Okaloosa County BOCC — August 2, 2016 — TDD Manual — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 2, 2016 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: TDD Manual DEPARTMENT: Tourist Development Department BCC DISTRICT: 2,4,5 STATEMENT OF ISSUE: Request approval of the revised Tourist Development Department Manual. BACKGROUND: The TDC Bylaws and TDD Manual were adopted in March 2013 and updated in October 2015. County staff including tourist development, human resources, purchasing, and the County Administrator’s office vetted the proposed changes and met with the Clerk’s staff to facilitate successful implementation of new marketing policies. The Tourist Development Council reviewed and provided feedback on the manual revisions at its June 23 meeting. The Board tabled the matter until August 2 to allow additional review. The Manual has been modified to reflect Commissioners’ comments. This staff report provides a synopsis of substantive modifications.  C.200. Strategic Marketing Plan (SMP) - quarterly SMP’s will be prepared identifying specific marketing activities and expenditures (e.g. media placements, promotional travel and/or entertainment expenses, trade shows) in addition to an annual SMP identifying an allocation of funds among budget categories (e.g. media campaign, public relations, trade shows, promotional items).  E.200 Advertising Media - documents the process for purchasing advertising media; this language will eventually reside in the purchasing manual.  F.200 Promotional Travel and/or Entertainment-Related Expenses - clarifies the authority, approval, and post-event reporting for these expenses.  F.400 Gifts, Gratuities, Discounts, Services, Favors - removed in favor of HR code of conduct.  G.100 Media Co-ops - documents the process of advertising media (e.g. print, digital, broadcast) partnerships between the TDD and industry partners to jointly market the destination.  G.200 Trade Show Co-ops - documents the process of trade show partnerships between the TDD and industry partners to jointly market the destination.  H. Social Marketing - provides authority for and documents the process of engaging social marketers.  I. Bidding for Sports Events - provides authority for and documents the process of bidding for sports events. Proposed revisions are identified as follows: stricken words indicate deletions and underlined words indicate additions. OPTIONS: Approve or Deny. RECOMMENDATION: Approve revised Tourist Development Department Manual as presented. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator