Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING August 26, 2014 Tuesday, June 24, 2014 - 2:30 p.m. Conference Room, City Hall Members Present: Acting-Chair- Adam Roe, Jill Cleveland, Julie Morrow Members Absent: Josh Ragsdale, Dawn Ortega Staff Present: Janice Self Others Present: Paula Grieves, Anne Baker, Scott Furciniti, Jessica Kirk, and Larry Connelly. Meeting was called to order at 2:35 pm by Acting Chairperson Adam Roe. Three of the five members of the board were present representing a quorum. Ms. Cleveland moved to approve the minutes from the June 3, 2014 Occupancy Tax Board meeting. Ms. Morrow seconded the motion, and it passed unanimously. 1. Lodgers Tax Funding Request – Pecos Valley Potters’ Guild 33rd Annual Art Sale (November 14-16, 2016) Ms. Jessica Kirk was there to present the request for $1,000.00 (one-thousand dollars). Ms. Kirk informed the Occupancy Tax Board that the event is a juried art show where there are 56 booth spaces available and house approximately 75 to 100 artist. Artist are not only local, but from all over the region. Last year there were vendors from New Mexico, Texas and many other places. Last year radio advertisement was implemented and as a result there were more attendees to the event. Vendors mentioned that there was an increase in sales. Ms. Kirk stressed that she will be increasing advertising using different methods not previously used. Although getting the survey completed remains a challenge, last year the incentive to complete the survey was a raffle. Still she had some attendees which were not interested in the raffled item. This year she will try to use a combined survey/raffle card. Ms. Morrow made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,000.00 (one-thousand dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. The motion passed unanimously. Second on the agenda was the 4th Annual Xcel Tour de Ocho Millas to be presented by Mr. Lendell Nolan. Mr. Nolan was not yet present at the meeting and two previous calls before the meeting had gone to voice mail. Mr. Roe asked that the request be placed last on the request portion of the agenda to see if Mr. Nolan was only late and preceded to the next request on the agenda. 2. Lodgers Tax Funding Request – 9th Annual Roswell Jazz Festival (October 8-12, 2014) Ms. Paula Grieves, Ms. Anne Baker and Mr. Scott Furciniti were there to present the request for $3,700.00 (three-thousand, seven hundred dollars). Ms. Grieves informed the Occupancy Tax Board that the Jazz Festival had its beginnings in October of 2006 and now twenty plus first class jazz musicians from all over the world come to perform at the Jazz Festival. Advertising is done for local and regional through newspapers and radio. Advertising is also done through national and regional jazz magazines and social media. Last year there were approximately 187 room nights in addition to the 64 room nights from the visiting/performing jazz musicians. From the surveys collected there were 133 attendees from out of town. Ms. Morrow had a question concerning the percentage of advertising funds to be used outside of Roswell as listed on the application. Since the funding is for advertising to bring visitors to Roswell, it would seem that the majority of advertising should be for outside of Roswell, not just 20%. Ms. Grieves explained that the previous treasurer had just resigned the position and the application was using some of last year’s figures. Ms. Grieves and others present with the Jazz Festival agreed that the percentage for outside Roswell advertising should be increased. There was some confusion as to the Jazz Festival filing requests within the Fiscal Year 2014 twice. Ms. Self explained that the Jazz Festival applied for the 2013 Festival in July 2013 which is within Fiscal Year 2014 (July 1, 2013 thru June 30, 2014) and has applied at this time (June 2014) because of the change in policy that the application be presented at least 90 days before the event. Ms. Cleveland made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $3,700.00 (three-thousand, seven hundred dollars) on a reimbursement basis be provided for this purpose. Ms. Morrow seconded the motion. The motion passed unanimously. 3. Lodgers Tax Funding Request – 4th Annual Xcel Energy’s Tour de Ocho Millas (September 13, 2014) Mr. Lendell Nolan was scheduled to present the request for $3,000.00 (three-thousand dollars). Mr. Nolan was not in attendance at this time. Ms. Self informed the Occupancy Tax Board that they could: 1) Review the application and make a recommendation; 2) Postpone the review of the application until next meeting, which would mean that the 90 days before the event would be in question; or 3) Deny funding of the event. Mr. Roe asked if it would be acceptable to call Mr. Nolan, at his work to see if he was available. Ms. Self acknowledged that she had left 2 voice messages on his cell phone before the meeting, but that it was acceptable at this time to try again. Mr. Roe used his cell phone to call Mr. Nolan and the Occupancy Tax Board was able to reach Mr. Nolan. Ms. Morrow explained her question concerning how many out of town participants were at the event. Mr. Nolan explained that sometimes the out of town registrants come to the event (held at the Bottomless Lakes State Park) on the morning of the event and do not stay the night in Roswell. Whereas the survey results showed that there were 19 participants stayed at least one night: 6 camped at the Park, 6 stayed with friends and 7 in hotel rooms. He does not have any survey information concerning purchases in Roswell such as gas, meals or shopping. After some discussion concerning the limited number of out of town participation and survey information a motion was made. Ms. Morrow made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $2,000.00 (two-thousand dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. The motion passed unanimously. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, July 3, 2014 at 8:00 am in the Conference Room at City Hall and that they are required to present their request to the Finance Committee. Marketing Directors Report: The Marketing Director did not attend the Occupancy Tax Board meeting. Ms. Self explained to the members that the e-mail packet was sent to Ms. Roach, which included the agenda for the meeting. Ms. Self continued that she had not been contacted by Ms. Roach. Reimbursement Report and Event Reports update: Ms. Self explained that the information was in their mailed packets and due to time constraints, [another meeting scheduled at 4:00] that unless there were questions she would like to continue on with the FY 2015 budget allocation. Mr. Roe advised to continue on. FY 2015 Budget Allocation: Events were reviewed and allocations were made on an event by event basis. Ms. Self reminded the Occupancy Tax Board that these allocations are only guide lines and the amounts may be adjusted as deemed necessary when the event requests funding. The allocation for the 2015 fiscal year is attached. The meeting adjourned at 3:55 p.m. Minutes submitted for approval by Janice Self.