Okaloosa County BOCC — November 3, 2016 — Minutes — reading text

Tourist Development Council 1540 Miracle Strip Parkway Fort Walton Beach, FL 32548 Regular Meeting www.EmeraldCoastFL.com ~ Minutes ~ Thursday, November 3, 2016 2:00 PM Emerald Coast Convention Center Council Members & Staff Attendee Name Title Status Arrived Departed Dale E. Peterson Chairman – Owner, Dale E. Peterson Vacations Absent Thomas Rice Vice-Chairman – Owner, Magnolia Grill Restaurant Present Honorable Kelly Windes Okaloosa County Board of Commissioners - Liaison Absent Honorable Jim Foreman City of Destin Representative Present Honorable Mike Anderson City of Fort Walton Beach Representative Absent Bruce Craul Chief Operating Officer, HarborWalk Hospitality Present Thom Gossom Owner, Best Gurl, Inc. - Mktg & Communications Firm Present Joe Guidry Manager, Ramada Plaza Beach & RV Resorts Present Melissa Matern Marketing Manager, ResortQuest Present 2:08 Darrel Jones Interim Director, Tourist Development Dept. Okaloosa Co. Present Lynn Hoshihara Nabors, Giblin & Nickerson PA Present Pledge of Allegiance and Welcome (Tom Rice – Vice-Chairman) Vice Chairman Tom Rice called the meeting to order at 2:00 p.m. Council Member Minute Mr. Craul indicated increased business in October with group bookings and families whose children were on fall school breaks. He credited the TDC’s consistent sales and marketing efforts. Vice Chairman Rice announced upcoming events: 50th Vietnam War Commemoration event on November 5 from 10 AM to 3 PM at the Air Armament Museum; Veterans Day Ceremony at Beal Memorial Cemetery on November 11 at 11:00 AM. Attorney Update No update. Director Update Mr. Jones recognized Coastal Management Coordinator, Jim Trifilio, who was recently named Chair of the Florida Shore & Beach Preservation Association (FSBPA). Mr. Jones announced the implementation of the “Essential Piece” Employee Recognition Program and provided a copy of the program guidelines. Mr. Jones advised the TDC of a Florida Department of Transportation (FDOT) public information open house on November 15 from 5:30 PM to 6:30 PM concerning widening Hwy 98 to six lanes from Emerald Bay Drive to Tang-O-Mar Drive. Mr. Jones invited ECCC General Manager Bill Leaman to explain proposed amendments for the Aramark contract in conjunction with a one-year renewal through January 2018. Specific amendments requested by Aramark include (1) utilize vacant convention center rooms to preset bars and food services, (2) reduce outside catered functions from 16 to 10 events (not including county functions), and (3) modify outside catering kitchen rental charge from $500 per event to inclusion in gross commissionable receipts. Staff clarified that no ECCC kitchen equipment is removed when Aramark utilizes the kitchen for outside catering. Motion: To renew Aramark contract as presented by Mr. Leaman. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Guidry SECONDER: Craul AYES: Foreman, Gossom, Matern, Rice Council applauded the morale building program and praised the staff for their efforts as the TDC transitions in managerial changes and staff vacancies. Mr. Rice encourage Mr. Jones to continue serving. Tourist Development Council Page 1 11/3/2016  Public Comments Related to Current Agenda (3 minutes each) Ms. Lynn York representing the Crestview Area Sister City program provided an update to the recent visitation of 50 travelers from Noirmoutier, France. The visitors 12 day county experience included a host of events which were enjoyed by all and a tremendous success, thanks to the efforts of the TDC’s participation. Visitor  Ted Corcoran, Fort Walton Beach Chamber of Commerce Ken Wampler (Newman-Dailey) on behalf of the Tourist Development Director Selection Committee presented an update concerning the search for a new Director. The Selection Committee has received a plethora of applications however applicant qualifications and attributes have been mediocre. The Selection Committee asked Mr. Wampler and Mr. Corcoran to go before the Board of County Commissioners (BOCC) on November 1 st to present two requests: (1) a 90 day extension to refine the job description as to what the duties and role should be not what it was. The BOCC carried the motion unanimously. (2) A six to twelve month official agreement with Mr. Jones as the Interim Director. The BOCC raised concerns as the agreement may stifle the search for a TDD therefore no motion was made. County Administrator John Hofstad stated a possibility may be to set up the marketing component of the department as a standalone entity and retain beach and ECCC infrastructure and capital components with the county. To support and request that the BOCC enter into an official employment Motion: agreement with Mr. Darrel Jones for six to twelve months as necessary. