Okaloosa County BOCC — April 27, 2013 — O&P Red Line Compare to February 19 (3-19) — reading text

limited to the amount had such employee traveled via commercial transportation. C.500 REIMBURSABLE PROMOTIONAL TRAVEL AND EXPENSES The Tourist Development Department is authorized and empowered to: 1) Provide, arrange, and make expenditures for transportation, lodging, meals, and other reasonable and necessary items and services for Tourist Development Department employees and other authorized persons, in accordance with Section C.430 of this Manual, in connection with performance of promotional, marketing, and advertising duties. 2) Entertainment expenses shall be authorized only when meeting with travel writers, tour brokers, or other persons connected with the tourist industry. All travel and entertainment related expenditures made pursuant to this paragraph shall be substantiated by paid receipts. Complete and detailed justification for all travel and entertainment related expenditures made pursuant to this paragraph shall be shown on the Travel Expense Voucher and attached to same. 3) Transportation and other incidental expenses other than those provided in Section C.400 of this Manual shall only be authorized for the Director and designated employees of the Tourist Development Department; and other authorized persons - travel writers, tour brokers, or other persons connected with the tourist industry - when traveling pursuant to paragraph 5 below. All other transportation and incidental expenses pursuant to this paragraph shall be as provided in Section C.400 of this Manual. 4) Pay by reimbursement only, except as specifically authorized by the County, through the Tourist Development Department, the costs of per diem and incidental expenses of the Director and employees of the Tourist Development Department , and other authorized persons for foreign travel at the current rates as specified in the federal publication, "Standardized 21  Regulations (Government, Civilian, Foreign Areas)." The provisions of this paragraph shall apply for the Director or other designated employee of the Tourist Development Department, traveling in foreign countries for the purposes of promoting tourism and travel to the County, if such travel expenses are approved and certified by the BoardBCC. As used in this paragraph, the term, "authorized person," shall have the same meaning as provided in Section C.420, entitled, "Authorized Travel" means all travel outside the United States. Person(s) traveling in foreign countries pursuant to this paragraph shall be entitled to reimbursement or advancement pursuant to Section C.450 (1.)) of this manual. 5) Pay by reimbursement only, except as specifically authorized by the County, through the Tourist Development Department, the actual reasonable and necessary costs of travel, meals, lodging, and incidental expenses of the Director and designated employees of the Tourist Development Department , and other authorized persons when meeting with travel writers, tour brokers, or other persons connected with the tourist industry, and while attending or traveling in connection with travel or trade shows. With the exception of provisions concerning rates of payment, the provisions of Section C.400 of this manual are applicable to the travel described in this paragraph. D.000 TOURIST DEVELOPMENT PLAN AND BUDGET D.100 TOURIST DEVELOPMENT PLAN ADOPTION 1) The Director shall present a recommended Tourist Development Plan to the CouncilTDC. 2) The CouncilTDC shall recommend to the BoardBCC any proposed changes to the Tourist Development Plan as necessary. 3) Pursuant to Section 125.0104(4)(d), Florida Statutes, the County has adopted a Tourist Development Plan by ordinance enacted by the BoardBCC. 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 BoardBCC. D.200 BUDGET ADOPTION 1) Budget Process – 22 a. Initial Draft Budget - The Director is responsible for compiling the initial draft of the proposed annual budget for presentation to the CouncilTDC prior to the date for submission of the annual budget proposal to the BoardBCC. This draft shall contain, at a minimum, the following items: i. Estimates of projected tax revenues for the budget period. ii. Budget information for all capital projects recommended by the CouncilTDC for the budget year. iii. Detailed line items for all proposed expense categories. iv. Recommendations on staff positions and salary b. CouncilTDC Review – The CouncilTDC is responsible for conducting at least one public meeting each year on the proposed budget recommended by the Director before transmitting its proposed budget to the County Administrator. c. BoardBCC Review – The Director and/or the Chairman of the CouncilTDC will present the Council'sTDC's budget recommendations to the County Administrator who will utilize the recommendation in preparing the budget submission to the BoardBCC during its budget review process. d. CouncilTDC Review of Final Budget - The Director will present the budget approved by the BoardBCC to the CouncilTDC within a timely period of the final approval. The CouncilTDC shall review the approved budget to ensure conformity with the County Tourist Development Plan and the provisions of Section 125.0104, Florida Statutes. If the CouncilTDC has any objections to the approved budget, the objection(s) shall be presented to the BoardBCC. e. Budget Modifications and Reserve Expenditures- The Director shall present to the CouncilTDC any proposed modifications to approved budget line items or allocation of reserve funds during the course of the budget year which require BoardBCC action. The CouncilTDC shall provide its recommendation on the proposed changes to the BoardBCC. f. General Budget compilation and review by the Director and CouncilTDC shall be governed by the relevant provisions of this 23  Manual, county budget ordinances and policy and state revenue rules and statutes. 2) Strategic Marketing Plan a. In conjunction with the review of the proposed budget, the Director will be responsible for preparing a Strategic Marketing Plan, which shall set forth the proposed marketing activities and expenditures for those activities for the upcoming fiscal year. b. The Strategic Marketing Plan shall be presented to the CouncilTDC for review and recommendation. The Council’sTDC’s recommendations shall be presented to the BoardBCC for final approval in the form of a Resolution. c. All advertising/marketing expenditures made during the fiscal year shall be in conformity with the approved Strategic Marketing Plan and task order process. d. Any amendments to the Strategic Marketing Plan shall be reviewed and approved by the CouncilTDC and the Council’sTDC’s recommendations shall be presented to the BoardBCC for final approval 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 CouncilTDC and approval by the BoardBCC by adoption of a Budget Resolution. 24 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 Manual. All written purchase orders shall be approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual. 3) The following procedures shall be utilized for the purchase of items: 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 BoardBCC 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 CountyCounty’s Purchasing Department, including the issuance of Requests for Qualifications (RFQ's) and/or Requests for Proposals (RFP's), required under County procedures (Countythe County’s Purchasing Manual and Contracts and Leases Policies and Procedures Manual).. E.200 CONTRACT REQUIREMENTS When making proposals to the BoardBCC for contracts with third parties, the Director, with advice from the CouncilTDC, shall ensure that each proposed contract includes the following provisions: 1) The contract is made with the BoardBCC upon the recommendation of the CouncilTDC and is to be administered by the Director. The BoardBCC is 25  not bound by an agreement, unless and until it has approved the contract by a majority vote of the BoardBCC and the agreement is fully executed. 2) No modification to the contract will be binding until approved in writing by the BoardBCC. 3) Payments called for under the contract are subject to review by and approval of the Director and the BoardBCC 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