Okaloosa County BOCC — May 6, 2014 — reading text

the project is toward tearing the existing buildings down and constructing a single new building on the site that is projected to be about 63,000 s.f., more or less. The project budget for the new building is estimated at about $10,000,000. The D-B fees for the project are based on the complexity of the project and the estimated cost. The requested change in the fees is to reflect the new scope of the project. RECOMMENDATIONS: (FM) Request Board approval of the Change Order in the amount of $558,880.00 for adjusted fees to the contract for the Shalimar Annex Project to reflect the current scope of work and authorize the Chairman to execute all necessary documents. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 555 Packet Pg. 556 Packet Pg. 557 Packet Pg. 558 Packet Pg. 559 Packet Pg. 560 Packet Pg. 561 Packet Pg. 562 Packet Pg. 563 Packet Pg. 564  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 6, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Tourist Development Tax Financial Update DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: As required by F.S. 125.0104(4)(e), Ordinance 12-21, and the TDD Operations & Procedures Manual, the Tourist Development Council (TDC) and Board of County Commissioners (BCC) shall review expenditure reports at least quarterly. BACKGROUND: Financial updates are provided monthly to the TDC and quarterly to the BCC. The financial update aggregates budget to actual information for the tourist development department overall, as well as by categories within each bed tax percentage (the “level of restriction”). To provide the most up-to-date information, data was pulled from the accounting system on April 18 (rather than March 31 month-end data). The Tourist Development Council unanimously approved the Financial Update at its April 24, 2014 meeting. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve quarterly financial update. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 565 Financial Update April 2014 FY 2013-14 AMENDED BUDGET: $36,713,969 Financial data as of 04/18/14 The adopted budget of $33,967,750 has been amended during the year to record BP grant funds for marketing, FDEP grant funds for Okaloosa Island dune walkovers, FDOT grant funds for seasonal transit service on Okaloosa Island and Destin, and reserve carryforwards. REVENUE ANALYSIS Reserves are the largest component of budgeted revenues because the budget reflects anticipated revenues as well as current cash on hand. Reserves/cash on hand is a budget “placeholder” and represents the accumulation of unspent prior year bed tax dollars; it’s not an actual source of incoming revenues for the year. Tourist development taxes comprise the largest part of actual annual revenue collections. Each percentage is anticipated to generate $2.4M, for a total of $12M in bed taxes. Lodging establishments remit bed tax collections to the tax collector by the 20th of each month for the preceding month. The tax collector reconciles and remits the revenues to the County by the 10th of the following month. Due to the timing of this process, the $2.0M in actual revenue only represents collections through February. Based on year-to-date receipts, tourist development tax revenues are on track to generate $13.4M this year, which is $1.4M or 11.5% more than budgeted. April 29, 2014 Packet Tourist Development Department, Okaloosa Pg.FL566 County, Financial Update – April 2014 EXPENSE ANALYSIS Reserves are the largest component of budgeted expenses because budgeted expenses must equal budgeted revenues. The budgeted use/drawdown of reserves is reflected in the amount by which budgeted reserves expenses are less than budgeted reserves revenues: $21M reserve revenue – $15M reserve expenses = $6M budgeted use/drawdown for capital projects. Each percentage of the bed tax is required to be spent in a certain way per County Ordinance. April 29, 2014 Tourist Development Department, Okaloosa County, FL 2 of 6 Packet Pg. 567 Financial Update – April 2014 EXPENSES BY LEVEL OF TOURIST DEVELOPMENT TAX RESTRICTION FIRST PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  beach park facilities or beach improvements  beach & waterway maintenance, renourishment, restoration, enhancement, access  tourist destination facilities SECOND PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  visitor services, brochure distribution, communication and research  tourist bureau administration  lifeguard services and protection April 29, 2014 Tourist Development Department, Okaloosa County, FL 3 of 6 Packet Pg. 568 Financial Update – April 2014 THIRD PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  operations, maintenance, improvement of Visitor Welcome or Information Centers, Convention Center, and Tourist Destination Facilities  promotion of the Convention Center and Tourist Destination Facilities FOURTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  expansion, renovation, reconstruction of the convention center and outdoor venues April 29, 2014 Tourist Development Department, Okaloosa County, FL 4 of 6 Packet Pg. 569 Financial Update – April 2014 FIFTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  tourism promotion STRATEGIC MARKETING PLAN RevPAR Revenue per available room (RevPAR) is a widely used performance metric in the lodging industry. RevPar is a measurement for a point in time, so it is most appropriately used when comparing equivalent time periods (e.g. February 2014 to February 2013). However, since year-to-year comparison is not possible until twelve months of data are obtained, it is being presented here to establish benchmarks. RevPar = gross monthly receipts divided by days in month divided by number of units (data taken from Tax Collector’s monthly reports) April 29, 2014 Tourist Development Department, Okaloosa County, FL 5 of 6 Packet Pg. 570 Financial Update – April 2014 EXPENDITURE TRANSACTION ANALYSIS Pursuant to Florida Statutes 125.0104(4)(e), “The council shall continuously review expenditures… Expenditures which the council believes to be unauthorized shall be reported to the county governing board and the Department of Revenue”. One of the most comprehensive reports from the County’s accounting system is the Expenditure Transaction Analysis, which lists the fiscal period, date, transaction type, check number, vendor number, vendor name, dollar amount, and description for each tourist development tax expenditure transaction. This report is being provided to assist the TDC in identifying possibly unauthorized expenditures. The following pages provide transaction detail for the month of March 2014. April 29, 2014 Tourist Development Department, Okaloosa County, FL 6 of 6 Packet Pg. 571  SUNGARD PENTAMATION, INC. PAGE NUMBER: 1 DATE: 04/18/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 14:06:12 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’6’ and transact.fund=’104’ ACCOUNTING PERIOD: 7/14 FUND − 104 − TOURIST DEVELOPMENT FUND DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 534003 CS−CONSULTING 6 /14 03/06/14 21 V1403706 21200456 GAIL MORGAN 3,166.67 .00 FILM COMMISSION SVCS TOTAL CS−CONSULTING .00 3,166.67 .00 534018 CS−CHAMBER OF COMMERCE 6 /14 03/06/14 21 3817 002981 FWB CHAMBER OF C −5,000.00 .00 OCT−DEC2013 6 /14 03/06/14 21 E1403670 002981 FWB CHAMBER OF C 5,000.00 .00 OCT−DEC2013 6 /14 03/06/14 21 1403658 002241 DESTIN AREA CHAM 5,000.00 .00 OCT−DEC2013 6 /14 03/06/14 21 3817 002981 FWB CHAMBER OF C 5,000.00 .00 OCT−DEC2013 6 /14 03/27/14 21 1404261 002241 DESTIN AREA CHAM 5,000.00 .00 JUL13−SEP13 TOTAL CS−CHAMBER OF COMMERCE .00 15,000.00 .00 534500 CS−PERSONNEL 6 /14 03/06/14 21 1403694 21101150 LANDRUM STAFFING 904.40 .00 NIXON 2/15/14 6 /14 03/06/14 21 1403694 21101150 LANDRUM STAFFING 904.40 .00 NIXON 2/22/14