Okaloosa County BOCC — July 6, 2016 — TDD Manual 070616 redlined — reading text

frequency of post(s) c. Use of photos and/or video d. Amount of research required e. Whether social promotion is included f. Byline location g. Inclusion of blogger bio and/or link to blogger’s website or social accounts h. Success rate for this blogger (e.g. number of website clicks, Facebook friends, Twitter followers, etc generated from previous posts) 5) To incentivize bloggers to focus on building better content rather than just counting words, performance pay per blog may be provided based on the following metrics as appropriate: a. New Comments b. New Subscribers c. Unique Visitors d. Increase in Inbound Links 6) All blogs must include at least one photo. Bloggers shall be responsible for obtaining releases, licenses, permits or other authorization to use photographs, copyrighted materials, artwork or any other property or rights belonging to third persons. Bloggers shall indemnify and hold the County harmless from any and all such claims arising from their blog(s) and provide a conflict of interest form. 7) All blog submissions will be reviewed by the marketing team and determination of whether a particular blog meets the needs of the County is at the discretion of the Tourist Development Department. 8) Approved blogs will be posted on EmeraldCoastFL.com. I. BIDDING FOR SPORTS EVENTS I.100. BIDDING FOR SPORTS EVENTS 1) The sports sector of the recreation industry abounds with events at the regional, national, and international level for which organizations submit bids to demonstrate they can best host the event. Bidding for sports events provides an opportunity to increase visitation during periods of low occupancy. The process of submitting a proposal, application, or bid to host an event is often referred to as the “bid process” and shall not be confused with the bid process outlined in the County’s Purchasing Manual. 2) A monthly report of sports event bid opportunities shall be presented to the Council and Board for approval and authorization to submit. The report may address the following areas as appropriate: a. Summary information (e.g. sport type, dates, venues/facilities) b. Management team (e.g. TDD staff, local club, regional association) c. Financial information (e.g. budget, community support, contingency funds) 17 of 38 TDC 06-23-2016 BCC 07-06-2016  d. Anticipated return on investment / Metrics for success (e.g. out-of-area visitors, sports industry prestige) 3) The Tourist Development Department is authorized to engage in the bid process for approved sports event bids. Bid applications shall be signed in accordance with County Purchasing Manual approval thresholds. 4) Any contracts or agreements resulting from sports event bids awarded to the County shall be approved in accordance with section E.300 of this Manual. 18 of 38 TDC 06-23-2016 BCC 07-06-2016  SECTION THREE: OPERATIONAL & CAPITAL FUNDING REQUESTS ANNUAL APPLICATION DEADLINE: MAY 1 J.100. PURPOSE The TDD may provide operational and capital funding support to organizations promoting tourism within the sub-county taxing district, as authorized under Section 125.0104, Florida Statutes, and Okaloosa County’s Tourist Development Plan. J.200. AUTHORIZATION The TDD will set aside a portion of the overall annual budget as a budgeted line item to fund operational and capital funding requests approved in accordance with this Manual. J.300. APPLICATION PROCESS 1) The application must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form 2) Applications are due by May 1 to be considered for the upcoming fiscal year budget. If May 1 is a Saturday or Sunday, applications are due the first weekday in May. For example, applications for expenses to be incurred October 1, 2015 through September 30, 2016 are due no later than May 1, 2015. 3) The individual signing the Application must be authorized to enter into agreements on behalf of the requesting organization. 4) Applications must include an original signature and may be hand-delivered or mailed to the Tourist Development Department, 1540 Miracle Strip Pkwy SE, Fort Walton Beach, FL 32548. Incomplete applications and applications received after 5pm on May 1 may not be considered. A Conflict of Interest form must be submitted with the application. 5) Applications received by May 1 shall be presented to the Tourist Development Council during its May budget meeting to be considered for funding as part of the annual budget process. 6) Upon final adoption of the annual budget by the Board of County Commissioners in mid- September, applications will be executed in accordance with County Purchasing approval authority limits and a purchase order or contract issued. 7) Applicants shall be notified of their funding status in mid to late September. 