Occupancy Tax Board

APPROVED April 28, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, March 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, Dawn Ortega, Josh Ragsdale, Adam Roe Members Absent: None The five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison Others Present: Darryl Burkfield (MainStreet Roswell – 2015 UFO Festival), Jeff Jackson (Roswell Daily Record), Larry Connolly (Citizen). 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 - Ms. Cleveland motioned to approve the minutes from the January 27, 2015 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – 2015 UFO Festival (July 2-5, 2015) Mr. Darryl Burkfield was there to present the request for $88,000.00 (eighty-eight thousand dollars). Mr. Burkfield explained that Ms. Peggy Seskey was unable to attend the meeting. Mr. Burkfield began by informing the board members of the breakdown of the request which began with the largest budget item of $50,000.00 (fifty thousand dollars) for entertainment. The costume contest amount of $2,000.00 (two thousand dollars) has been withdrawn due to the City will no longer be funding the monetary (cash) awards for contest winners. Therefore the original request of $88,000.00 (eighty-eight thousand dollars) has been reduced to $86,000.00 (eighty-six thousand dollars). Mr. Burkfield highlighted the rest of the requested budget items. The entertainment amount of $50,000.00 (fifty thousand dollars) is used for speakers, musicians, street performers. In the past, with the exception of 2014, speakers were paid for by the UFO Museum and admission into the UFO Museum was charged to attend. When the speakers are paid for by the UFO Festival the admission to lectures is free. The musicians and street performers are provided to keep visitors in the Festival area, in the hope of providing a more economical impact on the downtown merchants and vendors. The 2015 UFO Festival will use 60% of the advertisement money for outside of Roswell. Even though the UFO Festival is getting a late start on the funding request, MainStreet Roswell has been proceeding with the assumption that the 2015 UFO Festival will go on and we are moving quickly forward. The UFO Festival has been around since 1995 and has been hosted by MainStreet Roswell for the last three (3) years. Mr. Burkfield also informed the board that he has been involved since 1998. Ms. Ortega made the motion to recommend to the Finance Committee to fund the 2015 UFO Festival in the amount of up to $86,000.00 (eighty-six thousand dollars) for eligible Lodgers’ Tax expenses through an estimated advanced drawdown of funding per a contract agreement between the City of Roswell and the 2015 UFO Festival (MainStreet Roswell). Funding is to come from other City of Roswell Lodgers’ Tax funds, if available, and not the Visitor Promotion (OTB) budget which is limited. Ms. Cleveland seconded the motion. Discussion and questions from the board members began with Ms. Morrow voicing her concerns on the lengthy amount of time it took to provide the required reports and documentation from the 2014 UFO Festival. The due date for reports and all documentation was due October 6, 2014 (90 days following the last day of the event), and the final reports were not received until Tuesday, March 24th at 12:15 p.m. Ms. Self did confirm that the bulk of the information was received on January 23, 2015, but had numerous requests for additional information and final financial reports. Mr. Burkfield responded that although there is no real excuse, Ms. Peggy Seskey had a difficult year with family deaths and numerous health problems. Mr. Dusty Huckabee the director of MainStreet Roswell was also dealing with some health problems. Mr. Huckabee has retired now. Also some of the billings were not being received by MainStreet Roswell. A billing went to the Parks & Recreation dept. and was not received by MainStreet Roswell until January 2015. We are going to take a new attitude concerning receiving our billings for 2015 in order to be paid, Mr. Burkfield said. Ms. Cleveland asked who will be taking Mr. Huckabee’s place. Mr. Burkfield replied that the position is now taking applications and MainStreet Roswell hopes to have someone in place within 60 (sixty) days. Ms. Cleveland then asked who is in charge of the financials. Mr. Burkfield replied that Peggy Seskey is the one in charge of working up the financial reports for the UFO Festival. Ms. Morrow followed with the question, with what has happened this past year, what are you planning so it won’t happen again. Mr. Burkfield replied that because of the problems this past year, MainStreet Roswell will be working to have a “backup person” available for when Ms. Seskey is out of town or unable to process the work in a timely manner due to other commitments. Everyone is a volunteer, but we may have to have a paid person on hand for this. The director is the only paid position at MainStreet Roswell. Ms. Morrow also was concerned about the increase in the requested amount. Last year the request was for $75,000.00 (seventy-five thousand dollars) this year the request is for $86,000.00 (eighty-six thousand dollars). Why? Mr. Burkfield replied that last year and this year the speakers will be paid for by the UFO Festival not the UFO Museum so that the event is free to all who attend. To be able to gather survey information about the attendees, the UFO passport and Alienopoly is to devise visitors to visit local merchants and bring back the “proof” with the passport or Alienopoly cards and receive in return for filling out survey  information a “goody bag” with free UFO Festival merchandise. We had to purchase some merchandise last year and will have to purchase more this year. Ms. Morrow asked that the UFO Festival and events are free? Mr. Burkfield stressed that yes the UFO Festival events are free. Merchandise from booth and food vendors may be purchased. Ms. Self clarified, to the board, that all the “leftover” merchandise items from the previous UFO Festivals have been used. Any free merchandise for this year will have to be purchased. Mr. Roe stated that with all accounting issues aside, this is a premier event in Roswell to offer to visitors. It provides a unique experience for all. Even though visitors are not able to see a real alien, the experience needs to be there. Visitors come from all over the United States and even other Countries to attend, as shown in the survey information. Ms. Morrow stated that it up to the Occupancy Tax Board to ask the questions needed to backup any decision recommended to the Finance Committee concerning the funding of the 2015 UFO Festival. After a brief discussion on what type of amendment to the motion could be made, Mr. Ragsdale asked Mr. Burkfield is there enough money for the UFO Festival to begin if the motion is amended to a reimbursement of eligible expenses instead of estimated advance funding. Mr. Burkfield replied that yes it could be done, if necessary. After more discussion the original motion was restated and a voice vote was unanimous and the motion passed. NOTE: Ms. Morrow requested that the discussion be part of the minutes, for informational purposes. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, April 2, 2015 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 4. Marketing Directors Report: Ms. Garcia informed the Occupancy Tax Board that the position of Director of Public Relations has been posted as of March 13, 2015. The job will include different areas such as Communication, Marketing, Legislation Affairs, and Economic Development. This person will also work with the economic impact of Lodgers’ Tax funded events. So far there are three (3) applicants. Applicants will be reviewed by a Committee on Hiring which consists of five (5) people. The position will be posted until filled. 5. Reimbursement Report and Event Reports update: Ms. Self gave and update report on the Lodgers’ Tax funded events status since the February 24, 2015 meeting. Ms. Self also included an updates since the report was written: the 2014 UFO Festival full financial report and summarized survey information was received today, Tuesday, March 24th at 12:15 p.m. These reports were passed out to the members before the beginning of the meeting. 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 Ms. Ortega seconded the motion. A voice vote was unanimous and the motion passed. The meeting was adjourned at 3:16 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.