Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING June 3, 2014 Tuesday, April 29, 2014 - 2:30 p.m. Conference Room, City Hall Members Present: Acting Chair- Julie Morrow, Jill Cleveland, Dawn Ortega, Adam Roe Members Absent: Josh Ragsdale Staff Present: Janice Self, Monica Garcia, Laine Martin Others Present: Barbara Gomez, Larry Connolly. Ms. Self informed the members that although both applicants had been informed of the day and time of the Occupancy Tax Board meeting, neither had shown up yet. Ms. Self had tried to contact both prior to the beginning of the meeting. Ms. Brinegar (Dog Show) did not answer and a voicemail was left. Ms. Gomez did answer and was on the way. Meeting was called to order at 2:35 pm by Acting-Chairperson Julie Morrow. Four of the five members of the board were present representing a quorum. Ms. Ortega moved to approve the minutes from the March 25, 2014 Occupancy Tax Board meeting. Mr. Roe seconded the motion, and it passed unanimously. Ms. Gomez arrived and it was determined to move the Are You Tough Enough For Two? to the first position on the agenda. 1. Lodgers Tax Funding Request – Are You Tough Enough For Two? (August 15-16, 2014) Ms. Barbara Gomez was there to present the request for $5,780. Ms. Gomez informed the Occupancy Tax Board that the event would be combining a “color run” (actual name to be determined) along with the Roswell’s Mud, Sweat and Tears. It will be a two day event with the “color run” to be held on August 15th at the Cielo Grande Recreation Area and the Roswell’s Mud, Sweat and Tears to be held on August 16th at the Noon Optimist Park and NW undeveloped area. Both days are family friendly with the 2nd day being the more strenuous of the two. The “color run” will also include a party type atmosphere during the day and a glow party at night. There will be a DJ, vendor booths and a food area. Ms. Gomez explained that having the event increase to a two day event would have people staying overnight. The date was set so not to conflict with other events and also school vacations would be over. Mr. Roe asked if the T-shirts were to be given away or sold. Ms. Gomez responded that T-shirts are given away to event registrants. Registration can be done online, by mail and at the event. Those registering at the event may not receive a T-shirt if inventory runs out. Advertising is being done through posters, save the date cards, social media, radio and word of mouth. Online registration will require the Lodgers’ Tax survey to be filled out. There was some discussion that this event had been requested at the beginning of fiscal year 2014 (July 2013) for the event held in September 2013. The event was awarded $3,000. The combination that the event is earlier in the calendar year (Aug 2014) and the application must be received at least 90 days before the event means that this event is being presented twice within the same fiscal year. This presents the problem of not having enough unallocated funds to cover the additional amount. Ms. Ortega made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $5,780.00 on a reimbursement basis be provided for this purpose, pending an increase to the Lodgers’ Tax Visitors Promotion line by Council. Ms. Cleveland seconded the motion. The motion passed unanimously. (4 in favor – 0 against) 2. Lodgers Tax Funding Request – Rio Pecos Kennel Club – 2014 AKC Dog Show (Sept 6-7, 2014) Ms. Self was unable to get in touch with Ms. Sarah Brinegar to present the request for $2,500. Ms. Self informed the Occupancy Tax Board that there were three choices: 1) Review the application as written, 2) postpone the request until next meeting or 3) deny the request. It was decided to review the application as written. Ms. Morrow asked Ms. Self about the difference of the amount requested and the 50% that is eligible. Ms. Self informed the members that the marketing expenses listed are a total of $4,375 and 50% of this amount is $2,187.50. The members agreed that this is a very successful event with participants coming from all over New Mexico for the two day event. Ms. Cleveland made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $2,187.50 on a reimbursement basis be provided for this purpose. Mr. Roe seconded the motion. The motion passed unanimously. (4 in favor – 0 against) All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, May 1, 2014 at 8:00 am in the Conference Room at City Hall. Ms. Self will inform Ms. Brinegar of the date and time and that if she is unable to attend that someone needs to present the request. Marketing Directors Report: No Report was given Reimbursement Report and Event Reports update: Ms. Self informed the members that 2 reimbursements have been made. The NM Senior Olympics made a first request in the reimbursable amount of $13,912.98. This has been processed and paid. The Roswell Filmfest & Cosmicon 2014 has made a first request in the estimated amount of $23,483.85. This has been processed and the check is waiting to be picked up. Ms Self also made available to the Occupancy Tax Board members, copies of the Lodgers’ Tax DFA report which is sent to the State of NM on a quarterly basis and is due April 30, 2014. Mr. Roe made the motion to adjourn and Ms. Cleveland seconded the motion. The motion passed unanimously and the meeting adjourned at 3:03 p.m. Minutes submitted for approval by Janice Self.