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Home My WebLink AboutItem D1 D1 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor James K.Scholl,District 3 The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2 Craig Cates,District 1 David Rice,District 4 Holly Merrill Raschein,District 5 Board of County Commissioners Meeting May 21, 2025 Agenda Item Number: D1 2023-3945 BULK ITEM: Yes DEPARTMENT: Tourist Development Council TIME APPROXIMATE: STAFF CONTACT: Kara Franker and Christine Limbert N/A AGENDA ITEM WORDING: Approval of revisions to TDC Operations Manual to revise Section II to include a Purchasing Card Policy and to authorize for the Visit Florida Keys (VFK)VP of Marketing & Communications or CEO to execute media buy agreements, and to revise Section III to expand the District Advisory Committee(DAC) lodging representative and tourist-related business representative positions for DAC appointments. ITEM BACKGROUND: The TDC Operations Manual is being revised to include a purchasing card policy to allow for a purchasing card to be used in accordance with the provisions as set forth therein. The policy will follow the County's P-card policy and certain specific provisions are included to provide further guidelines on the use of the P-card. The Visit Florida Keys Personnel Policies and Procedures will also be revised to to ensure compliance with the policy and disciplinary action for failure to comply. The Contract with VFK will also be revised in an upcoming amendment to include compliance in accordance with this policy. This was approved by the TDC at their April 1 Oth meeting. The TDC Operation Manual is also being revise under Section II to authorize for the VFK VP of Marketing & Communications or the CEO to execute insertion orders/media buy agreements as needed to effectuate the purchase and placement of advertisements, which includes print, digital and TV ads. VFK staff, in consultant and collaboration with Starmark International Inc. the new advertising agency, will be purchasing and placing advertisements directly. The media buy agreements are also referred to within the industry as "insertion orders". This revision to the TDC operation manual is needed to approve and authorize the VP of Marketing & Communications or CEO to enter into and execute these agreements on behalf of Monroe County. This revision to the TDC operation manual is being directly submitted to the BOCC for approval as time is of the essence to obtain authorization from the BOCC and to allow for the uninterrupted promotion and advertising for the Florida Keys & Key West. Lastly, the TDC Operation Manual is also being revise to expand the lodging industry positions and tourist related positions for DAC appointments. The policy previously limited lodging appointments to owners or operators/general manager of lodging establishments. This revision now allows for additional 1800 executive positions to apply and serve as DAC representatives as directed and approved by the TDC at their April I Oth meeting. The revisions also allows for tourist-related business representatives to be eligible even if employed at a lodging establishment so long as they are not employed in a executive position as listed. PREVIOUS RELEVANT BOCC ACTION: The BOCC has approved the Operations Manual and all amendments thereto. INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: TDC Operations Manual revisions to See 11 for Purchasing Card Policy.pdf TDC Operations Manual Revisions to See III for DAC appointments.pdf Revisions to Section 11 to add language to authorize the VFK VP and CEO to execute media buy agreements on behalf of the County.pdf FINANCIAL IMPACT: No Financial Impact 1801 The following will be added as noted below. SECTION II TOURIST DEVELOPMENT COUNCIL POLICIES AND PROCEDURES TDC PURCHASING POLICIES AND PROCEDURES & BUDGET STRATEGY Revise as new Section titled TDC PURCHASING POLICIES AND PROCEDURES, PURCHASING CARD POLICY & BUDGET STRATEGY (Before Destination Marketing Organization (DMO)Budget Strategy on page 16 add the following:) Purchasing Card Policy The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and policies which control the use of Purchase Cards (See ATTACHMENT C to the County's Purchasing Policy Manual). VFK employees that are issued county purchase cards will comply with the County's Purchasing Card Policy & Procedure (Please note that where "Department" is referenced in the County's P-Card policy it shall be replaced with"VFK" and where the term "Department's Director" is referenced it shall be replaced with"VFK President & CEO or VFK CFO"). There shall be absolutely no personal purchases made with the County issued P-Card. VFK will be permitted to be issued P-cards in accordance with the Purchasing Card Policy & Procedures. Below are some specific items that will be allowed or disallowed for P-card use. • Corporate expenses: P-cards can be used for annual registration fees,payment