Okaloosa County BOCC — August 2, 2016 — TDD Manual 080216 redlined — reading text

sub-district. These two (2) members shall be appointed by their respective governing bodies. Six (6) members of the Council shall be persons who are involved in the tourist industry and who have demonstrated an interest in tourist development, of which members, not less than three (3) nor more than four (4) shall be owners or operators of motels, hotels, recreational vehicle parks, or other tourist accommodations in the County and subject to the tax. All members of the Council shall be electors of Okaloosa County. 2) Terms. All Council members shall serve for staggered terms of four (4) years, with the exception of the members of the municipalities and the Board who serve as appointed by their respective governing bodies. Their terms are subject to re-appointment or term expiration, whichever comes first. No Council member shall serve more than two (2) consecutive terms which shall be no more than eight (8) consecutive years. The Council member terms shall begin on October 1st of the year of appointment and terminate on September 30th of the fiscal year the term expires. The Board may designate the Council Chairman or allow the Council to elect a Chairman. Terms for the Chairman and Vice-Chairman of the Council shall be for one (1) fiscal year and they may be reappointed. 3) Orientation. All newly appointed Council members shall participate in an orientation process, which shall include, but is not limited to, an overview of Sunshine Law, Public Records, Ethics (financial disclosure, gifts law, conflicts of interest) and relevant statutes, ordinances and TDD operating policies. From time-to-time, the Council shall participate in a refresher briefing on the topics included in the orientation. 4) Vacancies. Should any seat on the Council become vacant, a replacement to serve the remainder of that term shall be appointed in the same manner as the appointment of the person whose absence created the vacancy. 5) Removal/Resignation. Any member may be subject to removal from the Council if they miss three (3) Council meetings per fiscal year or upon a majority vote of the Board. Special consideration/leniency will be given for any absences due to Acts of God, personal illness/medical, and/or family emergencies. If one of the elected municipal or county officials on the Council is removed for this reason, the applicable governing entity shall be required to appoint another elected representative as their replacement. In the event a Council member no longer conforms to the criteria 5 of 37 TDC 06-23-2016 BCC 08-02-2016  listed in Section A.600(1) above to hold the seat to which they were appointed, said Council member shall forward a letter to the Council and the Board stating these facts and shall additionally tender a letter of resignation along with this submittal. A.700. COUNCIL CHAIRMAN The principal role of the Council Chairman is to provide leadership to the Council and manage Council meetings. The Chairman is accountable to the Council and acts as a direct liaison between the Council and the leadership of the Tourist Development Department, through the TDD Director. The Council Chairman’s responsibilities include, but are not limited to: 1) Presiding over Council meetings. 2) Presiding over the annual Tourism Summit. 3) Reviewing and signing minutes of Council meetings. 4) Calling special meetings as necessary. 5) Appointing representatives to committees as necessary. 6)5) Representing the views of the Council to the Board as appropriate. 7)6) Acting as the communicator for Council decisions as appropriate. 8)7) Nurturing positive industry relationships and working with industry leaders to maintain open communication and a positive working relationship. 9)8) Keeping generally abreast of activities of the TDD. 10)9) Assisting in the preparation of Council meeting and Tourism Summit agendas in coordination with the TDD Director. 11)10) Recommending an annual schedule of the date, time and location of Council meetings in coordination with the TDD Director. 12)11) Providing independent advice and counsel to the TDD Director. The Chairman may be a part of the Director’s annual performance review and may provide comments and recommendations to the County Administrator. 13)12) Consulting with the Council attorney on Council matters when appropriate. A.800. TDC BYLAWS AND TDD OPERATIONS AND PROCEDURES MANUAL AMENDMENT This Manual may be amended from time to time by the Board. The Council may provide recommendations to the Board as to proposed modifications. B. COUNCIL MEETINGS B.100. REGULAR COUNCIL MEETINGS The Council shall meet at least once each quarter. To the extent that more meetings are necessary, they may be called by the Director and/or the Chairman. 