Okaloosa County BOCC — December 16, 2014 — reading text

partners with local sponsors by a 50/50 cost share to perform planning work related to water supply and other activities. The initial Phase I effort of $100,000 ($50,000 USACE and $50,000 OCWS) focused on the overall site selection for the proposed water treatment facility and pump station. The Phase II effort of $290,000 ($145,000 USACE and $145,000 OCWS) begun in 2011 included a comprehensive treat ability, bench-scale and pilot- scale study of the Shoal River to determine the treatment plan for the future surface water treatment facility. The most recent effort (Phase III) started in June 2012 and totaled $300,000 ($150,000 USACE and $150,000 OCWS). Phase III was utilized to prepare a comprehensive hydraulic water and water quality model of the County’s water distribution systems. The water model will be used to evaluate potential transfer of water from the proposed surface water treatment facility throughout Okaloosa County as well as evaluate alternatives to optimize the water distribution network to increase reliability and reduce cost. It is possible that there may be future issues with combining treated surface water from the proposed offline reservoir with treated ground water in our distribution system. The model can help us to determine solutions to future scenarios. The model files and the software have been provided to the County to be used for future issue resolution. In total, the partnership with the USACE has provided $345,000 in assistance to Okaloosa County in our efforts to provide for a long-term safe and reliable drinking water supply for our citizens, businesses, industry, and off base military personnel. With three phases now complete, in an effort to continue this partnership and future planning effort, OCWS and USACE have worked together to identify additional activities and partnership funding to move forward. The PAS Phase IV Agreement (attached) will provide the contractual mechanism to continue this effort. The scope of work proposed for Phase IV (attached) will include a detailed alternative analysis of the various sites previously proposed for the future water supply offline reservoir and document the process required to obtain a USACE Section 404 Permit necessary to construct the future offline reservoir. The amount for this grant is a total Packet Pg. 340 of $165,000 to again be shared 50/50 between USACE ($82,500) and OCWS ($82,500). The process for moving forward with Phase IV is somewhat different than the previous three phases from a financial standpoint. In previous phases, OCWS wired our dollar portion, as the local sponsor, to USACE soon after the agreement was executed; and then USACE would sign the agreement and complete the Scope of Work, keeping OCWS in the loop. For PAS Phase IV, new USACE policies require the agreement to be executed prior to securing their funding. USACE also plans to utilize in-house resources for their $82,500 portion. Table 1 of the attached Scope of Work depicts all work tasks to be completed and the funding breakdown line by line. It is anticipated that Okaloosa County’s portion of the cost-share will be accomplished thru "in kind" work performed by one of OCWS’s consulting engineers, CH2M HILL. Once USACE funding is identified, OCWS will return to the BCC for approval to move forward with the work and for approval of a task order for CH2M HILL as Okaloosa County’s "in kind" portion of the cost-share. With the above-mentioned new process, no money will need to be wired from OCWS to USACE after the agreement is executed. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS staff recommends BCC approval and authorization for the Chairman to execute the PAS Phase IV Grant Agreement with the USACE, Mobile District for a total project cost of $165,000, to be shared 50/50 between the two parties. