Funds is owned by the Board and therefore, pursuant to Section 274.02, Florida Statutes, must be included in the inventory listing of Okaloosa County and tagged accordingly as required by the Auditor General. b. If the purchase price of the item is $1,000 or more, such item is defined E.000 CONTRACTS WITH THIRD PARTIES E.100 CONTRACT SPECIFICATIONS All functions to be handled by contract with third parties shall be entered into in accordance with the County's standard procedures, coordinated with the County Purchasing Department, including the issuance of Requests for Qualifications (RFQ's) and/or Requests for Proposals (RFP's), required under the County Purchasing Manual. E.200 CONTRACT REQUIREMENTS When making proposals to the Board for contracts with third parties, the Director, with advice from the Council, shall ensure that each proposed contract includes the following provisions: 1) The contract is made with the Board upon the recommendation of the Council and is to be administered by the Director. The Board is not bound by an agreement, unless and until it has approved the contract by a majority vote of the Board and the agreement is fully executed. 18 Packet Pg. 58  2.A.1.f 2) No modification to the contract will be binding until approved in writing by the Board. 3) Payments called for under the contract are subject to review by and approval of the Director and the Board in accordance with County policies and procedures and as may be required by statute. 4) The contracting person or company shall produce written monthly and/or quarterly reports as to the status of all matters which are the subject of the contracts and supply these to the Director for review. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 5) All contracts and payments shall Purchasing Manual. 6) At the end of the stated term of a contract, the Council shall publicly consider whether to recommend renewal of the contract or seek competitive bids. E.300 CONTRACT COMPLIANCE 1) The Director along with the County Purchasing Department shall oversee contract compliance by the contracting person or entity and make appropriate reports and recommendations to the County Administrator, the Council and the Board on a regular basis. 2) Purchasing Manual.