Occupancy Tax Board

APPROVED OCCUPANCY TAX BOARD MEETING January 27, 2015 Tuesday, December 16, 2014 - 2:30 p.m. Conference Room, City Hall Members Present: Chair- Julie Morrow, Jill Cleveland, Dawn Ortega, Josh Ragsdale Members Absent: Adam Roe Staff Present: Janice Self, Monica Garcia Others Present: Elaine Mayfield and 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. Ragsdale moved to approve the minutes from the October 28, 2014 Occupancy Tax Board meeting. Ms. Cleveland seconded the motion, and it passed unanimously. Ms. Ortega joined the meeting in progress. Regular / New Agenda Items: Public Participation: None. Request Items: 1. Lodgers Tax Funding Request – Roswell Filmfest & Cosmicon (July 1-6, 2015) Ms. Elaine Mayfield was there to present a request for $51,000.00 (fifty-one thousand dollars).Ms. Mayfield began by informing the board that the event is a two part event. The first part (Filmfest) we [Roswell Filmfest & Cosmicon] hope to develop into a National event. The second part (Cosmicon) is the showing of the films which were made during the Filmfest. The Cosmicon has been held at the Roswell Mall for the last two years, because there was not a building available which was large enough to house the event. The merchants liked the event at the mall (because it brought in more sales), and films were shown at the Galaxy Theater. Last year the Roswell Filmfest & Cosmicon was held in cooperation with the UFO Festival, and everyone worked well together. It will be held again at the Roswell mall and the Roswell Filmfest & Cosmicon Committee are trying to get the ICON Theater involved. Ms. Ortega made the motion to recommend to the Finance Committee to fund the Roswell Filmfest & Cosmicon for 2015 in the amount of $51,000.00 (fifty-one thousand dollars) for eligible Lodgers’ Tax expenses per contract agreement between the City of Roswell and Roswell Filmfest & Cosmicon Committee. Funding will come from other City of Roswell Lodgers’ Tax and not the budget fund of Occupancy Tax Board. Mr. Ragsdale seconded the motion. The motion passed unanimously. Other Business / Non-Action Items / Information Items / Reports: Marketing Directors Report: Ms. Monica Garcia gave the Occupancy Tax Board an update concerning the Marketing Director’s position. Ms. Garcia explained that at this time there are still no plans to fill the position. Tim Williams is taking care of the advertising at this time. A meeting is scheduled on Monday, December 22nd between the City Manager (Steve Polasek), Monica Garcia and Dave Hayduk to discuss the advertising and marketing strategy. Ms. Garcia asked the OTB members their thoughts about the marketing director’s position. The OTB members felt that such a position is needed to be established so that input from merchants and event coordinators could be directed to this person. Reimbursement Report and Event Reports update: Ms. Janice Self gave the update report for event status since the October 28, 2014 meeting (see attached report). Additional information (after December 12th) was presented: Fiddle & Griddle adjusted paid out net amount is $49,838.93 (forty-nine thousand, eight hundred thirty-eight dollars and ninety-three cents), the New Mexico Senior Olympics check has been processed and dispersed. The 31st Annual RFAL Juried Art Show, Rio Pecos Kennel Club and Road Race Series reimbursement checks have been processed and dispersed. The 4th Annual Excel Tour De Ocho Millas report deadline was December12th. They requested an extension (due to injury & surgery) until January 14, 2015 and it was approved. Chairperson Julie Morrow pointed out the 2015 meeting schedule has been sent to all members and asked everyone to put the meeting dates on their calendars. Ms. Monica Garcia asked if everyone had met the new City Manager, Steve Polasek. None of the Occupancy Tax Board members attending had met him. Ms. Garcia stated that she would invite Mr. Polasek to attend the meeting and requested a place on the agenda be reserved so that he may be able to introduce himself. Ms. Morrow directed Ms. Self to place this on the agenda for the next meeting. There was no other business and the meeting adjourned at 3:10 p.m. by Ms. Morrow. Minutes submitted for approval by Janice Self.  UPDATE REPORT FOR OCCUPANCY TAX BOARD December 16, 2014 Contract Events: (timelines) 2014 Fiddle & Griddle Festival – Reports due September 8, 2014 9-8-14: Reports were received by the Purchasing dept at 4:05 pm. 9-11-14: Reviewed reports and sent follow up e-mail to Peggy Seskey for follow up items on 9-11-14 3:34pm. 9-26-14: Received follow up items at 4:50 pm from Peggy Seskey and was informed that she would bring in leftover T-shirts & lapel pins on 9-30-14. 