Occupancy Tax Board

OCCUPANCY TAX BOARD MEETING Tuesday, March 22, 2022, 2:30 p.m. ROSWELL Conference Room at Roswell City Hall New Mexico 425 Richardson Ave. Roswell, NM 88201 Committee Chair: Kerry Moore Committee Members: Bonnie Bitzer, Justin Jones Staff Coordinator:Kevin Wilson A. Call to Order B. Roll Call C. Approval of Agenda D. Approval of the Minutes 1. Consider approval of the Sept. 21, 2021 Minutes E. Action Items 1. Discussion and potential recommendation of Position 1 applicant. 2. Discussion and potential recommendation of Position 4 applicant. F. Other Business/Non-Action Items/Information Items/Reports 1. Reports; Lodgers' Tax, Convention Center 2. UFO Festival Planning Report 3. Application process for FY23 Lodgers' Tax requests G. Public Comment H. Adjourn Next Meeting: April 15, 2022. Notice of this meeting has been given to the public in compliance with Sections 10-15-1through 10-15-4 NMSA 1978 and City Resolution 21-7 . NOTICE OF POTENTIAL QUORUM - A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact - Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and Posted Tuesday, March 15, 2022 Occupancy Tax Board Meeting Tue, March 22, 2022, 2:30 PM - 3:30 PM ( MDT) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com /ioin/836628181 You can also dial in using your phone . United States: +1 ( 408) 650-3123 Access Code: 836-628-181 New to GoToMeeting? Get the app now and be ready when your first meeting starts: . https://global gotomeeting.com /install/836628181 DRAFT MINUTES OF THE OCCUPANCY TAX BOARD Tuesday, Sept. 21, 2021 2:30 p.m. Committee Chair: Kerry Moore Committee Members: Joe Desjardins, Bonnie Bitzer, Justin Jones Staff Coordinator: Paige Smith A. CALL TO ORDER The meeting was called to order at 2:30 p.m. B. ROLL CALL Members present: Kerry Moore, Justin Jones, Bonnie Bitzer. Member Joe Desjardins was absent. C. APPROVAL OF AGENDA Member Jones motioned to approve the agenda. Member Bitzer was the second. A voice vote was 3-0, the motion passed with Member Desjardins absent. D. MINUTES APPROVAL Member Bitzer motioned to approve minutes from the meetings of March 16, April 21, May 18 and Aug. 17. Member Jones was the second. A roll call vote was 3-0, the motion passed with Member Desjardins absent. E. NON-ACTION ITEMS Public Affairs Director Juanita Jennings said the July lodgers' tax collection totals were higher than same-month totals from prior years. The increase was attributed to the UFO Festival. July marked the first time in 19 months the occupancy rate exceeded 70%. Chairperson Moore inquired about the number of bed and breakfast businesses in the city. Mrs. Jennings replied there were not any. Mrs. Jennings added there were 64 known short-term rentals in the city, and many were sent letters Aug. 13 for noncompliance on lodgers' tax payment. An attempt was ongoing to have AirBnB collect and submit lodger’s taxes on behalf of its clients. Member Jones asked about the status of the Roswell Convention Center. Jennings said a general facility operator has been hired. A soft opening is planned for September. A sales manager has not been found yet. The goal is to have the center running at the beginning of 2022. The event waiting list is estimated at 75. Mrs. Jennings reported the city council had a workshop the previous week to determine American Rescue and Recovery Act funding. Those uses are still being determined. Member Jones asked about toilets overflowing at the Convention Center during a July 4 event. Mrs. Jennings said the underground sewer system was never replaced, and a sewer line equipped to handle the center’s outflow was installed. F. PUBLIC COMMENT Larry Connolly said he planned to ask local real estate agents to donate to Keep Roswell Beautiful, and implored citizens to engage city councilors and county commissioners about beautification efforts. G. ADJOURNMENT The meeting was adjourned at 2:56 p.m.  CITY OF ROSWELL CONVENTION CENTER FEE COLLECTION REPORT December 2021 ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY 19 25,002 26,166 25,245 23,452 26,874 21,109 20,661 22,740 23,435 26,674 22,147 25,019 288,524 FY 20 26,110 27,491 24,378 22,767 25,834 19,924 19,890 19,441 20,280 17,664 8,018 11,373 243,170 FY 21 17,959 16,661 20,943 21,041 21,553 16,920 17,946 20,342 17,009 24,490 23,171 24,694 242,729 FY 22 28,402 30,239 24,575 22,238 20,216 19,849 145,519 Available 46,710 48,267 50,003 49,170 49,414 49,320 50,964 50,964 46,032 50,809 49,170 50,809 Room Nights Occupancy % 60.8% 62.6% 49.1% 45.2% 40.9% 40.2% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% CONVENTION CENTER FEES COLLECTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY 19 62,505 65,415 63,113 58,630 67,185 52,773 51,653 56,850 58,588 66,686 