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

1.c.a Packet Pg. 32 Attachment: I. c. TDT Ordinance (5770 : TDT Ordinance (Charlotte Dunworth))  1.d Tourist Development Council Meeting: 06/23/16 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Update Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 5771) DOC ID: 5771 TDD Manual (Charlotte Dunworth) Updated: 6/20/2016 3:19 PM by Aida Wilkinson Page 1 Packet Pg. 33  1.d.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: June 23, 2016 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager SUBJECT: TDD Manual Revision STATEMENT OF ISSUE: Request approval of proposed revisions to the TDD Manual. BACKGROUND: The TDC Bylaws and TDD Manual were adopted in March 2013 and updated in October 2015. County staff including tourist development, human resources, purchasing, and the County Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) Administrator’s office vetted these changes and met with the Clerk’s staff to facilitate successful implementation of new marketing policies. A draft revision has been prepared for TDC review and discussion. This staff report provides a synopsis of substantive modifications.  C.200. Strategic Marketing Plan (SMP) – quarterly SMP’s will be prepared identifying specific marketing activities and expenditures (e.g. media placements, promotional travel and/or entertainment expenses, trade shows) in addition to an annual SMP identifying an allocation of funds among budget categories (e.g. media campaign, public relations, trade shows, promotional items).  E.200 Advertising Media – documents the process for purchasing advertising media; this language will eventually reside in the purchasing manual.  F.200 Promotional Travel and/or Entertainment-Related Expenses – clarifies the authority, approval, and post-event reporting for these expenses.  F.400 Gifts, Gratuities, Discounts, Services, Favors – removed in favor of HR code of conduct.  G.100 Media Co-ops – documents the process of advertising media (e.g. print, digital, broadcast) partnerships between the TDD and industry partners to enable industry partners to gain exposure that may otherwise be cost prohibitive.  G.200 Trade Show Co-ops – documents the process of trade show partnerships between the TDD and industry partners to enable industry partners to gain exposure that may otherwise be cost prohibitive.  H. Social Marketing – provides authority for and documents the process of engaging social marketers.  I. Bidding for Sports Events – provides authority for and documents the process of bidding for sports events. Proposed revisions are identified as follows: stricken words indicate deletions and underlined words indicate additions. OPTIONS: 1) Approve revised TDD Manual as presented. 2) Provide feedback/direction regarding proposed revisions. RECOMMENDATION TO BCC: Approve revised TDD Manual as presented. Packet Pg. 34  1.d.a Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) TOURIST DEVELOPMENT COUNCIL BYLAWS AND TOURIST DEVELOPMENT DEPARTMENT OPERATIONS & PROCEDURES MANUAL TDC June 23, 2016 BCC July 6, 2016 1 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 35  1.d.a TABLE OF CONTENTS Section One: Tourist Development Council ByLaws A. General A.100.....Legal Authority ............................................................................................................ 4 A.200.....Statement of Organization ........................................................................................... 4 A.300 Mission ......................................................................................................................... 4 A.400 Location of Office ........................................................................................................ 4 A.500 Staff .............................................................................................................................. 5 A.600 Council Composition and Vacancies ........................................................................... 5 A.700 Council Chairman ........................................................................................................ 6 A.800 TDC Bylaws and TDD Operations and Procedures Manual Amendment .................. 6 Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) B. Council Meetings B.100 Regular Council Meetings ........................................................................................... 6 B.200 Location and Notice ..................................................................................................... 7 B.300 Agenda ......................................................................................................................... 7 B.400 Rules of Participation ................................................................................................... 7 B.500 Minutes ........................................................................................................................ 7 Section Two: Tourist Development Department Operations and Procedures Manual C. Tourist Development Plan, Strategic Marketing Plan, and Budget C.100 Tourist Development Plan ........................................................................................... 9 C.200 Strategic Marketing Plan .............................................................................................. 9 C.300 Budget .......................................................................................................................... 10 C.400 Accounts ...................................................................................................................... 10 D. Financial and Tourism Promotion Monitoring D.100 Financial Reports ......................................................................................................... 11 D.200 Tourism Promotion and Marketing Reports ................................................................ 11 E. Procurement Procedures E.100 General ......................................................................................................................... 11 E.200 Advertising Media ....................................................................................................... 12 E.300 Contracts ...................................................................................................................... 12 F. Travel and Entertainment-Related Expenses F.100 County Travel and Related Expenses .......................................................................... 13 F.200 Promotional Travel and/or Entertainment-Related Expenses ...................................... 13 G. Industry Partnerships G.100 Media Co-ops ............................................................................................................... 15 G.200 Trade Show Co-ops ..................................................................................................... 16 H. Social Marketing H.100 Social Marketing .......................................................................................................... 16 I. Bidding for Sports Events I.100 Bidding for Sports Events ............................................................................................ 17 2 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 36  1.d.a Section Three: Operational & Capital Funding Requests J. Operational & Capital Funding J.100 Purpose ......................................................................................................................... 19 J.200 Authorization ............................................................................................................... 19 J.300 Application Process ..................................................................................................... 19 J.400 Reimbursement Process ............................................................................................... 20 Application .................................................................................................................................. 21 Section Four: Local Event Marketing Funding K. Local Event Marketing Funding K.100 Purpose ......................................................................................................................... 24 K.200 Authorization ............................................................................................................... 24 Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) K.300 Funding Guidelines ...................................................................................................... 24 Application .................................................................................................................................. 28 Conflict of Interest Disclosure .................................................................................................... 32 Participant Registration Roster