Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING October 28, 2014 Tuesday, September 23, 2014 - 2:30 p.m. Conference Room, City Hall Members Present: Chair- Julie Morrow, Dawn Ortega, Josh Ragsdale, Adam Roe Members Absent: Jill Cleveland Staff Present: Janice Self, Monica Garcia, Sharon Coll Others Present: Larry Connelly Meeting was called to order at 2:30 pm by Chairperson Julie Morrow. Three of the five members of the board were present representing a quorum. Mr. Roe moved to approve the minutes from the August 26, 2014 Occupancy Tax Board meeting. Ms. Ortega seconded the motion, and it passed unanimously. Regular Agenda Items: 1. Lodgers Tax Funding Request – Welcome to Roswell Sign at North Main Mr. Marlin Johnson requested $900.00 (nine hundred dollars) for this project. Ms. Self (City staff) was there to present the request. Ms. Self began by explaining that Mr. Johnson was out of town and she was requested to present the request for the Welcome to Roswell Sign at North Main city limits. The sign is in need of a temporary repair. This is the first impression for visitors entering Roswell from the North highway. The repair proposal is for 30 days and was extended to 35 days due to the timing of the different meetings, ending with the October City Council meeting. Ms. Ortega made the motion to recommend to the Finance Committee to use $900.00 (nine hundred dollars) in other Lodgers’ Tax funding for the immediate temporary repair of the Welcome to Roswell Sign on North Main. Mr. Ragsdale seconded the motion. The motion passed unanimously. Ms. Garcia asked Ms. Self if she would be at the Finance Committee meeting and was informed that it was understood by Ms. Self, that Mr. Larry Fry would be presenting the request for the Welcome to Roswell Sign at the Finance Committee meeting. Other Business / Non-Action Items / Information Items / Reports: 1. Date Change for December 2014 Occupancy Tax Board meeting: Ms. Self requested that the Occupancy Tax Board determine the date for the December meeting. The regularly scheduled date would have the meeting falling on December 30th, which could be a very difficult date due to the holidays. Ms. Self suggested Tuesday, December 16th. The calendar was checked and the room was available. It was decided that December 16, 2014 would be the date of the December meeting. The November meeting date was brought to the attention of the members (Tuesday before Thanksgiving). It was requested that the October agenda include a possible date change for the November meeting date. Marketing Directors Report: Ms. Garcia gave a brief overview of the position for Marketing Director and the connection with Keep Roswell Beautiful. Reimbursement Report and Event Reports update: Ms. Self gave the update of the reimbursements – Roswell Road Race Series Turtle Marathon has requested reimbursement in the amount of $333.33 (three hundred thirty-three dollars and 33 cents) and the reimbursement is being processed. The event report was also submitted. A financial report for all the races of the series will be submitted at the end of the series. Roswell Filmfest & Cosmicon has submitted their financials, but have not submitted the additional items requested. A full report will be forth coming. The 2014 Fiddle & Griddle have submitted their financials and have been asked for several follow up items. As soon as these are submitted the report will be processed. Ms. Sharon Coll (City Clerk) gave a short class on the Open Meetings Act and how it affects the Occupancy Tax Board: timing of the agenda; quorum present at meetings; proper order of motion, second, debate, vote; motions stated clearly and or amended, and minutes. Mr. Ragsdale made the motion to adjourn and Mr. Roe seconded the motion. The motion passed unanimously and the meeting adjourned at 3:23 p.m. Minutes submitted for approval by Janice Self.