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

B.300. AGENDA There shall be an official agenda for every Council meeting, which shall determine the order of business conducted at the meeting. The agenda will be prepared for each Council meeting by the Director and reviewed by the Chairman. Individuals or entities wishing to place an item on an upcoming agenda for Council action must submit a written request to the Director at least two (2) weeks prior to a regularly Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) scheduled meeting along with any supporting documentation. Department staff, and the Council attorney if necessary, shall provide background information on each agenda item and such information shall be available to Council members at least two (2) business days prior to a scheduled meeting. Items may be added to the agenda when deemed necessary, by majority vote of the Council, in emergency situations when the issues are time critical or cost sensitive. Except as otherwise provided for herein, non-agenda matters shall be confined to items that are informational only. B.400. RULES OF PARTICIPATION 1) Rules. The Council meetings shall be subject to all the procedural requirements of Chapter 286, Florida Statutes. All Council meetings must be duly noticed and open to the public. Council members are prohibited from discussing with any other Council member any matter on which foreseeable action will be taken by the Council. 2) Public Participation. Council meetings will be conducted by the Council Chairman, the Vice- Chairman, or a designee, in a manner to permit the greatest possible participation by all Council members and the interested public. 3) Council Participation. Council members must be present at the meeting to participate. Participation by electronic participation or proxy vote is prohibited. 4) Majority/Quorum. Approval of a motion requires an affirmative vote of a simple majority vote of the Council members present and voting. Five (5) Council members shall constitute a quorum of the Council for purposes of conducting business. 5) Abstention. Any Council member desiring to abstain from voting shall publicly disclose the reason for the abstention before the vote is taken, in compliance with Section 286.012 and Chapter 112, Florida Statutes. Full disclosure must be made in writing within fifteen (15) days after the date of such meeting by completing a Voting Conflict Form (see Appendix) and filing it with the Director. The Voting Conflict Form shall be attached to the minutes of the meeting in which the abstention took place. B.500. MINUTES Written minutes shall be kept of each Council meeting. A written summary of each meeting shall be presented at the next Council meeting for approval by Council members and signed by the Council Chairman and Director. Such written summary shall include the Council members in attendance, major 7 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 41  1.d.a items of discussion, formal action taken at such meetings, and items presented during public comments. The Council shall abide by Florida Statutes in regard to minutes and public participation. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) 8 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 42  1.d.a SECTION TWO: TOURIST DEVELOPMENT DEPARTMENT OPERATIONS AND PROCEDURES MANUAL C. TOURIST DEVELOPMENT PLAN, STRATEGIC MARKETING PLAN, AND BUDGET C.100. TOURIST DEVELOPMENT PLAN 1) Pursuant to Section 125.0104(4)(d), Florida Statutes, the County has adopted a Tourist Development Plan by ordinance enacted by the Board. The Tourist Development Plan may not be substantially amended except by ordinance enacted by an affirmative vote of a majority plus one additional member of the Board. 2) As necessary, the Director shall present a revised Tourist Development Plan to the Council. 3) As necessary, the Council shall recommend to the Board any proposed changes to the Tourist Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) Development Plan. C.200. STRATEGIC MARKETING PLAN 1) The Director is responsible for preparing an annual Strategic Marketing Plan, which shall identifying an allocation of funds among budget categories (e.g. media campaign, public relations, trade shows, promotional items), whichset forth the proposed marketing activities and expenditures for the upcoming fiscal year. The Strategic Marketing Plan shall be presented to the Council for review and recommendation along with the proposed annual budget. The Council’s recommendation shall be presented to the Board for final approval. 