Occupancy Tax Board

APPROVED July 28, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, June 23, 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 2:31 p.m. by Chairperson Julie Morrow. ROLL CALL Members Present: Chair- Julie Morrow, Dawn Ortega, Josh Ragsdale, Adam Roe Members Absent: Jill Cleveland Four of the five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; Monica Garcia; Finance Director; Steve Polasek, City Manager; DeAnna Phillips, Director of Public Affairs Others Present: Paula Grieves, Jamie Boling, Robert Willis, Anne Baker (Roswell Jazz Festival), Bill Flynt (Friends of Bitterlake – Dragonfly Festival) and Larry Connolly (Citizen). APPROVAL OF AGENDA – Mr. Roe motioned to approve the agenda. Ms. Ortega seconded the motion. A voice vote was unanimous and the motion passed; Ms. Cleveland was absent. APPROVAL OF MINUTES - Ms. Ortega motioned to approve the minutes from the May 26, 2015 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed; Ms. Cleveland was absent. City Manager requested a few minutes before the meeting began to introduce DeAnna Phillips the Director of Public Affairs. Ms. Phillips will be in charge of Marketing and will be working closely with events and activities around Roswell. She will also be in charge of the Convention Center and Visitor’s Bureau, Economic Development, Legislative Affairs, Website and the Public Information Officer will report to Ms. Phillips. Ms. Phillips was the Director of Economic Development in Keller, TX before coming to Roswell. Ms. Phillips updated the Occupancy Tax Board by informing them that the City of Roswell now has a facebook and twitter account. She encouraged members to go to www.seeroswell.com and look at the calendar of events. Ms. Phillips requested to be contacted if you have information to place on the website. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – 3rd Annual Roswell Mud, Sweat & Tears (Aug 29, 2015)  Ms. Barbara Gomez was out of town and requested that the OTB call her for the presentation of the request for $5,000.00 (five thousand dollars). It was determined that the Occupancy Tax Board would review the application as it was submitted. Ms. Ortega made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $5,000.00 (five thousand dollars) on a reimbursement basis be provided for this purpose. Mr. Ragsdale seconded the motion. The only question was concerning the charity which would receive a donation from the proceeds of the event fees. The OTB assumed it would be similar to the 2014 event, but requested that Ms. Self request this information. The motion was restated and a voice vote was 4 (four) in favor with Ms. Cleveland being absent, the motion passed. Ms. Self was requested to contact Ms. Gomez with the outcome. 4. Lodgers Tax Funding Request – 10th Annual Roswell Jazz Festival (Oct 7-11, 2015) Paula Grieves, Jamie Boling, Robert Willis and Anne Baker were present to make the presentation for $5,000.00 (five thousand dollars). Ms. Grieves informed members that the OTB has been committed to the Roswell Jazz Festival since the beginning for 9 (nine) years. The Roswell Jazz Festival brings world class musicians and regional jazz musicians to Roswell for over five days, with thirteen events; of which five are non-ticketed and eight are ticketed events. In 2014 approximately 80 motel rooms were used with 125-150 out-of-town attendees. The RJF will be expanding the promotional advertising to TX, Amarillo and DFW, AZ, CO, and through the American Rag (a national jazz magazine) and radio. Ms. Ortega made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $5,000.00 (five thousand dollars) on a reimbursement basis be provided for this purpose. Ms. Morrow seconded the motion. Mr. Ragsdale and Mr. Roe abstained from voting due to three of the Festival venues are Liberty, Pecos Flavors Winery and Pepper’s Bar & Grill. There was no discussion. The motion was restated and a voice vote was 2 (two) in favor with Ms. Cleveland being absent and Mr. Ragsdale and Mr. Roe abstaining, the motion passed. 5. Lodgers Tax Funding Request – 14th Annual Dragonfly Festival (Sept 12-13, 2015) Mr. Bill Flynt was there to present the request for $1,000.00 (one thousand dollars). Mr. Flynt began with informing the members that the Greek name for dragonflies means the “toothed ones” but in fact dragonflies do not have teeth. They do eat insects though. There will be many different events taking place including Hummingbird and Dragonfly tours. Advertising will be done locally and also in Artesia, Lubbock and in the National Dragonfly of America Newsletter which is nationally distributed. Mr. Roe made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of $1,000.00 (one thousand dollars) on a reimbursement basis be provided for this purpose. Mr. Ragsdale seconded the motion. There was no discussion. The motion was restated and a voice vote was 4 (four) in favor with Ms. Cleveland being absent, the motion passed. 6. Lodgers Tax Funding Request – Rio Pecos Kennel Club Dog Show 2015 (Sept 5-6, 2015) Ms. Elaine Mayfield was scheduled to present the request for $2,175.00 (two thousand one hundred seventy-five dollars). The request was reviewed as submitted. Ms. Self informed  the members that Ms. Sarah Brinegar who has presented the Dog Show to the OTB in the past has had a stroke and is currently living with family back East. Ms. Mayfield called Ms. Self just as the request was being reviewed by the OTB and was currently on her way. Mr. Ragsdale made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of $2,175.00 (two thousand one hundred seventy-five dollars) on a reimbursement basis be provided for this purpose. Ms. Ortega seconded the motion. There was no discussion. The motion was restated and a voice vote was 4 (four) in favor with Ms. Cleveland being absent, the motion passed. Ms. Mayfield came in as the board finished with the request and was informed of the recommendation and that she needed to be at the Finance Committee meeting. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, July 2, 2015 at 8:00 a.m. 7. Election of Chairperson for Fiscal Year 2016 (July 1, 2015 – June 30, 2016) Chairperson Julie Morrow asked if there were any volunteers or nominations for the position of Chairperson for Fiscal Year 2016. Ms. Dawn Ortega volunteered for the position. Mr. Roe made the motion to elect Dawn Ortega as the Chairperson for the FY 2016 Occupancy Tax Board. Mr. Ragsdale seconded the motion. A voice vote of 4 (four) in favor with Ms. Cleveland being absent, the motion passed. 8. Allocation for FY 2016 of the Lodgers’ Tax Visitors Promotion budget: Ms. Ortega made the motion for the discussion and allocation for the FY 2016 Lodgers’ Tax Visitor’s Promotion budget. Mr. Roe seconded the motion. Discussion of the allocation proceeded as follows:. $72,200.00 (seventy-two thousand two hundred dollars) of the $80,000.00 (eighty thousand dollars) were allocated to events with the remaining budget of $7,800.00 (seven thousand eight hundred dollars) unallocated to use for new events or to make adjustments. Ms. Self reminded the OTB that these figures are estimates and that increases, decreases or other adjustments to events may occur as needed. The Occupancy Tax Board members voted to accept the allocation as discussed, a voice vote 4 (four) in favor with Ms. Cleveland being absent, the motion passed. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 9. Introduction of Director of Public Affairs: This item was addressed in the beginning of the meeting as requested by City Manager, Steve Polasek. 10. Reimbursement Report and Event Reports update: Ms. Self gave the update report on the Lodgers’ Tax funded events status since the May 26, 2015 meeting. ADJOURN 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 Ms. Ortega seconded the motion. A voice vote was unanimous and the motion passed; Ms. Cleveland was absent. The meeting was adjourned at 3:52 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.