Okaloosa County BOCC — April 27, 2013 — TDD O&P Presentation — reading text

TDC BYLAWS & TOURIST DEVELOPMENT DEPARTMENT OPERATIONS AND PROCEDURES MANUAL MARCH 19, 2013 UPDATE  UPDATE OBJECTIVES • Specifically Address Auditor General Findings Related to Special Events and Sponsorship Funding. • Communicate policies more clearly and effectively to stakeholder groups and the public.  MANUAL FORMAT 3 distinct sections: • TDC Bylaws • TDD Operating Policies and Procedures • Special Event and Sponsorship Funding  TDC BYLAWS • Emphasizes clear “Tourism Advisory” role and “Expenditure Review” responsibility. • Limits TDC membership to one(1) four year term.  TDC BYLAWS • Requires an Orientation Session for TDC members covering Sunshine Law, Public Records, Ethics, etc., and Key Document Receipt Acknowledgement. • Establishes protocol and structure for TDC meetings at least once each quarter. • Provides Financial Disclosure Form and Voting Conflict Form. SPECIAL EVENT & SPONSORSHIP FUNDING Destination Marketing Strategy • Leisure vs. Group • High season vs. shoulder • Group is competitive; but drives both occupancy & leisure market bounce back opportunities.  SPECIAL EVENT & SPONSORSHIP FUNDING Auditor General Findings are Addressed by the Following: • Clearly defines the objective of these expenditures. • Eliminates conflicts & potential for conflicts. • Clearly defines & limits “authorized uses”. • Creates a consistent & universally applied formula for funding. • Complies with County Purchasing Policy. SPECIAL EVENT & SPONSORSHIP FUNDING Compliance Forms Provided • Special Event and Sponsorship Funding Application • Special Event and Sponsorship Expense Reimbursement Request • Special Event and Sponsorship Post- Event Report  SPECIAL EVENT & SPONSORSHIP FUNDING Practical Tourist Development Applications: • Allows group sales solicitation efforts to restart transparently and confidently. • A simplified objective specifically drives incremental room occupancy in the sub county taxing district, particularly during low or shoulder seasons. • Inside-Out strategy.  SPECIAL EVENT & SPONSORSHIP FUNDING Tourist Development Benefits that Accrue to Okaloosa County: • Required Web Links & Landing Pages where appropriate • Social Media Engagement • Public Relations / Publicity • Lodging facility reservation channels • Promote bounce backs to visitors already here TDD OPERATIONS & PROCEDURES • Deleted any reference to “Contract and Leases Policies & Procedures,” and added TDD attorney participation in contract review process. TDD OPERATIONS & PROCEDURES • Seeking Board Guidance and Recommendation on the potential inclusion of language requiring TDD Attorney Review of all Purchase Orders and Contract Payments in Excess of $50,000.