10-7-14: Sent follow up e-mail to Peggy Seskey concerning leftover inventory still not received and monies owed back to the City in the amount of $1,864.79 still not received. 10-7-14: Received e-mail from Peggy Seskey explaining death of brother-in-law and the funeral will be on Thursday. “I will contact you the first of next week.” (Week of Oct 13-17) 10-16-14: Dusty brought in the leftover T-shirts from Fiddle & Griddle (53 XL, 23 L, 24 M). 11-3-14: On November 3, 2014 I sent follow up letters to MainStreet Roswell and to Peggy Seskey concerning the status of the 2014 Fiddle & Griddle Festival. I also requested to be contacted before November 13, 2014. 11-12-14: I was contacted by Peggy Seskey on November 12, 2014. (I was out of the office on this date and she contacted me on my personal cell phone.) She informed me that she had been in out of hospitals since the death of her husband’s brother. (Not sure if it was her or her husband.) She let me know that she would contact me again next week (Nov 17 – 21) when she was back in town. 12-4-14: Tried to contact Peggy Seskey by phone (as instructed at Finance Committee meeting by Steve Polasek) and left voice message. I have not received reply. 12-12-14: Check for $1,864.79 (One thousand, eight hundred Sixty-four dollars & seventy-nine cents) was received from Fiddle & Griddle. A full financial report of the full event and a event report have not been received. NM Senior Olympics State Games – Reports due October 17, 2014. 11-3-14: On November 3, 2014 I sent a follow up letter to the NM Senior Olympics concerning their status. I also requested to be contacted before November 13, 2014. 11-18-14: The NM Senior Olympics submitted a request for reimbursement of the remaining $43,087.02 (Forty-three thousand, eighty-seven dollars & two cents) on November 18, 2014. After reviewing the submitted information, it was noted that several items were not eligible, and the bookkeeper requested that she be able to re-submit the information after going through it again. (She was unaware of some of the restrictions.) 11-24-14: Met with Cecelia Acosta (Dir of NM Senior Olympics) & Samantha (Admin Assistant) at 10:00 am. Discussed was eligibility & documentation for items to be reimbursed. Also that I need a full financial report along with the Lodgers’ Tax only report. They were given another copy of the policy “Information & Procedures” and the sections with the required & excepted documentation was pointed out. (This information was given to them in the initial application packet.) I asked them about the “bid” that Roswell won in order to have the Senior Olympics here and how many years that was for. The bid (which was won by the City of Roswell) is for 4 years. They will definitely be here for 2015 & 2016, but because of concerns with the bowling alleys & pool accommodations having the event here after 2016 may be questionable. They implied that they would return with the Request for Reimbursement corrected and with all reports in the first part of December. (NMSO was informed that because they are late [and had not requested an extension before the due date] that the request for reimbursement would have to be approved by the new City Manager, Steve Polasek) 12-4-14: The New Mexico Senior Olympics submitted the corrected reimbursement request. 12-11-14: Met with City Manager, Steve Polasek, to discuss and have him approve the reimbursement. Reimbursement can only be accepted and approved by City Manager as stated in policy due to the reimbursement was pass due. 12-10-14: Reimbursement sent to Accounts payable for processing in the A/P run of 12-12-14. (Payment does not show on Update spreadsheet, because check has not yet been written.) Roswell Filmfest & Cosmicon (2014) –Report due October 6, 2014 8-22-14: Reports were received. First week of September: Reviewed reports and financial reports. Contacted Elaine Mayfield for follow up information. 10-3-14: Called and talked to Elaine Mayfield requested check for monies owed to the City and to remind that the due date for her financial reports is October 6, 2014. 10-8-14: Elaine Mayfield brought in the follow up items requested. The financial reports, event report or check were not submitted. 10-31-14: On October 31, 2014 I received the refund of $2,700.45 (Two thousand, seven hundred & forty- five cents) from the Roswell Filmfest and Cosmicon. I have also received a financial report of the full event along with the summary of the Lodgers Tax eligible expenses. The Roswell Filmfest & Cosmicon (2014) is now final. The full event financial report and the summary of Lodgers’ Tax eligible expenses were given to the City Clerk for any public requests. All documents are available for review in my office. Roswell Filmfest & Cosmicon (2015) have been placed on the agenda for the Occupancy Tax Board meeting of December 16, 2014. This request is for $51,000.00 (Fifty-one thousand dollars). Roswell UFO Festival 2014 – Report due October 6, 2014 10-7-14: Sent a reminder that reports for UFO Festival was due October 6. (Sent in the same e-mail as Fiddle & Griddle request). 10-7-14: Received e-mail from Peggy Seskey explaining death of brother-in-law and the funeral will be on Thursday. “I will contact you the first of next week.” (Week of Oct 13-17) 10-16-14: Dusty brought in the leftover T-shirts from Fiddle & Griddle (53 XL, 23 L, 24 M). 11-3-14: On November 3, 2014 I sent follow up letters to MainStreet Roswell and to Peggy Seskey concerning the status of the 2014 Fiddle & Griddle Festival. I also requested to be contacted before November 13, 2014. 11-12-14: I was contacted by Peggy Seskey on November 12, 2014. (I was out of the office on this date and she contacted me on my personal cell phone.) She informed me that she had been in out of hospitals since the death of her husband’s brother. (Not sure if it was her or her husband.) She let me know that she would contact me again next week (Nov 17 – 21) when she was back in town. 12-4-14: Tried to contact Peggy Seskey by phone (as instructed at Finance Committee meeting by Steve Polasek) and left voice message. I have not received reply. Lodgers Tax Funding for FY 2014: Since the November 13, 2014 Council update- Pecos Valley Quilt Show 2014 “Blooming Quilts” –The Event report and full event financial report have been received as of November 10, 2014. The Pecos Valley Quilt Show is now final. 13th Annual Dragonfly Festival – The reimbursement request for $1,000.00 (One thousand dollars) along with the financial report & event report has been submitted as of November 10, 2014. The 13 th Annual Dragonfly Festival in now final. Are You Tough Enough For Two? - The reimbursement request for $4,585.93 (Four thousand, five hundred eighty-five dollars & 93 cents) has been received and processed. The Are You Tough Enough For Two? is now final. 31st Annual RFAL Juried Art Show – Due November 24, 2014. City Manager Steve Polasek gave verbal extension for Monday, December 1, 2014. 12-1-14: the request for reimbursement and event report were received. After reviewing the request I called Mr. Bob Phillips at 11:50 am to follow up on some items. Mr. Phillips met with me in my office at approximately 3:10 pm. A couple more items came to our attention and he will meet with me again on Thursday, December 4, 2014 to conclude the requirements. 12-4-14: Met with Mr. Phillips and additional reimbursement amounts were on the request form. Documentation was not included and other corrections were needed. Mr. Phillips will meet with me again on December 10th. 12-10-14: Mr. Phillips met with me, and all is well. The reimbursement for $2,117.00 (Two thousand, One hundred Seventeen dollars) is in the process of being made. It is scheduled for the A/P check run of December 12, 2014. Rio Pecos Kennel Club – 2014 AKC Dog Show - due December 8, 2014. 11-26-14: Submitted for Reimbursement in the amount of $2,065.50 (Two thousand, Sixty-five dollars and fifty cents). The Event report was also submitted. Upon review the financial report (profit & loss) were not included. Also proof of payment for the porta-potties was not provided as required. Elaine Mayfield informed me that she would provide these to me next week. Not able to process the reimbursement until these items are received. 12-8-14: The follow up information requested has been provided. The request for $2,065.50 (Two thousand, Sixty-five dollars & fifty cents) has been sent for processing. It is scheduled for the A/P check run of December 12, 2014. Road Race Series – The Reindeer Run 10K The Reindeer Run completes the Road Race Series for calendar year 2014. This last reimbursement request for $333.35 (Three hundred, Thirty-three dollars & thirty-five cents is being processed. The Reindeer Run was on Saturday December 6th and the request was submitted on December 8, 2014. It is scheduled for the A/P check run of December 12, 2014. Events due dates for FY 2014: th 4 Annual Xcel Tour De Ocho Millas is due 12-12-14 9th Annual Roswell Jazz Festival is due 1/12/15 Robert H Goddard: Aiming for the Stars is due 1/16/15 Potters’ Guild 33rd Annual Art Sale is due 2/16/15 Lodgers Tax Funding for FY 2015: Historical Society for SENM – The reimbursement request for $219.07 (Two hundred, nineteen dollars & seven cents) has been received and processed. The Historical Society for SENM requests on a quarterly basis. This is the first request for FY 2015. Events due dates for FY 2015: Chile & Cheese Festival is due 12-23-14 Eastern New Mexico State Fair is due 1/2/15 This report is being submitted by Janice Self – Occupancy Tax Board (Lodgers’ Tax)