Occupancy Tax Board

OCCUPANCY TAX BOARD Tuesday, April 16, 2024, 2:30 p.m. Large Conference Room at Roswell City Hall 425 N. Richardson Ave. Roswell, NM 88201 Committee Chair: OPEN Vice Chair: Sandra England Committee Members: Patricia Andrade-Loranca, Jane Oldrup, Mike Gottlieb Staff Representative: Tommi Jo Conyers A. Call to Order B. Roll Call C. Approval of Agenda D. Approval of Minutes Approval of January 16, 2024 meeting minutes. E. Action Items 1. Chair approval for Occupancy Tax Board F. Other Business/Non-Action/Information Items/Reports 2. Review of Lodgers’ Tax Funding Requests/Reimbursements 3. What is Lodgers’ Tax? Review and Discussion 4. Lodgers’ Tax Policy review 5. Reports: Lodger’s Tax & Convention Center Bed Fees, Visitor Center Report G. Public Comments H. Adjourn Next Meeting: May 21, 2024 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 24-02. 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: April 12, 2024 NOTICE OF POTENTIAL QUORUM -- A quorum of the City Council may or may not attend, but there will be 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. Occupancy Tax Board Meeting Tue, January 16, 2024, 2:30 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, January 16, 2024 2:30 p.m. Committee Chair: Kerry Moore Vice Chair: Sandra England Committee Members: Patricia Andrade- Loranca, Jane Ann Oldrup Staff Coordinator: Ashley Myers-Palma Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-40 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, Jane Ann Oldrup Staff present: Ashley Myers-Palma, TJ Conyers, Deanna Garcia, Amalia Martinez, Della Andazola Guests present: Councilor Cavin, Rita Kane Doerhoefer via online C. APPROVAL OF AGENDA Member Oldrup moved to approve the agenda with removal of Action Item #1. Member Andrade-Loranca was the second. A vote was as follows: Kerry Moore–Yes; Sandra England–Yes; Jane Ann Oldrup-Yes; Patricia Andrade-Loranca-Yes and the motion passed 4-0. D. APPROVAL OF THE MINUTES Vice Chair England moved to approve the October 17, 2023 meeting minutes. Member Oldrup was the second. A vote was as follows: Kerry Moore–Yes; Sandra England-Yes; Jane Ann Oldrup-Yes; Patricia Andrade-Loranca-Yes and the motion passed 4-0. E. ACTION ITEMS 1. Consider and make recommendation to the Mayor for position 6 (At Large) for the Occupancy Tax Board. Applicant 1 - M. Gottlieb Item removed at the Approval of the Agenda. F. NON-ACTION ITEMS 2. Review of Updated Lodgers’ Tax Funding Request Applications – TJ Conyers presented the new applications to the board and members reviewed them. 3. Reports: Lodgers' Tax/Convention Center Bed Fees, Visitor Center Report; October Activity/November Collections: TJ Conyers discussed the Lodgers’ Tax and Convention Center bed fee reports. The city reported collecting $156,080 in  Lodgers’ Tax fees and $80,079 for Convention Center Bed Fees. TJ Conyers also presented the Visitor Center Report that was attached to the packet. 4. PUBLIC COMMENT None 5. ADJOURNMENT The meeting adjourned at 2:48 p.m.  LODGERS’ TAX FUNDING REQUEST PROCESS & MARKETING REQUIREMENTS The City of Roswell requires any organization or citizen seeking Lodgers’ Tax (occupancy) funds with the expectation for reimbursement from the city to make such a request through the city’s application process and compliance with the City of Roswell’s PA-0002- Lodgers’ Tax policy. The City of Roswell’s PA0002-Lodgers’ Tax policy was updated on April 10, 2023 and no longer requires marketing to be 30-miles outside of Roswell. Application Process: 1. Lodgers’ Tax Funding Request is submitted to tourism@roswell-nm.gov by deadline. 2. The city’s Occupancy Tax Board reviews and provides recommendation to Finance Committee. 3. The Finance Committee reviews, approves or changes recommendation for City Council. 