Okaloosa County BOCC — September 24, 2015 — Agenda Packet — reading text

defined as fixtures and other tangible personal property of a non-consumable nature must be included in the inventory listing of Okaloosa County and tagged accordingly pursuant to Section 274.02, Florida Statutes. a. Capitalization threshold for equipment: $1,000. b. Capitalization threshold for improvements: $5,000. E.200. CONTRACTS 1) All functions to be handled by contract with third parties shall be entered into in accordance with the County Purchasing Manual. Additionally: a. All contracts, regardless of dollar amount, shall be approved by the TDD attorney prior to starting the County contract coordination process. b. To the extent practical and feasible, contracts shall include a provision for submission of written monthly and/or quarterly reports as to the status of all matters which are the subject of the contract. c. The Council shall review and provide a recommendation for all proposed contracts requiring Board approval. 2) Any purchase of equipment over $2,500 shall be handled through the County Purchasing Department, rather than through contracted entities. F. TRAVEL AND ENTERTAINMENT-RELATED EXPENSES The TDD Travel Reimbursement Form (see Appendix) serves as the “travel expense voucher” pursuant to Section 125.0104(9), Florida Statutes. F.100. County Travel and Related Expenses 1) Defined as travel undertaken and expenses incurred in the context of usual business travel for purposes including, but not limited to, staff development and professional education, meetings of professional affiliations, and staff retreats. Reimbursement for this travel and related expenses is governed by the County Purchasing Manual as applied under the provisions of Section 112.061, Florida Statutes. Additionally: a. Council members must receive travel approval in advance from the Board. 11 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 111  1.j.a F.200. Promotional Travel and Entertainment-Related Expenses 1) Defined as travel undertaken and entertainment-related expenses incurred in the performance of promotional activities carried out pursuant to the Tourist Development Plan, Strategic Marketing Plan, and/or annual budget. Reimbursement for this travel and entertainment-related expenses is governed by the County Purchasing Manual as applied under the provisions of Section 112.061, Florida Statutes, as well as the provisions of Section 125.0104(9), Florida Statutes and this Manual. Additionally: a. Travel outside the United States requires approval in advance from the Board. b. The County recognizes the rental of furniture, services, and accessories may be required for attendance at trade shows in connection with the performance of promotional duties. These types of purchases shall be considered to be part of the registration fee for the trade show and Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) shall not be considered payment in advance requiring Board approval. c. The County recognizes that deposits are typically required for the reservation of meeting space (e.g. road show) or catering services (e.g. familiarization tour) in connection with the performance of promotional duties. As long as the amount of the deposit does not exceed 50% of the total quoted cost, the deposit shall not be considered payment in advance requiring Board approval. d. The County recognizes that a glass of wine or other alcoholic beverage with dinner is customary within the tourism industry (e.g. meals for familiarization tours). As long as these expenses are reasonable and necessary in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff and the advertising agency will remain cognizant of the public perception of county funds being used to purchase alcohol. e. The County recognizes that tips and gratuities are customary within the tourism industry (e.g. tours, excursions). As long as these expenses are reasonable and necessary in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff and the advertising agency will remain cognizant of the public perception of county funds being used for this purpose and will limit tips and gratuities to no more than 20% of the retail cost exclusive of taxes or other fees. f. The County recognizes that giveaways (e.g. overnight stay, tour tickets, airline tickets) are customary within the tourism industry (e.g. familiarization tours, road shows). As long as these expenses are reasonable and necessary in connection with the performance of promotional duties, they are authorized by Florida Statutes. County staff and the advertising agency will remain cognizant of the public perception of county funds being used for this purpose and will attempt to receive such items on a compensatory basis from partners prior to purchase with tourist development tax dollars. g. All gifts, certificates, coupons, etcetera, received in conjunction with travel are to be turned over to the TDD for further handling. F.300. Promotional Entertainment-Related Expenses (Not Travel-Related) 1) Defined as entertainment-related expenses incurred in the performance of promotional activities carried out pursuant to the Tourist Development Plan, Strategic Marketing Plan, and/or annual budget. Most commonly, these expenses will be food and beverage for meetings held with stakeholders related to authorized activities. Reimbursement for these entertainment-related expenses is governed by the County Purchasing Manual, the provisions of Section 125.0104(9), Florida Statutes and this Manual. 12 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 112  1.j.a G. DELEGATION OF SIGNATURE AUTHORITY G.100. DELEGATION OF SIGNATURE AUTHORITY In the Director’s absence, the Finance, Administration, and Compliance Manager shall have full signature authority of the Director. Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) 13 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 113  1.j.a SECTION THREE: OPERATIONAL & CAPITAL FUNDING REQUESTS ANNUAL APPLICATION DEADLINE: MAY 1 H.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. H.200. AUTHORIZATION The TDD will set aside a portion of the overall annual budget as a budgeted line item to fund Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) operational and capital funding requests approved in accordance with this Manual. H.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. 14 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 114  1.j.a H.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