Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING June 25, 2013 Tuesday, May 28, 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: Marc Andrus, Jessica Kirk Meeting was called to order at 2:34 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 April 23, 2013 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion, and it passed unanimously. 1. Lodgers Tax Funding Request – Jesse Andrus & Mike Hillman Memorial Bull Riding (July 26 – 27, 2013) Mr. Marc Andrus was there to present the request for $3,000. Mr. Andrus informed the board that the Memorial Bull Ride started in 2010 and that proceeds provide scholarships for High School Rodeo athletes (boys or girls) and also for cowboys or cowgirls which may have been injured. Last year there were about 3000 attendees at the Bull Ride. There were 33 room nights at the host hotel - Fairfield Inn. It was hard to determine if people stayed overnight in other hotels. Mr. Andrus also informed the board that he has received the new City logos and will be using them in the advertising. Ms. Morrow made the motion to recommend to the Finance Committee that lodgers’ tax funding in the amount of $2,500.00, as budgeted by the Occupancy Tax Board, be provided for this purpose. Mr. Ragsdale seconded the motion. The motion passed unanimously, with Ms. Ortega abstaining from the procedure. (Ms. Ortega is General Manager of the host hotel – Fairfield Inn) 2. Lodgers Tax Funding Request – 32nd Annual Pecos Valley Potters’ Guild Art Sale (November 8-10, 2013) Ms. Jessica Kirk was there to present the request for $800. Ms. Kirk informed the board that she is the coordinator this year and that there will be a new direction in advertising. There will not be a billboard and instead will concentrate on more radio and postcards directed to outside of Chaves County advertising. A New Mexico Magazine article was provided in the application packet by Ms. Kirk to show that the “Art Sale” is already getting coverage. Members from the Pecos Valley Potters’ Guild will also be taking posters and fliers with them to other shows in New Mexico. Ms. Kirk is also contacting businesses to collect coupons for “goodie” bags for the vendors participating in the “Art Sale” to encourage spending at Roswell businesses. Last year, Saturday which is usually the biggest day for attendees had a large wind storm and the attendance was down. Out of the attendees 488 were from Roswell, 15 from Chaves County and 60 from outside of Chaves County. Ms. Kirk also pointed out that approximately only one third of attendees filled out the survey form. This year there will be a raffle chance attached to the completed survey form. Ms. Ortega made the motion to recommend to the Finance Committee that lodger’s tax funding in the requested amount of $800.00 be provided for this purpose. 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. Ms. Self informed the members of the board of the Open Meetings Act, Agenda and Minutes compliance. Ms. Self passed out copies of the information for the members use. Members were informed that the agenda was posted no later than 72 hours before the meeting (Friday before the meeting) and that if any of the members had something to put on the agenda to please have it to her by the Wednesday before. Ms. Self also informed the members that once the draft minutes were done she would send them out in an e-mail for any changes, additions or deletions. Draft minutes must be available to the public within 10 days following the meeting. The meeting adjourned at 2:54 p.m. Minutes submitted for approval by Janice Self.