Occupancy Tax Board

APPROVED December 13, 2016 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, October 25, 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 2:30 p.m. by Chairperson Jim Fielding. ROLL CALL Members Present: Chair- Jim Fielding, Jill Cleveland, Kerry Moore Members Absent: Stephanie Gerdts, Josh Ragsdale Three of the five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; Juanita N Jennings, Director of Public Relations Others Present: Amy McVay-Davis (Historical Society of Southeast New Mexico) APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Ms. Moore seconded the motion. A voice vote was unanimous (3-0) and the motion passed; Ms. Gerdts and Mr. Ragsdale were absent. APPROVAL OF MINUTES – Ms. Moore motioned to approve the minutes from the September 27, 2016 Occupancy Tax Board meeting. Ms. Cleveland seconded the motion. A voice vote was unanimous (3-0) and the motion passed; Ms. Gerdts and Mr. Ragsdale were absent. PUBLIC COMMENTS - None REGULAR ITEMS (Action Items): 3. Lodgers’ Tax Request – Historical Society for Southeast New Mexico (On-going awareness project) Ms. Amy McVay-Davis was there to present the request for $3,000.00 (three thousand dollars). Ms. Davis informed the Board that the Historical Society for Southeast New Mexico is partners with the Tourism Council and exists to educate visitors about Roswell and to have them extend their stay in Roswell. The Historical Society hopes to provide the full “City experience” for visitors. The archive facility is a must for genealogical and historic researchers. The records are not available on-line so that researchers must come to Roswell. Commercial bus tours now have an overnight stop in Roswell to see the Historical Museum in the morning before continuing to Carlsbad Caverns. Ms. Davis also explained that the funds would help with a commercial on the Historical Museum and new updated brochures are to be done showing the new renovations and exhibits. These items would be sent out to Chambers of Commerce and be made available nationwide. Ms. Cleveland made the motion to recommend to the Finance Committee that Lodgers’ Tax funding in the amount of up to $2,000.00 (two thousand dollars) on a reimbursement basis at 50% for eligible expenses be provided for this event. Ms. Moore  seconded the motion. After some discussion Mr. Fielding made a friendly amendment to the motion requesting funding up to $3,000 (three thousand dollars) on a reimbursement basis at 50% for eligible expenses. Ms. Moore seconded the amendment. Following additional discussion Mr. Fielding restated the motion and a voice vote was unanimous (3-0) and the motion passed. Ms. Gerdts and Mr. Ragsdale were absent. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, November 3, 2016 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 4. Reimbursement Report and Event Reports update: Ms. Self informed members that the written report was being discontinued. The write up for each event would be included in the “event information” packet attached to the next request application. The “event information” packet contains the prior year information for the event and would be a better place to include this type of report. The update or status log of the events will still be provided in the summary form. 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. Moore seconded the motion. A voice vote was unanimous (3-0) and the motion passed. Ms. Gerdts and Mr. Ragsdale were absent. Mr. Fielding stated that the next scheduled meeting of the Occupancy Tax Board is November 29, 2016. The meeting was adjourned at 2:55 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.