Okaloosa County BOCC — August 2, 2016 — TDD Manual 080216 — reading text

reconciliation of the use of promotional reserve funds will be provided to the Council and Board for informational purposes. a. Advertising solicitations received by TDD staff may be evaluated in accordance with section C.200.2.b. 4) The County recognizes that deviations from the proposed marketing activities identified in the approved quarterly Strategic Marketing Plan may occur during the year. The Director will apprise the Council and the Board of these changes as they become known. C.300. BUDGET The budget process is governed by Florida Statutes, Department of Revenue rules, and County budget ordinances and policy. Additionally: 1) Initial Draft Budget. The Director is responsible for compiling the initial draft of the proposed annual budget for presentation to the Council prior to submission of the annual budget proposal to the County Administrator. This draft shall contain, at a minimum, the following items: a. Projected tourist development tax revenues for the budget period. b. Projected expenses by account number and summarized by category for the budget period. c. Proposed capital projects for a five-year period. d. Recommendation on staff positions and salaries, if position changes. e. Recommendation on reserve levels. 2) Council Review. The Council is responsible for conducting at least one public meeting on the proposed budget recommended by the Director before the proposed budget is submitted to the County Administrator. 3) Board Review. The Director will present the Council’s recommended budget to the County Administrator, who will use the recommendation in preparing the budget submission to the Board during its budget review process. 4) Council Review of Adopted Budget. The Director will present the budget adopted by the Board to the Council. The Council shall review the adopted budget to ensure conformity with the Tourist Development Plan and the provisions of Section 125.0104, Florida Statutes. If the Council has any objections to the adopted budget, the objection(s) shall be presented to the Board. 5) 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. C.400. ACCOUNTS 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. 9 of 35 TDC 06-23-2016 BCC 08-02-2016 D. FINANCIAL AND TOURISM PROMOTION MONITORING Financial and tourism promotion monitoring is governed by Florida Statutes and the County’s Tourist Development Plan ordinance. Specifically: D.100. FINANCIAL REPORTS 1) The Director is responsible for presenting financial reports, at least quarterly, to the Council and Board. Financial reports shall contain, at a minimum, the following budget-to-actual information: a. Revenues. b. Expenditures. 2) The Director is responsible for presenting detailed expenditure information, at least quarterly, to assist the Council in identifying possibly unauthorized expenditures. D.200. TOURISM PROMOTION AND MARKETING REPORTS 1) The Director is responsible for presenting reports on tourism promotion and marketing campaigns, at least quarterly, to the Council and Board. Reports shall address, at a minimum, the following areas: a. Advertising Campaigns. b. Public Relations. c. Social Media. d. Website Analytics. e. Destination Sales. f. Convention Center Sales. g. Film Commission. h. Reconciliation of Promotional Incentives. E. PROCUREMENT PROCEDURES E.100. GENERAL 1) All operating, advertising/marketing/promotional, and capital expenditures made during the fiscal year shall be in conformity with the County Purchasing Manual and Property Manual. Additionally: a. All procurements in excess of $25,000 shall be approved by the TDD attorney prior to starting the County purchasing approval process. b. All payments in excess of $25,000 shall be approved by the TDD attorney prior to starting the County payment approval process. 2) In the event a portion of an invoice submitted to the County for payment is disputed, payment for the disputed amount may be withheld pending resolution of the dispute, and the remainder of the invoice may be processed for payment without regard to that portion which is in dispute. 3) All insurance requirements shall be coordinated with Risk Management. 10 of 35 TDC 06-23-2016 BCC 08-02-2016 E.200. ADVERTISING MEDIA 1) In addition to the County website and Florida Purchasing Group website, competitive solicitations (e.g. RFP’s) for advertising media may be posted to industry websites such as, but not limited to, EmeraldCoastFL.com, Florida Association of Destination Marketing Organizations, and Southeast Tourism Society to facilitate a more comprehensive reach to potential respondents. 2) All components related to a media package, including added-value, shall be included on the same purchase order or advertising contract, or amendments thereto. 