Okaloosa County BOCC — June 23, 2016 — Agenda Packet — reading text

d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) 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 may address, at a minimum, the following areas as appropriate: a. Ad Agency.Advertising Campaigns. b. Public Relations. c. Social Media. a.d. Website Analytics. b.e. Destination Sales. c.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. 11 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 45  1.d.a 3) All insurance requirements shall be coordinated with Risk Management. 2) Property defined as fixtures and other tangible personal property of a non-consumable nature must be included in the inventory listing of Okaloosa County and tagged accordingly pursuant to Section 274.02, Florida Statutes. a. Capitalization threshold for equipment: $1,000. b. Capitalization threshold for improvements: $5,000. E.100.E.200. PROCUREMENT AND PAYMENTADVERTISING 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, Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) 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. 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) For purposes of determining approval authority, the actual cost of the media buy shall be used rather than the total market/promotional value. 5) 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. 12 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 46  1.d.a 7) Any purchase of equipment over $2,500 shall be handled through the County Purchasing Department, rather than through contracted entities. F. TRAVEL AND ENTERTAINMENT-RELATED EXPENSES The TDD Travel Reimbursement Form (see Appendix) serves as the “travel expense voucher” pursuant to Section 125.0104(9), Florida Statutes. 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 this County travel and related expenses is governed by the County Purchasing Manual as applied under the Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) provisions of Section 112.061, Florida Statutes. Additionally: a. Council members must receive travel approval in advance from the Board. b. Travel outside the United States requires approval in advance from the Board. 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 be considered to be part of the registration fee for the trade show and shall not be considered payment in advance requiring Board approval. 2)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. Reimbursement for this 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. It is hereby determined that the Tourist Development Department is authorized and approved to make expenditures of tourist development tax revenues to advertise, market, publicize, and promote the activities of the Emerald Coast; to make known the advantages, facilities, resources, products, attractions, and attributes of the Emerald Coast; to create a favorable climate of opinion concerning the Emerald Coast; to cooperate with other agencies, public and private, to accomplish these purposes; and, in furtherance therefor, to authorize expenditures for the purposes here enumerated, including transportation, lodging, meals, and entertainment of persons in the interest of promoting and engendering goodwill toward the Emerald Coast. Additionally: a. Travel outside the United States requires approval in advance from the Board. b. 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 13 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 47  1.d.a types of purchases shall be considered to be part of the registration fee for the trade show and shall not be considered payment in advance requiring Board approval. c. 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 deposits are typically required for the reservation of meeting space (e.g. road show) or catering services (e.g. familiarization tour) in connection with the performance of promotional duties. As long as the amount of the deposit does not exceed 50% of the total quoted cost, the deposit shall not be considered payment in advance requiring Board approval. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) d. 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 reasonable and necessary in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff and the advertising agency 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. e. The County recognizes that tips and gratuities are customary within the tourism industry (e.g. tours, excursions). As long as these expenses are reasonable and necessary in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff and the advertising agency 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.f. The County recognizes that providing transportation for familiarization tour participants is customary within the tourism industry. Either