Okaloosa County BOCC — January 8, 2013 — TDD Amended OP Manual - 2 15 13 — reading text

in the form of a Resolution. D.300 ACCOUNTS The Director, after consulting with the Chief Financial Officer of the County, shall establish such accounts within the County accounting system as shall be determined to be appropriate. 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 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. Intra-account transfers may be made upon recommendation in conformity with County policies and procedures. Inter-account transfers will require a recommendation from the Council and approval by the Board by adoption of a Budget Resolution. D.400 EXPENDITURES 1) All expenditures for operating expenses and capital items are to be made in conformity with established County policies. 2) Expenditures for acquisitions shall only be allowed utilizing the written purchase order procedures of the County’s Purchasing Policy. A written purchase order will be required for the following expenditures: a. A purchase order for expenditures up to $25,000 requires approval by the Director and Purchasing Director. b. A purchase order for expenditures above $25,000 and up to $50,000 requires approval by the Director, Purchasing Director and County Administrator. c. A purchase order for expenditures over $50,000 requires approval by the Board. 3) The following procedures shall be utilized for the purchase of items: 16  a. Property being defined as fixtures and other tangible personal property of a non-consumable nature purchased with Tourist Development Trust Funds is owned by the Board and therefore, pursuant to Section 274.02, Florida Statutes, must be included in the inventory listing of Okaloosa County and tagged accordingly as required by the Auditor General. b. If the purchase price of the item is $1,000 or more, such item is defined as a “capital outlay” purchase and must be so noted. E.000 CONTRACTS WITH THIRD PARTIES E.100 CONTRACT SPECIFICATIONS All functions to be handled by contract with third parties shall be entered into in accordance with the County's standard procedures, coordinated with the County Purchasing Department, including the issuance of Requests for Qualifications (RFQ's) and/or Requests for Proposals (RFP's), required under County procedures (County Purchasing Manual and Contracts and Leases Policies and Procedures Manual). E.200 CONTRACT REQUIREMENTS When making proposals to the Board for contracts with third parties, the Director, with advice from the Council, shall ensure that each proposed contract includes the following provisions: 1) The contract is made with the Board upon the recommendation of the Council and is to be administered by the Director. The Board is not bound by an agreement, unless and until it has approved the contract by a majority vote of the Board and the agreement is fully executed. 2) No modification to the contract will be binding until approved in writing by the Board. 3) Payments called for under the contract are subject to review by and approval of the Director and the Board in accordance with County policies and procedures and as may be required by statute. 4) The contracting person or company shall produce written monthly and/or quarterly reports as to the status of all matters which are the subject of the contracts and supply these to the Director for review. 5) All contracts and payments shall be in compliance with the County’s Contracts and Leases Policies and Procedures Manual and the County Purchasing Manual. 17  6) At the end of the stated term of a contract, the Council shall publicly consider whether to recommend renewal of the contract or seek competitive bids. E.300 CONTRACT COMPLIANCE 1) The Director along with the County Purchasing Department shall oversee contract compliance by the contracting person or entity and make appropriate reports and recommendations to the County Administrator, the Council and the Board on a regular basis. 2) All contracts shall be in compliance with the County’s Contracts and Leases Policies and Procedures Manual. E.400 CONTRACT APPROVAL No contract shall be submitted to the Board unless such contract has been reviewed and approved by the Director, Contracts/Lease Coordinator, Risk Manager, County Attorney and Contracts and Grants Manager, as required in the County’s Contracts and Leases Policies and Procedures Manual, to indicate that such submission has been made and such approval has been obtained. E.500 COMMUNICATIONS WITH CONTRACTORS The Director shall act as liaison between the Board and contracting persons or entities. All correspondence from the Board/Council to such contracting persons or entities shall be administered by the Director, with copies of all correspondence to the County’s Contracts/Lease Coordinator and the Contracts and Grants Manager. E.600 CONTRACT PAYMENT APPROVAL PROCEDURES 1) Upon the approval of the budget by the Board, payments shall be made in conformity with the County Purchasing Manual. 