55,368 62,548 $ 721,310 FY 20 65,275 68,728 60,945 56,918 64,585 49,810 49,725 48,603 50,778 46,658 20,045 28,433 $ 610,500 FY 21 42,132 41,652 46,342 48,717 48,286 37,715 40,087 42,169 38,885 59,245 58,214 59,975 $ 563,419 FY 22 69,640 75,130 59,297 55,627 49,243 48,410 $ 357,347 Actual Room Nights Sold - Four Year Trend Actual Convention Center Bed Fee at $2.50 35,000 Four Year Trend 30,000 80,000 70,000 25,000 60,000 20,000 50,000 15,000 40,000 30,000 10,000 20,000 5,000 10,000 0 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun FY 19 FY 20 FY 21 FY 22 FY 19 FY 20 FY 21 FY 22  CITY OF ROSWELL LODGERS' TAX COLLECTION AND COMMENTARY REPORT December 2021 ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY 19 25,002 26,166 25,245 23,452 26,874 21,109 20,661 22,740 23,435 26,674 22,147 25,019 288,524 FY 20 26,110 27,491 24,378 22,767 25,834 19,924 19,890 19,441 20,280 17,664 8,018 11,373 243,170 FY 21 17,959 16,661 20,943 21,041 21,553 16,920 17,946 20,342 17,009 24,490 23,171 24,694 242,729 FY 22 28,402 30,239 24,575 22,238 20,216 19,849 145,519 Available 49,320 48,267 50,003 49,320 49,414 49,320 50,964 50,964 46,032 50,964 49,320 50,964 Room Nights Occupancy % 57.6% 62.6% 49.1% 45.1% 40.9% 40.2% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% LODGERS' TAX COLLECTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY 2019 116,281 123,771 121,850 104,856 118,035 92,989 88,266 99,335 107,440 133,408 103,186 126,567 $ 1,335,986 FY 2020 122,326 135,551 118,752 108,720 119,894 85,494 80,122 83,863 92,050 82,999 32,867 44,713 $ 1,107,351 FY 2021 70,763 71,786 77,386 85,368 80,583 63,860 63,545 68,273 62,119 97,232 98,277 100,727 $ 939,920 FY 2022 124,007 147,203 107,274 95,448 82,363 80,029 $ 636,323 Actual Room Nights Sold - Four Year Trend Actual Lodgers' Tax - Four Year Trend 35,000 160,000 30,000 140,000 120,000 25,000 100,000 20,000 80,000 15,000 60,000 10,000 40,000 5,000 20,000 0 - Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun FY 19 FY 20 FY 21 FY 22 FY 2019 FY 2020 FY 2021 FY 2022  SPECIAL EVENT PERMIT APPLICATION Received Date: _______________________ Today’s Date: _______________________ Event Name: ________________________________________________________________ Event Date: ______________ Organization: _______________________________________________________________ Event Time: ______________ Event Address: ______________________________________ City/State/ZIP: ___________________________________ Website: ___________________________________ Phone: ______________ Email: _______________________________ Organizer: _____________________________________________________ Mobile: _______________________________ 2nd Organizer: _________________________________________________ Mobile: _______________________________ Description of Event Logistics: Instructions 1. Submit permit application 120 days prior to event. 2. 50% non-refundable deposit required 90 days prior to event. Fee must be paid in full 30 days prior to event. Make checks payable to “City of Roswell” and list event name on memo line. 3. 90 days prior to the event you must submit insurance, permits and liscense for ALL event vendors. 4. 90 days prior to event all maps of event must be submitted 5. Email submission to info@roswell-nm.gov Please see list of services provided by the city with applicable fee on page 2. OFFICIAL USE ONLY Fee paid: _________ Cash: _________ Check #: _________ Credit Card: _________ Approved by: ____________________________________ Insurance Company Name: ________________________ Permit #: _________________________ Date: _______________________ Policy #: ___________________________ 1  EQUIPMENT RENTALS AND OTHER FEES Equipment Price Service Request Needs $30 per hour per person City Personnel/ Emergency Personnel $55 per hour per person (Emergency) Temporary Pole (Park Property) $100 per event Blue Pole (As Needed) $200 per event Barrel $2 each Barricades $10 each Warning Signs $10 each Sand Bags $5 each Programmable Signs $300 each Cones $2 each City Vehicles or Mobile Equipment $100 per day per vehicle (Staff Must Operate) $1 per trash bag, trash cans provided free Trash Cans (44 Gallon) (1 per 25 people recommended) Sanitiation Roll-Off Container - 20CY $394 disposal charged seperatley Sanitiation Roll-Off Container - 30CY $394 disposal charged seperatley Sanitiation Container - 300 Gallon $54.44 Additional Clean Up for Litter or Other Incident $150 per incident Damage to City Property Cost of repair per incident For a complete list of services, please visit roswell-nm.gov/special-events. I, _______________________________________, do hereby declare that the enclosed scheduled event will be conducted in accordance with the requirements and recommendations made by