Occupancy Tax Board

OCCUPANCY TAX BOARD MEETING Tuesday, February 21, 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, D Bhakta Staff Representative: Juanita Jennings A. Call to Order B. Roll Call C. Approval of Agenda (Page 1) D. Approval of minutes 1. Approval of November 15, 2022 meeting minutes (Pages 2-3) 2. Approval of January 17, 2023 meeting minutes (Pages 4-5) 3. Approval of January 31, 2023 special meeting minutes (Pages 6-7) E. Non-Action/Discussion Items 1. Discussion on OTB processes. 2. Reports; Lodgers' Tax/Convention Center Collections for December report/January collection (Pages 8-9) F. Public Comments G. Adjourn Next Meeting: March 21, 2023 AGENDA STATEMENT Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01. 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. Printed and posted: February 16, 2023 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. Occupancy Tax Board Meeting Tue, February 21, 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#  MINUTES OF THE OCCUPANCY TAX BOARD Tuesday, Nov. 15, 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, Patricia Andrade-Loranca, Bonnie Bitzer. Members absent: Sandra England. Staff present: Kevin Wilson. C. APPROVAL OF AGENDA Member Andrade-Loranca moved to approve the agenda as presented. Member Bitzer was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Member Sandra England absent. D. APPROVAL OF THE MINUTES Member Andrade-Loranca moved to approve the Aug. 16 meeting minutes as presented. Member Bitzer was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Member England absent. E. NON-ACTION ITEMS Kevin Wilson, the city’s representative for the board, discussed the Lodgers’ Tax and Convention Center fee reports for August 2022. The city reported collecting $120,051 in Lodgers’ Tax fees and $67,088 in Convention Center fees during the month of September, bringing the fiscal year totals to $377,375 and $195,435, respectively. Wilson updated members on the current ledger balance for Lodgers’ Tax funding. The City Council approved reimbursement on a 50% basis for up to $63,725 between six events. The Bottomless Triathlon, which was approved for up to $3,000, submitted eligible expenses of $1,500 and was reimbursed $750. No other reimbursement requests have been submitted. Wilson informed members of the board’s Position 2 vacancy. Justin Jones resigned the position when he left his position in the lodging industry. The position is open to owners or operators of lodging facilities in the city. The term expires in September 2024. Wilson addressed a Tourism Talk held Oct. 25 at the Roswell Convention Center. The meeting covered preliminary plans for the 2023 UFO Festival. F. PUBLIC COMMENT None. G. ADJOURNMENT Member Bitzer moved to adjourn the meeting. Member Andrade-Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Patricia Andrade-Loranca – Yes; and the motion passed 3-0 with Member England absent. The meeting was adjourned at 2:46 p.m.  MINUTES OF THE OCCUPANCY TAX BOARD Tuesday, January 17, 2023 2:30 p.m. Committee Chair: Kerry Moore Committee Members: Bonnie Bitzer, 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 2:31 p.m. B. ROLL CALL Members present: Kerry Moore, Bonnie Bitzer, Sandra England Staff present: Juanita Jennings, TJ Conyers Guests present: C. APPROVAL OF AGENDA Member Bitzer moved to approve the agenda as presented. Member Sandra England was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Sandra England– Yes; and the motion passed 3-0 with Member Andrade-Loranca absent. D. APPROVAL OF THE MINUTES During our research, it came to our attention that there was on Occupancy Tax Board meeting in November 2022. The Minutes for August were inadvertently added into the packet as the minutes for November 2022, as thought to be the most recent meeting minutes. The August minutes were previously approved in November 2022. The minutes for November 2022 will be presented to be approved at the February 2023 meeting. E. ACTION ITEMS 1. Consider and make a recommendation on a talent buyer and production company for the UFO Festival 2023 main Concert Chair Moore made a motion to recommend Agent 2 as the Talent Buyer for the UFO Festival 2023 main concert. Member Bitzer was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Sandra England– Yes; and the motion passed 3-0 with Member Andrade-Loranca absent. Chair Moore made a motion to recommend Company 1 as the Production Company for the UFO Festival 2023 main concert. Member Bitzer was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Sandra England– Yes; and the motion passed 3-0 with Member Andrade-Loranca absent. F. NON-ACTION ITEMS Juanita Jennings, the city’s representative for the board, discussed the Lodgers’ Tax and Convention Center fee reports for November 2022. The city reported collecting $91,015 in Lodgers’ Tax fees and $51,480 in Convention Center fees during the month of November, bringing the final fiscal year totals to $648,912 and $353,573, respectively. G. PUBLIC COMMENT None. H. ADJOURNMENT Member Bitzer moved to adjourn the meeting. Member England was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Patricia Sandra England – Yes; and the motion passed 3-0 with Member Andrade-Loranca absent. The meeting adjourned at 3:17 p.m.  MINUTES OF THE OCCUPANCY TAX BOARD- Special Meeting Tuesday, January 31, 2023 2:30 p.m. Committee Chair: Kerry Moore Committee Members: Bonnie Bitzer, Sandra England, Patricia Andrade-Loranca Staff Coordinator: Tommi Jo Conyers Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01. A. CALL TO ORDER The meeting was called to order at 2:31 p.m. B. ROLL CALL Members present: Kerry Moore, Bonnie Bitzer, Sandra England, Patricia Andrade Loranca Staff present: Tommi Jo Conyers Guests present: C. APPROVAL OF AGENDA Member Bitzer moved to approve the agenda as presented. Member Sandra England was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Sandra England– Yes; Patricia Andrade-Loranca- yes and the motion passed 4-0 D. ACTION ITEMS 1. Consider and make a recommendation to the Mayor for position 1 (hotelier) for the Occupancy Tax Board. Member England made a motion to recommend Applicant 2 to the Mayor for position 1 on the Occupancy Tax Board. Member Bitzer was the second. A voice vote was as follows: Kerry Moore – No; Bonnie Bitzer – No; Sandra England– Yes; Patricia Andrade-Loranca- yes and the motion fails 2-2 Chair Moore made a motion to recommend Applicant 1 to the Mayor for position 1 on the Occupancy Tax Board. Member Bitzer was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Sandra England– Yes; Patricia Andrade-Loranca- yes and the motion passed 4-0. E. NON-ACTION ITEMS None. F. PUBLIC COMMENT None. G. ADJOURNMENT Chair Moore moved to adjourn the meeting. Member England was the second. A voice vote was as follows: Kerry Moore – Yes; Bonnie Bitzer – Yes; Sandra England – Yes; Patricia Andrade-Loranca- yes and the motion passed 4-0 The meeting adjourned at 2:52p.m.  CITY OF ROSWELL 5% LODGERS' TAX COLLECTION REPORT COLLECTED IN JANUARY 2023 FOR THE MONTH OF DECEMBER 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 28,847 184,354 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% 58.8% 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 91,015 111,293 $ 760,204 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 Collected in January 2023 for December 2022 Activity 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 28,847 184,354 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% 58.8% 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 68,305 $ 421,877 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 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.