Occupancy Tax Board

APPROVED February 24, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, January 27, 2015 Regular Meeting 2:30 P.M. Members Present: Chair- Julie Morrow, Jill Cleveland, Dawn Ortega, Josh Ragsdale, Adam Roe Members Absent: None Staff Present: Janice Self, Lodgers’ Tax Liaison; Monica Garcia, finance Director; Martha Morales; Sharon Coll, City Clerk Others Present: Sean Davis (New Mexico Senior Olympics), Bob Edwards (Roswell Runs Club), Richard Morris (KBIM), Randal Seyler (Roswell Daily Record). Meeting was called to order at 2:30 p.m. by Chairperson Julie Morrow. The five members of the board were present representing a quorum. Mr. Roe moved to approve the minutes from the December 16, 2014 Occupancy Tax Board meeting. Ms. Ortega seconded the motion, and it passed unanimously. Regular / New Agenda Items: Public Participation: None. Request Items: 1. Lodgers Tax Funding Request – Roswell Road Race Series 2015 (Various dates) Mr. Bob Edwards was there to present the request for $4,000.00 (four thousand dollars). Mr. Edwards explained that the Road Race Series is to bring people to Roswell from all of New Mexico and surrounding states. Competitors from Japan and Norway have registered in the past. The first race is coming up next month (February). This will be the 34th year for the Pecos Valley Stampede. The request for the increase in funds is to be able to build a larger base. Two thousand registration flyers are sent out to past participants. Participants may also register online at active.com. Mr. Ragsdale made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $4,000.00 (four thousand dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. The motion passed unanimously. 2. Lodgers Tax Funding Request – 31st Annual Milkman Triathlon (June 6, 2015) Ms. Brittany Williams was unable to be present. The request for $1,500.00 (one thousand, five hundred dollars) was reviewed by the Occupancy Tax Board on the application and past events. Mr. Bob Edwards also stepped in explaining that this triathlon brings people all over for triathlon competition. Ms. Ortega made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,500.00 (one thousand, five hundred dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. The motion passed unanimously. 3. Lodgers Tax Funding Request – NM Senior Olympics Summer Games (June 3-6, 2015) Mr. Sean Davis was there to present the request for $78,750.00 (Seventy-eight thousand, seven hundred fifty dollars). Mr. Davis introduced himself as the local planning chairman for the New Mexico Senior Olympics. Roswell will be the host site of the summer games for four (4) years. The bid was won by Roswell over Santa Fe, Albuquerque and Las Cruces. There is at least 2 years guaranteed. After 2 years if the City is not satisfied with the arrangement they can pull out and the same goes for the NM Senior Olympics. Last year was a qualifying for nationals here in Roswell and approximately one thousand one hundred seventeen participants were here. This year approximately 800 athletes from around the United States are expected. Their expected stay is from two – four days throughout the week. The event headquarters will be at the Convention Center with events spread throughout the City at different venues and facilities. The reason for the increase from 2014’s $57,000.00 (fifty-seven thousand) to the current request of $78,750.00 (seventy-eight thousand, seven hundred fifty dollars) is that NM Senior Olympics would like to devote more money to television advertisement. At this time former athletes and volunteers will be mailed information for the 2015 event. Not only do athletes attend, but bus drivers who bring the athletes from out of town and also family members come to watch. Mr. Roe interjected that it is a wonderful show and shows off Roswell to the entire state. Mr. Roe also informed the board that he will have to abstain from voting due to his involvement with the NM Senior Olympics. Ms. Ortega let everyone know that people are calling in nine months in advance for reservations. Ms. Cleveland made the motion that the Occupancy Tax Board recommends to the Finance Committee that the amount of no more $78,750.00 (seventy-eight thousand, seven hundred fifty dollars) be funded to the NM Senior Olympics Summer Games from other Lodgers’ Tax funds if available in reimbursement form of 50% (fifty percent) of eligible expenses not to exceed the awarded amount with a contract between the City of Roswell and NM Senior Olympics. Ms. Ortega seconded the motion. The motion passed unanimously. (4 in favor, 0 opposed, with Mr. Roe abstaining) All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, February 5, 2015 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports: Marketing Directors Report: No update. Reimbursement Report and Event Reports update: Ms. Self gave and update report on the Lodgers’ Tax funded events status since the December 16, 2014 meeting. Ms. Self also included an update on the UFO Festival since the report was written, that UFO Festival information was submitted on Friday, January 23, 2015 at 4:55 p.m. and she has not had a chance to process at this time. A DFA Quarterly report for the 2nd Quarter of FY 2015 was also submitted to the Occupancy Tax Board members at this time. Ms. Self explained that according to state statues the Occupancy Tax Board is to receive a copy of the report which is submitted each quarter. Ms. Morrow asked if there was any other business or discussion and being none, requested a motion for adjournment. Mr. Roe made the motion to adjourn and Mr. Ragsdale seconded the motion. The motion passed unanimously and the meeting was adjourned at 3:04 p.m. Minutes submitted for approval by Janice Self. A copy of the written update presented and a copy of the update log may be requested through the City Clerk’s office. A copy of the DFA Quarterly report may be requested through the City Clerk.