Okaloosa County BOCC — May 29, 2014 — reading text

May Financial Update) 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 May 22, 2014 Tourist Development Department, Okaloosa County, FL 3 of 6 Packet Pg. 140 Financial Update – May 2014 3.b.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  promotion of the Convention Center and Tourist Destination Facilities Attachment: III.b. Financial Update (2876 : May Financial Update) FOURTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  expansion, renovation, reconstruction of the convention center and outdoor venues May 22, 2014 Tourist Development Department, Okaloosa County, FL 4 of 6 Packet Pg. 141 Financial Update – May 2014 3.b.a FIFTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  tourism promotion STRATEGIC MARKETING PLAN Attachment: III.b. Financial Update (2876 : May Financial Update) RevPAR Revenue per available room (RevPAR) is a widely used performance metric in the lodging industry. RevPar is a measurement for a point in time, so it is most appropriately used when comparing equivalent time periods (e.g. February 2014 to February 2013). However, since year-to-year comparison is not possible until twelve months of data are obtained, it is being presented here to establish benchmarks. RevPar = gross monthly receipts divided by days in month divided by number of units (data taken from Tax Collector’s monthly reports) May 22, 2014 Tourist Development Department, Okaloosa County, FL 5 of 6 Packet Pg. 142 Financial Update – May 2014 3.b.a EXPENDITURE TRANSACTION ANALYSIS Pursuant to Florida Statutes 125.0104(4)(e), “The council shall continuously review expenditures… Expenditures which the council believes to be unauthorized shall be reported to the county governing board and the Department of Revenue”. One of the most comprehensive reports from the County’s accounting system is the Expenditure Transaction Analysis, which lists the fiscal period, date, transaction type, check number, vendor number, vendor name, dollar amount, and description for each tourist development tax expenditure transaction. This report is being provided to assist the TDC in identifying possibly unauthorized expenditures. The following pages provide transaction detail for the month of April 2014. Attachment: III.b. Financial Update (2876 : May Financial Update) May 22, 2014 Tourist Development Department, Okaloosa County, FL 6 of 6 Packet Pg. 143  SUNGARD PENTAMATION, INC. PAGE NUMBER: 1 DATE: 05/21/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 18:28:58 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’7’ and transact.fund=’104’ ACCOUNTING PERIOD: 8/14 FUND − 104 − TOURIST DEVELOPMENT FUND DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 534003 CS−CONSULTING 7 /14 04/03/14 21 V1404467 21200456 GAIL MORGAN 3,166.67 .00 FILM COMMISSION 7 /14 04/11/14 13 −18,432.00 BT−CA−14−20 TOTAL CS−CONSULTING −18,432.00 3,166.67 .00 534018 CS−CHAMBER OF COMMERCE 7 /14 04/17/14 21 1404747 002241 DESTIN AREA CHAM 5,000.00 .00 JAN−MAR2014 7 /14 04/17/14 21 E1404771 002981 FWB CHAMBER OF C 5,000.00 .00 JAN−MAR2014 TOTAL CS−CHAMBER OF COMMERCE .00 10,000.00 .00 534500 CS−PERSONNEL 7 /14 04/03/14 21 1404452 21101150 LANDRUM STAFFING 904.40 .00 NIXON 3/15/14 7 /14 04/03/14 21 1404452 21101150 LANDRUM STAFFING 921.36 .00 NIXON 3/22/14 7 /14 04/17/14 21 1404801 21101150 LANDRUM STAFFING 904.40 .00 NIXON 3/29/14 7 /14 04/23/14 21 1404963 21101150 LANDRUM STAFFING 904.40 .00 NIXON 4/12/14 7 /14 04/23/14 21 1404963 21101150 LANDRUM STAFFING 904.40 .00 NIXON 4/5/14 TOTAL CS−PERSONNEL .00 4,538.96 .00 540002 TRAVEL OUT−OF−COUNTY 7 /14 04/10/14 11 .00 ESTABLISH PER CD 7 /14 04/11/14 13 8,200.00 BT−CA−14−20 TOTAL TRAVEL OUT−OF−COUNTY 8,200.00 .00 .00 540005 TRAVEL LODGING EXPENSES 7 /14 04/10/14 11 .00 ESTABLISH PER CD 7 /14 04/11/14 13 8,200.00 BT−CA−14−20 TOTAL TRAVEL LODGING EXPENSES 8,200.00 .00 .00 542001 POSTAGE/FREIGHT CHARGES 7 /14 04/03/14 21 1404523 008511 U S POSTMASTER 10,000.00 .00 BULK MAIL POSTAGE/TDD 7 /14 04/11/14 13 532.00 BT−CA−14−20 TOTAL POSTAGE/FREIGHT CHARGES 532.00 10,000.00 .00 545990 INSURANCE−OTHER 7 /14 04/07/14 19 BUDGET−5 62.00 GENERAL LIABILITY TOTAL INSURANCE−OTHER .00 62.00 .00 546900 RM−TECHINCAL SUPT SERVICE 7 /14 04/10/14 11 .00 ESTABLISH PER CD 7 /14 04/11/14 13 900.00 BT−CA−14−20 TOTAL RM−TECHINCAL SUPT SERVICE 900.00 .00 .00 548001 PROMOTIONAL ACTIVITIES 7 /14 04/11/14 13 −1,845.00 BT−CA−14−21 Packet Pg. 144 7 /14 05/02/14 19 COR7EB −5,175.00 CORRECT DEPT & ACCTS 7 /14 05/02/14 19 COR7EB −8,941.25 CORRECT DEPT & ACCTS TOTAL PROMOTIONAL ACTIVITIES −1,845.00 −14,116.25 .00 3.b.a RUN DATE 05/21/2014 TIME 18:28:59 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING Attachment: III.b. Financial Update (2876 : May Financial Update)  SUNGARD PENTAMATION, INC. PAGE NUMBER: 2 DATE: 05/21/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 18:28:58 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’7’ and transact.fund=’104’ ACCOUNTING PERIOD: 8/14 FUND − 104 − TOURIST DEVELOPMENT FUND DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 548001 PROMOTIONAL ACTIVITIES (cont’d) 548003 TRADE SHOW FEES 7 /14 04/10/14 11 .00 ESTABLISH PER CD 7 /14 04/11/14 13 5,000.00 BT−CA−14−21