of insurance premiums and items of this nature. However, monthly payment of office space rent and larger items of this nature must be paid via check to the vendor. • General office expenses: P-cards can be used for nominal purchase of office and operating supplies. However, bulk or replenishment of supplies should make use of the County's purchasing contracts with vendors to take advantage of favorable pricing. • Conference fees: Conference fees and other travel-type expenditures such as lodging and airline fees are a proper use of P-cards. • Research tools: VFK should follow procurement policy requirements when procuring research tools, such as online data subscriptions and software data tools. The P-card may be used for online subscriptions and software when the term of the subscription is one year or less and has a value of less than $50,000. A County purchase order must be issued, and the subscription must be capitalized if a subscription exceeds one year and has a value of$50,000 or more as required by generally accepted accounting principles. Purchasing online data subscriptions using the P-card requires adherence to the County's procurement requirements and must be preapproved by the VFK CEO. • Press/social media visit expenses: Travel-related expenses would be acceptable, including meals, airfare, ground travel, ride share. Local Attractions and activities and other media experiences that would provide a journalist/social media influencer with 1802 first-hand experience of the destination for research or development of potential media coverage. P-cards may also be used by authorized P-card users to entertain journalist/social media influencer in meeting with VFK staff to develop and expand on destination information (e.g. when the writer is in the destination, VFK staff may meet for lunch etc. to discuss the destination, news and story ideas regarding the destination). As required by s. 125.0104 (9)(a), F.S., all entertainment-related expenses, including entertainment-related expenses paid with a P-card, must be substantiated by a receipt and documentation identifying the person(s)who received the meal(s) and/or entertainment and must document the business purpose of the expense. • Social media influencers: P-cards should not be used for these types of expenditures. VFK should enter into a contract with social media influencers; if a contract is involved, a P-card should not be used. Payment to social media influencers, due to tax reporting requirements it is important that payments are paid directly through Workday via check. The P-card may be used for press/social media visit expenses as set forth above. • Marketing subscriptions: The P-Card can be used for on-line subscriptions. Depending upon the cost, procurement procedures should be following including documenting sole source providers when applicable. • Special events: The P-Card should only be used for the purchase of goods. VFK should enter into a contract for services; if a contract is involved, a P-card should not be used. Payments for the purchase of a service may also have tax consequences and will need to be paid directly through Workday via check. • Digital marketing expenses, domain management, digital solution fees, digital marketing subscriptions: A P-Card may be used for annual subscription purchased on- line. However, if the amount requires price quotes, then the purchasing policy should be followed, and P-cards should not be used unless the purchasing policy requirements have been adhered to and use of the P-card has been preapproved for said purchase. • Social Media Ads and Paid Search: Direct billing and payment with media vendors require use of a credit card. P-cards may be used for paid social media and paid search ads. Social media ad and paid search vendors include but are not limited to Meta (Facebook/Instagram), TikTok, Pinterest, Google, and YouTube. 1803 Revisions under paragraph 3 as noted below. SECTION III DISTRICT ADVISORY COMMITTEES POLICIES & PROCEDURES I. POLICY STATEMENT 1. District Advisory Committees (DAC) shall be created to make recommendations to the Monroe County Tourist Development Council (TDC). 2. No more than one DAC shall be created for any district, as defined in Ordinance 015- 1988, Section 2-299 (f) subsection (g). The districts are defined as follows: (Section 2.299, subsection (g). District I encompasses the city limits of Key West District 11 from the city limits of Key West to the west end of the Seven Mile Bridge District III from the west end of the Seven Mile Bridge to the Long Key Bridge District IV between the Long Key Bridge and mile marker 90.939 District V from mile marker 90.940 to the Dade/Monroe County line and any mainland portions of Monroe County BOCC 5/16/06 3. The advisory committees shall be comprised of nine members, whose qualifications shall be: Three (3) from the lodging industry - shall be owners or operating/general managers,, assist 11Ynt „'�"°IsIYn�".,Iral