6 of 37 TDC 06-23-2016 BCC 08-02-2016 B.200. LOCATION AND NOTICE Council meetings will be held at the Emerald Coast Convention Center or as otherwise designated by the Director. All meetings shall be duly noticed within the sub-county taxing district and open to the public. Notice will also be placed on the Okaloosa County website on the Commissioners monthly meeting calendar. B.300. AGENDA There shall be an official agenda for every Council meeting, which shall determine the order of business conducted at the meeting. The agenda will be prepared for each Council meeting by the Director and reviewed by the Chairman. Individuals or entities wishing to place an item on an upcoming agenda for Council action must submit a written request to the Director at least two (2) weeks prior to a regularly scheduled meeting along with any supporting documentation. Department staff, and the Council attorney if necessary, shall provide background information on each agenda item and such information shall be available to Council members at least two (2) business days prior to a scheduled meeting. Items may be added to the agenda when deemed necessary, by majority vote of the Council, in emergency situations when the issues are time critical or cost sensitive. Except as otherwise provided for herein, non-agenda matters shall be confined to items that are informational only. B.400. RULES OF PARTICIPATION 1) Rules. The Council meetings shall be subject to all the procedural requirements of Chapter 286, Florida Statutes. All Council meetings must be duly noticed and open to the public. Council members are prohibited from discussing with any other Council member any matter on which foreseeable action will be taken by the Council. 2) Public Participation. Council meetings will be conducted by the Council Chairman, the Vice- Chairman, or a designee, in a manner to permit the greatest possible participation by all Council members and the interested public. 3) Council Participation. Council members must be present at the meeting to participate. Participation by electronic participation or proxy vote is prohibited. 4) Majority/Quorum. Approval of a motion requires an affirmative vote of a simple majority vote of the Council members present and voting. Five (5) Council members shall constitute a quorum of the Council for purposes of conducting business. 5) Abstention. Any Council member desiring to abstain from voting shall publicly disclose the reason for the abstention before the vote is taken, in compliance with Section 286.012 and Chapter 112, Florida Statutes. Full disclosure must be made in writing within fifteen (15) days after the date of such meeting by completing a Voting Conflict Form (see Appendix) and filing it with the Director. The Voting Conflict Form shall be attached to the minutes of the meeting in which the abstention took place. B.500. MINUTES Written minutes shall be kept of each Council meeting. A written summary of each meeting shall be presented at the next Council meeting for approval by Council members and signed by the Council Chairman and Director. Such written summary shall include the Council members in attendance, major 7 of 37 TDC 06-23-2016 BCC 08-02-2016 items of discussion, formal action taken at such meetings, and items presented during public comments. The Council shall abide by Florida Statutes in regard to minutes and public participation. 8 of 37 TDC 06-23-2016 BCC 08-02-2016  SECTION TWO: TOURIST DEVELOPMENT DEPARTMENT OPERATIONS AND PROCEDURES MANUAL C. TOURIST DEVELOPMENT PLAN, STRATEGIC MARKETING PLAN, AND BUDGET C.100. TOURIST DEVELOPMENT PLAN 1) Pursuant to Section 125.0104(4)(d), Florida Statutes, the County has adopted a Tourist Development Plan by ordinance enacted by the Board. The Tourist Development Plan may not be substantially amended except by ordinance enacted by an affirmative vote of a majority plus one additional member of the Board. 2) As necessary, the Director shall present a revised Tourist Development Plan to the Council. 3) As necessary, the Council shall recommend to the Board any proposed changes to the Tourist Development Plan. C.200. STRATEGIC MARKETING PLAN 1) The Director is responsible for preparing an annual Strategic Marketing Plan, which shall identifying an allocation of funds among budget categories (e.g. media campaign, public relations, trade shows, promotional items), whichset forth the proposed marketing activities and expenditures for the upcoming fiscal year. The Strategic Marketing Plan shall be presented to the Council for review and recommendation along with the proposed annual budget. The Council’s recommendation shall be presented to the Board for final approval. 2) The Director is responsible for preparing quarterly Strategic Marketing Plans identifying proposed marketing activities and expenditures (e.g. advertising media, promotional travel and/or entertainment expenses, trade shows), which shall be presented to the Council for review and recommendation. The Council’s recommendation shall be presented to the Board for final approval. a. The Tourist Development Department is authorized to obtain pricing information for potential advertising media to develop the quarterly Strategic Marketing Plan. b. The following factors, as appropriate, may be considered for potential advertising media to develop the quarterly Strategic Marketing Plan: i. Target Audience (e.g. demographics) ii. Target Market (e.g. geography, reach) iii. Size (print/digital) or Duration (broadcast) iv. Placement (e.g. location within publication or on website or time of day and programming) v. Added Value Items (e.g. online banners, e-blasts, social media, editorial, endorsement) vi. Actual Cost (e.g. price to be paid by the County) vii. Total Market/Promotional Value (may reflect the rack rate and/or include cost of bonus or added value items) 3) Funds may be allocated to a “Promotional Reserves” category to provide for promotional opportunities