Okaloosa County BOCC — April 27, 2013 — reading text

Packet Pg. 554  8.5.c.a MANUAL FORMAT Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development 3 distinct sections: • TDC Bylaws • TDD Operating Policies and Procedures • Special Event and Sponsorship Funding Packet Pg. 555  8.5.c.a TDC BYLAWS Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development • Emphasizes clear “Tourism Advisory” role and “Expenditure Review” responsibility. • Limits TDC membership to one(1) four year term. Packet Pg. 556  8.5.c.a TDC BYLAWS Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development • Requires an Orientation Session for TDC members covering Sunshine Law, Public Records, Ethics, etc., and Key Document Receipt Acknowledgement. • Establishes protocol and structure for TDC meetings at least once each quarter. • Provides Financial Disclosure Form and Voting Conflict Form. Packet Pg. 557  8.5.c.a SPECIAL EVENT & SPONSORSHIP FUNDING Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development Destination Marketing Strategy • Leisure vs. Group • High season vs. shoulder • Group is competitive; but drives both occupancy & leisure market bounce back opportunities. Packet Pg. 558  8.5.c.a SPECIAL EVENT & SPONSORSHIP FUNDING Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development Auditor General Findings are Addressed by the Following: • Clearly defines the objective of these expenditures. • Eliminates conflicts & potential for conflicts. • Clearly defines & limits “authorized uses”. • Creates a consistent & universally applied formula for funding. • Complies with County Purchasing Policy. Packet Pg. 559  8.5.c.a SPECIAL EVENT & SPONSORSHIP FUNDING Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development Compliance Forms Provided • Special Event and Sponsorship Funding Application • Special Event and Sponsorship Expense Reimbursement Request • Special Event and Sponsorship Post- Event Report Packet Pg. 560  8.5.c.a SPECIAL EVENT & SPONSORSHIP FUNDING Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development Practical Tourist Development Applications: • Allows group sales solicitation efforts to restart transparently and confidently. • A simplified objective specifically drives incremental room occupancy in the sub county taxing district, particularly during low or shoulder seasons. • Inside-Out strategy. Packet Pg. 561  8.5.c.a SPECIAL EVENT & SPONSORSHIP FUNDING Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development Tourist Development Benefits that Accrue to Okaloosa County: • Required Web Links & Landing Pages where appropriate • Social Media Engagement • Public Relations / Publicity • Lodging facility reservation channels • Promote bounce backs to visitors already here Packet Pg. 562  8.5.c.a TDD OPERATIONS & PROCEDURES Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development • Deleted any reference to “Contract and Leases Policies & Procedures,” and added TDD attorney participation in contract review process. Packet Pg. 563  8.5.c.a TDD OPERATIONS & PROCEDURES Attachment: TDD O&P Presentation (1505 : Revisions to the Tourist Development • Seeking Board Guidance and Recommendation on the potential inclusion of language requiring TDD Attorney Review of all Purchase Orders and Contract Payments in Excess of $50,000. Packet Pg. 564  8.5.c.b Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) TOURIST OURIST DEVELOPMENT COUNCIL BYLAWS AND TOURIST OURIST DEVELOPMENT DEPARTMENT OPERATIONS & PROCEDURES MANUAL Revised and adopted on on: March 18, 2013 1 Packet Pg. 565  8.5.c.b TABLE OF CONTENTS Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) SECTION ONE: TOURIST DEVELOPMENT COUNCIL BYLAWS A.000 General ....................................................................................4 A.100 Statement of Organization ........................................................4 A.200 Location of Office ......................................................................4 A.300 Legal Authority..........................................................................4 A.400 Mission......................................................................................5 A.500 TDC Composition/Vacancies .................................................5-6 A.600 Staff .......................................................................................6-7 A.700 Amendment of the Operations and Procedures Manual.............7 B.000 TDC Meetings………………………………………………………7 B.100 Regular TDC Meetings .............................................................7 B.200 Location and Notice.......................... ........................................7 B.300 Agenda......................................................................................7 B.400 Rules of Procedure............. ...................................... ................8 B.500 Minutes.............................. ............................................. ..........8 Appendix to Section One Financial Disclosure Form……………………………………….9-10 Voting Conflict Form…………………………………………….11-12 SECTION TWO: TOURIST DEVELOPMENT DEPARTMENT OPERATIONS AND PROCEDURES MANUAL C.000 Personnel and Expenses .....................................................13 C.100 Personnel Matters...................................................................13 C.200 Status of Personnel.................................................................13 C.300 Human Resources Policies............................. ........................13 C.400 Travel Procedures...................................................................13 C.410 General........................................ ...........................................13 C.420 Definitions.................................... ......................................13-14 C.430 Approval of Travel Expenses.................... ..............................14 C.440 Travel Forms...........................................................................15 C.450 Reimbursable County Travel and Expenses......................15-16 C.500 Reimbursable Promotional Travel and Expenses ..............16-17 D.000 Tourist Development Plan and Budget ...............................17 D.100 Tourist Development Plan Adoption...................................17-18 D.200 Budget Adoption.................................................................18-19 D.300 Accounts....................................... ..........................................19 D.400 Expenditures................................... ........................................20 2 Packet Pg. 566  8.5.c.b Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) E.000 Contracts with Third Parties ................................................20 E.100 Contract Specifications........................ ...................................20 E.200 Contract Requirements.......................... ............................20-21 E.300 Contract Compliance...............................................................21 E.400 Contract Approval.............................. .....................................21 E.500 Communications with Contractors................ ..........................21 E.600 Contract Payment Approval Procedures.................................22 E.700 Additional Procedures for Administration of Advertising and Promotion Contract .......................................22 SECTION THREE: Special Event and Sponsorship Funding F.100 Purpose...................................................................................23 F.200 Authorization........................................ ...................................23 F.300 Special Event and Sponsorship Funding Guideline……….23-24 F.400 Procedure................................................................................25 Appendix to Section Three Special Events and Sponsorship Funding Application…………26-29 Special Events and Sponsorship Expense Reimbursement Form………………………………30-31 Special Events and Sponsorship Post Event Report……………32-33 3 Packet Pg. 567  8.5.c.b SECTION ONE: TOURIST DEVELOPMENT COUNCIL BYLAWS Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) A.000 GENERAL A.100 STATEMENT OF ORGANIZATION Pursuant to the Local Option Tourist Development Act, Section 125.0104, Florida Statutes, Okaloosa County, Florida (the "County"), has: established an advisory group known as the Okaloosa County Tourist Development Council (the "TDC"); imposed a Tourist