Occupancy Tax Board

APPROVEDMarch 24, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, February 24, 2015 Regular Meeting 2:30 P.M. CALL TO ORDER AND WELCOME – The regular meeting of the Occupancy Tax Board was called to order at 2:30 p.m. by Chairperson Julie Morrow. ROLL CALL Members Present: Chair- Julie Morrow, Jill Cleveland, Josh Ragsdale, Adam Roe Members Absent: Dawn Ortega Four of the five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; Monica Garcia, Finance Director; Martha Morales, Water Dept; Sharon Coll, City Clerk; Steve Polasek, City Manager. Others Present: Pat Hittle (Roswell Fine Arts League), Marc Andrus (J Andrus & M Hillman Memorial), Cla Avery (Hike It! & Spike It!), Larry Connolly APPROVAL OF AGENDA – Mr. Ragsdale motioned to approve the agenda. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES - Mr. Roe motioned to approve the minutes, with one correction, from the January 27, 2015 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed. INTRODUCTION OF CITY MANAGER Ms. Garcia introduced the new City Manager, Steve Polasek to the Occupancy Tax Board. Mr. Polasek informed the OTB of his background and coming from Keller, TX. He discussed the status of the vacant position of Marketing Director. PUBLIC COMMENTS There were no public comments. REGULAR ITEMS (Action Items): 4. Lodgers Tax Funding Request – Jesse Andrus & Mike Hillman Memorial (May 15-16, 2015) Mr. Marc Andrus was there to present the request for $3,500.00 (three thousand five hundred dollars). Mr. Andrus informed the board that there is a “change up” this year going back to more of a rodeo with seven (7) events instead of just bull riding. Another change concerned the date of the event moving to May. Mr. Andrus explained that with cooler weather  hopefully there will be more participation. Also instead of scholarships, as was done in past events, Mr. Andrus explained that a portion of monies raised will go back to the community. This year’s charity recipient will be CASA. Ms. Cleveland made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $3,500.00 (three thousand five hundred dollars) on a reimbursement basis be provided for this purpose. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed. 5. Lodgers Tax Funding Request – Roswell Hike It! & Spike It! 4-on-4 Charity Flag Football Tournament (May 22-24, 2015) Mr. Cla Avery was there to present the request for $20,000.00 (twenty thousand dollars). Mr. Avery informed the board that this will be the 20th Anniversary of the Roswell Hike It! & Spike It! This is Roswell’s largest event with 570 teams (3810 players). Calls are already coming in to book teams in hotels. This is an international event with a team traveling from Mexico last year to play. Players are from age 5 and up. It is becoming quite a co-ed event with 818 female players last year. Proceeds from the event go to various charities which include United Way and Youth Challenge. Last year’s economic impact on Roswell was estimated at over three million dollars. All hotels were full and reservations were being made in Portales, Clovis and Ruidoso. Mr. Roe made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $20,000.00 (twenty thousand dollars) on a reimbursement basis be provided for this purpose. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed. 6. Lodgers Tax Funding Request – 32nd Annual International Juried Art Show (August 13-23, 2015) Ms. Pat Hittle was there to present the request for $2,500.00 (two thousand, five hundred dollars). Ms. Hittle informed the board that the event is held at the Roswell Museum and Art Center and hosted by the Roswell Fine Arts League. The event is always booked three (3) years in advance with the museum. Advertising will be done in the Southwest Art Magazine and various other Artist Magazines. This year’s theme is “Imagining Our Destiny”. Approximately1000-1200 people usually attend the event. The opening reception usually hosts 300 people. This year a list of hotels/motels and restaurants will be sent with the notifications. Mr. Ragsdale made the motion that the Occupancy Tax Board recommends to the Finance Committee that Lodgers’ Tax funding in the amount of up to $2,500.00 (two thousand, five hundred dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, March 5, 2015 at 8:00 a.m. 7. Lodgers Tax Funding Allocation Adjustment Chairperson, Ms. Julie Morrow, requested that Ms. Janice Self provide the background information on this item. Ms. Self informed the board that one of the events, the Pecos Valley Quilt Show, is an every other year event. The Occupancy Tax Board allocated money for this event in FY 2015 since the event had requested and received funding in FY 2014. This event will not be requesting funding in FY 2015, but may do so in FY 2016 since the next show is scheduled for September 2016. Ms. Self requested that in order to have the funding available for either increasing of funding to an event or funding of a new event that the money be  moved to the “undesignated allocation” at this time. Ms. Cleveland made the motion that the Lodgers’ Tax allocation for the Pecos Valley Quilt Show in the amount of $1,500.00 (one thousand, five hundred dollars) be moved to the undesignated allocation at this time, to be able to provide for other events. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 8. Marketing Directors Report: No update. 9. Reimbursement Report and Event Reports update: Ms. Self gave and update report on the Lodgers’ Tax funded events status since the January 27, 2015 meeting. Ms. Self also included an updates since the report was written: the Anderson Museum of Contemporary Art request of $2,000.00 (two thousand dollars) and the Historical Society of SENM’s request has been adjusted to $590.25 (five hundred ninety dollars & twenty-five cents) has been approved and is in the process of being paid. On an update to the UFO Festival, Fiddle & Griddle Festival and Chile & Cheese Festival status, Mr. Darryl Burkfield with Main Street Roswell has been apprized of the delay in receiving paperwork to complete the information required. 10. Discussion – Term Expiration: Ms. Self informed the board members that Ms. Jill Cleveland’s 1st full term will expire as of March 31, 2015. Ms. Self asked Ms. Cleveland if she would like to continue with a 2nd term at the discretion of the Mayor. Ms. Cleveland responded in the affirmative. Ms. Self will draft a memo to the City Clerk requesting the appointment of Ms. Cleveland. ADJOURN Ms. Morrow asked if there was any other business or discussion and being none, requested a motion for adjournment. Ms. Cleveland made the motion to adjourn and Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed. The meeting was adjourned at 3:25 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.