Ir'1�n�11Y'��1�„'�",i IIII"�".,ctoi" o �I�I�"°Is, and/oir IY"I�'��I�I"I��".,tIIIY��„ III�.,� �2 1 2 � ..........m............................................................................m............E...............................................................................................................................................................................................................m....R....................................................................................... ......................................m....R. IIIYr�:ctoIYr Of food ain I �:,ve,iYa,( �:,n IIIY"¢":,cto,iY"Of O rg,,!:g,tIloiY) /IYooirIri C2 Irlr� r�lY'OIIII�:,nIY'a ¢"°,"�(¢"°,"C�U�t111f¢°," ¢:s"(¢:s"IrlrI r� I......... ....................................................................................... f...................................................._........................................................�...............................f...... his.I:I;.. .... . .is.s......... is.. . .s.............. 2§jltii„ irk of motels, hotels, recreational vehicle parks or other tourist accommodations which are subject to bed tax in the tax collection district for which they are applying, three (3) from tourist-related businesses - shall be persons involved in business which is interdependent upon the tourist industry who have demonstrated an interest in p employed y p ten. .....��.. . . .�s.....within t h e tourist development but who shall not be em to ed in an osition1s Ili lodging industry (motels, hotels, recreational vehicle parks and other tourist accommodations) and whose business is in the tax collection district for which they are applying, and three (3) from the general public "at large" — any resident who is not directly involved in a tourism business and who shall represent the general public and shall live or work within the tax collection district for which they are applying. BOCC 12/14/11 sample advertisement DISTRICT ADVISORY COMMITTEE (DEFINE THE AREA) of the MONROE COUNTY TOURIST DEVELOPMENT COUNCIL has an opening for a 1804 a. (LODGING INDUSTRY REPRESENTATIVE -shall be owners or operating/ general managers a,ss,!,sta,int g2,!)eiral rnainage,i s.............directoir of sales and/oir rn,a,ir e ', .............."I...............I............ ...............................................................................................................................................................................................................................................................................11.......................... ............. directoir f directoir of food and Ibeveiragg, directoir of opg!�gtioins/irooirns, 2 922 1"I'l 2i'li121,l!"ll1,21,iIll""Ig,§...............22�,2,g,giliv e........... Q! 2!11111 2,!2y!22 I,!2y2j 22§,,!Hons of motels, hotels, recreational vehicle parks or other tourist accommodations which are subject to bed tax in the tax collection district for which they are applying) (BOCC 12/14/11) OR b. (TOURIST-RELATED BUSINESSES REPRESENTATIVE-shall be persons involved in business which is interdependent upon the tourist industry who have demonstrated an interest in tourist development but who shall not be employed in any position listed alaoye within the lodging industry (motels, hotels, recreational vehicle parks and other tourist accommodations and whose business is in the tax collection district for which they are applying) (BOCC 12/14/11) OR c. (AT LARGE — any resident who is not directly involved in a tourism business and who shall represent the general public and shall live or work within the tax collection district for which they are applying) (BOCC 1/16/08) The operative word within this description is directly. This word means someone who is not in business, nor whose business or economic activity are 'dependent upon tourists'. The extent to which an applicant is involved in tourism would be up to the discretion of the Monroe County Board of County Commissioners who appoints the 'At Large' position. Any person wishing to participate on the District Advisory Committee of the Monroe County Tourist Development Council within the district so noted above, may request an applicant/resume form from the Administrative Office and submit an application/resume same to the address shown below: Department DAC Monroe County Tourist Development Council 1201 White Street, Suite 102 Key West, Florida 33040 Deadline for receipt of application/resume at the above address is- 1805 The following will be added as noted below SECTION II TOURIST DEVELOPMENT COUNCIL POLICIES AND PROCEDURES Add the following under VFK Agreements and Signatory Authority When Media Buys are purchased on behalf of Monroe County, the Monroe County Board of County Commissioners authorizes the VFK VP of Marketing & Communications or the VFK CEO to execute the insertion orders/media buy agreements as needed to effectuate the purchase and placement of said advertisement. 1806