2) All expenditures and payment approvals shall comply with the County’s Contracts and Leases Policies and Procedures Manual and the County’s Purchasing Manual. 3) All activities by entities under contract shall be pursuant to the written task order procedures of the County’s Contract Policy. A written task order will be required for the engagement of any promotional activity or any expenditure. 18  a. A task order for services up to $25,000 requires approval by the Director and Purchasing Director. b. A task order for services above $25,000 and up to $50,000 requires approval by the Director, Purchasing Director and County Administrator. c. A task order for services over $50,000 requires approval by the Board. 4) No invoice will be processed through the Clerk’s Office without the executed task order and/or purchase order approved by the respective County officials. No invoice will be approved unless the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services. 5) Any purchase of equipment over $2,500 shall be handled through the County Purchasing Department, rather than through contracted entities. E.700 ADDITIONAL PROCEDURES FOR ADMINISTRATION OF ADVERTISING AND PROMOTION CONTRACT 1) Review of advertising programs. While the Director is charged with the general budgeting for and administration of the annual contract for provision of advertising and promotion services for the County’s tourism promotion efforts, a broader base for review and approval of advertising programs is required. As such, the Council shall, at a duly-noticed public meeting, review and make recommendations on print, radio and television advertising programs produced under any advertising or public relations contract. 2) Advancement of funds. No advancement of funds will be issued unless specifically approved by the Board. F.000 SPECIAL EVENT AND SPONSORSHIP FUNDING F.100 PURPOSE The goal of the Tourist Development Department’s special event and sponsorship funding program is, generally, to increase tourism along the Emerald Coast, and specifically, to increase occupancy by out-of-town visitors in lodging facilities within the tourist development tax sub-district, including Destin, Fort Walton Beach, Okaloosa Island, Mary Esther and Cinco Bayou. 19 F.200 AUTHORIZATION 1) The Tourist Development Department will set aside a portion of the overall annual budget as a budgeted line item (determined on a fiscal year during the County’s budget process) in a funding program to supplement the efforts of individuals, groups, and organizations planning, coordinating, and managing special events, meetings and conventions (“events”) expected to directly benefit local tourism and help to increase the overall average lodging occupancy for the event’s particular time period. Funds in the program may also be used for: 1) business acquisition offer/support (including host fee requirements); and 2) pre-event “out of county” marketing, advertising and attendance stimulation activities. 2) When funding is provided, it will be to promote and attract incremental tourism and not to support administrative costs. Funds are intended to increase incremental lodging occupancy in the special taxing district of Destin, Okaloosa Island, Fort Walton Beach, Mary Esther, and Cinco Bayou. 3) The funding of sponsorships of community, civic, cultural or other organizations shall be authorized but only where such funding will be used to promote and attract increased tourism and/or enhance and develop convention center use. Funding of sponsorships for organizations shall not be used for administrative costs. F.300 PROCEDURE Special event and sponsorship funding application forms are available at the Tourist Development Department administrative offices located in the Welcome Center buildings on Okaloosa Island, and also on the Tourist Development Department’s website. Funding will be determined pursuant to the procedures contained in Section E.600. The number and extent of awards will be dependent upon the availability of designated funds from year to year. The following procedures shall be used by an applicant to request support of a special event or promotion: 1) Requests for funding shall be made to the Director or his designated agent on the approved application form. All applicants shall apply for funding and submit a completed application form to the Director well in advance of the anticipated event date. The Director or designated agent will review the application forms to ensure compliance with all applicable requirements. The Director or designated agent reserves the right to request additional information from the applicant prior to making decisions on whether to award funding. 20  2) The history and experience of the applicant members and/or the organization is extremely important when considering the award of any funds as well as the following; the soundness and potential of the proposed or