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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.