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

funds) d. Anticipated return on investment / Metrics for success (e.g. out-of-area visitors, sports industry prestige) 17 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 51  1.d.a 3) The Tourist Development Department is authorized to engage in the bid process for approved sports event bids. Bid applications shall be signed in accordance with County Purchasing Manual approval thresholds. 4) Any contracts or agreements resulting from sports event bids awarded to the County shall be approved in accordance with section E.300 of this Manual. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) 18 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 52  1.d.a SECTION THREE: OPERATIONAL & CAPITAL FUNDING REQUESTS ANNUAL APPLICATION DEADLINE: MAY 1 J.100. PURPOSE The TDD may provide operational and capital funding support to organizations promoting tourism within the sub-county taxing district, as authorized under Section 125.0104, Florida Statutes, and Okaloosa County’s Tourist Development Plan. J.200. AUTHORIZATION The TDD will set aside a portion of the overall annual budget as a budgeted line item to fund operational and capital funding requests approved in accordance with this Manual. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) J.300. APPLICATION PROCESS 1) The application must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form 2) Applications are due by May 1 to be considered for the upcoming fiscal year budget. If May 1 is a Saturday or Sunday, applications are due the first weekday in May. For example, applications for expenses to be incurred October 1, 2015 through September 30, 2016 are due no later than May 1, 2015. 3) The individual signing the Application must be authorized to enter into agreements on behalf of the requesting organization. 4) Applications must include an original signature and may be hand-delivered or mailed to the Tourist Development Department, 1540 Miracle Strip Pkwy SE, Fort Walton Beach, FL 32548. Incomplete applications and applications received after 5pm on May 1 may not be considered. A Conflict of Interest form must be submitted with the application. 5) Applications received by May 1 shall be presented to the Tourist Development Council during its May budget meeting to be considered for funding as part of the annual budget process. 6) Upon final adoption of the annual budget by the Board of County Commissioners in mid- September, applications will be executed in accordance with County Purchasing approval authority limits and a purchase order or contract issued. 7) Applicants shall be notified of their funding status in mid to late September. 8) An exception to the May 1 application deadline may be granted by the Tourist Development Director for emergency situations when the issues are time critical. If an exception is granted, the application will be presented to the Council for consideration. If funding is approved by the Council and budget funds are available, the application will be executed in accordance with County Purchasing approval authority limits. If funding is approved by the Council and a budget amendment from reserves is required, recommendation of the Council and approval by the Board is required regardless of dollar amount. If the budget amendment is approved, the application will be executed in accordance with County Purchasing approval authority limits. 19 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 53  1.d.a J.400. REIMBURSEMENT PROCESS 1) Payments are on a reimbursement basis only. Copies of proof of performance and proof of payment for approved expenditures must accompany the organization’s invoice. 2) Reimbursement requests are due no later than October 15. Funding lapses at fiscal year end (September 30) and reimbursement must be made by the County no later than October 31. Failure to submit a timely invoice along with proof of performance and proof of payment will result in forfeiture of funding. 3) The TDD recognizes that amounts requested on the Operational & Capital Funding Request may vary from amounts actually incurred. While variances in dollar amounts among approved expenditures are acceptable, only expenditures approved on the application will be paid and the total invoiced for reimbursement may not exceed the total approved on the Funding Request. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) 4) In the event a portion of an invoice submitted to the County for payment, as specified above, is disputed, payment for the disputed amount may be withheld pending resolution of the dispute, and the remainder of the invoice will be processed for payment without regard to that portion which is in dispute. 20 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 54  1.d.a Okaloosa County Tourist Development Department Operational & Capital Funding Request (Annual Deadline: May 1) This form is to be used for all operational and capital requests for tourist development tax funding to facilitate the review and approval process. This form must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form. ORGANIZATION INFORMATION: Name: Tax I.D.: Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) Contact Person: Title: Phone: Email: Street Address: City/ST/Zip: Briefly describe the organization: CATEGORY OF FUNDING REQUESTED: ___ Beaches & Parks (1st penny) Authorized uses include: To provide and improve beach park facilities or beach improvements including access; To provide and improve tourist destination facilities within the subdistrict for which there is public access, including the beaches located within the city limits of Destin. ___ Tourism Administration (2nd penny) Authorized uses include: Tourism Services, including visitor services, brochure distribution, communication and research; Lifeguard services and protection. ___ Convention Center (3rd penny) Authorized uses include: To provide for the operations and maintenance of the Convention Center, the Visitor Welcome or Information Centers, and other Tourist Destination Facilities, including aquariums and museums; To provide for the promotion of the use of the Convention Center and other Tourist Destination Facilities. ___ Tourism Promotion (5th penny) Authorized uses include: Tourism promotion. FUNDING REQUEST INFORMATION: Describe the funding request in detail. Attach pictures or any other supporting documentation. 21 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 55  1.d.a Describe how the funding request promotes tourism within the sub-county taxing district. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) Describe other funding methods pursued and why Tourist Development Tax funding is necessary. Dates during which expenses will be incurred: Start Month/Year: ____________ End Month/Year: ____________ Itemize expenses requested for reimbursement. Denote what portion of the expense, if any, is funded by another source. Attach quotes or any other supporting documentation. Amount funded by Amount funded Description tourist development by other sources tax TOTAL $0 $0 $0.00 Note: Item(s) may be disqualified individually without impacting other items listed. 22 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 56  1.d.a Upon completing this funding request in its entirety, please read the following statement and affix your signature. I am submitting this funding request on behalf of my organization and am aware that this request will be reviewed for final approval. I have completed this funding request fully and accurately, understand that all information submitted will be used to determine funding eligibility, and have not misrepresented any information contained herein. I understand that if the funding request is approved, payment will be made on a reimbursement basis based on actual expenses incurred. While actual expenses may vary from the amounts noted on this funding request, the total dollar amount reimbursed will not exceed the total dollar amount approved. Copies of vendor invoices, proof of payment, and an invoice from my organization to the County will be required for payment. Attachment: I. d. TDD Manual