Okaloosa County BOCC — February 27, 2014 — Minutes — reading text

Gulf Drive group, the Mid-Bay Bridge Authority, and the Destin City Council will be looking at it on Monday night. They are requesting a letter or resolution for support of the project from these groups. Mr. Windes immediately moved to provide the Howard Group with a letter of endorsement to support the project. Motion to Approve Letter of Endorsement RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Windes SECONDER: Rice AYES: Peterson, Gossom, Guidry, Joyce, Dixon, Rigdon a. Transfer First Penny Reserve Funds- An administrative error resulted in an erroneous transfer of remaining Western Destin Beach Restoration funds to cash carry forward/reserves. Ms. Dunworth briefed the group and requested approval to transfer funds from reserves to the expense account. Motion to Approve Allocation of Reserve Funds RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Guidry SECONDER: Rice AYES: Windes, Peterson, Gossom, Joyce, Dixon, Rigdon b. Food & Beverage RFP- Mr. Leaman briefed the group on the status of the food and beverage RFP. Aramark has been awarded the proposal by the selection committee, provided the TDC and BCC approve to enter into contract negotiations. Motion to Recommend Awarding the Convention Center’s current Food and Beverage Catering Proposal to Aramark RESULT: MOTION APPROVED [6-1] MOVER: Rigdon SECONDER: Windes AYES: Guidry, Peterson, Gossom, Joyce, Dixon NAYES: Rice c. Engineering Consultant Contract – Genesis- The center has entered into a contract to be signed by the BCC Chairman soon. Okaloosa County Tourist Development Department Page 5 of 9  d. Engineering Consultant Contract – Matrix- The center has entered into a contract to be signed by the BCC Chairman soon. e. Add office space at the Visitors Center- Mr. Schroeder showed a schematic of the Visitors Center and explained much needed renovations. The work would add three offices, a work area and a storage space. The Visitors Center currently rents four climate-controlled storage spaces in Destin. The goal is to move storage materials to the Visitors Center and reduce the satellite storage from four to two units initially, and eventually to one remaining unit. There is a potential for $240 in monthly savings per unit eliminated. Mr. Guidry stated while the improvements are needed, they should be considered a short term solution, not a long term. He likened the project to putting lipstick on a pig. The Visitors Center also needs reroofing, but added its current size offers no growth potential. The Visitors Center needs a whole new state of the art building. Mr. Schroeder continued by stating funding would come from the already established fund for Visitors Center improvements. Motion to Recommend Visitors Center Improvements as Provided RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Gossom AYES: Peterson, Guidry, Joyce, Windes, Dixon, Rigdon f. Contract with Horizons – 2013 and 2014 Burning Up the Beaches Special Event- Mr. Schroeder’s predecessor made a verbal agreement with Horizons to provide $7,500 each for a 2013 and 2014 video of the car show to be aired on national cable television. There is documentation to show Horizons honored their end of that agreement for the shows. Mr. Schroeder requested the TDC Council vote on whether to honor the TDD’s verbal agreement and pay for each of the event videos in 2013 and 2014. Motion to Honor Verbal Commitment with Horizons to Pay “Burning Up The Beaches” $7,500 for each 2013 and 2014 Event Video RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Windes SECONDER: Rice AYES: Gossom, Peterson, Guidry, Joyce, Dixon, Rigdon g. h. Revise Ad Agency Strategic Marketing Plan- Ms. Dunworth recapped the revised Strategic Marketing Plan provided to the Council. Television production has been Okaloosa County Tourist Development Department Page 6 of 9  added, and a new category called “Last Minute Deals.” This would enable the TDD to make last minute decisions on marketing opportunities that would otherwise be lost. The amount must be less than $35,000 and would require county administrator approval for all requests. Other revisions were also reviewed in detail. The bottom line remains the same, but allocations in each category changed. Discussion and consensus that the TDC Chairman would be notified of the “last minute deal” opportunity and the rest of the TDC notified as soon as possible thereafter. Motion to Approve Revised Ad Agency