Occupancy Tax Board

MINUTES OF THE OCCUPANCY TAX BOARD MEETING Tuesday, October 24, 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: Jim Fielding, Kerry Moore, Roxanne Slayton Members absent: Jill Cleveland, Josh Ragsdale A quorum was present. Staff Present: Juanita Jennings, Director of Public Affairs, Monica Garcia, Finance Director, Allison Gray, Tourism & Event Manager Others Present: Cla Avery and James Matteucci, representatives from Roswell Hike It & Spike It, Donovan Fulkerson, representative from Roswell Film Festival, Perry Toles, representative from Bottomless Triathlon, Elaine Mayfield, representative from Galacticon and Kennel Club, Molly Boyles, Kathy Lay and Juliana Halvorson, representatives from MainStreet Roswell, Kecia Hopper, representative from Milkman Triathlon, Jacob Roebuck, representative from Roebuck Entertainment, Candy McClelland, representative from Saddle Barn, Amy Davis, representative from HSSENM. APPROVAL OF AGENDA – Ms. Moore motioned to approve the agenda. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. APPROVAL OF MINUTES – Ms. Moore motioned to approve the amended minutes from the August 2017 OTB Meeting. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. Ms. Moore motioned to approve the minutes from the September 2017 OTB Meeting. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. PUBLIC COMMENTS - There were no public comments. REGULAR ITEMS (Action Items): 1. Lodgers’ Tax Request – 34th Annual Milkman Triathlon (6/2/18) Mr. Fielding introduced this funding request. Ms. Hopper, a representative from the Milkman Triathlon presented the request for Lodgers Tax funding.  Ms. Moore motioned to recommend to the Finance Committee $1,200 at a 50% reimbursement rate. Ms. Slayton seconded the motion. Discussion took place regarding internet promotion. Ms. Moore made a friendly amendment to recommend $1,400 at a 50% reimbursement. Ms. Slayton seconded the amendment. A voice vote was unanimous (3-0) and the amended request passed with members Cleveland and Ragsdale being absent. 2. Lodgers’ Tax Request – Jesse Andrus & Mike Hillman Memorial Rodeo (4/20-21/18) Mr. Fielding introduced this funding request. Ms. McClelland, a representative from the Jesse Andrus & Mike Hillman Memorial Rodeo presented the request for Lodgers Tax funding. Ms. Moore motioned to recommend to the Finance Committee $2,640 at a 50% reimbursement rate. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. 3. Lodgers’ Tax Request – Bottomless Triathlon (7/14/18) Mr. Fielding introduced this funding request. Mr. Toles, a representative from the Bottomless Triathlon presented the request for Lodgers Tax funding. Ms. Moore motioned to recommend to the Finance Committee $2,070 at a 50% reimbursement rate. Ms. Slayton seconded the motion. Discussion took place regarding the online promotion planned for the event. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. 4. Lodgers’ Tax Request – Hike It & Spike It (5/25-27/18) Mr. Fielding introduced this funding request. Mr. Avery and Mr. Matteuci, representatives from Hike It & Spike It presented the request for Lodgers Tax funding.  For the record: Ms. Jennings stated that T-shirts as an eligible expense will be discussed at the Finance Committee meeting and a decision will be made whether or not the Occupancy Tax Board can include them as eligible items. Ms. Moore motioned to recommend to the Finance Committee $24,999 at a 50% reimbursement rate. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. 5. Lodgers’ Tax Request – UFO Festival (7/6-8/18) Mr. Fielding introduced this funding request. Ms. Halvorson and Ms. Boyles, representatives from UFO Festival presented the request for Lodgers Tax funding. Ms. Moore motioned to recommend to the Finance Committee $10,050 at a 50% reimbursement rate. Ms. Slayton seconded the motion. Discussion took place on OTB members’ financial recommendations. A voice vote was (2-0) with Chair Fielding abstaining and members Cleveland and Ragsdale being absent. 6. Lodgers’ Tax Request – Roswell Galacticon & SciFi Film Fest (7/5-8/2018) Mr. Fielding introduced this funding request. Ms. Mayfield, a representative from Roswell Galacticon & SciFi Film Fest presented the request for Lodgers Tax funding. Ms. Moore motioned to recommend to the Finance Committee $3,226 at a 50% reimbursement rate. Ms. Slayton seconded the motion. Discussion took place regarding mailing and postage of the promotional items. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. 7. Lodgers’ Tax Request – Historical Society for SENM Public Awareness Program (ongoing) Mr. Fielding introduced this funding request. Ms. Davis a representative from Historical Society for SENM presented the request for Lodgers Tax funding.  Ms. Moore motioned to recommend to the Finance Committee $809 at a 50% reimbursement rate. Mr. Fielding seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. 8. Lodgers’ Tax Request – Roswell Film Festival (4/25-29/18) Mr. Fielding introduced this funding request. Mr. Fulkerson, a representative from Roswell Film Festival presented the request for Lodgers Tax funding. Discussion took place regarding the Financial Event form from 2016. Ms. Moore motioned to recommend to the Finance Committee $6,000 at a 50% reimbursement rate. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. 9. Lodgers’ Tax Request – John Chisum’s Cowtown (3/23-4/8/18) Mr. Fielding introduced this funding request. Mr. Roebuck, a representative from Roebuck Entertainment presented the request for Lodgers Tax funding. Ms. Moore motioned to recommend to the Finance Committee $4,000 at a 50% reimbursement rate. Ms. Slayton seconded the motion. Mr. Fielding made a friendly amendment to recommend $3,300 at a 50% reimbursement. Ms. Slayton seconded the amendment. Discussion took place regarding the timing of the event in 2018. The event takes place during Spring Break. Ms. Moore accepts the amendment to recommend $3,300 at a 50% reimbursement. A voice vote was unanimous (3-0) and the amended request passed with members Cleveland and Ragsdale being absent. Other Business / Non-Action Items / Information Items / Reports (Non-Action Items): 10. Reports The Lodgers Tax reports were reviewed. ADJOURN For the record: Mr. Fielding left the room at 3:26 pm. For the record: Mr. Fielding entered the room at 3:28 time. Ms. Moore motioned to adjourn. Ms. Slayton seconded the motion. A voice vote was unanimous (3-0) and the motion passed with members Cleveland and Ragsdale being absent. The meeting was adjourned at 3:29 p.m.