Okaloosa County BOCC — May 4, 2013 — reading text

Laws and Tourist Development Department Operations & Procedures Manual. That revision created a new evaluation protocol for the funding of Special Events and Sponsorships by the Tourist Development Department. A copy of this section of the Manual is attached as reference. Three (3) applications for funding were submitted to the Tourist Development Department in January, 2013 and have been awaiting disposition while new policies and procedures were formulated and approved by the Board on March 19, 2013. Staff requests permission to have these three (3) applications considered under the Board's new procedures; but, with their January, 2013 submission date left intact. The applicants will be directed by staff to complete updated forms reflective of the Board's new policies, and attach the original application from January, 2013 for reference. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Approve TDD staff request to allow the evaluation of three (3) Special Event and Sponsorship funding requests, originally submitted in January, 2013 using the Packet Pg. 478  9.6.a Board's March 19 policies and procedures; but, retaining each of the applicant's original application date. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 479  9.6.a.a SECTION THREE: SPECIAL EVENT AND SPONSORSHIP FUNDING F.100 PURPOSE Attachment: Special Event & Sponsorship Funding (1550 : 2013 Special Event and Sponsorship Funding Execution) The goal of the Tourist Development Department’s Special Event and Sponsorship funding program is to increase awareness of the Emerald Coast as a tourist destination and to drive incremental room occupancy in the sub- county taxing district, particularly during low or shoulder seasons. F.200 AUTHORIZATION 1) The Tourist Development Department will set aside a portion of the overall annual budget as a budgeted line item(s) (determined on a fiscal year basis during the County’s budget process) in a funding program to supplement the efforts of individuals, groups, and organizations planning, coordinating, and managing special events, festivals, meetings, and conventions (“Events”) expected to directly benefit local tourism and to drive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 2) When funding is provided, it will be to promote and attract incremental tourism and not to support administrative costs. F.300 Special Event and Sponsorship Funding Guidelines: 1) Location of Event: The Event must take place within Okaloosa County. 2) Application: Applicants must submit a Special Event and Sponsorship Funding Application, a copy of which is attached hereto. A completed application shall be submitted no later than sixty (60) days prior to the start of the Event(s) to the Tourist Development Department Director. 3) Authorized uses of Special Event and Sponsorship funds: a. Vendor-contracted Host Fee(s); b. Pre-Event marketing/attendance stimulation initiatives; c. Emerald Coast Convention Center rental offsets; and d. Any other use of Special Event and Sponsorship funds is unauthorized. Packet Pg. 480  9.6.a.a 4) Requirements for Pre-Event Marketing/Attendance Stimulation Initiatives: The Okaloosa County tourist development logo and appropriate web links must appear prominently in Event marketing materials (written and/or electronic) supported by the Special Event and Attachment: Special Event & Sponsorship Funding (1550 : 2013 Special Event and Sponsorship Funding Execution) Sponsorship funding. Marketing must take place in areas outside of Okaloosa County to ensure that funds will be used to attract overnight visitors. Social media advertising is acceptable, but audience selection must be documented. 5) Additional Requirements: Funding recipients shall agree to work with Tourist Development Department staff to enhance joint attendance stimulation outreach efforts. Such efforts include, but are not limited to, social media development and interaction, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photograph and video. 6) Funding Parameters: a) Funding for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets shall be determined based upon the completed Application form as follows: • Up to $10 per historically documented or anticipated room night with a maximum amount of $20,000 per Event. b) Funding for Vendor-Contracted Host Fees shall not exceed $20,000 per Event. 7) Funding Expense Reimbursement Form: Funding recipients shall submit a Funding Expense Reimbursement Form to the Tourist Development Department Director to seek reimbursement for the item(s) approved in their Special Event and Sponsorship Funding Application. 8) Final Evaluation Report: Funding recipients must submit a Special Event and Sponsorship Post-Event Report, a copy of which is attached hereto. The Post-Event Report shall be submitted to the Tourist Development Department Director no later than thirty (30) days after the date of the Event(s). Failure to submit the Post-Event Report shall deem the funding recipient ineligible for future Special Event and Sponsorship funding. Packet Pg. 481  9.6.a.a F.400 PROCEDURE Special Event and Sponsorship Funding Application forms are available by contacting the Tourist Development Department. The number and extent of Attachment: Special Event & Sponsorship Funding (1550 : 2013 Special Event and Sponsorship Funding Execution) awards will be dependent upon the availability of designated funds from year to year. The following procedures shall apply to Special Event/Sponsorship funding requests: 1) Requests for funding shall be made to the Director or his designated agent on the approved application form. All applicants requesting Special Event/Sponsorship funding shall submit a completed application form to the Director at least sixty (60) days in advance of the anticipated Event date. The Director or designated agent will review the application form to ensure compliance with all applicable requirements. The Director or designated agent reserves the right to request additional information from the applicant prior to making decisions on whether to award funding. 2) The history and experience of the applicant and/or the organization is extremely important when considering the award of any funds as well as the soundness and potential of the proposed or existing Event to drive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 1) If an applicant is granted an award, the applicant shall acknowledge in writing the terms and conditions applicable to receiving such funding. 2) Invoices for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets may be submitted for payment to the Tourist Development Department Director after completion of specific activities detailed in the approved application. Invoices shall be accompanied by a Special Event and Sponsorship Expense Reimbursement Form, a copy of which is attached hereto. Packet Pg. 482  9.6.b BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 2, 2013 TO: Honorable Chairman and Members of the Board FROM: Daniel O'Byrne SUBJECT: TDC Selection Committee Recommendations DEPARTMENT: Tourist Development BCC DISTRICT: All STATEMENT OF ISSUE: This request seeks Board approval and appointment of qualified individuals to fill the six (6) non-elected seats on the Okaloosa County Tourist Development Council, as recommended by the Board appointed Selection Committee. BACKGROUND: At its March 5, 2013 meeting, the Board appointed a Selection Committee to review TDC candidate applications and recommend qualified non-elected candidates to be appointed by the Board. The Board appointed Commissioner Kelly Windes, Dan O’Byrne and John Hofstad to serve on the Selection Committee. The Selection Committee convened duly-noticed public meetings on March 25 and 27, 2013, reviewed 13 applications, and voted to recommend the following individuals to serve as non- elected members of the Council: (1) JOE GUIDRY, Lodging Industry Owner/Operator to serve a four (4) year term. (2) DALE PETERSON, Lodging Industry Owner/Operator to serve a four (4) year terms. (3) MICHAEL D. BASS, Lodging Industry Owner/Operator to serve a two (2) year term. (4) THOMAS RICE, Tourism Related Industry member to serve a four (4) year term. (5) THOM GOSSOM, JR, Tourism Related Industry member to serve a two (2) year term. (6) DANIEL F. EMPSON, Tourism Related Industry member to serve a two (2) year term. The attached Resolution sets forth the recommended appointment of non-elected members. Additionally, the proposed Resolution states that the two municipal official seats shall be selected by the respecting governing bodies and confirmed by the Board. OPTIONS: Approve/Disapprove Packet Pg. 483  9.6.b RECOMMENDATIONS: Approve and adopt the proposed Resolution appointing members to the Okaloosa County Tourist Development Council. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 484  9.6.b.a Packet Pg. 485 Attachment: TDC Council Applicant Resumes 2013 (1562 : TDC Selection Committee Recommendations)  9.6.b.a Packet Pg. 486 Attachment: TDC Council Applicant Resumes 2013 (1562 : TDC