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

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 ........................................................................................................ 6 A.800 TDC Bylaws and TDD Operations and Procedures Manual Amendment .................. 6 B. Council Meetings B.100 Regular Council Meetings ........................................................................................... 6 B.200 Location and Notice ..................................................................................................... 7 B.300 Agenda ......................................................................................................................... 7 B.400 Rules of Participation ................................................................................................... 7 B.500 Minutes ........................................................................................................................ 7 Section Two: Tourist Development Department Operations and Procedures Manual C. Tourist Development Plan, Strategic Marketing Plan, and Budget C.100 Tourist Development Plan ........................................................................................... 9 C.200 Strategic Marketing Plan .............................................................................................. 9 C.300 Budget .......................................................................................................................... 10 C.400 Accounts ...................................................................................................................... 10 D. Financial and Tourism Promotion Monitoring D.100 Financial Reports ......................................................................................................... 11 D.200 Tourism Promotion and Marketing Reports ................................................................ 11 E. Procurement Procedures E.100 General ......................................................................................................................... 11 E.200 Advertising Media ....................................................................................................... 12 E.300 Contracts ...................................................................................................................... 12 F. Travel and Entertainment-Related Expenses F.100 County Travel and Related Expenses .......................................................................... 13 F.200 Promotional Travel and/or Entertainment-Related Expenses ...................................... 13 G. Industry Partnerships G.100 Media Co-ops ............................................................................................................... 15 G.200 Trade Show Co-ops ..................................................................................................... 16 H. Social Marketing H.100 Social Marketing .......................................................................................................... 16 I. Bidding for Sports Events I.100 Bidding for Sports Events ............................................................................................ 17 2 of 38 TDC 06-23-2016 BCC 07-06-2016 Section Three: Operational & Capital Funding Requests J. Operational & Capital Funding J.100 Purpose ......................................................................................................................... 19 J.200 Authorization ............................................................................................................... 19 J.300 Application Process ..................................................................................................... 19 J.400 Reimbursement Process ............................................................................................... 20 Application .................................................................................................................................. 21 Section Four: Local Event Marketing Funding K. Local Event Marketing Funding K.100 Purpose ......................................................................................................................... 24 K.200 Authorization ............................................................................................................... 24 K.300 Funding Guidelines ...................................................................................................... 24 Application .................................................................................................................................. 28 Conflict of Interest Disclosure .................................................................................................... 32 Participant Registration Roster ................................................................................................... 33 Visitor Survey ............................................................................................................................. 34 Payment Request ......................................................................................................................... 35 Appendix Voting Conflict Form .................................................................................................................. 37 3 of 38 TDC 06-23-2016 BCC 07-06-2016  SECTION ONE: TOURIST DEVELOPMENT COUNCIL BYLAWS A. GENERAL A.100. LEGAL AUTHORITY Legal authority for the Okaloosa County Tourist Development Council (the “Council”) is found under Section 125.0104, Florida Statutes, known as "The Local Option Tourist Development Act", Okaloosa County Ordinance 89-23 as subsequently amended, and Resolution No. 89-40 establishing the Council and stating the intent to levy a Tourist Development Tax (the “Act”). As an appointed Advisory Board, the Council is bound by State and County Laws, ordinances, and procedures governing the Council members and their activities, as well as procedures for reviewing expenditures of tourist development tax revenues. A.200. STATEMENT OF ORGANIZATION Pursuant to the Act, Okaloosa County (the "County") has: established an advisory group known as the Okaloosa County Tourist Development Council; imposed a 5% Tourist Development Tax; and approved a Tourist Development Plan pursuant to the mission set forth in A.300. The Council is responsible for advising the Okaloosa Board of County Commissioners (the “Board”) on the implementation of the Tourist Development Plan in accordance with State and County laws, regulations and procedures and within budgetary limitations imposed by the Tourist Development Tax Revenues. In order to establish the procedures by which the Council will carry out its business and the Tourist Development Plan will be implemented, the Board has approved this TDC Bylaws and TDD Operations and Procedures Manual (the “Manual”) as the guiding instrument. A.300. MISSION The Council’s primary responsibility is to advise and make recommendations to the Board on matters related to