2) The Director is responsible for preparing quarterly Strategic Marketing Plans identifying proposed marketing activities and expenditures (e.g. advertising media, promotional travel and/or entertainment expenses, trade shows), which shall be presented to the Council for review and recommendation. The Council’s recommendation shall be presented to the Board for final approval. a. The Tourist Development Department is authorized to obtain pricing information for potential advertising media to develop the quarterly Strategic Marketing Plan. b. The following factors, as appropriate, may be considered for potential advertising media to develop the quarterly Strategic Marketing Plan: i. Target Audience (e.g. demographics) ii. Target Market (e.g. geography, reach) iii. Size (print/digital) or Duration (broadcast) iv. Placement (e.g. location within publication or on website or time of day and programming) v. Added Value Items (e.g. online banners, e-blasts, social media, editorial, endorsement) vi. Actual Cost (e.g. price to be paid by the County) vii. Total Market/Promotional Value (may reflect the rack rate and/or include cost of bonus or added value items) 3) Funds may be allocated to a “Promotional Reserves” category to provide for promotional opportunities that may arise which are not identified in the quarterly Strategic Marketing Plan. Promotional reserve funds may be appropriated in accordance with County purchasing policies and approval authorities and the Act, along with concurrence of the Council Chairman. A monthly 9 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 43  1.d.a reconciliation of the use of promotional reserve funds will be provided to the Council and Board for informational purposes. a. Advertising solicitations received by TDD staff may be evaluated in accordance with section C.200.2.b. 4) The County recognizes that deviations from the proposed marketing activities identified in the approved quarterly Strategic Marketing Plan may occur during the year. The Director will apprise the Council and the Board of these changes as they become known. An amended Strategic Marketing Plan shall be presented to the Council for review and recommendation to memorialize the changes on a quarterly basis, as necessary. The Council’s recommendation shall be presented to the Board for final approval on a quarterly basis, as necessary. Attachment: I. d. TDD Manual (5771 : TDD Manual (Charlotte Dunworth)) C.300. BUDGET The budget process is governed by Florida Statutes, Department of Revenue rules, and County budget ordinances and policy. Additionally: 1) Initial Draft Budget. The Director is responsible for compiling the initial draft of the proposed annual budget for presentation to the Council prior to the date for submission of the annual budget proposal to the County Administrator. This draft shall contain, at a minimum, the following items: a. Projected tourist development tax revenues for the budget period. b. Projected expenses by account number and summarized by category for the budget period. c. Proposed capital projects for a five-year period. d. Recommendation on staff positions and salaries, if position changes. e. Recommendation on reserve levels. 2) Council Review. The Council is responsible for conducting at least one public meeting on the proposed budget recommended by the Director before the proposed budget is submitted to the County Administrator. 3) Board Review. The Director will present the Council’s recommended budget to the County Administrator, who will use the recommendation in preparing the budget submission to the Board during its budget review process. 4) Council Review of Adopted Budget. The Director will present the budget adopted by the Board to the Council. The Council shall review the adopted budget to ensure conformity with the Tourist Development Plan and the provisions of Section 125.0104, Florida Statutes. If the Council has any objections to the adopted budget, the objection(s) shall be presented to the Board. 5) Budget Modifications and Reserve Expenditures. The Director shall present to the Council any proposed modifications to approved budget line items or allocation of reserve funds during the course of the budget year which require Board action. The Council shall provide its recommendation on the proposed changes to the Board. C.400. ACCOUNTS All present tourist development tax revenues and those carried forward from year-to-year shall be placed in an interest-bearing trust fund in accordance with Florida Statutes, which shall then be re-allocated to 10 of 38 TDC 06-23-2016 BCC 07-06-2016Packet Pg. 44  1.d.a various areas as required by Section 125.0104, Florida Statutes. In no case shall the Tourist Development Trust Funds be co-mingled with the general revenue of the County. D. FINANCIAL AND TOURISM PROMOTION MONITORING Financial and tourism promotion monitoring is governed by Florida Statutes and the County’s Tourist Development Plan ordinance. Specifically: D.100. FINANCIAL REPORTS 1) The Director is responsible for presenting financial reports, at least quarterly, to the Council and Board. Financial reports shall contain, at a minimum, the following budget-to-actual information: a. Revenues. Attachment: I.