Okaloosa County BOCC — February 18, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Horizons Burning Up The Beaches Car Show DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of 2013 & 2014 Burning Up The Beaches car shows cablecast on Velocity channel. BACKGROUND: The previous Tourist Development Director, Dan O’Byrne, made a verbal commitment to L.A. Woodall to fund Horizons Foundation’s agreement with Masters Entertainment Group to produce a car show on location in Fort Walton Beach in 2013 and 2014. An invoice dated October 16, 2013 was received by then-interim TDD Director Rick Owen in early November 2013 for the 2013 show in the amount of $7500. A task order was approved for the 2013 show in January 2014, but payment cannot be processed since the task order was approved after the scope of work was completed. Further, the task order does not mention the additional $7500 in the Masters Entertainment Group agreement for the 2014 show. In addition, Mr. O’Byrne approved a Special Event and Sponsorship Funding Application for the Burning Up The Beaches event to be held in May 2014. The contract for direct sales call services as well as payment for such services and proof of attendance at shows will be required for reimbursement up to the approved amount of $9000. The Special Event and Sponsorship Expense Reimbursement Request and Special Event and Sponsorship Post-Event Report must be submitted no later than thirty days after the event to remain eligible for future year funding, if desired. Since approval of $15,000 for the two car shows was verbal and multiple funding sources are requested for the 2014 event ($7500 ad agency reimbursement for television show and $9000 special event funding for promotional activities), staff respectfully requests Board approval for these expenses in the interest of full disclosure and transparency. All reimbursements to Horizons will be made based on proof of payment for actual expenses incurred. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve 1) task order 127 for $7500 for 2013 car show, 2) task order issuance for $7500 for 2014 car show, 3) special event funding for $9000 for direct sales calls. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator