Occupancy Tax Board

APPROVED November 17, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, October 27, 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, Adam Roe Members Absent: Josh Ragsdale, (one unfilled position) Three of the four members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; DeAnna Phillips, Director of Public Affairs; Caleb Martinez, Marketing Coordinator; Martha Morales, Finance Assistant Others Present: Elaine Mayfield, Roswell Filmfest & Cosmicon; Alan Trever, Roswell Filmfest & Cosmicon; Larry Connelly APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. APPROVAL OF MINUTES - Ms. Cleveland motioned to approve the minutes from the September 29, 2015 Occupancy Tax Board meeting. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – Roswell Road Race Series 2016 (various dates) Mr. Bob Edwards was there to present the request for $4,000.00 (four thousand dollars). Mr. Edwards explained that the races have been held in Roswell for more than 20 years. The races are held as a series of five (5) races throughout the year. Each race has different distances and different challenges. Mr. Roe made the motion to recommend to the Finance Committee to fund the Roswell Road Race Series 2016 in the amount of up to $4,000.00 (four thousand dollars) on a reimbursement basis. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. 4. Lodgers Tax Funding Request – Roswell Invaders 2016 Season (various dates) Mr. Andrew Dunn was out-of-town and unavailable to attend the meeting. Ms. Self presented the application as submitted. Ms. Cleveland made the motion to recommend to the Finance Committee to fund the Roswell Invaders 2016 Season in the amount of up to $1,750.00 (one  thousand seven hundred fifty dollars). Mr. Roe seconded the motion. After some discussion, Ms. Self was requested to inform Mr. Dunn to be sure and place the LOGO and the Lodgers’ Tax wording on the schedule posters. Another concern was that the funds be used for out-of- town advertising. The motion was restated. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. 5. Lodgers Tax Funding Request – Roswell Filmfest & Cosmicon 2016 (May 19-23 & July 1- 3, 2016 Ms. Elaine Mayfield and Mr. Alan Trever were there to present the request for $48,100.00 (forty-eight thousand one hundred dollars). Ms. Mayfield explained that this is will be the sixth year for the Filmfest & Cosmicon. It started out as a Sci-Fi based filming and has progressed. This year the Filmfest will also have the support of the Roswell Film Studios and Allen Theaters. Between the two events last year 4500 visitors attended. Allen Theaters will be showing advertisement in all of their theaters in New Mexico and will be lending the entire marketing and staff for support. Mr. Trever informed the Board that for international film entries the genre will remain Sci-Fi; but for New Mexico film based entries all genres will be included. Ms. Cleveland made the motion to recommend to the Finance Committee to fund the Roswell Filmfest & Cosmicon 2016 in the amount of up to $48,100.00 (forty-eight thousand one hundred dollars) for eligible Lodgers’ Tax expenses through an estimated advanced drawdown of funding per a contract agreement between the City of Roswell and Roswell Filmfest & Cosmicon 2016. Funding is to come from other City of Roswell Lodgers’ Tax funds, if available, and not the OTB’s Visitor Promotion/PR budget which is limited. Mr. Roe seconded the motion. After some questions and 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 Thursday, November 5, 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 the update report on the Lodgers’ Tax funded events status since the September 29, 2015 meeting. Ms. Self also included updates since the report was written: The New Mexico Senior Olympics has submitted their reports and final reimbursement, which are now being reviewed. 7. Revised Forms: Ms. Self passed out the drafted revised policy, forms and instructions for Lodgers’ Tax funding. Ms. Self requested that board members review and submit their feedback on the changes by Tuesday. Ms. Self will pass the drafted items to the Finance Committee for their feedback also. The Board will take action at the next meeting on the adoption of the items. ADJOURN Ms. Ortega asked if there was any other business or discussion. Ms. Self introduced Caleb Martinez, the new marketing coordinator for the Public Relations department. Ms. Ortega 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. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Ragsdale was absent. Ms. Ortega reminded the board members that the next meeting will be on Tuesday, November 17, 2015. The meeting was adjourned at 3:01 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.