3) Compensation for media buys may be structured as appropriate, including but not limited to: a. At cost, with no markup or commission (e.g. placed directly by County or placed by a third- party on retainer-based compensation) b. Cost plus commission (e.g. placed by a third-party on commission-based compensation) 4) Proof of performance appropriate for the type of media shall be identified in the purchase order or advertising contract. Examples of proof of performance include, but are not limited to: a. Print – actual publication; the tear sheet alone is not acceptable. b. Digital – screen shots demonstrating creative and statistics regarding impressions, click- throughs, and geo-targeting. c. Broadcast – copy of television/radio advertisement and actual broadcast report or affidavit of performance. d. Outdoor – photo of billboard and physical location. E.300. CONTRACTS 6) All functions to be handled by contract with third parties shall be entered into in accordance with the County Purchasing Manual. Additionally: a. All contracts and grant agreements, regardless of dollar amount, shall be approved by the TDD attorney prior to starting the County contract coordination process. b. To the extent practical and feasible, contracts shall include a provision for submission of written monthly and/or quarterly reports as to the status of all matters which are the subject of the contract. c. The Council shall review and provide a recommendation for all proposed contracts and grant agreements requiring Board approval and expenditure of tourist development tax dollars. F. TRAVEL AND ENTERTAINMENT-RELATED EXPENSES F.100. COUNTY TRAVEL AND RELATED EXPENSES 1) Defined as travel undertaken and expenses incurred in the context of usual business travel for purposes including, but not limited to, trade shows, film festivals, staff development and professional education, meetings of professional affiliations, and staff retreats. Reimbursement for County travel and related expenses is governed by the County Purchasing Manual as applied under the provisions of Section 112.061, Florida Statutes. Additionally: a. Travel outside the United States requires approval in advance from the Board. 11 of 35 TDC 06-23-2016 BCC 08-02-2016  2) The County recognizes the rental of furniture, services, and accessories may be required for attendance at trade shows in connection with the performance of promotional duties. These types of purchases shall not be considered payment in advance requiring Board approval. 3) The County recognizes that success in the groups, convention center, and film sales industries is often the result of sales calls, continual networking, and relationships cultivated over a period of time through meetings and discussions for which no published, posted, or emailed agenda or correspondence exist. In such case, an outline of activities including names, titles, dates, locations, and purpose/discussion shall be provided to document travel and be deemed to meet the requirements of travel settlement. F.200. PROMOTIONAL TRAVEL AND/OR ENTERTAINMENT-RELATED EXPENSES 1) Defined as travel undertaken and/or entertainment-related expenses incurred in the performance of promotional activities carried out pursuant to the Tourist Development Plan, Strategic Marketing Plan, and/or annual budget. It is hereby determined that the Tourist Development Department is authorized and approved to make expenditures of tourist development tax revenues in accordance with Section 125.0104(9), Florida Statutes. Reimbursement for promotional travel and entertainment-related expenses is governed by the County Purchasing Manual as applied under the provisions of Section 112.061, Florida Statutes, as well as the provisions of Section 125.0104(9), Florida Statutes and this Manual. Additionally: a. Travel outside the United States requires approval in advance from the Board. b. Estimated transportation, lodging, meals, entertainment expenses, and promotional incentives shall be identified and approved as part of the Strategic Marketing Plan. Such expenses not identified in the Strategic Marketing Plan shall be pre-approved by the County Administrator and must not exceed $10,000 for any occurrence without Council recommendation and Board approval. c. The County recognizes that a glass of wine or other alcoholic beverage with dinner is customary within the tourism industry (e.g. meals for familiarization tours). As long as these expenses are in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff will remain cognizant of the public perception of county funds being used to purchase alcohol and limit alcoholic beverages to no more than two glasses per familiarization tour participant. d. The County recognizes that tips and gratuities are customary within the tourism industry (e.g. tours, excursions). As long as these expenses are in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff will remain cognizant of the public perception of county funds being used for this purpose and will limit tips and gratuities to no more than 20% of the retail cost exclusive of taxes or other fees. e. The County recognizes that providing transportation for familiarization tour participants is customary within the tourism industry. Either airfare or mileage reimbursement will be provided, considering the most efficient and economical means as