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BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
DATE: March 19, 2013
TO: Honorable Chairman and Members of the Board
FROM: Daniel O'Byrne
SUBJECT: Revisions to the Tourist Development Operations & Procedures Manual
DEPARTMENT: Tourist Development
BCC DISTRICT: All
STATEMENT OF ISSUE: TDD Staff and Special Counsel have been directed to review and
revise the Tourist Development Operations & Procedures Manual to further implement
corrective measures and to simplify and clarify the procedures contained therein.
Previous revisions to the Manual were approved by the Board on September 18, 2012 and
February 19, 2013. This March 19, 2013 revision is the latest due diligence step in executing the
Board's directive. A power point presentation summarizing the changes, as well as clean and
redline versions of the Manual with appendices, is attached.
Staff and Special Counsel are also seeking guidance and recommendations from the Board on the
potential inclusion of language requiring the TDD attorney to formally review all purchase
orders and contract payment forms in excess of $50,000.00. A white paper titled "Alternative
Sections D.400 and E.600 Related to Expenditure Approval Process" is attached.
BACKGROUND: Part of the Board's response to the Auditor General's Report states that "the
County will continue to periodically review the Tourist Development Plan and Operations and
Procedures Manual to provide that adequate controls are provided and that the operation of the
TDC is consistent with the mandates of County policy and Florida Statutes." Staff and Special
Counsel have updated the Manual in furtherance of the Board's directive.
The following is a brief summary of the proposed changes:
1) Segregated the document into three (3) sections:
a. TDC Bylaws
b. TDD O&P Manual, and
c. Special Events and Sponsorships.
2) Replace "Council" with "TDC" and "Board" with "BCC" throughout the entire document.
3) Added an Appendix to Sections 1 and 3 which includes the applicable forms.
4) Under Section 1: TDC Bylaws:
a. Included a provision on new member orientation.
b. Required Voting Conflict forms to be attached to the minutes.
c. Deleted redundant section B.000 addressing Activities Subject to Financial Review by
the TDC.
5) Under Section 2: TDD O&P Manual:
a. No real substantive changes.
b. Deleted any reference to the Contracts and Leases Policies and Procedures.
c. Included a requirement that the TDD attorney participate in the contract approval process.
6) Under Section 3: Special Event and Sponsorship Funding:
a. Reworked section in its entirety to clarify and strengthen procedure and
communicate policy more effectively, and
b. Added an Expense Reimbursement Request form to help mirror County
purchasing policy.
Staff and Special Counsel are also seeking guidance and recommendations on the potential
inclusion of language requiring the TDD attorney to formally review all purchase orders and
contract payment forms in excess of $50,000.00.
OPTIONS: Approve/Disapprove
RECOMMENDATIONS: Approve and adopt the revised Tourist Development Operations &
Procedures Manual, and provide guidance and recommendations on the potential inclusion of
language requiring the TDD attorney to formally review all purchase orders and contract
payment forms in excess of $50,000.00.
RECOMMENDED BY:
APPROVED BY:
James D. Curry, County Administrator