Occupancy Tax Board

MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, August 29, 2017 Regular Meeting 2:30 P.M. CALL TO ORDER AND WELCOME – The regular meeting of the Occupancy Tax Board convened at 2:32 p.m. ROLL CALL Members Present: Kerry Moore, Roxanne Slayton, Jill Cleveland, Josh Ragsdale Members absent: Jim Fielding A quorum was present. Staff Present: Allison Gray, Tourism & Event Manager Others Present: Fatima Barnes, representative from Pecos Valley Potters Guild APPROVAL OF AGENDA – Ms. Cleveland motioned to approve the agenda. Mr. Ragsdale seconded the motion. A voice vote was unanimous (4-0) and the motion passed. APPROVAL OF MINUTES – Ms. Cleveland motioned to approve the minutes from the July 25, 2017 Occupancy Tax Board meeting. Mr. Ragsdale seconded the motion. A voice vote was unanimous (4-0) and the motion passed. PUBLIC COMMENTS - There were no public comments. REGULAR ITEMS (Action Items): 1. Lodgers’ Tax Request – Pecos Valley Potters Guild Arts & Craft Sale (November 10- 12, 2017) Ms. Moore introduced this funding request. Fatima Barnes, a representative from the Pecos Valley Potters Guild Arts & Craft Sale presented the request for Lodgers Tax funding. Ms. Barnes stated that this will be the 36th annual Pecos Valley Potters Guild Arts & Craft Sale. Several artists are coming from out of state as the event holder has increased out of state participation and continues to do so. Ms. Barnes stated that they are requesting Lodgers Tax funds for advertising including radio and direct mail. They plan to advertise in Las Cruces and Ruidoso this year. Social Media advertising will also be increased. Ms. Moore asked how many people stayed in hotels last year. Ms. Barnes does not know how many attendees stayed in hotels. Ms. Barnes stated that they will be doing the survey better this year. 1  Ms. Gray stated that the Public Affairs Department evaluated the application and determined that $800 of the budget would fit the out of town marketing criteria as outlined by the Lodgers Tax policy. Discussion took place regarding the 30 miles outside of Roswell marketing criteria as outlined by the Lodgers Tax policy. The amount requested was $1,902.50 on a 50% reimbursement. . Ms. Slayton motioned to recommend to the Finance Committee $800.00 at a 50% reimbursement rate. Mr. Ragsdale asked why the Potters Guild did not request Lodgers Tax last year. Ms. Barnes does not know why it was not submitted. Mr. Ragsdale stated he would like to recommend more than $800. Ms. Cleveland stated they have rooms booked already and feels this event is a revenue generator. Ms. Barnes states they will be asking for security provided by the City. Discussion occurred regarding direct mail; mailings will be sent to Hobbs, Artesia, and outside of 30 miles. Ms. Moore stated that the OTB could recommend more dollars if this marketing took place. Mr. Ragsdale made a friendly amendment to recommend $1,025.00 at a 50% reimbursement. Ms. Cleveland seconds the friendly amendment. Ms. Slayton accepts the friendly amendment. A voice vote was unanimous (4-0) and the friendly amendment passed. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 2. Update on new Lodgers Tax Policy: Everyone indicates that they have received their copy of the new Lodgers Tax policy via certified mail and email and that they have gone online to see the application on the City’s website. The policy went into effect on August 14, 2017. An OTB meeting will occur on September 26, 2017 and will be an open forum for event holders to gain more information on how the new policy will work. All applications for January – June of 2018 are due on October 17, 2017 for discussion at the OTB meeting on October 24, 2017. Applications will be discussed on a first come, first served basis. 3. Discussion of future OTB Meetings with the new Lodgers Tax Policy Discussion took place to clarify when OTB meetings will occur. The OTB will meet in September and October of 2017. Future meetings are to be determined. 2 4. Reports Discussion occurred regarding the reports and the balance/budget of Lodgers Tax if all “expected” event holders ask for reimbursement. ADJOURN Mr. Ragsdale motioned to adjourn. Ms. Cleveland seconded the motion. A voice vote was unanimous (4-0) and the motion passed. Ms. Moore stated that the next scheduled meeting of the Occupancy Tax Board is on September 26 at 2:30 PM. The meeting was adjourned at 3:13 p.m. Minutes submitted for approval by Allison Gray. 3