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Craul SECONDER: Guidry AYES: Foreman, Gossom, Matern, Rice I. Items for TDC Approval/Recommendation a. September 22, 2016 TDC Meeting Minutes (Tom Rice) Motion: To approve the September 22, 2016 TDC Meeting Minutes as presented RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Foreman SECONDER: Gossom AYES: Craul, Guidry, Matern, Rice b. October 13, 2016 TDC Special Meeting Minutes (Tom Rice) To approve the October 13, 2016 TDC Special Meeting Minutes as Motion: presented RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Craul SECONDER: Gossom AYES: Foreman, Guidry, Matern, Rice c. Financial Update (Charlotte Dunworth) Ms. Dunworth presented the financial update and provided details of ECCC revenue and expense. Mr. Craul suggested that the TDC and staff continue to visit state education officials to voice concern about the Florida School Districts Calendar. Earlier start dates present a negative financial impact to tourism in our county. Motion: To accept the financial update as presented. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Matern SECONDER: Foreman AYES: Craul, Guidry, Gossom, Rice Tourist Development Council Page 2 of 5 11/3/2016  d. FY16 SMP Q4 Amendment (Charlotte Dunworth) Ms. Dunworth presented the FY16 SMP Q4 Amendment. Informational purposes only. e. FY17 SMP Q2 (Charlotte Dunworth) Ms. Dunworth presented the January through March 2017 Strategic Marketing Plan. Mr. Craul inquired about quantifiable data for ROI for Chicago Takeover last year. To request approval of the FY 2016-17 Quarterly Strategic Marketing Motion: Plan for January through March 2017. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Craul SECONDER: Matern AYES: Foreman, Gossom, Guidry, Rice f. French in Florida interlocal agreement amendment (Charlotte Dunworth) Ms. Dunworth presented the amendment. To approve amending the interlocal agreement for the French in Florida Motion: exhibit, City of FWB contract C16-2453-TDD, for the provision of Panama City airport advertising in the amount of $1,800. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Foreman SECONDER: Craul AYES: Gossom, Guidry, Matern, Rice g. Horizons Beach Parks Janitorial Services contract renewal (Charlotte Dunworth) Ms. Dunworth presented the renewal. To approve a one-year contract extension to Horizons of Okaloosa Motion: County, Inc. contract C16-2357-TDD for the provision of beach parks janitorial services through December 31, 2017. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Gossom SECONDER: Guidry AYES: Craul, Foreman, Matern, Rice h. Strategic Contact Solutions Group contract amendment (Charlotte Dunworth) Ms. Morgenthien presented the amendment. To approve amending the initial one year term to November 1, 2016 Motion: through October 21, 2017 for Strategic Contact Solutions Group contract C16-2439-TDD for lead generation services. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Guidry SECONDER: Foreman AYES: Craul, Gossom, Matern, Rice Tourist Development Council Page 3 of 5 11/3/2016  i. EBMS Software License Agreement renewal (Charlotte Dunworth) Ms. Dunworth presented the amendment. To approve amending Ungerboeck Systems International contract C07- Motion: 1502-TDC for $7,144 annual maintenance from November 1, 2016 through October 31, 2017 RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Guidry SECONDER: Matern AYES: Craul, Foreman, Gossom, Rice j. Romjue Advertising contract amendment (Darrel Jones) Ms. Morgenthien presented the amendment. To approve Amendment 3 to Romjue Advertising contract C12-2006-AP