Occupancy Tax Board

APPROVED February 23, 2016 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, January 26, 2016 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; Monica Garcia, Finance Director Others Present: Kathy Andrus (Jesse Andrus & Mike Hillman Memorial Rodeo), Kecia Hopper ( Milkman Triathlon), Bob Edwards ( Roswell Runners Club), Karen Jaramillo (UFO Museum) Peggy Seskey (MainStreet Roswell/UFO Festival), Tom Blake (MainStreet Roswell/UFO Festival), Juliana Halvorson (MainStreet Roswell Board) APPROVAL OF AGENDA – Mr. Roe motioned to approve the agenda. Mr. Ragsdale seconded the motion. A voice vote was unanimous and the motion passed; Mr. Mulcahy was absent. APPROVAL OF MINUTES – Mr. Roe motioned to approve the minutes from the December 15, 2015 Occupancy Tax Board meeting. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Mr. Mulcahy was absent. PUBLIC COMMENTS None PRESENTATION 3. Projected Lodgers’ Tax Fund Balance as of January 25, 2016: Ms. Self submitted to the members a worksheet with the projected available balance for the full Lodgers’ Tax fund as of January 25, 2016. The available balance projected is $93,365.12. Ms. Self explained how this balance was computed and also reminded the board members that events already budgeted in the visitor’s promotion line (the Memorial Rodeo and Milkman Triathlon) are included in the figures. The UFO Festival will come out of the available balance. REGULAR ITEMS (Action Items): 4. Lodgers Tax Funding Request – Jesse Andrus & Mike Hillman Memorial Rodeo (May 20- 22, 2016) Ms. Kathy Andrus was there to present the request for $3,500.00 (three thousand five hundred dollars). Ms. Andrus informed the board that last year the Rodeo had approximately 150 contestants. This year approximately 200 contestants are expected. Last year CASA received $2,000 from the proceeds of the Rodeo. This year’s local charity is Reins for Life an organization which helps children with disabilities. The event will be three days this year, May 20 – 22 at the Eastern New Mexico State Fair Fairgrounds. There will be $40,000 in prize money this year. The event was moved from July to May this year and will include a Sunday afternoon performance. On Friday there will be a team roping event. This is an all family event. Mr. Ragsdale made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $3,500.00 (three thousand five hundred dollars) on a reimbursement basis be provided for this event. Ms. Cleveland seconded the motion. Ms. Ortega restated the motion and a voice vote was 3 in favor and 0 against, the motion passed; Ms. Ortega abstained due to involvement with the event and Mr. Mulcahy was absent. 5. Lodgers Tax Request – 32nd Annual Milkman Triathlon (June 4, 2016) Ms. Kecia Hopper was there to present the request for $1,500.00 (one thousand five hundred dollars). Ms. Hopper informed the board that Mr. Larry Marshall was unable to attend the meeting. This year 300 athletes are expected to compete in the Milkman Triathlon. Approximately 200 athletes came from out of town last year. Registrations and flyers will be given out at several different runs and triathlons in New Mexico and Texas during the time leading up to the Milkman Triathlon. Ms. Cleveland made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $1,500.00 (one thousand five hundred dollars) on a reimbursement basis be provided for this event. Mr. Roe second the motion. Ms. Ortega restated the motion and a voice vote was 4 in favor and 0 against, the motion passed; Mr. Mulcahy was absent. 6. Lodgers Tax Request – 2016 UFO Festival (June 30 – July 3, 2016) Mr. Tom Blake (Executive Director of MainStreet Roswell), Peggy Seskey (President of MainStreet Roswell), Julianna Halvorson and Karen Jaramillo (UFO Museum) were there to present the request for $111,700.00 (one hundred eleven thousand seven hundred dollars). Mr. Blake began by informing the board that higher attendance is expected than last year due to lower fuel prices. Ms. Seskey read the advertisement flyer from last year and stated that a similar one would be used for this year’s UFO Festival. This year one of the major promotions of the UFO Festival will be including a 1000 ft. water slide on Main Street starting at 12th Street and heading south down the hill. Entertainment will be going on during the full event with street entertainers and street vendors. The UFO Festival brings visitors from all over the world to Roswell. Ms. Seskey told the board that she received word that visitors were booking rooms is Carlsbad because they could not find any available in Roswell. Ms. Seskey also introduced Karen Jaramillo as the interim Director of the UFO Museum. Ms. Ortega made the motion to recommend to the Finance Committee to fund the 2016 UFO Festival in the amount of up to $80,000.00 (Eighty thousand dollars) for eligible Lodgers’ Tax expenses at 100% through a reimbursement basis of funding per a contract agreement between the City of Roswell and the 2016 UFO Festival/MainStreet Roswell. 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. Cleveland seconded the motion.  Discussion began with questions from the board about clarification on the water slide. Ms. Seskey explained that $20,000.00 (twenty thousand dollars) is required to guarantee that amount to the slide company. The money would cover the cost of setup, staff, take down and insurance. Ms. Seskey also explained that tickets would be sold to recuperate some if not all of the money. Ms. Self reminded them that if Lodgers’ Tax paid for the water slide that proceeds from the ticket sales would come back to the Lodgers’ Tax fund. Ms. Self also stated that she was not sure if this would be an eligible expense. Ms. Seskey explained that this would be a large draw for people during the hot summer. Participants would slide using an inner tube. Ms. Seskey said that they would need the money in advance for the water slide and producing UFO Festival as a reimbursement would make that difficult. Ms. Ortega explained that due to the lack of Lodgers’ Tax funds, the amount of $80,000.00 (eighty thousand dollars) was being recommended, but that she would amend to an advance drawdown of funds. Ms. Cleveland seconded the amended motion. Ms. Ortega restated the motion to recommend to the Finance Committee to fund the 2016 UFO Festival in the amount of up to $80,000.00 (eighty thousand dollars) for eligible Lodgers’ Tax expenses at 100% through an advance drawdowns of funds per a contract agreement between the City of Roswell and the 2016 UFO Festival/MainStreet Roswell. 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. A voice vote was 4 in favor and 0 against, the motion passed; Mr. Mulcahy was absent. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, February 4, 2016 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 7. Reimbursement Report and Event Reports update: Ms. Self gave the update report on the Lodgers’ Tax funded events status since the December 15, 2015 meeting. 8. Ms. Ortega announced that she has accepted a new position in Colorado and will be moving the beginning of March. She will be present for the February meeting. 9. Ms. Self also reminded board members that Mr. Roe’s 2nd term and Mr. Mulcahy’s partial term will be finished as of March 31st. Anyone wishing to fill any of the three (3) positions open will need to submit a completed application which can be found on the City of Roswell website at www.roswell-nm.gov. The City Clerk (Sharon Coll) could be contacted for more information and Ms. Self would also supply applications if needed. ADJOURN Ms. Ortega asked if there was any other business or discussion and being none, requested a motion for adjournment. Ms. Cleveland made the motion to adjourn and Mr. Roe 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 February 23, 2016. The meeting was adjourned at 3:24 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.