Occupancy Tax Board

MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, July 25, 2017 Regular Meeting 2:30 P.M. CALL TO ORDER AND WELCOME – The regular meeting of the Occupancy Tax Board convened at 2:30 p.m. ROLL CALL Members Present: Kerry Moore, Roxanne Slayton, Jill Cleveland Members absent: Jim Fielding, Josh Ragsdale A quorum was present. Staff Present: Juanita N. Jennings, Director of Public Affairs, Allison Gray, Tourism & Event Manager, Sharon Coll, City Clerk, Monica Garcia, Finance Director Others Present: Marilyn Cozzens, RPKC, Jared Hembree, ENMSF, Jacob Roebuck, Christmas Railway APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed; APPROVAL OF MINUTES – Ms. Cleveland motioned to approve the minutes from the June 27, 2017 Occupancy Tax Board meeting. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed. PUBLIC COMMENTS - There were no public comments. REGULAR ITEMS (Action Items): 3. Lodgers’ Tax Request – Eastern New Mexico State Fair (October 2-7, 2017) Ms. Moore introduced this funding request. Jared Hembree, a representative from the Eastern New Mexico State Fair presented the request for Lodgers Tax funding. Mr. Hembree stated they are one of the bigger events in the town and the event brings in a week’s worth of people visiting. Entertainment includes a Christian night with 4 bands, Tejano Night with Los Cerritos, Luke Combs, Brandon Ray, Radio Romance, Stingray Exhibit, Dinosaur walking around, and a parrot show. Lodgers Tax funding allows them to continue to grow and bring more visitors to the community. The amount requested was $54,750 on a 100% reimbursement. ENMSF did meet the 90 day prior to the event reimbursement, the abstract was incorrect. The Committee 1  discussed the Staff Recommendation that states Public Affairs does not recommend a 100% reimbursement, but would recommend reimbursement at 50%. It was explained that in the proposed Lodgers Tax policy for FY18, if passed, all reimbursements will be at 50% and that recommendation is to ensure that event holders use the Lodgers Tax funds for advertisement to the best of their ability and accurately. The Lodging impact for this year was discussed. It was stated that the expected number of nights is 399. The State Fair also offers RV spaces, charges for it, and it is run through Lodgers Tax. It was confirmed that entertainment is not an eligible expense. ; However, Sanitation, Fire and Police could be used for Lodgers Tax funding. Mr. Hembree stated ENMSF would be using their own security. Ms. Slayton motioned to recommend to the Finance Committee $36,750 at a 50% reimbursement rate. Ms. Cleveland seconded the motion. The Committee discussed the tourism the event brings and the economic impact. After a continued brief discussion a voice vote was unanimous (3-0) and the motion passed. 4. Lodgers’ Tax Request – Rio Pecos Kennel Club Dog Show – September 9-10, 2017 Ms. Moore introduced this funding request. Marilyn Cozzens, a representative from the Rio Pecos Kennel Club Dog Show presented the request for Lodgers Tax funding. The Kennel Club has consistently maintained entries vs other dog shows in the United States. Last year there were 661 entries/dogs, with less than 50 being local dogs. Dog handlers stay overnight and spend money in Roswell restaurants. The amount requested was $1,687 on a 50% reimbursement. Rio Pecos Kennel Club did not meet the 90 day prior to the event reimbursement. Ms. Cozzens stated they were told to wait to file their application until the new fiscal year. The Committee discussed the $279 line item for porta potties and they discussed security. The Rio Pecos Kennel Club will hire their own security. Ms. Slayton motioned to recommend to the Finance Committee $1,687 at a 50% reimbursement rate. Ms. Cleveland seconded the motion. A voice vote was unanimous (3-0) and the motion passed; 2 5. Lodgers’ Tax Request – Roswell Christmas Railway – Nov 24-26 and Dec 1-3, 8-10, 14-24, 26-31, 2017 Ms. Moore introduced this funding request. Jacob Roebuck, a representative from the Roswell Christmas Railway presented the request for Lodgers Tax funding. In 2017 there will be an emphasis on reaching out to tourists from out of town, especially West Texas. The Christmas Railway is working with local hotels to form a partnership to bring in visitors. An online survey of 8,000 attendees showed that 2.5% stayed in hotels last year, 20% of visitors were from outside of Chaves County, and 3% were from out of state. The amount of the request is $21,750 on a 50% reimbursement. The Committee discussed billboard location, which will be placed out of town and one in Roswell. 83% of the budget is slated for Social Media advertising out of town. The event does not exist anywhere other than Roswell. The Committee discussed that the Roswell Christmas Railway was awarded $10,000 last year but submitted a reimbursement slightly lower than $3,500. Mr. Roebuck stated that last year was their first year and they were just getting advertising off the ground. The plan is to spend more on advertising this year. Ms. Cleveland motioned to recommend to the Finance Committee $21,750 at a 50% reimbursement rate. Ms. Slayton seconded the motion. The Committee discussed this event being more of a local community or tourism event in relation to the amount of money requested. The Roswell Christmas Railway plans to double the advertising in 2017. Ms. Cleveland proposed a friendly amendment to the motion to recommend to the Finance Committee to award $10,000 on a 50% reimbursement rate to the Roswell Christmas Railway. Ms. Slayton accepts the friendly amendment. A voice vote was unanimous (3-0) and the motion passed; 6. Increase public participation from one minute to three minutes per person: At last month’s OTB meeting, a representative from the Public asked if OTB would consider increasing public participation by individual from one minute to minutes. Ms. Slayton motioned to increase the public participation time from one minute per person to three minutes per person. Ms. Cleveland seconded the motion. A voice vote was unanimous (3-0) and the motion passed; 3 Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 7. Update on new Lodgers Tax Policy: The draft Lodgers Tax policy will be presented to the Finance Committee on August 3rd. Additional research was done and a letter received from the State Lodgers Tax that Entertainment is not an eligible expense. If approved by Finance, the policy will go to City Council at their meeting on August 10, 2017. If passed, all event holders will receive a letter informing them of the new Lodgers Tax Policy. Event holders would be able to submit their applications twice a year – in April and October. OTB would then meet twice a year to review the applications. ADJOURN Ms. Slayton motioned to adjourn. Ms. Cleveland seconded the motion. A voice vote was unanimous (3-0) and the motion passed; Ms. Moore stated that the next scheduled meeting of the Occupancy Tax Board is on August 29, 2017 at 2:30 PM. The meeting was adjourned at 3:35 p.m. Minutes submitted for approval by Allison Gray. 4