Occupancy Tax Board

aPPROVED January 24, 2017 MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, December 13, 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 2:32 p.m. by Chairperson Jim Fielding. ROLL CALL Members Present: Chair- Jim Fielding, Jill Cleveland, Stephanie Gerdts, Kerry Moore, Josh Ragsdale Members Absent: None Five members of the board were present representing a quorum. Staff Present: Janice Self, Lodgers’ Tax Liaison; Juanita N Jennings, Director of Public Relations; Sharon Coll, City Clerk. Others Present: Molly Boyles, Peggy Seskey, Kathy Lay (MainStreet Roswell/UFO Festival) APPROVAL OF AGENDA – Ms. Moore motioned to approve the agenda. Ms. Gerdts seconded the motion. A voice vote was unanimous (5-0) and the motion passed. APPROVAL OF MINUTES – Ms. Moore motioned to approve the minutes from the October 25, 2016 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was unanimous (5-0) and the motion passed. PUBLIC COMMENTS - None REGULAR ITEMS (Action Items): 3. Lodgers’ Tax Request – 2017 UFO Festival – 70th Anniversary (June 29 – July 2, 2017) Ms. Kathy Lay, Ms. Peggy Seskey and Ms. Molly Boyles were there to present the request for $110,000.00 (one hundred ten thousand dollars). Mr. Jim Fielding recused himself from the action item as he is also on the UFO Festival Board. Ms. Lay presented a picture board of photos from UFO Festivals past, and a sample of the passport which is offered. Ms. Lay informed the Board that most of the lodging facilities she contacted informed her that they were fully booked during the time of the 2016 UFO Festival. According to a count she received, 4008 rooms were booked during the 2016 UFO Festival. According to survey information and other sources; 12 different countries were represented, over 8000 attendees at the UFO Museum and 37 out of 50 states were represented at the 2016 UFO Festival. Ms. Molly Boyles represented the down town merchants and stated that there were increased sales not only for the UFO themed stores, but for all down town stores. Ms. Peggy Seskey explained the passports and how they relate to increased sales by being stamped by businesses when visited, then they are presented at the UFO Festival booth to fill out survey information, register for prizes, and receive a free goody bag which contains merchandise marketing the UFO Festival. Ms. Moore  made the motion to recommend to the Finance Committee to fund the 2017 UFO Festival in the amount of up to $61,750 (sixty-one thousand seven hundred fifty dollars) for eligible Lodgers’ Tax expenses at 100% through an advance of funding per a contract agreement between the City of Roswell and 2017 UFO Festival / MainStreet Roswell. Ms. Cleveland seconded the motion. Mr. Ragsdale questioned the amount which was left from the NM Senior Olympics pulling out. Ms. Self responded that at the time the Budget for 2017 was made, it was assumed that the NM Senior Olympics would be here in 2017. Since that is not going to happen, it has been discussed that the money may be used for other expenses and may not be available. After some discussion Mr. Ragsdale made a friendly amendment to the motion requesting to include in the motion the option of additional funding of $48,250 if it is available for the use of the 2017 UFO Festival. Ms. Moore accepted the friendly amendment. The completed motion stated The Occupancy Tax Board recommend to the Finance Committee to fund the 2017 UFO Festival in the amount of up to $61,750 (sixty-one thousand seven hundred fifty dollars) for eligible Lodgers’ Tax expenses at 100% through an advance of funding per a contract agreement between the City of Roswell and the 2017 UFO Festival / MainStreet Roswell and if additional funding is available in the line item, provide up to an additional $48,250 (forty-eight thousand two hundred fifty dollars) in funding for a total of $110,000 (one hundred ten thousand dollars). Following additional discussion a voice vote was unanimous (4-0) and the motion passed. Mr. Fielding abstained. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, January 5, 2017 at 8:00 a.m. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 4. Discussion – New check list form: Ms. Self requested feedback concerning the new check list form she provided for the UFO Festival. It is designed to help ask questions at the presentation of pertinent information for awarding funding to events. The members of the Board wished to continue the form. Ms. Moore had one suggestion, to include the budget amount in the heading area. Ms. Self will make this adjustment for future events. 5. Discussion – variable percentage rates for funding: Ms. Self presented a brief history on the 50% & 100% funding of events and requested the Board members views on having a variable percentage rate for events instead of the 50% for Special Events and the 50% or 100% funding for the Large/Contract Events. The members discussed keeping the percentages at the 50% for Special Events and the 50% or 100% for the Large/Contract Events. 6. Event Status update: Ms. Self informed members that the Dog Show 2016 and Quilt Show submitted their requests for reimbursement on Monday and are being reviewed. There were no questions. 7. 1st Quarter Lodgers’ Tax DFA Report: Ms. Self informed members that this is the report which is submitted to the State of NM on a quarterly basis. This report covers July, August and September 2016 and was submitted to the State at the end of October 2016. 8. Discussion – Future of Lodgers’ Tax – Goals for Marketing Roswell:  Ms. Juanita Jennings, Director of Public Affairs, requested input from the members of the Occupancy Tax Board concerning where marketing Roswell should or could be improved. Mr. Ragsdale pointed out that other communities have billboards in Roswell advertising their sites, whereas Roswell does not have any billboards in those communities. Mr. Ragsdale also pointed out that while in airports there are advertising on the LED screens for communities all around Roswell (Cloudcroft, Ruidoso, Carlsbad) but none for Roswell or the area. Mr. Ragsdale feels these are lost opportunities which could be utilized. Mr. Fielding stressed that Roswell should be advertised to all age groups, not just for retirees. Ms. Cleveland felt that Roswell could do more for bus tours to come to this area, that there is so much to offer than just the overnight stay to go from one town to another. She was able to provide information for tour groups during the time Carlsbad Caverns was closed and tour buses were “stuck” in Roswell. Ms. Moore suggested a social media site provided by the State of NM which was unknown. All input was greatly appreciated by Ms. Jennings. 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 Mr. Ragsdale seconded the motion. A voice vote was unanimous (5-0) and the motion passed. Mr. Fielding stated that the next scheduled meeting of the Occupancy Tax Board is January 24, 2017. The meeting was adjourned at 3:33 p.m. Minutes submitted for approval by Janice Self. A copy of the written update presented and a copy of the 1st Quarter Lodgers’ Tax DFA report may be requested through the City Clerk’s office.