Occupancy Tax Board

APPROVED June 23, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, May 26, 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 2:32 p.m. by Chairperson Julie Morrow. ROLL CALL Members Present: Chair- Julie Morrow, Jill Cleveland, Dawn Ortega Members Absent: Josh Ragsdale, Adam Roe Three of the five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; Monica Garcia; Finance Director Others Present: Jared Hembree (Rotary Desert Sun Golf Classic), Larry Connolly (Citizen). APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Ms. Ortega seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale and Mr. Roe were absent. APPROVAL OF MINUTES - Ms. Ortega motioned to approve the minutes from the April 28, 2015 Occupancy Tax Board meeting. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale and Mr. Roe were absent. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – Rotary Desert Sun Golf Classic (July 17-19, 2015) Mr. Jared Hembree was there to present the request for $1,700.00 (one thousand seven hundred dollars). Mr. Hembree informed the board that this is the twenty-fifth year this event has been held and he has been involved for the last eight years. Mr. Hembree explained that last year the event was more of a local only two day event and they did not apply for Lodgers Tax funds. This year the event is a three day pro-am event with an estimated 60 (sixty) entrants coming from out of town. Because funding was not requested last year, the change of applying 90 (ninety) days before the event was not known. The charities for 2015 are CASA and an ENMU-R Foundation nursing scholarship. Ms. Ortega abstained from voting, because the Fairfield Inn is the host hotel for the Rotary Desert Sun Golf Classic. Ms. Cleveland made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,700.00 (one thousand seven hundred dollars) on a reimbursement basis be provided for this purpose. Ms. Morrow seconded the motion.  After discussion and questions from the board members with clarification concerning when the last time the Desert Sun Golf Classic applied for funding during which Ms. Self explained that the last time funding was requested was FY 2012 and the present rule of applying 90 (ninety) days before the event was not in effect. Because of the length of time between requests, this could be viewed like a first time request with a waiver of the 90 (ninety) day rule. Mr. Hembree was reminded to be sure and provide survey information and budget information at the Finance Committee meeting and be on time with all deadlines in the future. Ms. Self clarified the balance of unallocated funds and that the May and June were the only meetings left in FY 2015. The motion was restated and a voice vote was 2 in favor with Ms. Ortega abstaining and Mr. Ragsdale and Mr. Roe were absent, the motion passed. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, June 4, 2015 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 4. Reimbursement Report and Event Reports update: Ms. Self gave the update report on the Lodgers’ Tax funded events status since the April 28, 2015 meeting. 5. Reminder of June 23, 2015 meeting: Ms. Self reminded board members that budget allotment of FY 2016 events and choosing the chairperson for FY 2016 will take place at the June OTB meeting. ADJOURN Ms. Morrow asked if there was any other business or discussion and being none, requested a motion for adjournment. Ms. Ortega made the motion to adjourn and Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale and Mr. Roe were absent. The meeting was adjourned at 2:58 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.