Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING September 24, 2013 Tuesday, August 27, 2013 - 2:30 p.m. Conference Room, City Hall Members Present: Chair- Josh Ragsdale, Jill Cleveland, Julie Morrow, Dawn Ortega, Adam Roe Members Absent: None Staff Present: Janice Self, Barbara Patterson, Renee Roach Others Present: Dusty Huckabee, Romo Villegas Meeting was called to order at 2:30 pm by Chairperson Josh Ragsdale. The five members of the board were present representing a quorum. Ms. Morrow moved to approve the minutes from the July 30, 2013 Occupancy Tax Board meeting. Mr. Roe seconded the motion, and it passed unanimously. 1. Lodgers Tax Funding Request – Pinatafest 2013 (Sept 13 – 15, 2013) Mr. Romo Villegas was there to present the request for $2,500. Mr. Villegas began the presentation by pointing out that this is the first time the Pinatafest has requested Lodgers’ Tax funding. Every year advertising is done through commercials and this year posters and programs will be added. The majority of the Lodgers’ Tax funding will be going to those venues. The advertising has already begun, and the Lodgers’ Tax funding is being mentioned in the advertising. The event is scheduled as close as possible to the Mexican Independence Day, September 16th. The event is held in the center of downtown, so that people are able to patronize local businesses, along with the event vendors. The goal this year is to draw more people from out of town and advertising will be done through radio stations which broadcast in Clovis, Portales, Carlsbad, Hobbs, Artesia, Ruidoso and Alamogordo. One source reported that 12,000 to 15,000 people attended the event last year. It will be a 3 day event with attractions that will hopefully make visitors stay overnight to enjoy the full event. Rick Trevino will perform and there will be a Mariachi Mass on Sunday. Mr. Roe did point out that the total marketing expenses are $2,350 and Mr. Villegas is asking $2,500 and that the maximum amount in funding would be $1,175. Ms. Cleveland asked about the tracking and surveying of attendants. Ms. Self also pointed out to the Board that the Pinatafest is being sponsored by the City of Roswell Recreation department with help with the cost of entertainment ($5,000), a tent and electricity. At the time the application was submitted the sponsorship was not in place. Ms. Morrow made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,175 be provided for this purpose on a reimbursement basis. Ms. Ortega seconded the motion. The motion passed unanimously. 2. Lodgers Tax Funding Request – 22nd Annual Chile Cheese Festival (Sept 27 – 28, 2013) Mr. Dusty Huckabee was there to present the request for $1,100. Mr. Huckabee informed the Board that the 22nd Annual Chile Cheese Festival will be held the same weekend as NMMI parent’s weekend and the Festival will be marketing to them. Mr. Huckabee stated that surveys will be done and the information provided. Newspaper, radio, posters and facebook will be the type of advertising done. Advertising for the UFO Festival was great on facebook and so the Chile Cheese Festival will hopefully be as successful. The website will be up next week. The City of Roswell Recreation department is providing the stage and tents. When asked how the festival will be marketing to the NMMI parents, Mr. Huckabee replied that they will have posters around the Institute and in the PX. Mr. Huckabee was asked if he had survey results from last year and he said he did not. Ms. Ortega made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,100 be provided for this purpose on a reimbursement basis. Mr. Roe 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. Mr. Dusty Huckabee also took this opportunity to inform the Occupancy Tax Board that tours of attractions in Roswell have been formed (and are well received) for lodging facility workers and restaurant workers to take so that they will be well informed about the attractions in and around Roswell (Museums, Zoo, Golf Courses, etc) and can “promote” Roswell to visitors which come to their establishments. Ms. Self introduced Renee Roach (Public Relations/Marketing for the City of Roswell) to the Occupancy Tax Board. Starting the September meeting, Ms. Roach will be giving an update of the Marketing of Roswell in order to keep the Board informed. Report s– Reimbursements and Event Reports: Ms. Self informed the Board that the Andrus & Hillman Memorial Bullriding has requested and received a reimbursement of eligible expenses in the amount of $2,464.63 and an event report for the event was received on Friday. The event report was passed out to the Board. The Board was also informed that the Roswell Fine Arts League has requested and received a reimbursement installment for eligible expenses in the amount of $1,186.41. Amendment to “Information & Procedures” policy: Ms. Self requested on behalf of the Finance Committee to change the wording on item #7 to include an actual time limit on submitted applications. Three events (one last meeting and the two at this meeting) have prompted this request. The events are too close to the Council meeting to allow for any problems with meeting schedules on either the Finance Committee or the Council. If for some reason the Finance Committee or Council were unable to meet due to weather, if a quorum was not available, or some other circumstance then the funding of an event may be put in jeopardy. It was requested that event dates be at least two months following the Council’s review of the application. This request was discussed by the OTB and wording “but required to submit no less that ninety (90) days” inserted into item #7. With the approval of the Finance Committee, #7 will now read as: Applicants for Lodgers’ Tax Funds are encouraged to submit applications (Original plus 5 copies) 120 or more days (4 months) but required to submit no less than ninety (90) days prior to the date of the event. Events held before the City Council is able to review and approve funding will not be considered by the OTB or Finance Committee for funding (Unless recommended by the City Manager). The OTB normally meets the Tuesday before the last Wednesday of the month at 2:30 pm, to review applications. The OTB meetings are conducted in compliance with the New Mexico Open Meetings Act. Ms. Self requested that in #14 under Documentation that “proof of radio advertisement include either a transcript from the advertising medium (letter head or identified as such) or a CD/DVD along with the transcribed (typed not hand written) from the applicant. Ms Self explained that in order for the radio/TV/verbal advertising to be eligible it must contain “paid in part by City of Roswell Lodgers’ Tax” and proof must be provided. So far she has had to transcribe the CD/DVD/MP3 herself to make it available for review by staff, board members, committee members, Council or public requests. The Board agreed to this addition and upon approval by the Finance Committee. Ms. Self requested addition to #18 under Generally, non-eligible expenses include: food or beverages (including water) provided for entertainment, judges, contestants or a hospitality area. The Board agreed to this addition and upon the approval by the Finance Committee. Ms. Self requested permission to make some changes to the application and the request for reimbursement forms. Ms. Self explained, that as hard as we all worked on getting the flow of the forms down, there are a few “tweaks” that need to be made. On the application form, after Ms. Self explained some of the problems it was decided to move the Amount Requested near the Marketing Expense Total and place a NOT MORE THAN 50% statement on the application form. Due to the addition in #7, adding a 90 day statement near the Dates of Event at the top of the application form. On the Request for Reimbursement form, it was agreed to move the Reimbursement Amount down next to the Total Invoice Amount, make a Total line. Ms. Self also requested that the instructions for the forms be given for each individual form (and included to the pdf file for that form) instead of in one instruction sheet as it is now. Also she would like to include the list of generally eligible and non-eligible items with the reimbursement instructions and with the notification letter of funding. These were all acceptable changes to the forms and instructions. Ms. Morrow made the motion to adjourn and Mr. Roe seconded the motion. The motion passed unanimously and the meeting adjourned at 3:28 p.m. Minutes submitted for approval by Janice Self.