Item D7 D.7
County f � .�� ",�, 1 BOARD OF COUNTY COMMISSIONERS
Mayor Craig Cates,District 1
Mayor Pro Tem Holly Merrill Raschein,District 5
The Florida Keys
Michelle Lincoln,District 2
James K.Scholl,District 3
David Rice,District 4
County Commission Meeting
May 17, 2023
Agenda Item Number: D.7
Agenda Item Summary #12083
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552
N/A
AGENDA ITEM WORDING: Approval to Revise Section 11 of the TDC Operations Manual to
include a policy for Special Public Facilities Projects.
ITEM BACKGROUND: See attached Policy for Special Public Facilities. Upon approval this will
be included in the TDC Operations Manual, Section II,pages 30-31
TDC Approved same at their meeting of April 25, 2023
PREVIOUS RELEVANT BOCC ACTION: The BOCC at its December 7, 2022 the Board
directed for staff to work with the TDC to develop a policy to set aside funds for special public
facilities projects.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Special Public Facilities Policy
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
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D.7
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 04/28/2023 9:29 AM
Christine Limbert Completed 05/01/2023 10:14 AM
Purchasing Completed 05/01/2023 10:23 AM
Budget and Finance Completed 05/01/2023 3:13 PM
Brian Bradley Completed 05/01/2023 3:44 PM
Lindsey Ballard Completed 05/02/2023 10:25 AM
Board of County Commissioners Pending 05/17/2023 9:00 AM
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D.7.a
Policy to be inserted into TDC Operations Manual, Section II, pages 30-31
SPECIAL PUBLIC FACILITIES: The TDC budget is to be formulated in accordance with the Monroe
County Tourism Development Plan as set forth Sec. 23-200, Monroe County Code.
Every year as part of the formulation of the TDC budget, an amount that will be determined based upon
the details as set forth herein and as agreed upon by the OMB and the TDC administrative office will
be allocated for special public facility projects within the district budgets. These public facility project
funds shall be taken from the previous end of year Unappropriated fund balance and brought forward
for the public facility project fund (example: FY 22 Unappropriated fund balance amount which has
been agreed upon shall be placed in the FY 24 Special Public Facility Projects line item) -. The special
public facility projects funds should stay in in the fund/account for that purpose, unless the District 2
Advisory Committee (DAC) and TDC makes a special request to the BOCC to move those funds into
other line-items within the DAC budget where the tourist development tax was collected. The special
public facility projects will require TDC and BOCC approval but will not be processed through the capital
application process.
In formulating the TDC budget, the following funds will be set aside for operations and activities as set
forth in detail herein:
• OPERATIONS BUDGET: A minimum 6-month operation budget will be determined and agreed
upon by the OMB and TDC administrative office. This operation budget will be for administrative
operations to support TDC related activities and other contracted services and shall include
funding to complete capital projects and events that have been approved for funding within that
fiscal year. This operation budget will be established and preserved to ensure that the TDC can
continue to operate if revenue collections are reduced or below projected revenue collection.
• EMERGENCY RESERVE: An emergency reserve for special advertising and capital projects as
needed to respond to economic disasters or other emergency events that directly or indirectly
effect the Florida Keys and the promotion of tourism within the Florida Keys. The BOCC and
TDC are responsible to ensure adequate funds are available. Beginning with Fiscal Year 2024,
The emergency reserve fund account balance should maintain a minimum of $4 million and a
CL
maximum of $12 million. In the event these funds fall below the set amount an action plan to
begin the replenishment to the appropriate level will be addressed in the ensuing budget year.
Emergency reserve funds under the 1st and 2nd penny are allowed to be used for capital and generic
promotional advertising resources in response to an emergency, natural or economic disasters or other
economic disruptions which is held in account and requires TDC and BOCC approval.
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Emergency reserve funds under 3rd and 4t" pennies are allowed to be used upon approval by the DACs
for capital and promotional advertising resources in response to an emergency, natural or economic
disasters or other economic disruptions. The emergency reserve amounts are contingency funds and
are set aside based upon usage for promotional and capital project purposes in prior years, the potential
needs of tourist facilities and the estimated cost of construction related services for repairs to those
tourist facilities.
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