4. City Council awards, changes or denies funding request. The role of the Occupancy Tax Board is to review applications for events that will bring out-of-town visitors to the City of Roswell and promote hotels stays. The board provides recommendation to the Finance Committee. Marketing Requirements: All advertising, marketing and promotional (printed, audio, T-shirts and/or social media/web paid ads, etc.) must have “Paid in part by the City of Roswell Lodgers’ Tax” on advertisement and marketing material to be eligible. The City Lodger’s Tax logo is available at https://roswell-nm.gov/1392. This is required on printed marketing materials. Please provide proof in the form of photos, copies, vendor letterhead on verbal ads (radio, TV) and screen shots (social media/web) upon submitting for reimbursement. You can find the invoice reimbursement submission guideline on-line. Eligible marketing that is generally acceptable expenses related to advertising includes: A. Radio, television, newspaper, billboard or magazine advertisements B. Posters, brochures, flyers, postcards, or other marketing materials C. Postage for mailing qualified marketing materials D. Website, Facebook, or other internet paid advertising placement E. Free T-shirts for registration participants or attendees F. Police, Fire and Sanitation services are recognized as eligible expenses The items listed below are generally not acceptable expenses related to events and do not constitute an all-inclusive list: A. Administrative, operational, or event manager costs (includes marketing firm services) B. Costumes C. Payments, other than placed advertisements, for entertainment D. Equipment rental E. Food or beverages (including water) provided for entertainment, judges, contestants, workers, or as hospitality F. Gifts or in-kind expenses G. Lodging or travel H. Monetary awards I. Programs given out during the event J. Rent of facility K. Thank you advertisements after the event I have read and understand the content and requirements provided for Lodgers’ Tax Funding. Printed Name: Signature: Date: Revised 12/01/23 1  LODGERS’ TAX FUNDING APPLICATION Received Date: Instructions: 1. Submit application and funding request to tourism@roswell-nm.gov by May 1, 2024, for events occurring between 7/1/24 - 12/31/24. Events occurring 1/1/25 - 6/30/25 are due by August 1, 2024. 2. Provide proof of attendance for past events and number of hotel rooms booked. 3. Follow instructions for submission and process per Policy PA0002 Lodgers’ Tax. www.roswell-nm.gov/DocumentCenter/View/7726/Lodgers-Tax-Policy Please see list of services provided by the city with applicable fees on page 7. Today’s Date: Event Name: Event Date: Organization: Event Time: Event Address: City/State/ZIP: Website: Phone: Email: Organizer: Mobile: Second Organizer: Mobile: EVENT DETAILS Estimated # Attending: Anticipated # of hotel rooms booked: Last year’s event (if this is not a first-time event, must attach proof) # of Attendees: # of hotel rooms booked: Please submit the total amount of eligible expenses for your event on page 3. The city may reimburse up to 50% of that expense through Lodgers’ Tax Funding. e.g. You are spending a total of $10,000.00 on eligible expenses (see page 3 for list). Your potential award recommendation by the city would be $5,000.00 in reimbursement. Description of Event Logistics: OTB Date: Finance Committee Date: Council Date: Last Day of Event: Reimbursement Request Due Date (90 days from last day of event): Revised 12/01/23 2  Permit #: LODGERS’ TAX FUNDING REQUEST Any funding from Lodgers’ Tax must follow the Lodgers’ Tax Policy (PA0002). Please be sure you have read and understand the policy. You must type out marketing budget plan in the fillable form below or attach as indicated below. Please feel free to add additional pages, ad samples, artwork, etc. This is what is considered for approval. Any request not listed with this form is not considered for approval. Lodgers’ Tax funds must be expended in accordance with the Lodgers’ Tax Act for purposes of advertising, publicizing, and promoting tourist-related attractions, facilities, and events. Lodgers’ Tax is funded by overnight stays in Roswell. Check here for First-time Event List of eligible expenses for marketing: Newspaper, Magazine, Radio, Television, Google Ads/ Paid Social Media, Digital Billboard, Vinyl Billboard, Posters, Flyers, MARKETING BUDGET PLAN Postcards, or other paid media. Eligible Marketing Expenses Please use and attach an additional sheet if more space is needed. Your Eligible 50% Eligible Advertising Type Placement/Vendor (specific): Frequency/Run Dates: Expense Reimbursement Example: Example: Example: Example: Example: Newspaper Dallas Morning News May 1-10, 2x 1/2 pg $700 $350 Note: All marketing must include “paid in part by City of Roswell Lodgers’ Tax” logo and/or text to be eligible. Your Eligible 50% Eligible Other Eligible Expenses Details (Source of Services / Service Employees Required / # of T-Shirts) Expense Reimbursement Police/Security Fire Clean-up/Sanitation T-Shirts (registered participant) Please note that an eligible expense may not fully qualify due to specific requirements. Refer to Lodgers’ Tax Policy (PA002), see Page 1 examples. TOTAL eligible expenses and potential reimbursement request (at 50%): Revised 12/01/23 3  EVENT DETAILS/SCORING The definition of a Tourist means a person who travels for the purpose of business, pleasure or culture to a municipality or county imposing an occupancy tax. Tourist-related events mean events that are planned for, promoted to and attended by tourists. Lodgers’ Tax Act Definitions {3-38-13 NMSA 1978} Please provide details on your event, along with any attachments that may help answer the specific questions below. The Occupancy Tax Board will score the event on a 100-point scale based on Return on Investment (25 points), historical performance (20 points), 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 event uniqueness (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. Source for detail provided: Historical performance (20 points): Include award dollars used, prior attendance and room nights. Award dollars previously used: Prior year attendance: # of overnight room nights booked: Revised 12/01/23 4 Estimated cost of service request from City Departments (15 points): Other Economic Impact (10 points): Additional Gross Receipts Tax generated as a direct result of your organization or event (restaurants, purchases in local stores). Attendance typee & transportation to Roswell: Average daily spending on food/beverage: Source for data provide listed above: Revised 12/01/23 5 General Attendance of Event (10 points): Please consider both local and out-of-town attendees. Local Outside % of attendance from outside of Roswell Source for data provided: Uniqueness of 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): Revised 12/01/23 6  EQUIPMENT RENTALS AND OTHER FEES Instructions: 1. Submit permit application 120 days prior to event. 2. A 50% non-refundable deposit is 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. Insurance, permits and licenses for ALL event vendors must be submitted 90 days prior to event. 4. All maps of event must be submitted 90 days prior to event. 5. Email submission to tourism@roswell-nm.gov Equipment Price Indicate Items/Amount Needed City Personnel/Emergency Personnel $30 per hour per person $50 per hour per person (Emergency) Barrel $2 each Barricades $10 each Warning Signs $10 each Sand Bags $5 each Water Hookup $75 per hookup Programmable Signs $300 each Cones $2 each City Vehicles or Mobile Equipment (Staff Must Operate) $100 per day per vehicle $1 per trash bag, trash cans provided free Trash Cans (44 Gallon) (1 per 25 people recommended) Sanitation Roll-Off Container - 20CY $394 (disposal charged separately) Sanitation Roll-Off Container - 30CY $394 (disposal charged separately) Sanitation 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 Coordinator. 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: _____________________ Revised 12/01/23 7  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 hours earlier than the time requested to ensure knowledge prior to closure. Email completed forms and additional documents to events@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: __________________________________________________________________ Street Department Approved  Not Approved  Approved by: _____________________________ Concerns: __________________________________________________________________ Revised 12/01/23 8  LODGERS’ TAX EVENT REIMBURSEMENT FORM Event Name: Event Date: Sponsor Organization: Checks Payable to: Mailing Address: City/State/ZIP: Phone: Cell Phone: Email: Submit to Public Affairs department to be approved and processed for payment at tourism@roswell-nm.gov Proof of EE Wording Invoice Eligible Amount Proof of Payment (check # Offfce (Y/N) Vendor Description of Use of Funds only Office Amount at 50% or credit card) Only Please use additional reimbursement form if necessary. Total: 50% Total: Requested amount must be equal to or less than 50% of the total invoices listed and attached and no more than the amount awarded. Final requests for reimbursement is due ninety (90) days following the last day of the event with the exception to event dates after April 1st. Attach invoices, proof payment (check copy or credit card receipt copy) and appropriate documentation to this request. Approved reimbursement amount may or may not be same amount as requested. Expenses which are deemed as not eligble will be denied and the approved amount may be lower than the requested amount. Requests may not be approved on the same day they are received. See Policy for Reimbursement request details and Lodgers’ Tax Event Reimbursement Submission Guide. Total Eligible Expenses: 50% Reimbursement Total: Requested by: Date: Please mail or call when ready: Phone: OFFICIAL USE ONLY Requested Received (date): Approved Amount: $ Approved by: Date: Check #: Check Date: Check released to (signature): Date check obtained or mailed: (For Final Reimbursement Request - Last day of Event: # of days: ) Updated 9/15/23  LODGERS’ TAX EVENT SURVEY SUMMARY Event Name: Event Date: Statement Date: Provided by: EVENT ATTENDANCE: Total visitor attendance: Out-of-town visitor attendance: Out-of-country visitor attendance: Total Visitors include all visitors. The out-of-country visitor total should be entered on its own, but also be included in the out-of-town visitor total. LODGING IMPACT: Hotel/Motel: RV Parks: Bed & Breakfast: Total room nights: Room nights = # of rooms x # of nights (not people in rooms) ROSWELL ECONOMIC IMPACT Restaurants: Fuel: Shopping: If your survey asked these questions please provide results. *Please provide copies of the surveys collected with this form. Updated 9/15/23  LODGERS’ TAX POST EVENT FINANCIAL REPORT Event Name: Event Date: Sponsor Organization: Contact Person: Mailing Address: City/State/ZIP: Phone: Cell Phone: Email: Report on the outcome of this event: Estimated Visitor Attendance: How was attendance measured? What was the estimated hotel/motel/lodging impact? Do you plan to request Lodgers’ Tax Funding next year? What is the estimated date? If your event conflicts with another event, would you be willing to change the date? Additional remarks for the Occupancy Tax Board Signature: Date: Provide a summary of survey results for merchants, restaurants and lodging impact, along with room nights (Page 3 of this form). Also provide copies of event surveys collected. Event Report is due nintey (90) calendar days following last day of event except for events after April 1st. OFFICIAL USE ONLY Last day of event: Date Received: Days: Updated 9/15/23  LODGERS’ TAX EVENT FINANCIAL STATEMENT FULL EVENT REVENUE: Admissions $ Registrations $ Event Name: Donations $ Sale of Items $ Event Date: Vendor rental $ Detail other revenue below Statement Date: $ $ Provided by: $ $ TOTAL REVENUE: $ FULL EVENT EXPENSES: *LODGERS’ TAX ELIGIBLE ONLY EXPENSES: Advertisements** $ $ Marketing** $ $ Online** $ $ Postage** $ Security** $ $ Police & Fire** $ $ Entertainment $ $ Food and Beverages $ $ Judges $ $ Rental - Facility $ $ Rental - Equipment $ $ Sanitation** $ $ Detail other expenses below $ $ $ $ TOTAL EXPENSES $ $ TOTAL REVENUE $ TOTAL EXPENSES: $ PROFIT OR LOSS: $ The amount of the expense which is eligible for Lodgers’ Tax funding may be less than the Full Event Expense. Lodgers’ Tax Eligible Expenses must equal or exceed the total of all the requests for reimbursement invoice listings. **Lodgers’ Tax Eligible categories only: Advertisements: Radio, television, newspaper, or magazine advertisements. Marketing: Posters, brochures, flyers, postcards, or other marketing materials. Postage: For mailing marketing materials. Online: Website, Facebook, or other Internet Paid Advertising Placement. Sanitation, security, police & fire. Updated 9/15/23 Lodgers’ Tax 101 AGENDA • What is Lodgers’ Tax? • What is the Convention Center Fee? • What should I charge my guests? • Lodgers’ Tax/CC Fee Reporting Form • Room nights defined • How to calculate room nights • Sample Lodgers’ Tax/CC Fee submission WHAT IS LODGERS’ TAX? • Lodgers’ Tax is a tax of 5% of the gross taxable revenues accrued by reason of rent paid for lodging to vendors. It is separate from New Mexico gross receipts taxes. • The intent of Lodgers’ Tax is to “provide revenues for advertising the community, improving its services, financing new facilities, attracting conferences, conventions and meetings of commercial, cultural, educational and social importance to the city and the state.” • Lodgers’ Tax helps defray costs for city tourism initiatives and can be used to reimburse marketing expenses for private events that generate hotel stays within the City of Roswell. • Vendors collect Lodgers’ Tax on behalf of the City and act as a trustee for taxes collected. WHAT’S THE CONVENTION CENTER FEE? • The Convention Center Fee is a $2.50 per night fee. • The Convention Center Fee helps finance design, construction, equipping, furnishing, landscaping, operation and maintenance of a convention center located within the city. It can also defray costs of revenue bonds associated with a convention center. • The Convention Center Fee is charged to a vendee for each day of their stay, up to 15 days. Upon the 16th day and thereafter, the Convention Center Fee is not charged. • Lodgers with three rooms or less are exempt from the fee. • Vendors collect Convention Center Fees on behalf of the City and act as a trustee for fees collected. WHAT DO I CHARGE MY GUEST? Room New Mexico GRT Lodgers’ CC Fee Total Rate (7.8958% as of 1/1/24) Tax ($2.50/night) (5%) $50 $3.95 $2.50 $2.50 $58.95 $75 $5.92 $3.75 $2.50 $87.17 $100 $7.90 $5.00 $2.50 $115.40 $125 $9.87 $6.25 $2.50 $143.62 $150 $11.84 $7.50 $2.50 $171.57 $250 $19.74 $12.50 $2.50 $284.74 Chart updated 2024 REPORTING FORM • Download at https://www.roswell- nm.gov/1393/Reporting-Lodgers-Tax-and-Bed-Fees • Due on the 25th of the following (ex: May payments due June 25). • If mailed, the postmark date is considered the submission date. • If 25th falls on holiday or weekend, due date is next business day. • A 10% late penalty applies to any submissions after the due date. ROOM NIGHTS • A room night is one night of a stay in a room, regardless of how many people are staying. • A hotel offering 50 rooms would generate 50 room nights if fully booked for the night. • Your room night number for the month will roughly be your gross receipts divided by your average rental rate. CALCULATING ROOM NIGHTS • 1-15: Room nights rented that qualify for the $2.50 Convention Center Bed Fee • 16-30: Total room nights of tenants who stayed at least one night, but not more than 30 consecutive nights. • 31+: Total room nights of tenants who stayed 31 or more consecutive nights. (Possible example: Out-of- town construction worker here for a long-term project.) • The three totals put together will equal your total room nights for the month. EXAMPLE Hotel A charges $100 per night and booked the following in May: • 200 one-night stays = 200 room nights 200 subject to CC Fee • 50 two-night stays = 100 room nights 100 subject to CC Fee • 20 four-night stays = 80 room nights 80 subject to CC Fee • 1 20-night stay = 20 room nights 15 subject to CC Fee • 1 35-night stay* = 35 room nights 15 subject to CC Fee 435 room nights 410 subject to CC Fee * Note: A stay’s room nights are assigned to the month the check-out took place. The following would be reported: Gross receipts: $43,500 Room nights: 435 (400 for 1-30, 35 for 31+) Lodgers’ Tax: $2,175.00 (5% of $43,500) Convention Center Fee $1,025.00 ($2.50 x 410 room nights) Total payment $3,200.00 (LT + CC Fee)  LT DROP OFF LOCATIONS AND TIMES • Mail form and check to: Attention: Finance Department 425 N. Richardson Ave Roswell, NM 88201 • Drop off form with check: 425 N. Richardson Ave. Roswell, NM 88201 **NEW** • Paying with a Credit Card? Bring your form to 425 N. Richardson to be approved. • Payments will be taken Monday-Friday 8:30 AM- 4:00 PM at 425 N. Richardson Ave. Roswell, NM 88201. Office is closed from 12pm-1pm. TAKEAWAY POINTS • Please use the latest version of the form, as we will no longer accept old forms. Prior versions may not be addressed to the correct person or department, and their continued use has led to processing delays. • Please contact us if you have a question. We’d rather fix an error prior to submission than after a check is cut. Ashley Myers-Palma a.myers-palma@roswell-nm.gov 575-624-6700 ext. 1337 TJ Conyers t.conyers@roswell-nm.gov 575-637-6274  REMITTANCE - LODGERS’ TAX & CONVENTION CENTER BED FEE For Motels, Hotels, B&Bs, RVs and Short-Term Rentals Today’s Date: Month Reported: Establishment: Address: City/State: Zip Code: Phone: Email: Contact Person: Cell: Gross Receipts Subject to Lodgers’ Tax $: Lodgers’ Tax Remitted (5% of receipts) $: Room Nights Rented (Tenants staying 1-15 