Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING December 16, 2014 Tuesday, October 28, 2014 - 2:30 p.m. Conference Room, City Hall Members Present: Chair- Julie Morrow, Dawn Ortega, Adam Roe Members Absent: Jill Cleveland, Josh Ragsdale Staff Present: Janice Self, Sharon Coll, Dennis Kintigh, Caleb Grant Others Present: Larry Connelly and Randal Seyler Meeting was called to order at 2:32 pm by Chairperson Julie Morrow. Three of the five members of the board were present representing a quorum. Ms. Ortega moved to approve the minutes from the September 23, 2014 Occupancy Tax Board meeting. Mr. Roe seconded the motion, and it passed unanimously. Regular / New Agenda Items: Public Participation: None. Request Items: There were no Lodgers Tax Funding requests for this meeting. 2. Change of date for the November - Mr. Roe made the motion to change the date to Tuesday, November 18, 2014 at 2:30pm if the room is available. Ms. Ortega seconded the motion. Chairperson Julie Morrow stated that the scheduled date for the November meeting is Tuesday, November 24 at 2:30 pm. Because this is the week of Thanksgiving it was suggested at the October meeting to set a different date. Ms. Morrow checked with Ms. Self and the room is available. Ms. Morrow restated the motion and the motioned passed unanimously. Other Business / Non-Action Items / Information Items / Reports: 1. Marketing Report: No report available. 2. Reimbursement Report and Event Reports update: Ms. Self passed out a written update, and an update status log on all events for FY 2014 and FY 2015 as they stand. The written update explained the status of the four (4) contract events and gave an update of the two (2) events which have submitted information since the September meeting. The update status log is similar to the one which is supplied to the council on a monthly basis, and is up to date as of the OTB meeting. Ms. Self also supplied the members with a copy of the Lodgers Tax DFA report which is sent to the State on a quarterly basis and provided them with a summary “easy to read” quarterly report as well. Ms. Self asked if the OTB members would like the written update and the update status log to be a regular part of the meeting packet. All three (3) members present agreed it would help them keep a “heads up” on the events [who is on time and who is late]. Ms. Morrow asked if there was any other business or discussion. There was none. Ms. Morrow adjourned the meeting at 2:45 p.m. Minutes submitted for approval by Janice Self. Attachment to minutes: copy of the written update presented at the meeting. A copy of the update log may be requested as it is in a different format. A copy of the DFA Quarterly report may be requested through the City Clerk.  UPDATE REPORT FOR OCCUPANCY TAX BOARD October 28, 2014 Correction on the 1st page for Contract events financial reports are due 90 (ninety) days following the last day of the event. (The 60 days is a “carry over” from 2013 events. Forgot to change) Contract Events: 2014 Fiddle & Griddle Festival – The amount awarded to the 2014 Fiddle & Griddle was $56,250.00 (Fifty-six thousand, two hundred fifty dollars) I have received the Financial Statement and actual back up for Lodgers’ Tax Expenses. I have not yet received a full financial report for the event as required by the contract. This has been requested. I have received inventory items (T-shirts – rec’d 10-16-14) purchased with Lodgers’ Tax funds and given away as promotional items. Funds paid to the 2014 Fiddle & Griddle Festival were in the amount of $51,703.72 (Fifty-one thousand, seven hundred three dollars & seventy-two cents) with $49,838.93 (Forty-nine thousand, eight hundred thirty- eight dollars & ninety-three cents) of the funds being used. I am expecting a refund of the difference $1,864.79 (One thousand, eight hundred sixty-four dollars & seventy-nine cents). The last correspondence I have had with Peggy Seskey (MainStreet Roswell) is on Oct 7th. There have been health issues and a death in the family which has prevented her from providing the requested information and the refund of monies. NM Senior Olympics State Games - The amount awarded to the NM Senior Olympics was $57,000.00 (Fifty-seven thousand dollars). They requested and received $13,912.98 (Thirteen thousand, nine hundred twelve dollars & ninety- eight cents) in advance as in accordance with the contract. Any other funds and a financial report were due by October 17, 2014. I have not received any other requests or any time of financial report for funds expended. Roswell Filmfest & Cosmicon (2014) – The amount awarded to the Roswell Filmfest & Cosmicon was $60,000.00 (Sixty thousand dollars). The amount received in advance funding (as per contract) is $51,798.98 (Fifty-one thousand, seven hundred ninety-eight dollars & ninety-eight cents). The due date for the financial reports, final funding requests or reimbursements of funds not used for eligible expenses was October 6, 2014. I received financial reports for Lodgers’ Tax funds used on August 22, 2014. Total eligible expenses are $49,098.53 (Forty-nine thousand ninety eight dollars & fifty-three cents). I am expecting a refund of the difference of $2,700.45 (Two thousand, seven hundred & forty-five cents). I have not yet received a financial report of the full event. Roswell UFO Festival 2014 – The amount awarded to the Roswell UFO Festival 2014 was $75,000.00 (Seventy-five thousand dollars). Advance funds paid to the Roswell UFO Festival were in the amount of $75,000.00 (Seventy-five thousand dollars). The due date for the financial reports, left over inventory (purchased with Lodgers’ Tax funds) and any reimbursement back to the City of Roswell was due on October 6, 2014. Nothing has been received. As with 2014 Fiddle & Griddle, MainStreet Roswell is coordinating this event. And as noted with the 2014 Fiddle & Griddle Festival Peggy Seskey has been unable to provide the information. Lodgers Tax Funding for FY 2014: Since the September 2014 meeting- Pecos Valley Quilt Show 2014 “Blooming Quilts” – has requested reimbursement in the amount of $1,500.00 (One thousand, five hundred dollars). This request has been processed and the check picked up. The due date for the Lodgers’ Tax Financial report is December 19, 2014 and was received with the reimbursement request on October 16, 2014. The Event report and full event financial report is due on December 19, 2014. They are waiting on a couple of last minute bills and bank statements. 13th Annual Dragonfly Festival – has turned in preliminary financial report, but realized they are waiting on a couple of bills and will have an updated financial report & event report ASAP. The due date is December 8, 2014. Two events due dates are in November: Are You Tough Enough For Two? is due 11-14-14 31st Annual RFAL Juried Art Show is due 11-24-14 Other events are as listed on the update spread sheet. Lodgers Tax Funding for FY 2015: There have been no requests for reimbursements for any of these events at this time.