Strategic Marketing Plan as Provided RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Guidry SECONDER: Rice AYES: Peterson, Joyce, Gossom, Windes, Dixon, Rigdon i. Adopt In-House Strategic Marketing Plan - Ms. Dunworth went on to request the adoption of an In-House Strategic Marketing Plan. This plan would be focused on the southeastern U.S. specifically. She continued to review the suggested budget line-by- line. Some items of interest included the Marler Park expansion, Veteran’s Park, the Convention Center exhibition pad grand opening, a Film Commission marketing plan, website maintenance, and other marketing activities including chamber directories, ecotourism, geocaching, and “Last Minute Deals” with the same parameters as previously discussed. Motion to Adopt the In-House Strategic Marketing Plan as Provided RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Dixon SECONDER: Joyce AYES: Peterson, Rice, Windes, Rigdon, Guidry, Gossom j. Task Order 132, Brand Campaign Television Spots Ms. Dunworth requested approval for the cost of two new 30 second television spots, and two new 15 second spots, as provided for by the revised strategic marketing plan. Motion to Recommend Approval of Task Order 132 for Four Television Spots RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Guidry AYES: Dixon, Joyce, Peterson, Windes, Rigdon, Gossom Okaloosa County Tourist Development Department Page 7 of 9  k. Visitors Guide The RFP issued by the Peter Mayer Agency drew three responses. The way in which the RFP was issued may not have been in compliance with County policy controls. The TDD will request Okaloosa County Purchasing reissue the RFP for the design, production and printing of a 2014-15 Visitors Guide. The TDD will issue a letter to current advertisers informing them the process has been delayed, but they will be allowed to be included and ad pricing should be offered at a similar rate. Motion to Recommend Okaloosa County Purchasing Bid the 2014-15 Visitors Guide Design, Production and Printing Services RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Guidry AYES: Peterson, Rice, Windes, Rigdon, Joyce, Gossom Beach Cleaning Contract - Discussion then moved to the beach cleaning contract. An emergency meeting was recently held where a 60-day emergency contract/order was entered into to support automated cleaning while litigation is ongoing. The award of the project on a more permanent basis will occur as soon as an agreement can be reached. The company, Sandman Beach Services, has already started cleaning the beaches and will do so through April 30 in order to ensure everything is in place for the season. Motion to Recommend Approving the Emergency Beach Cleaning Contract RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Guidry AYES: Dixon, Joyce, Peterson, Windes, Rigdon, Gossom Mr. Guidry then turned the conversation to funding for this year’s Hog Rally in October. Groups requesting funding, who have received it previously, have 60 days after the first event to file a report. The organizers of the Hog Rally failed to do so and therefore; had their application declined this year. Discussion centered on whether there should be a waiver to the rule or not. Mr. Windes stated he doesn’t want to have any part in bending the rules. Mr. Rigdon agreed. Ms. Joyce stated she knows the Island has a lot to lose if this group does not come, but she agreed they need to follow the rules. Mr. Dan Martin, Pelican Beach Condos commented about the Smith Travel Research report, questioning if the percentage of collections that is garnered from the industry Okaloosa County Tourist Development Department Page 8 of 9  (12% out of collections from the 18 properties) is worth the amount of money being put out by the county. Greg Abel, Big Kahuna’s, questioned if the TDC was making a recommendation to award the Convention Center catering contract to Aramark. He asked for clarification if no agreement could be reached with Aramark, does the County then contact the second ranked company. Chet Reeves, Morningstar Catering, asked how the selection committee for the catering contract was appointed. Ms. Hoshihara answered the BCC selects the members and would include the individuals who are specific to the project. Jose Garcia, Northwest Florida Boricuas, has hosted the local annual Latin Salsa Festival for 7 years now, asking how to find event funding information. His event brings between 4-6,000 people to the area. He was introduced