Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING April 23, 2013 Tuesday, March 26, 2013 - 2:30 p.m. Conference Room, City Hall Members Present: Acting Chair- Edie Stevens, Julie Morrow, Adam Roe Members Absent: Jill Cleveland and Josh Ragsdale Staff Present: Janice Self, Barbara Patterson, Stacye Hunter Others Present: Bill Flynt, Joyce Tucker, Linda Gilmore Meeting was called to order at 2:30 pm by Acting Chairperson Edie Stevens, three of the five members of the board were present, representing a quorum. No corrections were made to the minutes. Ms. Morrow moved to approve the minutes from the February 23, 2013 Occupancy Tax Board meeting. Mr. Roe seconded the motion, and it passed unanimously. 1. Lodgers Tax Funding Request – 30th Annual Roswell Fine Arts League Juried Art Show (Aug 22 – Sept 1, 2013) Ms. Linda Gilmore and Ms. Joyce Tucker were there to present the request for $2,250. Ms. Gilmore informed the board that this is an International Juried Art Show. In the past pictures and miniatures have been entered from as far away as England. The advertising budget is spent on TV ads, radio ads and also in national art magazines. Attached to the application is the complete event budget, the advertising budget by itself and the survey results from last year. Ms. Stevens asked about the advertising to other states. Ms. Tucker replied that KMOU is heard in the West Texas area. The newspaper advertising in Albuquerque, Phoenix and Lubbock is just too expensive. The advertising in the national arts magazines is a better way to spend the money and is better coverage. Ms. Stevens asked about advertising being done in the Midland/Odessa, TX area. Ms. Tucker replied that the advertising done in Ruidoso is used as a “back door approach” into Texas. Mr. Roe asked about the two different styles of advertising that seems to be done. Ms. Tucker confirmed that there are two different types or styles of advertising: one for entrants to the show and one for visitors to the show. Ms. Morrow made the motion to recommend to the Finance Committee that lodger’s tax funding in the amount of up to $2,250.00 be provided for this purpose on a reimbursement basis. Mr. Roe seconded the motion. The motion passed unanimously. 2. Lodgers Tax Funding Request – 12th Annual Dragonfly Festival (Sept 7 – Sept 8, 2013) Mr. Bill Flynt was there to present the request for $1,000. Mr. Flynt informed the board that last year was a larger event than before due to it being the 75th Anniversary of the Bitter Lake National Wildlife Refuge. The Dragonfly Festival is usually scheduled the weekend after the Labor Day. The event is advertised in Lubbock and in Ruidoso. Although there will be tours this year, some of the activities from last year are not in the plans. This is the reason the requested amount for funding has decreased from last year. Ms. Stevens asked about survey results, being concerned that only 7 stayed at hotels. Mr. Flynt replied that it was very difficult to get the surveys filled out. Mr. Roe asked if the vendors which came to the event had been surveyed and pointed out that they probably would have had to stay at hotels. Mr. Flynt said that he felt that they did not. But they would be sure and survey them this year. Mr. Roe made the motion to recommend to the Finance Committee that lodger’s tax funding in the amount of up to $1,000.00 be provided for this purpose on a reimbursement basis. Ms. Morrow seconded the motion. The motion passed unanimously. All attendees were informed that the date for the Finance Committee meeting has not yet been set, and they would be contacted as to the date and time. 3. Update/Revision of Policy and related forms. After much discussion, the decisions were made as follows: On the proposed policy: Add at the very beginning: 1. Lodger’s Tax funding is meant to help fund the cost of advertising, publicizing and promoting tourist-related events as put forth in the New Mexico State Statutes as shown below. Lodger’s Tax funding is not meant to fund, establish or host an event. It is not meant to pay for operational or administrative costs. 13 b. the awarded amount to be $1,000., so that the section reads: “For events awarded $1,000 or less, an advance of funds…..” 20. Add section with wording which explains that “in kind” expenses are not eligible expenses because there is no cost involved. Wording inserted to define more clearly what “eligible expense” includes. To be provided by Barbara Patterson. Instructions for Lodger’s Tax Application & Other forms: Application form: delete the sentence “Non-peak occupancy periods are August thru May.” Proposed one page Application form: “Have you discussed special room packages during your event with a Roswell Lodger?” change “Roswell Lodger” to “Roswell Lodging Facility?” “What percentage of your media budget will be used outside of Chaves County?” change “media” to “marketing” and “Chaves County” to “Roswell”. Delete statement (to the right of the Marketing Expenses Table) Priority consideration is given for events planned during non-peak occupancy periods. Proposed Event Report form: Bottom of form, 3rd bulleted item to read “Provide a complete summary of survey results for merchant, restaurant and lodging impact (how many room nights).” Julie Morrow made the motion to accept and recommend to the Finance Committee the new policy and procedures and related forms as presented along with any corrections and changes. Mr. Roe seconded the motion. The motion passed unanimously. The meeting adjourned at 4:32 p.m. Minutes submitted for approval by Janice Self.