Occupancy Tax Board

APPROVED May 26, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, April 28, 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, Adam Roe Members Absent: Josh Ragsdale Four of the five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; Jonathan Phillips, Director of Administrative Services; Martha Morales, Staff. Others Present: Jan Olesinski (Bottomless Triathlon), Carolyn Madison (RYSA) APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES – 1. Ms. Ortega motioned to approve the minutes from the March 24, 2015 Occupancy Tax Board meeting. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed. PUBLIC COMMENTS 2. None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – 2015 Bottomless Triathlon (July 11, 2015) Mr. Jan Olesinski was there to present the request for $2,000.00 (two thousand dollars). Mr. Olesinski began by informing the members that he has been associated with the Bottomless Triathlon for 37 years. The course is open for everyone who wishes to participate. The event is fashioned so that experienced tri-athletes and first time tri-athletes can enjoy the event. Out of town registrants come from Albuquerque, El Paso and Lubbock. The race starts at 8:00 a.m. with registration beginning at 7:00 a.m.; this is to try to encourage participants to stay in hotels and also because of the weather. Proceeds from the event will benefit The Harvest Ministries of Roswell. Ms. Ortega made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $2,000.00 (two thousand dollars) on a reimbursement basis be provided for this purpose. Mr. Roe seconded the motion.  Discussion and questions from the board members began with Ms. Morrow requesting that Mr. Olesinski obtain an updated application form next year, and to provide survey information and event report for the 2015 event, which was not provided from the 2014 Bottomless Triathlon. Ms. Morrow also questioned the “other” expense and Mr. Olesinski replied that it would be used for T-shirts and awards which would have the City logo on them. Ms. Ortega asked if Mr. Olesinski knew how many outside of Roswell came to the event. Mr. Olesinski said that 70 people came from outside of Roswell. Ms. Ortega amended 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. Mr. Roe seconded the amended motion. Ms. Cleveland abstained from the vote because of being the host hotel to the event. A voice vote was 3 in favor with Ms. Cleveland abstaining and Mr. Ragsdale absent, the motion passed. 4. Lodgers Tax Funding Request – Roswell Kick It 3v3 Soccer Tournament (July 10-11, 2015) Ms. Carolyn Madison was there to present the request for $1,500.00 (one thousand five hundred dollars). Ms. Madison began by informing the members that the event will bring up to six (6) people per team. Last year the event hosted 116 teams. The Roswell Youth Soccer Association coordinates with other cities in New Mexico so there would not be a conflict in dates. Roswell Kick It 3v3 Soccer Tournament will be expecting 150 teams this year. The RYSA would like to get advertising out earlier this year. Some teams will be qualifying for regional or national tournaments. Ms. Cleveland 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. Mr. Roe seconded the motion. After a brief discussion, the motion was restated. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. All attendees were informed that the date for the Finance Committee meeting has been set for Wednesday, April 29, 2015 at 3:30 p.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 5. Marketing Directors Report: Ms. Garcia was not in attendance. Ms. Self asked Mr. Jonathan Phillips if he could inform the Occupancy tax board of the person who has been hired for the position. Mr. Phillips said that Ms. DeAnna Beseda has been hired for the position of PR Director which includes marketing and various other jobs. Ms. Beseda will start on Monday, May 4, 2015. 6. Reimbursement Report and Event Reports update: Ms. Self gave an update report on the Lodgers’ Tax funded events status since the March 24, 2015 meeting. Ms. Self included to the report that the 2015 UFO Festival has been awarded $86,000.00 (eight-six thousand dollars) on a reimbursement basis and has received the contract. Ms. Self is waiting for the signed contract to be returned so she may obtain the City Manager’s signature. ADJOURN Ms. Morrow asked if there was any other business or discussion. Ms. Self informed the Chairperson that she had the copies of the 3rd Quarter 2015 Lodger’s Tax DFA report for the board members. Ms. Self explained that the report is sent to the State of New Mexico on a quarterly basis and asked if there were any questions. Ms. Morrow asked if there was any additional business or discussion and being none, requested a motion for adjournment. Mr. Roe made the motion to adjourn and Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. The meeting was adjourned at 3:12 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.