Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING May 28, 2013 Tuesday, April 23, 2013 - 2:30 p.m. Conference Room, City Hall Members Present: Chair- Jill Cleveland, Julie Morrow, Dawn Ortega, Josh Ragsdale, Adam Roe Members Absent: None Staff Present: Janice Self, Barbara Patterson, Stacye Hunter Others Present: Jan Olesinski, Sarah Brinegar, Dusty Huckabee, and Juan Oropesa. Meeting was called to order at 2:33 pm by Chairperson Jill Cleveland, 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 March 26, 2013 Occupancy Tax Board meeting. Mr. Roe seconded the motion, and it passed unanimously. 1. Lodgers Tax Funding Request – 2013 Bottomless Triathlon (July 13, 2013) Mr. Jan Olesinski was there to present the request for $1,000. Mr. Olesinski informed the board that this is one of the longest running races in New Mexico. This event is open to everybody. Children participating in the event will bring their parents; adults will bring family and friends. Entrants come from Artesia, Carlsbad, Albuquerque, Lubbock and El Paso. Event packet distribution is on Friday evening with the event orientation at 7:30 on Saturday morning and the race starting at 8:30am. This encourages participants to spend the night at Roswell hotels. There used to be an event (F1) later in the year, making this a series. Because of circumstances, this second event was cancelled after 2010. There was some discussion clarifying the wording on eligible advertising. Ms. Morrow made the motion to recommend to the Finance Committee that lodger’s tax funding in the amount of up to $1,000 be provided for this purpose. Mr. Roe seconded the motion. The motion passed unanimously. (5 for – 0 against) 2. Lodgers Tax Funding Request – 2013 Rio Pecos Kennel Club Dog Show (Sept 7 – 8, 2013) Ms. Sarah Brinegar was there to present the request for $2,500. Ms. Brinegar began by informing the board that finally this last year the Kennel Club was able to get a breakdown on advertising expenses from Onofrio. Onofrio is the professional dog show promotion agency which operates in this region. Dog shows are the perfect event to attend if you are thinking about getting a dog. You can see the differences in the breeds and how they act. Participants come from all over the region to show their dogs in the show. The show uses a system of “hash marks” to obtain hotel and restaurant results. In 2012 there was an increase of 108 entries. Mr. Ragsdale made the motion to recommend to the Finance Committee that lodger’s tax funding in the amount of p to $2,500 be provided for this purpose. Ms. Ortega seconded the motion. The motion passed unanimously. (5 for – 0 against) 3. Lodgers Tax Funding Request – Charles McVey Softball Complex Grand Opening/Tournament (June 21, 2013) Mr. Dusty Huckabee and Mr. Juan Oropesa were there to present the request for $9,570. The application was pulled by the applicants before it was presented to the Occupancy Tax Board. 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. Ms. Self informed the board that before the meeting began, the applicants were informed of the changes made and that disbursement of funds is now done on a reimbursement basis. The applicants were also presented a new packet, which included the forms for requesting the reimbursement of expenses along with the revised “Information & Procedures” which contained the instructions for reimbursement. The packet also included the new application form for next year. Chairperson Jill Cleveland welcomed new member Dawn Ortega. Mr. Roe made the motion to adjourn and both Ms. Morrow and Ms. Ortega seconded the motion. The motion passed unanimously and the meeting adjourned at 2:50 p.m. Minutes submitted for approval by Janice Self.