8) An exception to the May 1 application deadline may be granted by the Tourist Development Director for emergency situations when the issues are time critical. If an exception is granted, the application will be presented to the Council for consideration. If funding is approved by the Council and budget funds are available, the application will be executed in accordance with County Purchasing approval authority limits. If funding is approved by the Council and a budget amendment from reserves is required, recommendation of the Council and approval by the Board is required regardless of dollar amount. If the budget amendment is approved, the application will be executed in accordance with County Purchasing approval authority limits. 19 of 38 TDC 06-23-2016 BCC 07-06-2016 J.400. REIMBURSEMENT PROCESS 1) Payments are on a reimbursement basis only. Copies of proof of performance and proof of payment for approved expenditures must accompany the organization’s invoice. 2) Reimbursement requests are due no later than October 15. Funding lapses at fiscal year end (September 30) and reimbursement must be made by the County no later than October 31. Failure to submit a timely invoice along with proof of performance and proof of payment will result in forfeiture of funding. 3) The TDD recognizes that amounts requested on the Operational & Capital Funding Request may vary from amounts actually incurred. While variances in dollar amounts among approved expenditures are acceptable, only expenditures approved on the application will be paid and the total invoiced for reimbursement may not exceed the total approved on the Funding Request. 4) In the event a portion of an invoice submitted to the County for payment, as specified above, is disputed, payment for the disputed amount may be withheld pending resolution of the dispute, and the remainder of the invoice will be processed for payment without regard to that portion which is in dispute. 20 of 38 TDC 06-23-2016 BCC 07-06-2016  Okaloosa County Tourist Development Department Operational & Capital Funding Request (Annual Deadline: May 1) This form is to be used for all operational and capital requests for tourist development tax funding to facilitate the review and approval process. This form must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form. ORGANIZATION INFORMATION: Name: Tax I.D.: Contact Person: Title: Phone: Email: Street Address: City/ST/Zip: Briefly describe the organization: CATEGORY OF FUNDING REQUESTED: ___ Beaches & Parks (1st penny) Authorized uses include: To provide and improve beach park facilities or beach improvements including access; To provide and improve tourist destination facilities within the subdistrict for which there is public access, including the beaches located within the city limits of Destin. ___ Tourism Administration (2nd penny) Authorized uses include: Tourism Services, including visitor services, brochure distribution, communication and research; Lifeguard services and protection. ___ Convention Center (3rd penny) Authorized uses include: To provide for the operations and maintenance of the Convention Center, the Visitor Welcome or Information Centers, and other Tourist Destination Facilities, including aquariums and museums; To provide for the promotion of the use of the Convention Center and other Tourist Destination Facilities. ___ Tourism Promotion (5th penny) Authorized uses include: Tourism promotion. FUNDING REQUEST INFORMATION: Describe the funding request in detail. Attach pictures or any other supporting documentation. 21 of 38 TDC 06-23-2016 BCC 07-06-2016 Describe how the funding request promotes tourism within the sub-county taxing district. Describe other funding methods pursued and why Tourist Development Tax funding is necessary. Dates during which expenses will be incurred: Start Month/Year: ____________ End Month/Year: ____________ Itemize expenses requested for reimbursement. Denote what portion of the expense, if any, is funded by another source. Attach quotes or any other supporting documentation. Amount funded by Amount funded Description tourist development by other sources tax TOTAL $0 $0 $0.00 Note: Item(s) may be disqualified individually without impacting other items listed. 22 of 38 TDC 06-23-2016 BCC 07-06-2016  Upon completing this funding request in its entirety, please read the following statement and affix your signature. I am submitting this funding request on behalf of my organization and am aware that this request will be reviewed for final approval. I have completed this funding request fully and accurately, understand that all information submitted will be used to determine funding eligibility, and have not misrepresented any information contained herein. I understand that if the