Okaloosa County BOCC — June 23, 2016 — I. d. TDD Manual

TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: June 23, 2016 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager SUBJECT: TDD Manual Revision STATEMENT OF ISSUE: Request approval of proposed revisions to the TDD Manual. BACKGROUND: The TDC Bylaws and TDD Manual were adopted in March 2013 and updated in October 2015. County staff including tourist development, human resources, purchasing, and the County Administrator’s office vetted these changes and met with the Clerk’s staff to facilitate successful implementation of new marketing policies. A draft revision has been prepared for TDC review and discussion. This staff report provides a synopsis of substantive modifications.  C.200. Strategic Marketing Plan (SMP) – quarterly SMP’s will be prepared identifying specific marketing activities and expenditures (e.g. media placements, promotional travel and/or entertainment expenses, trade shows) in addition to an annual SMP identifying an allocation of funds among budget categories (e.g. media campaign, public relations, trade shows, promotional items).  E.200 Advertising Media – documents the process for purchasing advertising media; this language will eventually reside in the purchasing manual.  F.200 Promotional Travel and/or Entertainment-Related Expenses – clarifies the authority, approval, and post-event reporting for these expenses.  F.400 Gifts, Gratuities, Discounts, Services, Favors – removed in favor of HR code of conduct.  G.100 Media Co-ops – documents the process of advertising media (e.g. print, digital, broadcast) partnerships between the TDD and industry partners to enable industry partners to gain exposure that may otherwise be cost prohibitive.  G.200 Trade Show Co-ops – documents the process of trade show partnerships between the TDD and industry partners to enable industry partners to gain exposure that may otherwise be cost prohibitive.  H. Social Marketing – provides authority for and documents the process of engaging social marketers.  I. Bidding for Sports Events – provides authority for and documents the process of bidding for sports events. Proposed revisions are identified as follows: stricken words indicate deletions and underlined words indicate additions. OPTIONS: 1) Approve revised TDD Manual as presented. 2) Provide feedback/direction regarding proposed revisions. RECOMMENDATION TO BCC: Approve revised TDD Manual as presented. TOURIST DEVELOPMENT COUNCIL BYLAWS AND TOURIST DEVELOPMENT DEPARTMENT OPERATIONS & PROCEDURES MANUAL TDC June 23, 2016 BCC July 6, 2016 1 of 38 TDC 06-23-2016 BCC 07-06-2016  TABLE OF CONTENTS Section One: Tourist Development Council ByLaws A. General A.100.....Legal Authority ............................................................................................................ 4 A.200.....Statement of Organization ........................................................................................... 4 A.300 Mission ......................................................................................................................... 4 A.400 Location of Office ........................................................................................................ 4 A.500 Staff .............................................................................................................................. 5 A.600 Council Composition and Vacancies ........................................................................... 5 A.700 Council Chairman ............................................