Occupancy Tax Board

APPROVED December 15, 2015 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, November 17, 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 Dawn Ortega. ROLL CALL Members Present: Chair- Dawn Ortega, John Mulcahy, Josh Ragsdale, Adam Roe Members Absent: Jill Cleveland 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 Others Present: Carolyn Mitchell (Pecos Valley Quilt Show Chair), Darlene Jones (Pecos Valley Quilt Show Co-Chair). WELCOME NEW MEMBER – Ms. Self introduced Mr. John Mulcahy. Mr. Mulcahy was appointed at the City Council meeting on November 12, 2015. APPROVAL OF AGENDA – Mr. Ragsdale motioned to approve the agenda. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed; Ms. Cleveland was absent. APPROVAL OF MINUTES - Mr. Roe motioned to approve the minutes from the October 27, 2015 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was 3 in favor with Mr. Mulcahy abstaining and the motion passed; Ms. Cleveland was absent. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): 3. Lodgers Tax Funding Request – Pecos Valley Quilt Show 2016 – “Galaxy of Stars” (Sept 15-17, 2016) Ms. Carolyn Mitchell and Ms. Darlene Jones were there to present the request for $2,500.00 (two thousand five hundred dollars). Ms. Mitchell explained that the Quilt Show name “Galaxy of Stars” is the same as the opportunity quilt, which was shown to the members of the board. The reversible quilt, front and back, is designed by National Quilt Designer/Teacher J. Michelle Watts of Roswell. Proceeds from tickets sold for the quilt will be donated to a charity which will be chosen at a later date. There will be several vendors from New Mexico and Texas with the latest in fabrics, quilting supplies and patterns. Classes  will be taught all three days of the show in the Bassett Auditorium at the Roswell Museum and Art Center, with a beginners class held on Saturday. There will be over 200 quilts competing in several categories for cash prizes. Advertising this year will also include regional quilt magazines and hopefully the New Mexico Magazine. Because of reaching further in advertising, the show hopes to bring 1500 visitors to the 2016 Quilt Show. Ms. Mitchell and Ms. Jones explained that it takes approximately two years to put together a quilt show at a cost of about $18,000.00 (eighteen thousand dollars). Mr. Ragsdale made the motion to recommend to the Finance Committee to fund the Pecos Valley Quilt Show 2016 in the amount of up to $2,500.00 (two thousand five hundred dollars) on a reimbursement basis. Mr. Roe seconded the motion. During discussion Mr. Mulcahy suggested to use social media for an advertising venue. Mr. Mulcahy asked why 1500 visitors were projected this year as opposed to the 749 visitors at the 2014 quilt show. Ms. Mitchell explained that unfortunately weather had an impact on the show because roads were closed. Further discussion was made concerning the allocated amount of $1,500.00 (one thousand five hundred dollars) versus the requested amount of $2,500.00 (two thousand five hundred dollars). A friendly amendment to the motion by Ms. Ortega for $2,000.00 (two thousand dollars was made). Ms. Ortega restated the motion to recommend to the Finance Committee to fund the Pecos Valley Quilt Show 2016 in the amount of up to $2,000.00 (two thousand dollars) on a reimbursement basis. Mr. Roe seconded the motion. A voice vote was 3 in favor and 1 against, the motion passed; Ms. Cleveland was absent. 4. Lodgers Tax Request – “Special Events” forms revisions Ms. Janice Self presented the request to approve the revisions in the Information & Procedures (aka: the “policy”) and the forms and instructions for the application, reimbursement request, extension request, event/financial report and any other related forms. Ms. Self explained that revisions had been requested from City administration. These changes would result in separate “policy” and forms for the “Special Events” funded from the OTB – Visitor’s Promotion line in Lodgers’ Tax. The “Large/Contracted” events (ie: UFO Festival, Roswell Filmfest & Cosmicon and New Mexico Senior Olympics) would have a separate form. Ms. Self asked if there were any other suggestions since the “new” forms were passed out to the board members at the October meeting. There were no other suggestions. Ms. Ortega made the motion to recommend to the Finance Committee that “Special Event Lodgers’ Tax” policy and forms be adopted for use by the Occupancy Tax Board for funding events which are funded in the Visitors Promotion line of the Lodgers’ Tax fund. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed; Ms. Cleveland was absent. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, December 3, 2015 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 5. Reimbursement Report and Event Reports update: Ms. Self gave the update report on the Lodgers’ Tax funded events status since the October 27, 2015 meeting. Ms. Self included updates since the report was written: the New Mexico Senior Olympics has now completed their reimbursements for a total of $72,969.66 (seventy- two thousand nine hundred sixty-nine dollars and sixty-six cents) being reimbursed. The  UFO Festival 2015 has not completed the request for additional information for the latest reimbursement. The extended due date for the UFO Festival was November 2, 2015. The financial report has not been submitted by the UFO Festival. 6. Quarterly Report to State Department of Finance Authority: Ms. Self passed out copies of the 1st Quarterly Lodgers’ Tax DFA report which was sent to the State of New Mexico. Ms. Self also included a report which compares the actual expenses at end of quarter (Sept 30th), the FY 2016 budget and the actual expenses + encumbrances as of November 13, 2015. This report is to help understand the actual balance of Lodgers’ Tax. ADJOURN 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 Mr. Mulcahy seconded the motion. A voice vote was unanimous and the motion passed; Ms. Cleveland was absent. Ms. Ortega stated that the next scheduled meeting of the Occupancy Tax Board is December 15, 2015. The meeting was adjourned at 3:20 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 1st Quarter Lodgers’ Tax DFA report may be requested through the City Clerk’s office.