Okaloosa County Tourist Development Council — August 8, 2013 — reading text

Proposed Budget Overview Establish project budgets for each advertising project Budget and marketing campaign, to Objective Part 2: ensure that available resources are not overspent. Packet Pg. 65 TOURIST DEVELOPMENT DEPARTMENT 2013 – 2014 Proposed Budget Overview Packet Pg. 66  TOURIST DEVELOPMENT DEPARTMENT 2013 – 2014 Proposed Budget Overview An Update on BP Funds Packet Pg. 67  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 8, 2013 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Convention Center The attached document provides the Program Based Budget for the Convention Center. Packet Pg. 68  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: CULTURE/RECREATION DEPARTMENT/PROGRAM: CONVENTION CENTER PROGRAM DESCRIPTION: The Emerald Coast Convention Center (ECCC) provides economic impact to the tourism and general businesses of Okaloosa County. Also our mission is to provide a professional service team, exquisite food service and a spotlessly clean and safe environment for meetings, conventions, trade shows, public entertainment and all types of special event activities. REVENUE: The Convention Center is funded by the Tourist Development trust fund, collections of the 3rd and 4th cent short term rental occupancy tax and by revenues created by activities at the center. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,009,486 972,550 1,010,593 1,289,395 Operating Expenses 1,997,255 2,967,558 3,239,848 3,341,455 Capital Outlay 77,472 187,153 2,520,146 5,120,375 Debt Service 459,956 106,988 326,000 155,000 Grants & Aids 250,000 250,000 491,719 0 Transfer Out 513,054 532,051 491,719 0 Reserves 0 0 1,441,600 2,771,525 Total 4,307,223 5,016,300 9,521,625 12,677,750 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 18 18 19 24 Part-Time 2 2 2 2 Relief 0 0 0 0 Total 20 20 21 26 Packet Pg. 69 MAJOR ACCOMPLISHMENTS LAST YEAR:  Conducted and serviced 210 functions at the ECCC  Brought in and estimated economic impact of 15 million dollars to the County  Have a current customer service rating of 4.7 out of 5 as returns of client surveys distributed to all clients indicated  Have managed expenses to run below the collections and revenue increasing the bottom line of the trust fund for the 3rd and 4th cent continually while providing the highest quality of professional services to our clients  Paid down a significant portion of the debt for the construction of the ECCC PROGRAM GOAL: To provide a clean, safe and well maintained Conference and Convention facility for visitors and local clients and guests to create economic impact and opportunities for local functions. Provide necessary performance data to the Executive Director of the TDC/CVB, the Tourist Development Council members and the Board of County Commissioners. KEY OBJECTIVES: 1. Ensure that all functions of the ECCC comply with county policies and procedures 2. Continue to improve sales for all revenue streams available to the center 3. Provide all data necessary for a profitable and successful marketing campaign 4. Continue to provide exemplary service, facilities, food service and technical services to all clients to ensure return to and re-use of the center to a majority of clients The following projects are planned for FY 2014:  Begin construction of the approved 30,000 square foot outdoor event area to be constructed on North property  Loading dock expansion is needed to alleviate problems unloading and loading of tradeshow exhibits. The current dock size does not allow fork lift access for large exhibits to be used.  Exterior building surface requires repairs to eliminate moisture damage and improve appearance.  Continue with design and approval for a Porte Cochere at both the main and South entrances to assist in entrance and exit of the building in inclement weather  Upgrade chiller #2 for more efficient operation of H-Vac system Packet Pg. 70 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 FTEs for Convention Center Operations 20.5 20.5 21.5 Input FTEs for Sales and Marketing 2 2 3 Number of Functions 200 210 220 Efficiency Estimated Economic Impact $15,000,000 $15,000,000 $16,000,000 Revenue Projections $755,240.00 $810,450.00 $822,750.00 Number of FTEs Involved 22.5 22.5 24.5 Effectiveness Number of Events Per FTE 8.8 9.3 8.9 Client Rating Survey Average 4.7 of 5.0 4.7 of 5.0 4.7 of 5.0 Revenue Per FTE $33,566 $36,020 $33,582 Packet Pg. 71  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 8, 2013 TO: Honorable Chairman and Members of the Board FROM: Steve Czonstka SUBJECT: Heritage Museum Presentation Representative from the Heritage Museum wishes to address the BCC at the August 8, 2013 Budget Meeting. Packet Pg. 72 115 Westview Avenue Tel: (850) 678-2615 Valparaiso, FL 32580 www.heritage-museum.org Fax: (850) 678-4547 August 1, 2013 Ernie Padgett, Okaloosa County Administrator 1804 Lewis Turner Boulevard, Suite 400 Fort Walton Beach, FL 32547 Subject: Funding - Heritage Museum of Northwest Florida Dear Mr. Padgett: On behalf of the Heritage Museum of Northwest Florida Board of Trustees, I wish to thank the Okaloosa County Commission for its past support. Our Board of Trustees understands that in an era of reduced revenues, County Commissioners are faced with making difficult decisions with regard to the services the County provides its citizens. Likewise our Board has made difficult decisions on ways to reduce spending while maintaining a quality level of service to our patrons. However, at some point we can no longer afford to operate the museum without a sustainable level of monetary support. The Heritage Museum of Northwest Florida was created as a regional association with a mission to collect, preserve, and display material illustrating the region’s culture, history and heritage. We provide public access to our collections as well as educational programs for both children and adults. In addition, the Museum serves as an archive and repository facility for historical records and documents that are made available to the public for study and research. Understandably the Museum is categorized as a quality of life item, one of the lowest priorities in the hierarchy of needs for Okaloosa County. The Museum provides so much more than a quality of life; it preserves our history and heritage. The Museum has seen the level of support from the County drastically reduced over the past years. Our County funded Director’s position has been eliminated along with our Information Technology support. County fiscal year funding has been reduced from $50,000 to $13,500. To partially compensate for these reductions, the Museum has ramped up its fundraising efforts to include more special events, membership drives, and corporate sponsorships. In spite of the difficult financial position we are in, we are not standing still. The Museum volunteers and staff have created a special exhibit in support of Okaloosa Viva Florida 500 where the County Time Capsule has been placed on permanent display for the next 100 years. This exhibit was promoted and highlighted during Museum events on April 20 and July 20 and additional activities are scheduled for August 22 and December 14 when the Time Capsule will be sealed. All of these events require time, materials and expenditures for marketing, operations, refreshments, manpower and maintenance for our facility. While Viva 500 may not rank high in priority in the Panhandle, the Museum considers it a warm up for the Okaloosa County Centennial which occurs in 2015. Packet Pg. 73 In conjunction with our mission to promote and preserve Okaloosa County history and heritage, the Board of Trustees contends that Museum activities associated with Okaloosa Viva 500 and the celebration of the Okaloosa Centennial are essential services which should have a higher priority. These events offer opportunities for positive exposure and dissemination of knowledge of Okaloosa’s history and heritage. For example, in celebrating the Centennial the Museum could conduct an “Update The County Logo” contest to market the yearlong celebration. The Museum offers the resources and venue for such activities. Our programs provide volunteer involvement, educational benefits, and attract residents, visitors and tourists. In this light the Museum Board of Trustees respectfully urges the County to continue to provide a sustainable level of financial support for the Museum and to consider providing additional funding should the resources become available through this budget process. The Heritage Museum of Northwest Florida provides essential services that are not replicated anywhere else and which will benefit the County and its residents for years to come. Sincerely, Gordon King Steve Czonstka Gordon King