Occupancy Tax Board

OCCUPANCY TAX BOARD MEETING Tuesday, January 17, 2023, 2:30 p.m. Conference Room at Roswell City Hall 425 Richardson Ave. Roswell, NM 88201 Committee Chair: Kerry Moore Committee Members: Bonnie Bitzer,Sandra England, Patricia Andrade-Loranca Staff Representative: Juanita Jennings A. Call to Order B. Roll Call C. Approval of Agenda D. Approval of minutes 1. Approval of August 16, 2022 meeting minutes (Pages 2-3) E. Action Items 1. Consider and make a recommendation on a talent buyer and production company for the UFO Festival 2023 main concert. (Pages 4-6) F. Non-Action/Discussion Items 1. Reports; Lodgers' Tax/Convention Center Collections for November report/December collection (Pages 7-8) G. Public Comments H. Adjourn Next Meeting: February 21, 2023 Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA1978 and City Resolution 22-14. NOTICE OF POTENTIAL QUORUM -- A quorum of the City Council may or may not attend, but there will be not be debate by theCity 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 formof auxiliary aid or service to attend or participate in the above 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's office at 575-624-6700 if a summary orother type of accessible format is needed. Printed and posted: January 12, 2022 Occupancy Tax Board Meeting Tue, January 17, 2023, 2:30 PM - 3:30 PM (MDT) Please join my meeting from your computer, tablet or smartphone. https://meet.goto.com/784626549 You can also dial in using your phone. (For supported devices,tap a one-touch number below to join instantly.) United States: +1 (571) 317-3112 - One-touch: tel:+15713173112,,784626549# 1  MINUTES OF THE OCCUPANCY TAX BOARD Tuesday, Aug. 16, 2022 2:30 p.m. Committee Chair: Kerry Moore Committee Members: Bonnie Bitzer, Justin Jones, Sandra England, Patricia Andrade-Loranca Staff Coordinator: Kevin Wilson Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 22-14 A. CALL TO ORDER The meeting was called to order at 2:30 p.m. B. ROLL CALL Members present: Kerry Moore, Sandra England, Patricia Andrade-Loranca. Staff present: Kevin Wilson. Guests present: Sally Yntema. C. APPROVAL OF AGENDA Member England moved to approve the agenda as presented. Member Andrade-Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Members Bitzer and Jones absent. D. APPROVAL OF THE MINUTES Member England moved to approve the May 24 meeting minutes as presented. Member Andrade-Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Members Bitzer and Jones absent. Member England moved to approve the July 19 workshop minutes with Member Andrade- Loranca noting a graphic reviewed during the workshop had an incorrect date. Andrade- Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Members Bitzer and Jones absent. E. ACTION ITEMS 1. Consideration of Lodgers' Tax Funding Request for Roswell Symphony Orchestra Members were asked to consider a request from Roswell Symphony Orchestra for $4,725 at a 50% reimbursement rate of eligible expenses. Staff recommendation is to consider funding the fair at a 50% reimbursement rate of eligible expenses. Sally Yntema, president of the RSO board, made the presentation on behalf of the organization. 2 Member England moved to recommend to the Finance Committee funding the Roswell Symphony Orchestra spring season in the amount of up to $4,475 for eligible Lodgers’ Tax expenses at a 50% reimbursement rate of eligible expenses. Member Andrade-Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Members Bitzer and Jones absent. F. NON-ACTION ITEMS Kevin Wilson, the city’s representative for the board, discussed the Lodgers’ Tax and Convention Center fee reports for June 2022. The city reported collecting $125,720 in Lodgers’ Tax fees and $62,310 in Convention Center fees during the month of June, bringing the final fiscal year totals to $1,395,376 and $745,858, respectively. Wilson addressed a Tourism Talk held Sept. 9 at City Hall. The meeting covered proper monthly reporting of Lodgers’ Tax and Convention Center fees. Wilson said the city was working with a vendor called GovOS to find unlicensed short-term rentals operating within the city, and had so far sent 39 letters contacting the registered owners of those properties. G. PUBLIC COMMENT None. H. ADJOURNMENT Member England moved to adjourn the meeting. Member Andrade-Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England – Yes; Patricia Andrade- Loranca – Yes; and the motion passed 3-0 with Members Bitzer and Jones absent. The meeting was adjourned at 3:12 p.m. 3  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Occupancy Tax Board Meeting Item No. 1 Meeting Date: January 17, 2023 COMMITTEE: Occupancy Tax Board CONTACT: Juanita Jennings CHAIR: Kerry Moore ACTION REQUESTED: Consider and make a recommendation on a talent buyer and production company for the UFO Festival 2023 main concert. BACKGROUND: • The City of Roswell will hold a concert for the UFO Festival on July 1, 2023. • The options for talent buying and production services greatly vary in scope. • The Public Affairs department seeks assistance in making a decision