Okaloosa County BOCC — April 27, 2013 — O&P Manual with Appendix Forms (3-19) — reading text

presented to the BCC. e. Budget Modifications and Reserve Expenditures- The Director shall present to the TDC any proposed modifications to approved budget line items or allocation of reserve funds during the course of the budget year which require BCC action. The TDC shall provide its recommendation on the proposed changes to the BCC. 18  f. General Budget compilation and review by the Director and TDC shall be governed by the relevant provisions of this Manual, county budget ordinances and policy and state revenue rules and statutes. 2) Strategic Marketing Plan a. In conjunction with the review of the proposed budget, the Director will be responsible for preparing a Strategic Marketing Plan, which shall set forth the proposed marketing activities and expenditures for those activities for the upcoming fiscal year. b. The Strategic Marketing Plan shall be presented to the TDC for review and recommendation. The TDC’s recommendations shall be presented to the BCC for final approval in the form of a Resolution. c. All advertising/marketing expenditures made during the fiscal year shall be in conformity with the approved Strategic Marketing Plan and task order process. d. Any amendments to the Strategic Marketing Plan shall be reviewed and approved by the TDC and the TDC’s recommendations shall be presented to the BCC for final approval in the form of a Resolution. D.300 ACCOUNTS The Director, after consulting with the Chief Financial Officer of the County, shall establish such accounts within the County accounting system as shall be determined to be appropriate. All present tourist development tax revenues and those carried forward from year-to-year shall be placed in an interest-bearing trust fund in accordance with Florida Statutes, which shall then be re-allocated to various areas as required by Section 125.0104, Florida Statutes. In no case shall the Tourist Development Trust Funds be co-mingled with the general revenue of the County. Intra-account transfers may be made upon recommendation in conformity with County policies and procedures. Inter-account transfers will require a recommendation from the TDC and approval by the BCC by adoption of a Budget Resolution. 19 D.400 EXPENDITURES 1) All expenditures for operating expenses and capital items are to be made in conformity with established County policies. 2) Expenditures for acquisitions shall only be allowed utilizing the written purchase order procedures of the County’s Purchasing Manual. All written purchase orders shall be approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual. 3) The following procedures shall be utilized for the purchase of items: a. Property being defined as fixtures and other tangible personal property of a non-consumable nature purchased with Tourist Development Trust Funds is owned by the BCC and therefore, pursuant to Section 274.02, Florida Statutes, must be included in the inventory listing of Okaloosa County and tagged accordingly as required by the Auditor General. b. If the purchase price of the item is $1,000 or more, such item is defined as a “capital outlay” purchase and must be so noted. E.000 CONTRACTS WITH THIRD PARTIES E.100 CONTRACT SPECIFICATIONS All functions to be handled by contract with third parties shall be entered into in accordance with the County's standard procedures, coordinated with the County’s Purchasing Department, including the issuance of Requests for Qualifications (RFQ's) and/or Requests for Proposals (RFP's), required under the County’s Purchasing Manual. E.200 CONTRACT REQUIREMENTS When making proposals to the BCC for contracts with third parties, the Director, with advice from the TDC, shall ensure that each proposed contract includes the following provisions: 1) The contract is made with the BCC upon the recommendation of the TDC and is to be administered by the Director. The BCC is not bound by an agreement, unless and until it has approved the contract by a majority vote of the BCC and the agreement is fully executed. 20  2) No modification to the contract will be binding until approved in writing by the BCC. 3) Payments called for under the contract are subject to review by and approval of the Director and the BCC in accordance with County policies and procedures and as may be required by statute. 4) The contracting person or company shall produce written monthly and/or quarterly reports as to the status of all matters which are the subject of the contracts and supply these to the Director for review. 5) All contracts and payments shall be in compliance with the County’s Purchasing Manual. 6) At the end of the stated term of a contract, the TDC shall publicly consider whether to recommend renewal of the contract or seek competitive bids. E.300 CONTRACT COMPLIANCE 1) The Director along with the County Purchasing Department shall oversee contract compliance by the contracting person or entity and make appropriate reports and recommendations to the County Administrator, the TDC and the BCC on a regular basis. 