Okaloosa County BOCC — October 23, 2014 — VI.l Volleyball pymt

TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: October 23, 2014 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director SUBJECT: Emerald Coast Volleyball, 2014 Fall Event Funding Background The Emerald Coast Fall Volleyball Classic was awarded $13,314.06 for various marketing activities outside the local area under the TDD’s special events and sponsorships funding program for the October 2014 event. Discussion The event dates were October 1 – 5, therefore funded in the FY15 budget. The second public hearing on the FY15 budget was September 15. Purchasing opened the system for FY15 purchase requisition entry on September 30, and staff entered a requisition at that time. Due to the volume of requisitions entered by all County departments at the beginning of the fiscal year, several requisitions were not processed until a day or two later. The Clerk’s Finance office has refused to certify the purchase order for the Emerald Coast Fall Volleyball Classic stating it is after-the-fact because it was not received by Finance until October 2 and the event start date was October 1. At this point, Board approval will be required to pay the vendor. In accordance with the expenses approved for payment on the application, payment in the amount of $3,622.30 is requested for printing and mailing of the registration letter. The Emerald Coast logo is displayed in two locations on the registration letter. In accordance with the expenses approved for payment on the application and consistent with what has historically been used to compensate special events for promoting the Emerald Coast in their online marketing, payment in the amount of $7,597.60 is requested for website impressions. TDC Recommendation to BCC 1) Recommend approval of payment up to $3,622.30 for printing and mailing of the registration letter for the Emerald Coast Fall Volleyball Classic. 2) Recommend approval of payment up to $7,597.60 for website impressions for the Emerald Coast Fall Volleyball Classic.