Okaloosa County BOCC — February 25, 2016 — Agenda Packet — reading text

(These permissible uses are intended to be representative, not all-inclusive)  beach park facilities or beach improvements  beach & waterway maintenance, renourishment, restoration, enhancement, access  tourist destination facilities Attachment: I. c. Financial Update (5299 : Financial Update (Charlotte Dunworth)) February 19, 2016 Tourist Development Department, Okaloosa County, FL 4 of 8 Packet Pg. 11 Financial Update – February 2016 1.c.a SECOND PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  visitor services, brochure distribution, communication and research  tourist bureau administration  lifeguard services and protection Attachment: I. c. Financial Update (5299 : Financial Update (Charlotte Dunworth)) February 19, 2016 Tourist Development Department, Okaloosa County, FL 5 of 8 Packet Pg. 12 Financial Update – February 2016 1.c.a THIRD PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  operations, maintenance, improvement of Visitor Welcome or Information Centers, Convention Center, and Tourist Destination Facilities, including museums  promotion of the Convention Center and Tourist Destination Facilities Attachment: I. c. Financial Update (5299 : Financial Update (Charlotte Dunworth)) February 19, 2016 Tourist Development Department, Okaloosa County, FL 6 of 8 Packet Pg. 13 Financial Update – February 2016 1.c.a FOURTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  expansion, renovation, reconstruction of the convention center and outdoor venues Attachment: I. c. Financial Update (5299 : Financial Update (Charlotte Dunworth)) February 19, 2016 Tourist Development Department, Okaloosa County, FL 7 of 8 Packet Pg. 14 Financial Update – February 2016 1.c.a FIFTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  tourism promotion Attachment: I. c. Financial Update (5299 : Financial Update (Charlotte Dunworth)) Amended Budget: (2)$1K transferred from contractual services to personnel for marketing interns; (3)$2K transferred from promotional reserves for Florida Sports Foundation membership Recommendation to BCC: Approve the financial update as presented. February 19, 2016 Tourist Development Department, Okaloosa County, FL 8 of 8 Packet Pg. 15  1.d Tourist Development Council Meeting: 02/25/16 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Information Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 5300) DOC ID: 5300 Cash Carryforward Budget Amendment (Charlotte Dunworth) Updated: 2/22/2016 4:48 PM by Aida Wilkinson Page 1 Packet Pg. 16  1.d.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: February 25, 2016 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager Attachment: I. d. Cash Carryforward (5300 : Cash Carryforward Budget Amendment (Charlotte Dunworth)) SUBJECT: Cash Carryforward Budget Amendment STATEMENT OF ISSUE: Providing the budget amendment for recording prior year cash carryforward. BACKGROUND: “Cash carryforward” represents the excess of revenues over expenditures in the prior year available for appropriation in the current year budget. These funds are commonly the result of actual revenues exceeding budgeted revenues, actual expenditures being less than budgeted (typically capital), or a combination thereof. Cash carryforward is allocated to reserves, unless an immediate need is identified. FY16 cash carryforward has been allocated as follows within the FY17 budget: 1st Penny $203,178 Reserve-Beach Restoration 2nd Penny $851,092 Reserve-Operations & Maintenance 3rd Penny $1,305,514 Reserve-Promotional Activities 4th Penny $614,326 Reserve-Future ECCC Capital Outlay 5th Penny $45,000 Ad Agency Audit (not a budgeted item) 5th Penny $998,362 Reserve-Promotional Activities OPTIONS: Approve, Deny, or Amend RECOMMENDATION TO BCC: Approve the allocation of cash carryforward as presented. Packet Pg. 17  1.e Tourist Development Council Meeting: 02/25/16 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Update Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 5301) DOC ID: 5301 Peter Mayer Contract Renewal (Ed Schroeder) Updated: 2/22/2016 4:50 PM by Aida Wilkinson Page 1 Packet Pg. 18  1.e.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: February 25, 2016 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director SUBJECT: Peter Mayer Contract Amendment #2 STATEMENT OF ISSUE: Request a three-month contract extension to Peter A. Mayer Advertising Attachment: I. e. Peter Mayer Amendment (5301 : Peter Mayer Contract Renewal (Ed Schroeder)) contract C12-2007-TDC for marketing, advertising, public relations, website management, research, social media, and social networking. BACKGROUND: The initial term of the agreement expired on September 30, 2015, and provides for a total of two (2) one-year extensions. A five (5) month extension was approved through February 27, 2016. A three (3) month extension through May 31, 2016 under existing terms and conditions is proposed to allow for the development of transition dates and activities related to a reduced scope of services. The County contract coordination process has not yet been completed for the draft contract attached. Pursuant to section E.200 of the TDD Manual, the Council shall review and provide a recommendation for all proposed contracts requiring Board approval. A four (4) month extension for June to September 2016 under a reduced scope of services will be brought forth at a later date. For instance, public relations services will not be required after May. OPTIONS: Approve or Deny RECOMMENDATION TO BCC: Approve a three-month contract extension through May 31, 2016 to Peter A. Mayer Advertising contract C12-2007-TDC for marketing, advertising, public relations, website management, research, social media, and social networking. Packet Pg. 19  1.e.a AMENDMENT NO. 2 TO AGREEMENT FOR MARKETING, ADVERTISING, PUBLIC RELATIONS, WEBSITE MANAGEMENT, RESEARCH, SOCIAL MEDIA AND SOCIAL NETWORKING CONTRACT # C12‐2007‐TDC This AMENDMENT NO. 2 amends the Agreement dated the 4th day of December, 2012, by and between the Okaloosa County Board of County Commissioners through its Tourist Development NLY Attachment: I. e. Peter Mayer Amendment (5301 : Peter Mayer Contract Renewal (Ed Schroeder)) Department (“County”) and Peter A. Mayer Advertising Inc. (“Contractor”) for marketing, advertising, public relations, website management, research, social media and