2) All contracts shall be in compliance with the County’s Purchasing Manual. E.400 CONTRACT APPROVAL No contract shall be submitted to the BCC unless such contract has been reviewed and approved by the Director, Contracts/Lease Coordinator, Risk Manager, County Attorney, attorney for the Tourist Development Department (if different from the County Attorney), and Contracts and Grants Manager, as required in the County’s Purchasing Manual, to indicate that such submission has been made and such approval has been obtained. E.500 COMMUNICATIONS WITH CONTRACTORS The Director shall act as liaison between the BCC and contracting persons or entities. All correspondence from the BCC/TDC to such contracting persons or entities shall be administered by the Director, with copies of all correspondence to the County’s Contracts/Lease Coordinator and the Contracts and Grants Manager. 21 E.600 CONTRACT PAYMENT APPROVAL PROCEDURES 1) Upon the approval of the budget by the BCC, payments shall be made in conformity with the County’s Purchasing Manual. 2) All expenditures and payment approvals shall comply with the County’s Purchasing Manual. 3) All activities by entities under contract shall be pursuant to the written task order procedures of the County’s Purchasing Manual. A written task order will be required for the engagement of any promotional activity or any expenditure. All task orders shall be approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual. 4) No invoice will be processed through the Clerk’s Office without the executed task order and/or purchase order approved by the respective county officials. No invoice will be approved unless the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services. 5) Any purchase of equipment over $2,500 shall be handled through the County Purchasing Department, rather than through contracted entities. E.700 ADDITIONAL PROCEDURES FOR ADMINISTRATION OF ADVERTISING AND PROMOTION CONTRACT 1) Review of advertising programs. While the Director is charged with the general budgeting for and administration of the annual contract for provision of advertising and promotion services for the County’s tourism promotion efforts, a broader base for review and approval of advertising programs is required. As such, the TDC shall, at a duly-noticed public meeting, review and make recommendations on print, radio and television advertising programs produced under any advertising or public relations contract. 2) Advancement of funds. No advancement of funds will be issued unless specifically approved by the BCC. 22  SECTION THREE: SPECIAL EVENT AND SPONSORSHIP FUNDING F.100 PURPOSE The goal of the Tourist Development Department’s Special Event and Sponsorship funding program is to increase awareness of the Emerald Coast as a tourist destination and to drive incremental room occupancy in the sub- county taxing district, particularly during low or shoulder seasons. F.200 AUTHORIZATION 1) The Tourist Development Department will set aside a portion of the overall annual budget as a budgeted line item(s) (determined on a fiscal year basis during the County’s budget process) in a funding program to supplement the efforts of individuals, groups, and organizations planning, coordinating, and managing special events, festivals, meetings, and conventions (“Events”) expected to directly benefit local tourism and to drive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 2) When funding is provided, it will be to promote and attract incremental tourism and not to support administrative costs. F.300 Special Event and Sponsorship Funding Guidelines: 1) Location of Event: The Event must take place within Okaloosa County. 2) Application: Applicants must submit a Special Event and Sponsorship Funding Application, a copy of which is attached hereto. A completed application shall be submitted no later than sixty (60) days prior to the start of the Event(s) to the Tourist Development Department Director. 3) Authorized uses of Special Event and Sponsorship funds: a. Vendor-contracted Host Fee(s); b. Pre-Event marketing/attendance stimulation initiatives; c. Emerald Coast Convention Center rental offsets; and d. Any other use of Special Event and Sponsorship funds is unauthorized. 23 4) Requirements for Pre-Event Marketing/Attendance Stimulation Initiatives: The Okaloosa County tourist development logo and appropriate web links must appear prominently in Event marketing materials (written and/or electronic) supported by the Special Event and Sponsorship funding. Marketing must take place in areas outside of Okaloosa County to ensure that funds will be used to attract overnight visitors. Social media advertising is acceptable, but audience selection must be documented. 5) Additional Requirements: Funding recipients shall agree to work with Tourist Development Department staff to enhance joint attendance