Okaloosa County BOCC — November 4, 2012 — Stewart TDD Recommendations 6-19 — reading text

he was largely allowed to operate free of these restrictions. Based upon our review, we make the following recommendations. 21 RECOMMENDATIONS REPORTING AUTHORITY 1. The Executive Director of the Tourist Development Council will report directly to the County Administrator as any other County Department Head. The Policy adopted by the Board on November 6, 2005 is rescinded. [APPROVED BY THE BOARD MAY 15, 2012] OPERATING PROCEDURES 2, All contracts and expenditures made by the Executive Director on behalf of the Tourist Development Council will be made in conformity with the County’s Contract, Leases & Non-Grant Agreements, Policies & Procedures and the County’s Purchasing Manual. [APPROVED BY THE BOARD MAY 15, 2012] 3. The operating policies and procedures of the Tourist Development Council shall be revised to eliminate inconsistent provisions of the County policies. [IN PROCESS] _APPROVAL OF PROMOTIONAL ACTIVITIES 4. All activities of the Advertising Agencies shall only be allowed utilizing the written task order procedures of the County’s Contract Policy. A written task order will be required for the engagement of any promotional activity or any expenditure. . a. A task order for services up to $25,000 requires approval by the Department Head (Executive Director) and Purchasing Director. b. A task order for services above $25,000 and up to $50,000 approval by the Department Head (Executive Director), Purchasing Director and County Administrator. 22 c. A task order for services over $50,000 by the Board of County Commissioners. [APPROVED BY THE BOARD MAY 15, 2012] 5. Past authorized promotional or advertising activities that are ongoing shall not be allowed to proceed without the issuance of a task order. [APPROVED BY THE BOARD MAY 15, 2012 AND JUNE 5, 2012] APPROVAL OF PURCHASES 6. No purchases for real or tangible personal property shall be made by the Advertising Agencies, the Tourist Development Council or Executive Director unless written authorization accompanies that request. Such authorizations shall be in advance. The scope of the written authorization will be as follows: a. Purchases Acquisitions up to $25,000, approval by the Department Head (Executive Director) and Purchasing Director b. Purchases and Acquisitions above $25,000 and up to $50,000 approval by the Department Head (Executive Director), Purchasing Director and County Administrator. c. Purchases and Acquisitions over $50,000 by the Board of County Commissioners. [APPROVED BY THE BOARD MAY 15, 2012] 7. The Advertising Agencies will be required to confirm in writing their understanding and acceptance of these requirements. [APPROVED BY THE BOARD MAY 15, 2012 — both Zimmerman and Lewis have complied] 8. Advancement of funds should be limited and additional guidelines and procedures prepared to restrict this activity. 23 DOCUMENTATION 9. No invoice will be processed through the Clerk’s Office without the executed task order and/or purchase order approved by the respective County officials. No invoice will be approved unless the actual invoice from the vendor accompanies the form. 10.The County should attempt to make media purchases whereby the vendor is paid directly by the County rather than through the advertising agency. PLANNING 11.Annually, the Executive Director will be required to prepare a detailed Strategic or Marketing Plan which will set forth the proposed marketing expenditure for the upcoming fiscal year. That Plan will be reviewed approved by the TDC and recommended to the Board for final approval. Expenditures during the upcoming year shall be in conformity with the Plan. Amendments to the Plan shall be reviewed and approved by the TDC and recommended to the Board for final approval. DEVELOPMENT OF ADEQUATE STANDARDS 12.The TDC shall develop stricter standards for the evaluation of Special Event funding. 13.The TDC shall prepare detailed rules and restrictions to govern any contest or sweepstakes program. 14.The payments for the funding of Special Events should be directly to the entity applying for the funding and the payment should not be paid through the advertising agency. FINANCIAL REPORTING 15. At a minimum, quarterly expenditure reports shall be provided to the TDC and to the Board for their review. These reports shall reconcile all payments that have been made and provide the extent of funding that remains available. 24 ACCREDITATION AND CERTIFICATION 16. The International Association of Convention and Visitors Bureau has partnered with Purdue University to develop an accreditation program for official destination marketing organizations. The County should explore possible accreditation of the TDC. 17. There is also a Certified Destination Management Executive Program. The County should encourage any future TDC Executive Director to complete this program. REVIEW__OF ADVERTISING CONTRACTS AND CONTRACT EMPLOYEES 18. The County should review the existing contracts with the advertising agencies and require conformity with the County’s purchasing policies. 19. The County should review the appropriateness of the continual funding of the Zimmerman employees as a pass through. ADOPTION OF A CODE OF ETHICS 20. The County should consider the preparation of an ordinance adopting a Code of Ethics for the Board, County employees and all appointed committees and boards. 25