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator Packet Pg. 341 Packet Pg. 342 Packet Pg. 343 Packet Pg. 344 Packet Pg. 345 Packet Pg. 346 Packet Pg. 347 Packet Pg. 348 Packet Pg. 349 Packet Pg. 350 Packet Pg. 351 Packet Pg. 352 Packet Pg. 353 Packet Pg. 354 Packet Pg. 355  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 16, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Tourist Development Tax Update DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: As required by Ordinance 12-21, the Board of County Commissioners (BCC) shall receive, at a minimum, quarterly reports on tourism promotion and marketing campaigns. BACKGROUND: Financial and marketing updates are provided monthly to the TDC. The financial update aggregates budget to actual information for the tourist development department overall, as well as by categories within each bed tax percentage (the “level of restriction”). The Tourist Development Council approved the Financial Update for FY 2014 year-end (e.g. quarter ending September 30) at its November 20 meeting. The marketing and sales update for the quarter ending September 30 summarizes the activities of the convention center, convention & visitors bureau, and advertising agency. This information was presented to the Tourist Development Council at its August and September meetings. OPTIONS: n/a RECOMMENDATION: For informational purposes only; no action required. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator Packet Pg. 356 Financial Update FY 2014 Year-End FY 2013-14 AMENDED BUDGET: $36,890,669 Financial data as of 11/10/14 The adopted budget of $33,967,750 was amended during the year to record BP grant funds for marketing, FDEP grant funds for Okaloosa Island dune restoration, FDOT grant funds for seasonal transit service on Okaloosa Island and Destin, FDEP grant funds for Okaloosa Island dune walkovers, reserve carryforwards, and other unanticipated revenues. REVENUE ANALYSIS Note: Tourist Development Tax collections total $14.786M on the Tax Collector’s report. This amount is allocated $14.780M to tourist development tax and $6K to interest in the County’s accounting system. November 13, 2014 Packet Tourist Development Department, Okaloosa Pg.FL County, 357 Financial Update – FY 2014 Year End EXPENSE ANALYSIS Note: Not all expenses have been recorded yet. For instance, the September monthly payment to the Destin Fire Control District for lifeguard services as well as certain advertising expenses incurred late in the fiscal year have not yet posted. The Comprehensive Annual Financial Report (CAFR), anticipated to be released in late March 2015, will contain the audited financial information for the fiscal year. Each percentage of the bed tax is required to be spent in a certain way per County Ordinance. November 13, 2014 Tourist Development Department, Okaloosa County, FL 2 of 5 Packet Pg. 358 Financial Update – FY 2014 Year End EXPENSES BY LEVEL OF TOURIST DEVELOPMENT TAX RESTRICTION FIRST PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • beach park facilities or beach improvements • beach & waterway maintenance, renourishment, restoration, enhancement, access • tourist destination facilities SECOND PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • visitor services, brochure distribution, communication and research • tourist bureau administration • lifeguard services and protection November 13, 2014 Tourist Development Department, Okaloosa County, FL 3 of 5 Packet Pg. 359 Financial Update – FY 2014 Year End THIRD PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • operations, maintenance, improvement of Visitor Welcome or Information Centers, Convention Center, and Tourist Destination Facilities • promotion of the Convention Center and Tourist Destination Facilities FOURTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • expansion, renovation, reconstruction of the convention center and outdoor venues November 13, 2014 Tourist Development Department, Okaloosa County, FL 4 of 5 Packet Pg. 360 Financial Update – FY 2014 Year End FIFTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive) • tourism promotion PROMOTIONAL ACTIVITIES (-548xxx accounts) RevPAR Revenue per available room (RevPAR) is a widely used performance metric in the lodging industry. RevPar is a measurement for a point in time, so it is most appropriately use d when comparing equivalent time periods (e.g. February 2014 to February 2013). However, since year-to-year comparison is not possible until twelve months of data are obtained, it is being presented here to establish benchmarks. RevPar = gross monthly receipts divided by days in month divided by number of units (data taken from Tax Collector’s monthly reports) TDC Recommendation to BCC Approve the financial update as presented. November 13, 2014 Tourist Development Department, Okaloosa County, FL 5 of 5 Packet Pg. 361 Packet Pg. 362 Packet Pg. 363 Packet Pg. 364 Packet Pg. 365 Packet Pg. 366 Packet Pg. 367 Packet Pg. 368 Packet Pg. 369 Packet Pg. 370 Packet Pg. 371 Packet Pg. 372 Packet Pg. 373 Packet Pg. 374 Packet Pg. 375 Packet Pg. 376 Packet Pg. 377 Packet Pg. 378 Packet Pg. 379 Packet Pg. 380 Packet Pg. 381 Packet Pg. 382 Packet Pg. 383 Packet Pg. 384