Okaloosa County BOCC — April 27, 2013 — reading text

have not misrepresented any information contained herein. Signature of Applicant Date of Application Printed Name of Applicant OFFICIAL USE ONLY APPROVED BY: ______________________________________ DATE: ____________________ TITLE: ______________________________________ AMOUNT AWARDED: _______ 37 Packet Pg. 635  38 8.5.c.c Packet Pg. 636 Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual)  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) Special Event and Sponsorship Expense Reimbursement Request d. To receive Special Event and Sponsorship funds is unauthorized.Funding reimbursement, please submit the following: Final Evaluation Report: each1. Invoice(s) from your organization receivingto Okaloosa County Tourist Development Department for payment of authorized expenditures as described on page 2 of the Funding Application. 2. Substantiating backup per activity or copy of proof of payments such as cleared check record showing front and back of checks, or detailed credit card receipts. For all media buys please provide tear sheets, copies of advertisements, schedules and signed station affidavits. 3. Copies of marketing, advertising and communications materials and/or websites showing Okaloosa County Tourist Development Department logo and links. Festival, Event, Meeting or Convention (“Event”) Information Event Name: Event Description: Event Dates – From: To: Event Location (include all locations in Okaloosa County where events occurred): Contact Person: Title: Phone: Alt Phone: Contact Email: Awarded Amount: $ Make Check Payable To: (Please Note – Organization must be same organization that applied for funding) Tax I.D. or Social Security Number: 39 Packet Pg. 637  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) EXPENSES TO BE REIMBURSED Itemized expenses to be reimbursed by the Special Event orand Sponsorship funds must submit a be allowable as detailed on page 2 of the Funding Application. Invoices must be for approved expenses only with backup included. EXPENSE ITEM AMOUNT Total: $ _____________ I certify that the above information is true and accurate to the best of my knowledge. Signature Date Printed Name 40 Packet Pg. 638  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) Special Event and Sponsorship Reimbursement Request and Post-Event Report, a copy of which is attached hereto as Appendix B. Festival, Event, Meeting or Convention (“Event”) Information Event Name: Event Description: Event Dates – From: To: Event Location (include all locations in Okaloosa County where events occurred): ____________________________________________________________________________________ Contact Person: Title: Phone: Alt Phone: Contact Email: Awarded Funding Amount: $ VISITOR INFORMATION Out-of-town Visitors (out-of-town participants, family, spectators, etc.) Total Attendees (including local attendees) ROOM NIGHTS To calculate the total number of room nights, multiply number of actual rooms per night by the number of event nights (i.e., 5 rooms for 4 nights = 20 room nights) Please provide explanation if actual room nights are different than what was calculated as anticipated room nights on the Funding Application. Attach separate sheet, if necessary. Attach additional information such as participant sign-in sheets or rosters/lists with home town to support room nights reported. 41 Packet Pg. 639  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) LODGING PARTNERS (as identified on the Funding ROOM NIGHTS Application) ESTIMATED NON- PARTNERS USAGE ROOM NIGHTS (describe estimated calculation) MEDIA / MARKETING (as described in the Funding Application) Provide summary of media exposure received (out of county, regional and national) as well as examples of promotional materials and activities (brochures, posters, programs, etc.). ____________________________________________________________________________________ ____________________________________________________________________________________ I certify that the above information is true and accurate to the best of my knowledge. Signature Date 5) Printed Name 42 Packet Pg. 640  8.5.c.d Attachment: Alternative provisions relating to expenditure approval process (3-19) (1505 : Revisions to the Tourist Development Operations & ALTERNATIVE SECTIONS D.400 and E.600 RELATED TO EXPENDITURE APPROVAL PROCESS 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. Prior to approval, written purchase orders in excess of $50,000 shall be reviewed by the Tourist Development Department attorney. E.600 CONTRACT PAYMENT APPROVAL PROCEDURES 1) Upon the approval of the budget by the BCC, payments shall be made in conformity with the County’s Purchasing Manual. 2) All expenditures and payment approvals shall comply with the County’s Purchasing Manual. All approval for payments in excess of $50,000 shall be reviewed by the Tourist Development Department attorney. Packet Pg. 641  8.5.d BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 19, 2013 TO: Honorable Chairman and Members of the Board FROM: James D. Curry SUBJECT: Legal Counsel Update on TDD Litigation DEPARTMENT: County Administrator BCC DISTRICT: All The Board requested a monthly update on the status of litigation and other legal issues regarding the Tourist Development Department. Mr. Greg Stewart will provide this update. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 642  8.6.a BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 19, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Restore Act Consulting Services RFP & Committee DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: The Board voted in a previous meeting to contract with a consultant firm to provide Management Services related to Restore Act Funding & Resulting Projects. This firm would report to a County employee (Restore Act Coordinator) yet to be hired, and the County Administrator. BACKGROUND: A draft Request for Proposals is attached for review. A Review Committee will need to be approved by the Board (recommendation follows): Richard Brannon - Purchasing Clay Simmons - Public Works Water & Sewer - Deputy Director Elliot Kampert - Growth Management Jim Triffilio - Tourist Development Commissioner - If Desired OPTIONS: Approve or Reject. RECOMMENDATIONS: Staff recommends approval of the draft Request for Proposal & the Review Committee. A recommendation of award will be brought back to the Board at a later date. RECOMMENDED BY: Packet Pg. 643  8.6.a APPROVED BY: James D. Curry, County Administrator Packet Pg. 644