Occupancy Tax Board

APPROVED September 29, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, July 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 Dawn Ortega. ROLL CALL Members Present: Chair- Dawn Ortega, Jill Cleveland, Julie Morrow, Josh Ragsdale, Adam Roe Members Absent: Adam Roe Four 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: Lendell Nolan (Tour de Ocho Millas), Barbara Gomez (Plan-It Productions – Potter’s Guild Art Sale), Jared Hembree & Calder Ezzell (Eastern New Mexico State Fair), Larry Connolly (Citizen). APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed; Mr. Roe was absent. APPROVAL OF MINUTES - Ms. Morrow motioned to approve the minutes from the June 23, 2015 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed; Mr. Roe was absent. Note: Adam Roe arrived to the meeting. The five members of the board are present. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – 5th Annual Xcel Energy Tour de Ocho Millas (Sept 12, 2015) Mr. Lendell Nolan was there to present the request for $4,000.00 (four thousand dollars). Mr. Nolan explained that the Tour de Ocho Millas is an annual event held on the second Saturday of September. The event has been able to maintain a level of stability. This year the event will be pushing forward for more marketing, this being the reason for the increase in the request from last year’s $2,000.00 (two thousand dollars). Ms. Morrow 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. Ragsdale seconded the motion. After a brief discussion and some questions, the original motion was restated and a voice vote was unanimous and the motion passed. 4. Lodgers Tax Funding Request – 34th Annual Pecos Valley Potter’s Guild Art Sale (Nov 13- 15, 2015) Ms. Barbara Gomez was there to present the request for $1,500.00 (one thousand five hundred dollars). Ms. Gomez explained that the Potter’s Guild Art Sale brings in people from all around New Mexico. Also the event brings in people from Arizona and West Texas. This is the first event of the Christmas season in Roswell. This year the event will be doing more marketing, and are increasing the request for funding from last year. A Winery event is also being planned. Ms. Morrow made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,250.00 (one thousand two hundred fifty dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. After a brief discussion and some questions, the original motion was restated and a voice vote was four in favor, none against, with Mr. Ragsdale abstaining from the vote the motion passed. 5. Lodgers Tax Funding Request – Eastern New Mexico State Fair (Oct 5-10, 2015) Mr. Calder Ezzell and Mr. Jared Hembree were there to present the request for $54,750.00 (fifty-four thousand seven hundred fifty dollars). Mr. Ezzell explained that the Eastern New Mexico State Fair is the second largest event in Roswell every year. Exhibitors are asked to supply survey information. Many of the exhibitors and attendees do their early Christmas shopping while in Roswell. Mr. Hembree informed the members that it is not just a local fair, but involves 26 (twenty-six) counties in New Mexico and has been an event for over 100 years. Mr. Ezzell also pointed out that over 1600 hotel rooms were occupied last year along with the sales of food, beverages, and retail shopping. Ms. Morrow stated that although the Eastern New Mexico State Fair is an event worthy of more funding, due to the limited budget I make the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $12,000.00 (twelve thousand dollars) on a reimbursement basis be provided for this purpose. Ms. Cleveland seconded the motion. After a brief discussion concerning that this is at the very beginning of the fiscal year and we only have a limited budget. If we could, we would like to be able to fund a larger amount. The original motion was restated and a voice vote was unanimous and the motion passed. The Chairperson asked that the minutes reflect that due to the limits of the Occupancy Tax Board’s funding budget if the Finance Committee feels that additional funding over the $12,000.00 (twelve thousand dollars) is appropriate an increase of the Visitor’s Promotion budget will be needed. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, July 30, 2015 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 6. Reimbursement Report and Event Reports update: Ms. Self gave and update report on the Lodgers’ Tax funded events status since the June 23, 2015 meeting. Ms. Self also included updates since the report was written: the 2015 UFO Festival and the Hike It! & Spike It! reimbursement checks have been processed. Ms. Self passed out the Fiscal Year 2015 4th Quarter Lodgers’ Tax DFA (Department of Finance Authority) report. This report is supplied to the State of New Mexico on a quarterly basis. Ms. Self also supplied a summarized actual revenue/expense report and a final budget report for the Lodgers’ Tax fund. ADJOURN Ms. Ortega asked if there was any other business or discussion and being none, requested a motion for adjournment. Ms. Roe made the motion to adjourn and Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed. The meeting was adjourned at 3:00 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. A copy of the 4th Quarter Lodgers’ Tax DFA report may be requested through the City Clerk’s office.