Okaloosa County BOCC — August 28, 2014 — reading text

08/20/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 09:50:22 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’9’ and transact.fund=’104’ ACCOUNTING PERIOD: 11/14 FUND − 104 − TOURIST DEVELOPMENT FUND DEPARTMENT − 711242 − FDOT URBAN CORR 12 (O) ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 547002 PRINTING & BINDING 9 /14 06/06/14 17 21401470−01 21300007 INTERMOUNTAIN CO 424.35 8" X 10.50 RIDE GUIDE, MA TOTAL PRINTING & BINDING .00 .00 424.35 TOTAL FDOT URBAN CORR 12 (O) .00 .00 424.35 TOTAL TOURIST DEVELOPMENT FUND .00 1,028,407.81 −58,875.98 TOTAL REPORT .00 1,028,407.81 −58,875.98 Packet Pg. 111 3.b.1 RUN DATE 08/20/2014 TIME 09:50:31 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING Attachment: III.b. Financial Update (3205 : Financial Update - August)  3.c Tourist Development Council Meeting: 08/28/14 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 # 3206) DOC ID: 3206 FY15 Budget Update Updated: 8/22/2014 4:37 PM by Aida Wilkinson Page 1 Packet Pg. 112  3.c.1 TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: May 29, 2014 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager SUBJECT: FY 2014-15 Budget Update Background A budget meeting was held on May 8 to educate the TDC on various entities receiving tourist development tax dollars and how those dollars are spent, as well as to allow the TDC to reach consensus on desired priorities and funding levels for FY 2014-15. The proposed FY 2014-15 Tourist Development Department budget was presented to the TDC on May 29, and subsequently presented to Attachment: III.c. FY15 Budget Update (3206 : FY15 Budget Update) the County Administrator on June 5 and Board of County Commissioners on August 12. Discussion Two significant decisions have been made since the budget was reviewed by the TDC in May: 1. Horizons will be solely responsible for beach park bathroom cleaning next year at an annually contracted amount of $138,549. 2. Public Works will perform beach cleaning and raking at an annual interfund transfer amount of $283,308 including one-time equipment purchases. Visual representation of the proposed FY15 budget: Packet Pg. 113  3.c.1 The BCC will hold public hearings on the FY15 budget on September 4 & 15. The TDC will review the final BCC-adopted budget on September 18 (tentative). TDC Recommendation to BCC For informational purposes only; no recommendation needed. Attachment: III.c. FY15 Budget Update (3206 : FY15 Budget Update) Packet Pg. 114  3.d Tourist Development Council Meeting: 08/28/14 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 # 3207) DOC ID: 3207 Promotional Reserves Update Updated: 8/22/2014 4:42 PM by Aida Wilkinson Page 1 Packet Pg. 115  3.d.1 TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: August 28, 2014 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Charlotte Dunworth, Finance, Administration, & Compliance Manager SUBJECT: Promotional Reserves Update Background Per the Revised Strategic Marketing Plan adopted by BCC 5/6/14: “Promotional Reserve funds are budgeted for promotional opportunities that may arise which were unknown when developing the SMP. Attachment: III.d. Promo Reserves Update (3207 : Promotional Reserves Update) To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds may be appropriated in accordance with County approval authority and with concurrence of the TDC Chairman if an opportunity would be lost due to the timing of regular TDC and BCC meetings. In such case, the TDC and BCC will be apprised of the use of these dollars at their next regularly scheduled meetings”. Discussion Promotional reserves have been used on several occasions since the June TDC meeting. The TDC is hereby being apprised, for informational purposes only, of the following uses which have already occurred: A. $9,500 for advertising with Funway Holidays International Inc. in order to reach the UK market. The Funway marketing plan is based on a consortium of eight Florida CVBs contributing to the campaign, and many of our competitors have already jumped on board (Cocoa Beach, Sarasota, Bradenton, Daytona and Pensacola). There were only 3 available slots, so the opportunity may have been lost if TDC and BCC approvals were obtained in advance. This time-sensitive opportunity was vetted with the TDC Chairman, and approved in accordance with County approval authority. This use of promotional reserves was presented to the BCC on August 19. (TO 145) B. $18,895 for a social media sweepstakes, email opt-in button on the website in conjunction with visitors guide requests, and development of three pop-up banners for use at trade shows. The pop-up banners are needed for a trade show being attended in early September. This use of promotional reserves was approved in accordance with County approval authority and presented to the BCC on August 19. (TO 144) C. $1,000 for American Bus Association digital advertising included in the original Strategic Marketing Plan adopted in November 2013, but omitted from groups-targeted task orders and removed from the revised Strategic Marketing Plan although digital banners had already run in February/March 2014. This use of promotional reserves will be presented to the BCC on September 2. (TO 124 revised) D. $9,000 of FY14 promotional reserves and $13,500 of FY15 promotional reserves to fly aerial banners at Alabama and Auburn home football games and the NASCAR race at Talladega. Reserves are being identified by fiscal year due to the timing of football games. Since the first football game is Aug 30, a purchase order has been issued in accordance with County approval authority. This use of promotional reserves will be presented to the BCC on September 2. E. $95 for ECCC listing in Convention South’s 2014 Directory of Meeting Sites in the South as well as website listing. A half-page magazine ad is included in the Strategic Marketing Plan, but the directory listing is not specifically identified. To meet the directory deadline, payment has been made via credit card. This use of promotional reserves will be presented to BCC on September 2. F. TDC Recommendation to BCC For informational purposes only; no recommendation needed. Packet Pg. 116  3.d.1 A recommendation from the TDC is hereby being requested for the following uses of promotional reserves, as these activities have not yet occurred: A. $3,503 to edit the previously developed couples tv ad to make it fall-oriented by adding in a new voiceover and including specific fall festivals happening in the area. This use of promotional reserves will be presented to the BCC on September 2. (TO 132 revised) B. $1,413 to edit the previously developed fall seasonal radio ad to make it current and include specific fall festivals happening in the area. This use of promotional reserves will be presented to the BCC on September 2. (TO 133 revised) TDC Recommendation to BCC Approve the use of promotional reserves as identified for radio and tv edits for the fall season. Attachment: III.d. Promo Reserves Update (3207 : Promotional Reserves Update) Packet Pg. 117  4.a Tourist Development Council Meeting: 08/28/14 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Presentation Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: