Occupancy Tax Board

MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, April 25, 2017 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: Chairperson-Jim Fielding, Kerry Moore, and Roxanne Slayton Members Absent: Vice-Chair- Josh Ragsdale and Jill Cleveland Three members of the board were present representing a quorum. Staff Present: Juanita N. Jennings, Director of Public Affairs, Monica Garcia, Director of Finance, Sharon Coll, City Clerk, Marth Morales, Finance Others Present: Jimmy Masters (Friends of Bitter Lake), Molly Boyles and Kathy Lay (MainStreet Roswell) APPROVAL OF AGENDA – Ms. Moore motioned to approve the agenda. Mr. Fielding seconded the motion. A voice vote was unanimous (3-0) and the motion passed; Mr. Ragsdale and Ms. Cleveland was absent. APPROVAL OF MINUTES – Ms. Moore motioned to approve the minutes from the April 4, 2017 Occupancy Tax Board meeting. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed; Mr. Ragsdale and Ms. Cleveland was absent. PUBLIC COMMENTS - None REGULAR ITEMS (Action Items): 3. Lodgers’ Tax Request – 2017 Chile Cheese Festival (September 22-23, 2017) Mr. Fielding read action requested of $4,500 with additional services provided by the city at no charge. Ms. Boyles presented the request and gave historical facts of the event such as the mobile dairy classroom, green chile cook-off which is targeted to bring in out-of-town participants/restaurants as well as provided additional information about the event. Ms. Moore was concerned that it is competing with the Whole Enchilada Festival in Las Cruces. Ms. Boyles was unaware of the other event. Ms. Lay indicated there would also be ristra making and gourmet cheeses that will offer samples and sell that is hands on and experiential. Mr. Fielding indicated no budget allocation had been made for this event. Ms. Moore motioned to recommend to the Finance Committee to fund the 2017 Chile Cheese Festival in the amount of up to $500 for eligible Lodger’s Tax expense basis at 50% of eligible expenses. Ms. Slayton seconded. The Board discussed to review the application as written. Ms. Moore was concerned  with the lodgers’ tax ledger balance being and also indicated it was a dying event, however, with the new additions it could have potential. Not sure if it will draw. Ms. Slayton was also concerned with the same date as the Whole Enchilada Festival. Ms. Moore indicated that the plan to get out-of-town people doesn’t have enough draw even with the additions. Ms. Boyles asked if they would also get the city support for staffing and services. Mr. Fielding said that is separate but didn’t think it would be a problem. Mr. Fielding indicated we stick to our budget at times this year the finance committee gave extra money which left this account line short. Ms. Moore indicated there is money out there in the Lodgers’ Tax account just not allocated to the OTB budget. Ms. Boyles indicated she would gladly take anything. Mr. Fielding indicated you had to draw outside. Mr. Fielding asked them to understand their position and they need to draw. Ms. Lay indicated she is working with State Tourism to help market for them. Mr. Fielding indicated that they need to provide a survey. Ms. Moore asked Ms. Jennings if they could over allocate. Ms. Jennings indicated you can, but Finance for approval to pull it from the reserve fund. Ms. Coll indicated that Finance and Council could change it. Ms. Jennings indicated the requested services would need to be approved by the Director of Administration as those processes are changing due to budget constraints. Mr. Fielding restated the motion as follows: to recommend to the Finance Committee that Lodgers’ Tax, in the amount of up to $500 on a reimbursement basis at 50% for eligible expenses be provided for this purpose. A voice vote was unanimous (3-0) and the motion passed: Mr. Ragsdale and Ms. Cleveland was absent. Mr. Fielding told Ms. Boyles to make sure the survey is complete and know that the OTB will meet to discuss budget allocations and they stick to those. Mr. Fielding indicated the committee would not go in the hole regardless of the press which was true. We are not going to spend money we don’t have. You’re welcome to go to Finance Committee Thursday. Ms. Jennings indicated the Finance Committee will take place May 4th at 8am. 4. Lodgers’ Tax Request – Dragonfly Festival (September 10-11, 2017) Mr. Fielding read action requested of $1,000 funding from Lodgers’ Tax with a 50% reimbursement basis. Mr. Jimmy Masters was there to present the request for $1,000 Mr. Navarrette informed the Board that the event is for a non-profit and has been a vital family friendly event. Hand on experience with arts and crafts and catching dragonflies. Advertising is done in West Texas and Las Cruces and some new dragonfly guides from Alaska and hill country in Texas. Ms. Moore asked for additional information regarding billboards. How many guides were from out-of- town? Mr. Masters indicated there were a total of 4. Ms. Jennings informed the board that they did provide their survey and financial report from last year. Ms. Moore made the motion to recommend to the Finance Committee that Lodgers’ Tax, in the amount of up to $1000.00 on a reimbursement basis at 50% for eligible expenses be provided for this purpose. Ms. Slayton seconded the motion. The Board moved to discussion. Ms. Moore indicated she was disappointed in the out-of-town visitors. Mr. Fielding agreed, but indicated they are not capturing all of the information and have not a lot of surveys. Ms. Jennings indicated that there had been additional surveys and indicated it is important historical information be provided and those will be included in the packet. Ms. Moore indicated there were only 14 out-of-town visitors. Mr. Fielding indicated we base the Lodgers’ Tax funding is to promote out-of-town visitors to stay in the hotels.  Ms. Moore moved to make a friendly amendment the motion to reduce the amount to $500.00 on a reimbursement basis at 50% for eligible expenses be provided for this purpose. Ms. Slayton seconded the motion. Mr. Fielding asked for any other discussion. A voice vote was unanimous (3-0) and the amended motion passed: Mr. Ragsdale and Ms. Cleveland was absent. Mr. Fielding indicated the original motion was still on the floor to fund the dragonfly festival for $1000 on a reimbursement basis at 50% for eligible expenses be provided for this purpose. A voice vote was unanimous (0-3) and the original motion failed. Mr. Ragsdale and Ms. Cleveland was absent. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 5. Event Status update: Ms. Jennings informed all members of the event status report which is the OTB Ledgers balance report and historical report would be modified as she and the Finance department would like to show all allocated and historical in one report. The Lodgers’ Tax application process will be going to general services for recommendations for revisions. The Finance department is requesting the budgeting process for allocation not be made to comply with state statute that funds are truly on a first come first serve basis. A Lodgers’ Tax discussion has been put on the Finance agenda for Thursday, May 4th and should you want to attend you’re welcome. It will be a non-action item and only discussion. There were no questions. All attendees were informed that the date for the Finance Committee meeting has been set for Thursday, May 4, 2017 at 8:00 a.m. ADJOURN Mr. Fielding asked if there was any other business, Mr. Fielding requested a motion for adjournment. Ms. Moore made the motion to adjourn and Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed; Mr. Ragsdale and Mr. Cleveland was absent. Mr. Fielding stated that the next scheduled meeting of the Occupancy Tax Board is May 30, 2017. The meeting was adjourned at 3:08 p.m. Minutes submitted for approval by Juanita Jennings