Occupancy Tax Board

APPROVED October 25, 2016 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, September 27, 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 Jim Fielding. ROLL CALL Members Present: Chair- Jim Fielding, Jill Cleveland, Kerry Moore, Josh Ragsdale Members Absent: Stephanie Gerdts Four of the five members of the board were present representing a quorum at the beginning of the meeting. Staff Present: Janice Self, Lodgers’ Tax Liaison; Monica Garcia, Finance Director; Elizabeth Stark- Rankins – Director of Administrative Services; Caleb Martinez – Marketing Coordinator Others Present: Jacob Roebuck (Christmas Railway - Roebuck Entertainment) APPROVAL OF AGENDA – Mr. Ragsdale motioned to approve the agenda. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Ms. Gerdts was absent. APPROVAL OF MINUTES – Ms. Moore motioned to approve the minutes from the June 28, 2016 Occupancy Tax Board meeting. Ms. Cleveland seconded the motion. A voice vote was unanimous and the motion passed; Ms. Gerdts was absent. For the record: Ms. Gerdts joined the meeting @ 2:34 p.m. PUBLIC COMMENTS - None REGULAR ITEMS (Action Items): 3. Lodgers’ Tax Request – Christmas Railway (Nov 25-27, Dec 2-4, 9-11, & 16-24, 2016) Mr. Jacob Roebuck of Roebuck Entertainment was there to present the request for $9,600.00 (nine thousand six hundred dollars). Mr. Roebuck informed the Board of the Christmas experience for 18 days with light shows, music and a Santa Claus village. They have already placed a Facebook page and have advance ticket sales. The total capacity of the event is 18,000 and feel they will at least reach half capacity. Tickets are $10 (ten dollars) for adults and $7 (seven dollars) for children. Children three and under are free. Ms. Cleveland asked what the “other” in the marketing expenses stood for. Mr. Roebuck explained that this would be the billboard expense. Mr. Roebuck was asked where the billboard would be located and he informed the Board that there would be one in Roswell, one in Artesia and one in Carlsbad. The Board asked about the holiday shopping and were told merchandise not normally found in Roswell would be brought in and sold in the tented area. Mr. Ragsdale asked what the capacity  per night was. Mr. Roebuck stated that the nightly sell out would be 1000. The train would run every 15 minutes and tickets are available in advance, but same day purchase could be made if tickets were still available. A walking path and golf cart type vehicles would also be available for those who may need assistance. Mr. Ragsdale made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $9,600.00 (nine thousand six hundred dollars) on a reimbursement basis at 50% for eligible expenses be provided for this event. Ms. Moore seconded the motion. After some discussion about concerns that visitors from Artesia and Carlsbad spending the night and that this could grow into an annual event bringing visitors that would spend nights. Mr. Fielding restated the motion and a voice vote was unanimous and the motion passed. 4. Lodgers’ Tax Request – Adjust the Allocation of FY 2017 Budget for Visitor Promotion (Special Events requesting under $25,000) in the amount of $4,000 to the unallocated balance. Ms. Self requested the adjustment and explained Mr. Bob Edwards of the Roswell Runners Club informed the Lodger’s Tax that the Roswell Road Race series would not be requesting money in the fiscal year 2017. The Parks & Recreation department has taken over the runs, beginning with the Reindeer Run in December 2016. Ms. Cleveland made the motion to adjust the tentative amounts for the Visitor Promotion – Special Events Lodgers’ Tax funding, by removing the funding for the Road Race Series in the amount of $4,000 and placing it in the unallocated balance. Mr. Ragsdale seconded the motion. There was no discussion. Mr. Fielding restated the motion and a voice vote was unanimous and the motion passed. 5. Lodgers’ Tax Request – Date change for November 2016 Occupancy Tax Board meeting. Ms. Self presented the opportunity for the change of date of the November 2016 Occupancy Tax Board meeting due to the holidays. Members decided that at this time there are no conflicts in schedules. Ms. Cleveland made the motion to keep the November 29, 2016 date as the scheduled date of the Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. Mr. Fielding restated the motion and a voice vote was unanimous and the motion passed. 6. Lodgers’ Tax Request – Date change for December 2016 Occupancy Tax Board meeting. Ms. Self presented the opportunity for the change of date of the December 2016 Occupancy Tax Board meeting due to the holidays. Members decided that at this time there were several conflicts in schedules. Ms. Moore made the motion to reschedule the December 2016 Occupancy Tax Board meeting to Tuesday, December 13, 2016 at 2:30 p.m. in the Large Conference room at City Hall. Ms. Cleveland seconded the motion. Mr. Fielding restated the motion and a voice vote was unanimous and the motion passed. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, October 6, 2016 at 8:30 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 7. Thank you letter from Reflections & Recovery (Tour de Ocho Millas): Ms. Self explained that although the reimbursement request and reports have not yet been submitted a thank you letter was received. 8. Reimbursement Report and Event Reports update: Ms. Self went over the update log and report for members. There were no questions. 9. Lodgers’ Tax DFA Reports for the 4th quarter 2016: Ms. Self explained the report which is required by state statutes. There were no questions. ADJOURN Mr. Fielding asked if there was any other business, being none Mr. Fielding requested a motion for adjournment. Ms. Cleveland made the motion to adjourn and Ms. Gerdts seconded the motion. A voice vote was unanimous and the motion passed. Mr. Fielding stated that the next scheduled meeting of the Occupancy Tax Board is October 25, 2016. 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. A copy of the Lodgers’ Tax DFA 4th quarter 2016 report may be requested through the City Clerk’s office.