nights): Total Convention Center Fee $: Room Nights Rented (Tenants staying 16-30 nights): Room Nights Rented (Tenants staying 31+ consecutive nights): Total Room Nights Rented: NOTE: A Convention Center Fee of $2.50 per night applies to the first 15 nights of any guest’s stay. The Convention Center Fee does not apply to lodgers offering three rooms or less. Total Due (Lodgers’ Tax + CC Fees) $: THIS FORM MUST BE RETURNED WITH REMITTANCE ON OR BEFORE THE 25TH OF MONTH SUCCEEDING THE MONTH REPORTED. DELIQUENT PAYMENTS MAY BE SUBJECT TO INTEREST AND PENALTY. LATE FEE - Lodgers’ Tax is subject to a 10% penalty based on Lodgers’ Tax Remitted $: Total Due: (Lodgers’ Tax + CC Fee + Late Fee) $: I hereby certify that the above is a true and correct statement of receipts subject to Lodgers’ Tax and the Convention Center Bed Fee. SEND TO: CITY OF ROSWELL Signature of Applicant Print Name 425 N. RICHARDSON AVE. ROSWELL, NM 88201 ATTN: FINANCE Print Title: Date Sec. 23-8. - Collection procedures, remedies, etc. (a) If any vendor makes a return as provided by this article, without paying the tax then due, he shall be liable for the tax and a penalty equal to ten percent thereof but not less than $100.00 penalty in addition to the tax, without notice from the city with regard thereto. Promptly thereafter, the city shall give the delinquent vendor written notice of such estimated tax, penalty and interest, which notice shall be served personally or by certified mail. (b) If a vendor neglects or refuses to make the required return and pay the tax as provided by this article, the clerk-treasurer shall make an estimate based upon examination of the vendor’s books and records, or upon any information in its possession, or that may come into its possession, of the amount of the rent of the delinquent vendor for the period in respect to which he has failed to make return, and upon the basis of such estimated amount shall compute and assess the tax payable by the delinquent vendor, adding to the sum thus arrived at a penalty equal to 10% percent thereof, but not less than $10.00. Promptly thereafter the city shall give the delinquent vendor written notice of such estimated tax, penalty and interest, which notice shall be served person- ally or by certified mail. (c) If payments are not made by the vendor within 15 days of such notice, the city manager shall bring an action in law or equity in the district court for the collection of any amounts due, including without limitation penalties thereon. Interest on the unpaid principal at a rate of not exceeding 1% a month, the costs of collection and reasonable attorneys’ fees incurred in connection therewith. (d) It shall be unlawful for any person to fail to pay the tax, to remit the proceeds thereof to the city or to account properly for any lodging and the tax proceeds pertaining thereto. (Code 1984 § 14-73; Ord. No. 1276, 5-1996; Ord. No. 1320, 4-1999) State Law reference— Collection of delinquencies, NMSA 1978, § 3-38-18. OFFICIAL USE ONLY Fee paid: Cash: Check #: Credit: Approved by: Company Name: Date: Revised 12.21.23  CITY OF ROSWELL 5% LODGERS' TAX COLLECTION REPORT COLLECTED IN February 2024 FOR THE MONTH OF January 2024 ACTIVITY ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 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 24,972 24,102 31,539 29,313 23,353 317,633 FY24 27,246 26,672 22,821 33,964 34,230 21,867 27,393 22,269 216,462 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 % 57.4% 54.4% 46.5% 71.6% 69.8% 46.1% 55.9% 45.4% 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 FY21 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 FY22 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 FY23 123,675 133,648 120,051 107,406 73,116 91,015 111,293 100,743 98,450 145,415 130,573 107,096 $ 1,342,481 FY24 126,306 123,243 92,711 164,942 156,080 94,157 108,666 89,983 $ 956,087 Actual Room Nights Sold - Four Year Trend Actual Lodgers' Tax - Four Year Trend 40,000 180,000 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 21 FY 22 FY 23 FY24 FY21 FY22 FY23 FY24 *February 2022 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. All hotels reported for the Month of January.  