the special event team. I understand that violations of ordinances or statutes will not be encouraged or permitted. I also understand that this permit, if approved, may be revoked by any member of the special event team, if, in their own opinion, any of the following occur: the event becomes a public nuisance, violations of statues or ordinances are committed by any participant, any of the recommendations herein referred to as the "EVENT PERMIT" are not met. I understand that any significant changes (date, time, logistics, location and the like) to the event after the date it was reviewed by the special event permit committee will require that I resubmit the "EVENT PERMIT" to the committee members and/or obtain approval of the changes from the Special Events manager. I hereby agree to pay the City of Roswell for services rendered in full 14 days prior to the event. Additionally, I understand that the City of Roswell and the special event team, will not be held responsible for changes made by the event organizer or participating entities prior to or during the event. Signature of Applicant: ______________________________________________ Date: _____________________ 2  STREET CLOSURE FORM Permit #: _______________________ Today’s Date: _______________________ Organization: ________________________________________________________________________________________ Address: ____________________________________________ City/State/ZIP: ___________________________________ Event Name/Purpose of Closure: _________________________________________________________________________ Contact Person: ___________________________ Phone: ______________ Email: _______________________________ Street(s) to be closed: __________________________________________________________________________________ Date(s) to be closed: ___________________________________________________________________________________ For all street closures, it is necessary to contact those in the immediate area to see if the local businesses and residences have any special concerns. This is the responsibility of the organization making the request to close the street. Please leave all contacted businesses your contact information in case an issue occurs. Please attach a map of the immediate area with the residences/businesses marked that were contacted. Attach a map showing how you propose to reroute traffic with any other traffic control that may be needed. Please note that the city can set out barriers 1 hour earlier than the time requested to ensure knowledge prior to closure. Email completed forms and additional documents to info@roswell-nm.gov. Contacted Business/Residence Address Concerns Email to send permit Yes No Fire Department Approved  Not Approved  Approved by: _____________________________ Concerns: __________________________________________________________________ Police Department Approved  Not Approved  Approved by: _____________________________ Concerns: __________________________________________________________________ 3  EVENT DETAILS/SCORING Please provide details on your event. Your event will be scored by the Occupancy Tax Board on a 100-point scale based on Return on Investment (25 points), historical performance (20 points), estimated cost of City services (15 points), other economic impact (10 points), track record of timely document submission to the City (10 points), general attendance (10 points) and uniqueness of the event (10 points). Return on Investment (25 points): Detail the return on investment to the community based on tourism. Consider any additional Lodgers' Tax generated as a direct result of your organization or event, along with any estimated attendance from out-of-town visitors and estimated room nights in local lodging facilities. Historical performance (20 points): Include award dollars used, prior attendance and room nights, plus Lodgers' Tax per attendee. 4 Estimated cost of service request from City Departments (15 points): Please refer to Page 2 of application. Other Economic Impact (10 points): Additional Gross Receipts Tax generated as a direct result of your organization or event (restaurants, purchases in local stores). 5 General Attendance to Event (10 points): Please consider local and out-of-town attendees. Uniqueness of the event (10 points): What makes this event different from others? Occupancy Tax Board Use Only Return on Investment (1-25): ________________ General Attendance (1-10): ________________ historical Performance (1-20): ________________ Timely document submission (1-10): ________________ Cost of City Services (1-15): ________________ Uniqueness of Event (1-10) ________________ Other Economic Impact (1-10): ________________ Total (100 possible) ________________ 6