Occupancy Tax Board

APPROVED January 26, 2016 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, December 15, 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, Jill Cleveland, Josh Ragsdale, Adam Roe Members Absent: John Mulcahy Four members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; DeAnna Phillips, Director of Public Affairs. Others Present: Sean Davis (New Mexico Senior Olympics). APPROVAL OF AGENDA – Mr. Ragsdale motioned to approve the agenda. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed; Mr. Mulcahy was absent. APPROVAL OF MINUTES – There was a correction to the November 17, 2015 minutes, correcting the dates of the Pecos Valley Quilt Show year from 2015 to 2016. Mr. Ragsdale motioned to approve the minutes, as corrected, from the November 17, 2015 Occupancy Tax Board meeting. Mr. Roe seconded the motion. A voice vote was unanimous and the motion passed; Mr. Mulcahy was absent. PUBLIC COMMENTS None REGULAR ITEMS (Action Items): Questions were asked at the last Occupancy Tax Board meeting on the available balance in the Lodgers’ Tax fund. At this time Ms. Self submitted to the members a worksheet with the projected available balance for the full Lodgers’ Tax fund as of December 15, 2015. The available balance projected is $144,258.22. Ms. Self explained how this balance was computed and also reminded the board members that events receiving funding is on a first-come-first-served basis. 3. Lodgers Tax Funding Request – New Mexico Senior Olympics Annual Summer Games (July 13-16, 2016) Mr. Sean Davis was there to present the request for $77,000.00 (seventy-seven thousand dollars). Mr. Davis informed the board that Ms. Acosta was absent due to the weather in Santa Fe. Mr. Davis explained that 1200-1400 athletes will be competing in the Summer Games for the chance to advance to the National Games in Birmingham, Alabama. 85% - 87% of the marketing expenses will be to target out-of-town participants. The television advertisement is  mostly run through ME-TV, whose demographics target the mature viewer. Athletes bring family and friends with them when they compete. Most athletes will arrive on Monday or Tuesday of the week and will stay until closing ceremonies on Sunday. The NMSO have been considering the possibility of using the Court House lawn and Pioneer Plaza for the opening ceremonies for the 2016 Senior Olympics. This will be the fourth (4th) year which Roswell has hosted the Summer Games. Because of the involvement of the New Mexico Department of Health, employees come from all over New Mexico to watch the opening ceremonies. Ms. Cleveland made the motion to recommend to the Finance Committee to fund the New Mexico Senior Olympics Summer Games 2016 in the amount of up to $77,000.00 (seventy- seven thousand dollars) for eligible Lodgers’ Tax expenses at 50% through a reimbursement drawdown of funding per a contract agreement between the City of Roswell and New Mexico Senior Olympics Annual Summer Games. 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. Ms. Ortega seconded the motion. During the discussion, the question was asked concerning how many local athletes were included in the number of athletes expected to participate. Mr. Davis stated that the Senior Olympics Summer Games are expecting approximately 200 local athletes. Ms. Ortega restated the motion and a voice vote was 3 in favor and 0 against, the motion passed; Mr. Roe abstained due to his involvement in the Senior Olympics and Mr. Mulcahy was absent. 4. Lodgers Tax Request – “Large/Contract Events” policy and forms Ms. Janice Self presented the request to approve the new Information & Procedures for Large/Contract Events (aka: the “policy”) and the forms and instructions for the application, reimbursement request, advance funding request, extension request, event/financial report and any other related forms for Large/Contract events requesting funding. Ms. Self explained that separate rules and forms had been requested from City administration. These changes would result in separated “policy” and forms between the “Special Events” funded from the OTB – Visitor’s Promotion line in Lodgers’ Tax and the “Large/Contracted” events (i.e.: UFO Festival, Roswell Filmfest & Cosmicon and New Mexico Senior Olympics) which have had different rules that have not been previously put into policy. Ms. Self asked if there were any suggestions since the “new” policy & forms were sent via e-mail to the board members last week. Ms. Self explained the policy and each of the forms to the members. There were suggestions to making survey results mandatory for the large events. The board feels that knowing the economic impact within Roswell is a key to the funding of the event in future years and that the event should be held responsible for contacting hotels/motels to establish the number of room nights for the event. Another suggestion was concerning events hiring marketing firms and needing a detailed invoice or statement to be sure that the expense is a Lodgers’ Tax eligible expense. Ms. Self made notations of the suggestions and would address them in the new policy and forms. It was discussed that after changes are made that the new “policy” and forms be presented to the Finance Committee for comment. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, January 7, 2016 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 November 17, 2015 meeting. Ms. Self included updates since the report was written: the City Council awarded the Pecos Valley Quilt Show 2016 up to $2,000.00 (two thousand dollars) and the Roswell Filmfest & Cosmicon 2016 up to $35,000.00 (thirty-five thousand dollars) with a contract at their meeting on Thursday, December 10, 2015. 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 Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Mulcahy was absent. Ms. Ortega stated that the next scheduled meeting of the Occupancy Tax Board is January 26, 2016. The meeting was adjourned at 3:57 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.