CITY OF ROSWELL $2.50 CONVENTION CENTER BED FEE COLLECTION REPORT Collected in February 2024 for January 2024 Activity ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 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 24,972 24,102 31,539 29,313 23,353 317,633 FY24 27,246 26,672 22,821 33,964 34,230 21,867 27,393 22,269 216,462 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 % 57.4% 54.4% 46.5% 71.6% 69.8% 46.1% 55.9% 45.4% 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 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 FY22 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 FY23 62,518 65,830 67,088 61,810 44,848 51,480 68,305 57,842 53,238 75,480 63,965 54,313 $ 726,714 FY24 63,160 59,332 49,567 79,130 80,079 50,482 61,255 50,565 $ 493,571 Actual Room Nights Sold - Four Year Trend Actual Convention Center Bed Fee at $2.50 40,000 Four Year Trend 35,000 90,000 80,000 30,000 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 21 FY 22 FY 23 FY24 FY 21 FY 22 FY 23 FY 22 24 *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. All hotels reported for the Month of January.  Monthly Visitor Center Store Report January 2024 Visitor Center Retail Store: • Welcomed 1244 guest, stayed January Visitation Report overnight 569 in Roswell or 46% and 94 Roswell locals. January Comparison YTD Comparison • January sales total $5389. 2022 2023 2024 2022 2023 2024 • Top 5 items sold: 1947 Coin Tee, Roswell Only 28 78 94 28 78 94 New Limited Edition Bundle Pack, Alien Glasses, Faded R Tee, City of New Mexico Visitors 69 145 60 69 145 60 Roswell Sticker. (Not including Roswell Area) • Online sales total for the month: US Visitors 1096 1499 977 1096 1499 977 $196.65 we captured 948 visitors to (Not including New Mexico) our online store. International Visitors 56 140 113 56 140 113 Unknown 0 0 0 0 0 0 Totals Visitors 1249 1862 1244 1249 1862 1244 Numbers reflected above are by calendar year *Now closed on Sundays & Mondays* Total Visitor - Comparison 45000 40000 35000 30000 25000 20000 15000 10000 5000 0 Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Total 2024 1244 1244 2023 1862 2081 5566 3674 3455 6053 5896 2073 2326 3851 1726 2200 40763 2022 1249 1406 4166 2642 2731 3104 7484 2198 2875 3690 2280 2476 36301 2024 2023 2022 Facility Operations: • Posted events on Community Calendar, SeeRoswell.com and Visit Widget that were submitted to the websites or events that we have looked for through using other resources. • Promoted blood drives, small businesses, Spring River Zoo, Virtual Events, Roswell Museum and CSPs on KENW- Portales radio station every Thursday which is written by Visitor Center Staff. • Updated inventory numbers at Visitors Center once a week and stock room once a month. • Worked on staff training to help with advancements. • Hot Cocoa for the month of January was handed out to visitors. • Popcorn Friday is a promotional event that will run all year for visitors and locals to come out and enjoy our downtown attractions and business. • Limited Edition Bundle (T-shirt, Coaster, Sticker, Mug) to help promote the City of Roswell brand, will only sale 120 bundles in total. • Decor and photobooth was changed out to a Valentine’s Day theme. • Attended Travel Adventure Show in Denver (Jan 15 – 19) to help promote Roswell, UFO Festival, Downtown Attractions & Business. • PA Staff Meeting & Visitor Center Staff Meeting • 3 PR request sent out, Ruidoso Chamber of Commerce, Billy the Kid Visitor Center requested brochures, Spring River RV Park requested tear sheets. 10 information packets requested by out of state residents. • No city vehicles are assigned to Visitor Center Booth setup day for Travel Adventure Show in Denver, attended with Santa Fe, Albuquerque, Red River, Farmington with a grant carried by Santa Fe from the New Mexico Tourism Department. (Handed out 1000 Visit Widget Cards, 700 Visitor Tear Sheets, 500 7 Museums brochures, 350 Historical Museum brochures, 500 Planetarium brochures, Promotional Items handed out 500 Roswell branded bags, 500 Roswell branded Chapstick’s, 1000 branded Alien Head Squishes.) Collected business cards from media, press, influencers, marketing and other groups interested in working with Roswell or attending UFO Festival. Still waiting on Travel Show Attendance Report to be sent.  