Okaloosa County BOCC — August 11, 2015 — Agenda Packet — reading text

Capital Improvements – Beaches $16K $1.06M $500K Effectiveness Capital Improvements – Parks $340K $777K $115K Capital Improvements – Reefs $21K $225K $152K Grant Funding Obtained for Improvements $109,350 $200,000 $150,000 Operations (target = 35%) N/A 35% 35% Reserves Beach Restoration (target = $14.0M) N/A $2.4M $9.1M East Pass Dredging (target = $2.0M) N/A $2.0M $2.0M Packet Pg. 7  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: CULTURE/RECREATION DEPARTMENT/PROGRAM: TOURIST DEVELOPMENT - CONVENTION CENTER PROGRAM DESCRIPTION: The Emerald Coast Convention Center (ECCC) provides economic impact to the tourism and general businesses of Okaloosa County. The convention center’s mission is to provide a professional service team, exquisite food service, and a spotlessly clean and safe environment for meetings, conventions, trade shows, public entertainment and all types of special event activities. REVENUE: The Convention Center is funded by the Tourist Development Trust Fund, specifically the 3rd and 4th cents of the Tourist Development Tax on short term rentals, as well as by revenues generated by functions held at the convention center. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Conducted and serviced 157 functions at the ECCC, generating an estimated economic impact of $15M to the County. Ø Generated a documented 22,008 and estimated (unreported) 28,000 guest room nights at county hotels and condos Ø Hosted an estimated 78,000 guests for the year Ø The staff has completed training to obtain certified meeting planner certificates for 4 event and sales based employees PROGRAM GOAL: Provide a clean, safe, and well-maintained conference and convention facility for visitors, local clients, and guests to create economic impact and opportunities for local functions. Provide necessary performance data to the Tourist Development Director, Tourist Development Council, and Board of County Commissioners. KEY OBJECTIVES: 1. Ensure that all functions of the ECCC comply with county policies and procedures. 2. Improve sales for all revenue streams available to the center. 3. Provide all data necessary for a profitable and successful marketing campaign. 4. Provide exemplary service, facilities, food service, and technical services to all clients to promote re- bookings of existing clients and recommendation of the center by existing clients to new clients. The following projects are planned for FY 2016: Ø Begin construction of Porte Cocheres at the main and south entrances to facilitate entrance and exit of the building in inclement weather. Ø Replace carpeting in ballrooms. Ø Replace /repair time worn roof structure in front of ECCC Ø Create Architectural documentation for the design and construction of walkover structure from the ECCC to the south side of highway 98 Packet Pg. 8 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Number of Trade Shows Attended by Sales Staff 28 34 34 Output Number of Functions Held 157 160 150 Revenues Generated by Functions $636,830 $850,000 $810,250 Effectiveness Revenue Per Function $4.056 $5,312 $5,402 Operations (target = 35%) N/A 35% 35% Reserves Promotional Activities (target = 25%) N/A 0% 25% Insured Loss Deductible (target = $1.5M) N/A $1.5M $1.5M Packet Pg. 9 HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 19 19 19 20 Full-time Management & Professional 12 12 12 12 Full-time Operations & Trades 5 5 5 5 Part-time 6 6 6 6 Total 42 42 42 43 EXPENDITURES: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $1,503,919 $1,652,990 $2,036,740 $2,261,942 $225,202 11.1% Operating Expenses $6,051,415 $6,900,095 $6,819,475 $7,838,113 $1,018,638 14.9% Capital Outlay $53,313 $1,304,195 $5,307,058 $4,322,840 -984,218 -18.5% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $8,067,309 $802,908 $957,687 $1,259,892 $302,205 31.6% Other Uses $1,026,244 $1,515,151 $19,796,540 $29,777,027 $9,980,487 50.4% Total $721,199 $792,891 $34,917,500 $45,459,814 $10,542,314 30.2% Packet Pg. 10 ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $1,471,807 $1,537,286 $1,641,768 $104,482 6.8% client services coordinator (new position); film commission liaison (previously contractual service) 20 BENEFITS $499,523 $499,454 $620,174 $120,720 24.2% two new positions; changes in life and health insurance coverage elections 31 PROFESSIONAL SERVICES $222,000 $323,224 $362,092 $38,868 12.0% beach-related consulting services; lead generator service (new); marketing & economic impact survey 32 ACCOUNTING & AUDITING $1,500 $1,500 $1,500 $0 0% 34 CONTRACT SERVICES $2,001,314 $1,371,301 $1,185,638 -$185,663 -13.5% temporary staffing reduced; document scanning & storage (new); ECCC transit & audio/video reclassed to operating account; film commission services now in-house 40 TRAVEL & PER DIEM $71,400 $109,695 $100,443 -$9,252 -8.4% budget reduced based on prior year actuals for anticipated travel 41 COMMUNICATIONS SERVICES $9,850 $34,132 $52,880 $18,748 54.9% smart phone (4 new), website lodging direct booking (new) 42 FREIGHT & POSTAGE $76,000 $77,560 $67,820 -$9,740 -12.6% budget reduced based on prior year actuals 43 UTILITY SERVICES $337,000 $399,300 $402,000 $2,700 0.7% convention center irrigation pump - gulf power 44 RENTS & LEASES $30,754 $36,330 $37,955 $1,625 4.5% boat rental for private reef deployment (due to change in permit conditions); fleet rental for travel 45 RISK MANAGEMENT ALLOCATION $118,387 $132,533 $132,093 -$440 -0.3% 46 REPAIR & MAINTENANCE $196,986 $213,813 $229,817 $17,504 8.2% copier annual maintenance & repairs; ECCC software hosting 47 PRINTING & BINDING $94,850 $119,520 $86,211 -$33,309 -27.9% visitor guide contract; film commission 48 PROMOTIONAL ACTIVITY $3,509,200 $3,322,610 $4,460,868 $1,138,258 34.3% marketing to assist in airline recruitment; Chicago marketing; Gulf-to-Table initiative; destination photography/videography 49 MISCELLANEOUS CHARGES $402,175 $427,425 $477,000 $49,575 11.6% tax collector admin fee increase proportionate to TDT revenue increase 51 OFFICE SUPPLIES $25,900 $15,500 $10,100 -$5,400 -34.8% budget reduced based on prior year actuals 52 OPERATING SUPPLIES $179,755 $184,068 $157,766 -$26,292 -14.3% budget reduced based on prior year actuals 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $57,758 $41,374 $41,690 $316 .08% 55 TRAINING & EDUCATION EXPENSES $23,750 $11,090 $32,230 $21,140 190.6% new: CDME certification, DMAI summits, governor’s conference, STS marketing college, advertising federation, marquee training, CSPI conference, academy for venue safety, crystal reports, regional security training, special event conference 60 CAPITAL OUTLAY $7,274,375 $5,307,058 $4,322,840 -$984,218 -18.5% beach accessways, artificial reef, living shorelines, digital map, SUV, welcome center Packet Pg. 11  improvements, laptops, ECCC equipment, porte cochere, Hwy 98 walkover, ECCC improvements 71 PRINCIPAL $155,000 $0 $0 $0 0% 81 AIDS TO GOVERNMENT AGENCIES $551,536 $957,687 $1,217,892 $260,205 27.2% Okaloosa Island F ire District, Destin Fire Department, City of Destin, City of Fort Walton Beach 82 AIDS TO PRIVATE ORGANIZATIONS $15,000 $0 $42,000 $42,000 0% Support for private organizations benefiting tourism. 91 INTRAGOVERNMENTAL TRANSFERS $1,705,729 $2,017,913 $2,134,137