Okaloosa County BOCC — August 19, 2014 — reading text

Environmental Council, Inc; directing for the crediting of funds held by the Council to the County Tourist Development Trust Fund; and authorizing the County Attorney to execute any documents to finalize the dissolution. BACKGROUND: The Beautification Council, subsequently renamed Environmental Council, was created by the Board in 1987 to encourage and promote individuals and businesses to maintain a litter free county with an emphasis on beautification projects. The Council was initially funded by the General Fund, but in approximately 2001 tourist development tax revenue became the funding source. In 2012, there were discussions to dissolve the Council and in furtherance of that intent, the Council was administratively dissolved by the Florida Department of State for failure to file an annual report last year. The remaining funds are public funds that should be treated as TDT revenue based upon the amount and the length of time that it was funded by the TDT. The attached resolution finalizes the dissolution of the Environmental Council and provides for the allocation of the remaining funds to be used in the same manner as the first penny of the County’s tourist development tax. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Resolution 14-__ directing the dissolution of the Okaloosa County Environmental Council and the crediting of remaining funds. RECOMMENDED BY: APPROVED BY: Packet Pg. 630 Ernie Padgett, County Administrator Packet Pg. 631  RESOLUTION 14-__ A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY; DIRECTING THE DISSOLUTION OF THE OKALOOSA COUNTY ENVIRONMENTAL COUNCIL, INC.; DIRECTING FOR THE CREDITING OF FUNDS HELD BY THE COUNCIL TO THE COUNTY TOURIST DEVELOPMENT TRUST FUND; AUTHORIZING THE COUNTY ATTORNEY TO EXECUTE ANY DOCUMENTS TO FINALIZE THE DISSOLUTION; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Board of County Commissioners established the Okaloosa County Beautification Council in 1987, which was subsequently renamed Okaloosa County Environmental Council, Inc. (“the Council”), for the purpose to encourage and promote individuals and business firms to maintain a litter free county with emphasis on beautification projects through a voluntary effort, of having and keeping the entire county free of litter and to encourage everyone to maintain buildings and landscapes towards a more beautiful society; and WHEREAS, the Council was initially funded through appropriations from the General Fund by the Board of County Commissioners; and WHEREAS, in approximately 2001-2002, the responsibility for the funding of the Council was assigned to the Tourist Development Department and has been funded since that time through the use of Tourist Development Tax revenue; and WHEREAS, in 2012, there were discussions to dissolve the Council and in furtherance of that intent, the Council was administratively dissolved by the Florida Department of State for failure to file an annual report; and WHEREAS, the Board seeks to formally dissolve the Council and to provide that the remaining funds held in their accounts be appropriately allocated. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY, FLORIDA, AS FOLLOWS: 1. That the Board of County Commissioners does hereby direct that the appropriate documentation be filed with the Secretary of State for the State of Florida to provide for the dissolution of the Okaloosa County Environmental Council, Inc. 2. All funds held in any accounts of the Okaloosa County Environmental Council, Inc., shall be allocated to the accounts established for the maintaining of the County’s Tourist Development Tax proceeds and shall be utilized in the same manner as the First Penny of the County’s Tourist Development Tax. Packet Pg. 632  3. The County Attorney is directed and authorized to take any action as required to execute to finalize the dissolution of the Okaloosa County Environmental Council, Inc. and is authorized to execute any documentation on behalf of the Board to effectuate the dissolution and to transfer the remaining funds as set forth herein. 4. This Resolution shall take effect upon approval of the Board of County Commissioners. ADOPTED THIS _____ day of ________________, 2014 THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY _______________________________________ Charles K. Windes, Jr. Chairman ATTEST: ___________________________________ Clerk of the Court 2 Packet Pg. 633  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Peter Mayer TO 112 BP Media Pass Through Cost (Revised #2) DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign revised Task Order 112 titled BP Media Pass Through Cost, contract C12-2007-TDC Peter A Mayer Advertising, in the revised amount of $205,602. BACKGROUND: Several task orders were approved in November 2013 for various activities related to the expenditure of BP funds. The direction of the campaign subsequently changed (e.g. new look, feel, style, fonts, colors), and BP savings were realized in late February/early March 2014 under task orders for brand television and photography. These savings were allocated to increasing online banner ads originally approved under Task Order 112 in the amount of $191,255. As a result of the unilateral restrictions placed on the County by BP on all expenditures of BP grant funds, the County was required to spend such funds by April 1, 2014. To meet time constraints and other restrictions placed on the use of BP grant funds, Task Order 134 was issued on March 6 for the additional banner ads in the amount of $14,347. Task Order 134 clearly explains “Considering the next available Board meeting is March 18, the County would not be able to take advantage of these additional advertising opportunities in the timeframe remaining to spend BP funds if authorization is provided via revising task order 112.” Authorizing the additional online banners under task order 134 ensured the BP deadline for expenditure of funds could bet met. Amending task order 112 would have required BCC approval due to the original task order dollar amount, and would have precluded the funds from being spent within the requisite time frame. TDD staff worked closely with legal counsel to ensure the reallocation of funding and Task Order 134 authorization were within the confines of BP and County regulations. However, payment of Task Order 134 invoices is being withheld. Task Order 112 is hereby amended to include the services previously authorized on Task Order 134. Task Order 134 will be voided. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 112 titled BP Media Pass Through Cost as revised. Packet Pg. 634 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 635 Packet Pg. 636 Packet Pg. 637 Packet Pg. 638 Packet Pg. 639 Packet Pg. 640 Packet Pg. 641 Packet Pg. 642  TASK ORDER APPROVAL FORM CONTR ACT #: C 12-2007-TDC TASK ORDER#: _,13"--'-4- __, TASK ORDER AMOUNT: ~ /tf1 '6£11- OFFERED BY CONSULT AN T: Peter Mayer Advertising FIRM' ~~ ME Jamk s G( iger REPRESEN AliVE'S PRINTED NAME SIG~TUR v CFO 3/5/2014 TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (Per Purchasing Manual) • $25,000 or less approved by Purchasing Director • Between $25,001 and $50,000 approved by Purc hasing Director and County Administrator • In excess of $50,000 approved by the Boord. SIGNATUR E TITLE DATE I DATE ( I I CO UNTY ADMINISTRATOR (if applicable) CHAIRMAN (if applicable) DATE DATE Packet Pg. 643  TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT#: C12-2007-TDC TASK/PURCHASE ORDER#: 134 BP Additional Online Media Pass Through TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $14,347.00 I have reviewed the above-referenced task/purchase order and find it to be in compliance with the terms of the contract, Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) \...\-\ This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: ~5 LYNN M. HOSHIHARA PRINT NAME MARCH 3, 2014 DATE Packet Pg. 644 Okaloosa Tourist Development Department (TDD) BP Additional Online Media Pass Through Costs Task Order #134 February 27, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Packet Pg. 645  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 TABLE OF CONTENTS 1 BACKGROUND & PROJECT ASSIGNMENT .........................................................•..•.....•.........•...•.....................• 3 2 ACTIVITIES & DELIVERABLE$ .•.....•................................................................................................................... 3 3 COST .......................................................................•.•......•.•.•..•.........•.•.................•...••..•.•.•..•...........•...................• 4 4 BILLING