Okaloosa County BOCC — September 24, 2015 — I. j. TDD Manual — reading text

TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: September 24, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager SUBJECT: TDD Manual Revision STATEMENT OF ISSUE: Discuss proposed revisions to the TDD Manual. BACKGROUND: The TDC Bylaws and TDD Manual were adopted in March 2013. A draft revision has been prepared for TDC review and discussion. This staff report provides a synopsis of substantive modifications.  A.600.2. Council Terms – allows members to serve two (2) consecutive terms totaling no more than eight (8) consecutive years rather than one (1) term of four (4) consecutive years. The purpose of this change is to enable members appointed to fill vacancies to apply to serve a subsequent full term.  A.600.2. Council Terms – removes the two (2) term restriction for Chairman and Vice-Chairman. The purpose of this change is to provide the Council and Board with flexibility in selecting the Chairman and Vice-Chairman.  A.700. Council Chairman – added to clarify the roles and responsibilities of the Chairman.  B.300. Agenda – provides for a two (2) week rather than one (1) week deadline for agenda items requiring Council action. The purpose of this change is to allow sufficient time for TDD staff, and Council attorney if necessary, to provide background information as part of the agenda item.  C.200. Strategic Marketing Plan – defines a promotional reserves category and the process for amending the Strategic Marketing Plan.  D. Financial and Tourism Promotion Monitoring – added to define the types of reports that will be provided.  E. Procurement Procedures – more succinctly describes how procurements and payments are made.  F. Travel and Entertainment-Related Expenses – defines how the provisions of Florida Statutes Section 125.0104(9) are applied to the TDD, specifically addressing unique circumstances such as trade show expenses, deposits, alcoholic beverages, gratuities, and giveaways.  G. Delegation of Signature Authority – added to provide for signature authority in the Director’s absence.  H. Operational & Capital Funding Requests – added to provide a uniform process to facilitate the review and approval of operational and capital requests for tourist development tax funding. The Local Event Marketing Funding policy, adopted in February 2015, has been clarified based on questions asked during the educational sessions conducted with applicants.  I.300.1.b. Room Nights – defines “room night” to maintain consistency with the Tax Collector’s reporting of rental units collecting the bed tax.  I.300.4. Application Process – clarifies the individual attending the educational session must be the same person signing the application and payment form; clarifies the method of application submission.  Application Form – projected income and expense sections removed as providing this information troubles applicants and the information is not considered as part of the approval process.  Payment Request Form – actual income and expense sections removed. 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 September 24, 2015 BCC xxxxxxxxxx xx, 2015 1 of 34 TDC 09-24-2015 BCC xx-xx-2015  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 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 .......................................................................................................................... 9 C.400 Accounts ...................................................................................................................... 10 D. Financial and Tourism Promotion Monitoring D.100 Financial Reports ......................................................................................................... 10 D.200 Tourism Promotion and Marketing Reports ................................................................ 10 E. Procurement Procedures E.100 Procurement and Payment ........................................................................................... 11 E.200 Contracts ...................................................................................................................... 11 F. Travel and Entertainment-Related Expenses F.100 County Travel and Related Expenses .......................................................................... 11 F.200 Promotional Travel and Entertainment-Related Expenses .......................................... 12 F.300 Promotional Entertainment-Related Expenses (Not Travel-Related) .......................... 12 G. Delegation of Signature Authority G.100 Delegation of Signature Authority ............................................................................... 13 Section Three: Operational & Capital Funding Requests H. Operational & Capital Funding H.100 Purpose ......................................................................................................................... 14 H.200 Authorization ............................................................................................................... 14 H.300 Application Process ..................................................................................................... 14 H. 400 Reimbursement Process ............................................................................................... 15 Application .................................................................................................................................. 16 2 of 34 TDC 09-24-2015 BCC xx-xx-2015 Section Four: Local Event Marketing Funding I. Local Event Marketing Funding I.100 Purpose ......................................................................................................................... 19 I.200 Authorization ............................................................................................................... 19 I.300 Funding Guidelines ...................................................................................................... 19 Application .................................................................................................................................. 23 Participant Registration Roster ................................................................................................... 27 Visitor Survey ............................................................................................................................. 28 Payment Request ......................................................................................................................... 29 Appendix Voting Conflict Form .................................................................................................................. 31 Travel Reimbursement Form ...................................................................................................... 33 Conflict of Interest Form ............................................................................................................ 34 3 of 34 TDC 09-24-2015 BCC xx-xx-2015  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