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

agency will remain cognizant of the public perception of county funds being used for this purpose and will attempt to receive such items on a compensatory basis from partners prior to purchase with tourist development tax dollars. g. All gifts, certificates, coupons, etcetera, received in conjunction with travel are to be turned over to the TDD for further handling. F.300. Promotional Entertainment-Related Expenses (Not Travel-Related) 1) Defined as entertainment-related expenses incurred in the performance of promotional activities carried out pursuant to the Tourist Development Plan, Strategic Marketing Plan, and/or annual budget. Most commonly, these expenses will be food and beverage for meetings held with stakeholders related to authorized activities. Reimbursement for these entertainment-related expenses is governed by the County Purchasing Manual, the provisions of Section 125.0104(9), Florida Statutes and this Manual. 12 of 34 TDC 09-24-2015 BCC xx-xx-2015 G. DELEGATION OF SIGNATURE AUTHORITY G.100. DELEGATION OF SIGNATURE AUTHORITY In the Director’s absence, the Finance, Administration, and Compliance Manager shall have full signature authority of the Director. 13 of 34 TDC 09-24-2015 BCC xx-xx-2015  SECTION THREE: OPERATIONAL & CAPITAL FUNDING REQUESTS ANNUAL APPLICATION DEADLINE: MAY 1 H.100. PURPOSE The TDD may provide operational and capital funding support to organizations promoting tourism within the sub-county taxing district, as authorized under Section 125.0104, Florida Statutes, and Okaloosa County’s Tourist Development Plan. H.200. AUTHORIZATION The TDD will set aside a portion of the overall annual budget as a budgeted line item to fund operational and capital funding requests approved in accordance with this Manual. H.300. APPLICATION PROCESS 1) The application must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form 2) Applications are due by May 1 to be considered for the upcoming fiscal year budget. If May 1 is a Saturday or Sunday, applications are due the first weekday in May. For example, applications for expenses to be incurred October 1, 2015 through September 30, 2016 are due no later than May 1, 2015. 3) The individual signing the Application must be authorized to enter into agreements on behalf of the requesting organization. 4) Applications must include an original signature and may be hand-delivered or mailed to the Tourist Development Department, 1540 Miracle Strip Pkwy SE, Fort Walton Beach, FL 32548. Incomplete applications and applications received after 5pm on May 1 may not be considered. A Conflict of Interest form must be submitted with the application. 5) Applications received by May 1 shall be presented to the Tourist Development Council during its May budget meeting to be considered for funding as part of the annual budget process. 6) Upon final adoption of the annual budget by the Board of County Commissioners in mid- September, applications will be executed in accordance with County Purchasing approval authority limits and a purchase order or contract issued. 7) Applicants shall be notified of their funding status in mid to late September. 8) An exception to the May 1 application deadline may be granted by the Tourist Development Director for emergency situations when the issues are time critical. If an exception is granted, the application will be presented to the Council for consideration. If funding is approved by the Council and budget funds are available, the application will be executed in accordance with County Purchasing approval authority limits. If funding is approved by the Council and a budget amendment from reserves is required, recommendation of the Council and approval by the Board is required regardless of dollar amount. If the budget amendment is approved, the application will be executed in accordance with County Purchasing approval authority limits. 14 of 34 TDC 09-24-2015 BCC xx-xx-2015 H.400. REIMBURSEMENT PROCESS 1) Payments are on a reimbursement basis only. Copies of proof of performance and proof of payment for approved expenditures must accompany the organization’s invoice. 2) Reimbursement requests are due no later than October 15. Funding lapses at fiscal year end (September 30) and reimbursement must be made by the County no later than October 31. Failure to submit a timely invoice along with proof of performance and proof of payment will result in forfeiture of funding. 3) The TDD recognizes that amounts requested on the Operational & Capital Funding Request may vary from amounts actually incurred. While variances in dollar amounts among approved expenditures are acceptable, only expenditures approved on the application will be paid and the total invoiced for reimbursement may not exceed the total approved on the Funding Request. 15 of 34 TDC 09-24-2015 BCC xx-xx-2015  Okaloosa County Tourist Development Department Operational & Capital Funding Request (Annual Deadline: May 1) This form is to be used for all operational and capital requests for tourist development tax funding to facilitate the review and approval process. This form must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form. ORGANIZATION INFORMATION: Name: Tax I.D.: Contact Person: Title: Phone: Email: Street Address: City/ST/Zip: Briefly describe the organization: CATEGORY OF FUNDING REQUESTED: ___ Beaches & Parks (1st penny) Authorized uses include: To provide and improve beach park facilities or beach improvements including access; To provide and improve tourist destination facilities within the subdistrict for which there is public access, including the beaches located within the city limits of Destin. ___ Tourism Administration (2nd penny) Authorized uses include: Tourism Services, including visitor services, brochure distribution, communication and research; Lifeguard services and protection. ___ Convention Center (3rd penny) Authorized uses include: To provide for the operations and maintenance of the Convention Center, the Visitor Welcome or Information Centers, and other Tourist Destination Facilities, including aquariums and museums; To provide for the promotion of the use of the Convention Center and other Tourist Destination Facilities. ___ Tourism Promotion (5th penny) Authorized uses include: Tourism promotion. FUNDING REQUEST INFORMATION: Describe the funding request in detail. Attach pictures or any other supporting documentation. 16 of 34 TDC 09-24-2015 BCC xx-xx-2015 Describe how the funding request promotes tourism within the sub-county taxing district. Describe other funding methods pursued and why Tourist Development Tax funding is necessary. Dates during which expenses will be incurred: Start Month/Year: ____________ End Month/Year: ____________ Itemize expenses requested for reimbursement. Denote what portion of the expense, if any, is funded by another source. Attach quotes or any other supporting documentation. Amount funded by Amount funded Description tourist development by other sources tax TOTAL $0 $0 $0.00 Note: Item(s) may be disqualified individually without impacting other items listed. 17 of 34 TDC 09-24-2015 BCC xx-xx-2015  Upon completing this funding request in its entirety, please read the following statement and affix your signature. I am submitting this funding request on behalf of my organization and am aware that this request will be reviewed for final approval. I have completed this funding request fully and accurately, understand that all information submitted will be used to determine funding eligibility, and have not misrepresented any information contained herein. I understand that if the funding request is approved, payment will be made on a reimbursement basis based on actual expenses incurred. While actual expenses may vary from the amounts noted on this funding request, the total dollar amount reimbursed will not exceed the total dollar amount approved. Copies of vendor invoices, proof of payment, and an invoice from my organization to the County will be required for payment. Signature of Applicant Date Printed Name of Applicant ************************************************************************ OFFICIAL USE ONLY Allowable use of tourist development tax funds per F.S. 125.0104? Yes _____ No _____ Allowable use of tourist development tax funds per Ordinance 14-08? Yes _____ No _____ Fiscal Year in which funds will be disbursed: FY __________________ Funding Source: 1st _____ 2nd _____ 3rd _____ 5th _____ Funding Source: Contingency Budget _____ Budget Reallocation _____ Reserves Amendment _____ Approved By: ___________________________________________ Total Funding Approved: $______________________________ In accordance with County purchasing approval authority limits. Title: __________________________________________________ Date: _______________________________________________ 18 of 34 TDC 09-24-2015