regarding who will be used. Initiated by: Juanita Jennings FINANCIAL CONSIDERATION: Not necessary at this time. LEGAL REVIEW: Not necessary at this time. BOARD AND COMMITTEE ACTION: Consider and make a recommendation on a talent buyer and production company for the UFO Festival 2023 main concert. STAFF RECOMMENDATION: Consider and make a recommendation on a talent buyer and production company for the UFO Festival 2023 main concert. ATTACHMENTS Comparison reports for talent buyers and production services. (2 items) 4  Talent Buying Options for UFO Festival 2023 Main Concert Agent 1 Agent 2 Agent 3 10% of Cost* 15% of Cost* 10 % of Cost* Obtain artist(s) √ √ √ Facilitate execution of artist contract √ √ √ Negotiate Rider and misc. requirements √ √ √ Obtain and puchase green room items √ √ Advance ticketing √ √ Work with artists marketing team on approved √ √ advertising Ensure the terms of Artist Contract are met √ √ Work with sound company and Stage/Band Manager to ensure contract requirements are √ met. Will help with sponsorships to offset costs √ Once an offer to an Artist is made, City cannot revoke the offer before expiration of offer. If √ √ √ artist accepts, the City will be bound to follow through with offer. * "Cost" will include artist, travel, rider, green room expenses, and any other costs managed √ √ √ or negotiated through the Agent. 5  Production Quotes for Stage, Lighting and Sound For UFO Festival 2023 Company 1 Company 2 $25,000.00 $27,750.00 Stage 40 x 32 32 x 24 Banner Package √ √ Audio Large format line array , sub-woofers and fill, 3000-5000 √ √ Stage Monitors √ √ Mics and Stands √ √ Snakes √ √ cables √ √ accessories √ √ Dedicates stage monoitor engineer plus assistant. √ √ Wireless microphones and wireless ear monitoring √ √ Backline if requested by artist √ √ 4 Audio Engineers √ √ Lighting LED stage color wash √ √ Profile spots √ 30 + moving head intelligent lighting √ √ Haze effects √ Lighting Engineer √ √ Video LED video wall √ √ Video engineer √ Cameras and drones Extra $ N/A Staffing Engineering Crew √ √ Stagehands √ Extra $ Generator Extra $ √ Set up and Tear Down √ Extra $ 6  CITY OF ROSWELL 5% LODGERS' TAX COLLECTION REPORT COLLECTED IN DECEMBER 2022 FOR THE MONTH OF NOVEMBER 2022 ACTIVITY ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 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 21,575 24,634 20,216 19,849 34,166 20,640 27,847 27,495 26,487 306,125 FY 23 26,570 27,515 28,330 26,385 24,822 21,885 155,507 Available 47,460 49,042 49,042 47,460 49,042 47,460 49,042 49,042 44,296 49,042 47,460 49,042 Room Nights Occupancy % 56.0% 56.1% 57.8% 55.6% 50.6% 46.1% 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 2020 122,326 135,551 118,752 108,720 119,894 85,494 80,122 83,863 76,269 68,604 28,270 79,489 $ 1,107,354 FY 2021 68,325 71,823 77,407 78,388 84,925 60,382 65,793 72,239 62,119 96,008 98,302 100,658 $ 936,367 FY 2022 118,258 151,086 104,159 93,657 113,865 77,700 84,351 123,959 103,688 130,711 129,419 126,099 $ 1,356,953 FY 2023 123,675 133,648 120,051 107,406 73,116 91,015 $ 648,912 Actual Room Nights Sold - Four Year Trend Actual Lodgers' Tax - Four Year Trend 40,000 160,000 35,000 140,000 30,000 120,000 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 20 FY 21 FY 22 FY 23 FY 2020 FY 2021 FY 2022 FY 2023 *February increase reflects late payment received by the city not the actual allocation of tax liability to the appropriate month. **Updated 9/22 to reflect monies received by the city during the monthly reporting period for FY20, FY21, FY22 and FY23 for cash basis only.  CITY OF ROSWELL $2.50 CONVENTION CENTER BED FEE COLLECTION REPORT NOVEMBER 2022 reporting/collected in DECEMBER ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY20 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 FY21 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 FY22 28,402 30,239 24,575 21,575 24,634 20,216 19,849 34,166 20,640 27,847 27,495 26,487 306,125 FY23 26,570 27,515 28,330 26,385 24,822 21,885 155,507 Available 47,460 49,042 49,042 47,460 49,042 47,460 49,042 49,042 44,296 49,042 47,460 49,042 Room Nights Occupancy % 56.0% 56.1% 57.8% 55.6% 50.6% 46.1% 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 FY20 65,275 68,728 60,945 56,918 64,585 49,810 49,725 48,603 42,378 38,765 17,300 47,468 $ 610,500 FY21 40,945 41,653 46,342 46,035 48,603 35,318 42,193 44,740 38,885 59,380 58,065 59,975 $ 562,132 FY 22 65,080 78,085 57,453 53,670 64,243 45,085 52,568 62,906 60,999 70,850 72,816 62,375 $ 746,129 FY 23 62,518 65,830 67,088 61,810 44,848 51,480 $ 353,573 Actual Room Nights Sold - Four Year Trend Actual Convention Center Bed Fee at $2.50 30,000 Four Year Trend 80,000 25,000 70,000 20,000 60,000 50,000 15,000 40,000 10,000 30,000 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 FY23 FY 19 FY 20 FY 21 FY 22 *February increase reflects late payment received by the city not the actual allocation of tax liability to the appropriate month. **Updated 9/22 to reflect monies received by the city during monthly reporting period for FY20, FY21, FY22 and FY23 for cash basis only.