TOP 5 ZIP CODES & SURROUNDING AREAS 700000 600000 500000 400000 300000 200000 100000 0 AUSTIN EL PASO LUBBOCK OKC SAN ANTONIO Austin, TX: 78705, 78722, 78739, 78745, 78749 El Paso, TX: 79908, 79915, 79924, 79936 Lubbock, TX: 79414, 79416, 79423, 79424 Oklahoma City/Tulsa, OK: 73008, 73026, 73099, 74070, 74137, 74421, 74434, 74857 San Antonio, TX: 78217, 78230, 78232, 78242, 78247, 78251, 78254, 78255 Top 5 States to Visit - January 2024 300 250 200 150 100 50 0 Texas California Florida Colorado Arizona Number of Visitors 277 79 47 41 39  Top 10 Items Sold - January 2024 700 590 600 504 499.8 500 442 403.2 400 300 246 220 187 172 140 200 128 100 54 29 17 22 12 11 7 11 9 0 1947 Coin Limited Alien Glasses Faded "R" City of New Mexico New Mexico Roswell Hat City of UFO Beam Tee Edition Tee Roswell Outline Black Outline Teal Roswell Tee Me Up Tee Bundle Stickers Frost net_quantity net_sales YTD Revenue Comparison By Calendar Year 2024 $200,000 $150,000 $100,000 $50,000 $0 Jan. Feb. Mar. Apr. May Jun. July Aug. Sept. Oct. Nov. Dec. Total 2024 $5,389 $5,389 2023 $6,261 $8,111 $18,725 $14,836 $23,751 $26,428 $27,891 $9,539 $9,917 $15,235 $6,605 $7,076 $174,373 2022 $5,375 $5,711 $15,383 $9,229 $11,351 $14,378 $42,913 $8,587 $16,885 $14,522 $7,299 $10,690 $162,323 2024 2023 2022  Monthly Visitor Center Store Report February 2024 Visitor Center Retail Store: • Welcomed 1447 guest, stayed February Visitation Report overnight 676 in Roswell or 47% and 74 Roswell locals. February Comparison YTD Comparison • February sales total $6931. 2022 2023 2024 2022 2023 2024 • Top 5 items sold: Limited Edition Roswell Only 67 71 74 95 149 168 Bundle, Alien Glasses, 1947 Coin Tee, City of Roswell Sticker, NM New Mexico Visitors 98 104 69 167 249 129 Outline Teal Tee. (Not including Roswell Area) • Online sales total for the month: US Visitors 1168 1748 1158 2264 3247 2135 $348.85 we captured 883 visitors to (Not including New Mexico) our online store. International Visitors 70 158 146 126 298 259 Unknown 3 0 0 3 0 0 Totals Visitors 1406 2081 1447 2655 3943 2691 Numbers reflected above are by calendar year *Now closed on Sundays & Mondays* Total Visitor - Comparison 45000 40000 35000 30000 25000 20000 15000 10000 5000 0 Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Total 2024 1244 1447 2691 2023 1862 2081 5566 3674 3455 6053 5896 2073 2326 3851 1726 2200 40763 2022 1249 1406 4166 2642 2731 3104 7484 2198 2875 3690 2280 2476 36301 2024 2023 2022 Facility Operations: • Posted events on Community Calendar, SeeRoswell.com and Visit Widget that were submitted to the websites or events that we have looked for through using other resources. • Promoted blood drives, small businesses, Spring River Zoo, Virtual Events, Roswell Museum and CSPs on KENW- Portales radio station every Thursday which is written by Visitor Center Staff. • Updated inventory numbers at Visitors Center once a week and stock room once a month. • Worked on staff training to help with advancements. • Popcorn Friday is a promotional event that will run all year for visitors and locals to come out and enjoy our downtown attractions and business. • Limited Edition Bundle (T-shirt, Coaster, Sticker, Mug) to help promote the City of Roswell brand, will only sale 120 bundles in total. • Decor and photobooth was changed out to a St. Patrick’s theme after Valentine’s Day. • Attended Travel Adventure Show in Phoenix (Feb 15th – 19th) to help promote Roswell, UFO Festival, Downtown Attractions & Business. • PA Staff Meeting & Visitor Center Staff Meeting • Meeting with 3 Advertising to discuss cheaper options to a Visitor Guide Booklet. • Working on a project for advertising Visit Widget at Convention Center. • No city vehicles are assigned to Visitor Center Booth setup day for Travel Adventure Show in Phoenix, attended with Santa Fe, Albuquerque, Las Cruses, Farmington with a grant carried by Santa Fe from the New Mexico Tourism Department. Handed out 1000 Visit Widget cards, 300 Museum cards, 300 Historical Museum, 250 UFO Brochures, 100 Visitor Maps, 1000 Roswell bags, 1000 UFO Squishes, 500 Bluetooth Radios, 500 Chapstick, 250 UFO Light-up Disc. Collected business cards from media, press, influencers, marketing and other groups interested in working with Roswell or attending UFO Festival.  TOP 5 ZIP CODES & SURROUNDING AREAS SAN ANTONIO OKLAHOMA CITY/TULSA OK LUBBOCK EL PASO DENVER/COLORADO SPRINGS 0 200000 400000 600000 800000 1000000 1200000 Oklahoma City/Tulsa, OK: 73008, 73012, 73061, 73067, 73069, 73071, 73104, 73112, 73170, 73401, 74030, 74429, 74849, 74964 San Antonio, TX: 78212, 78216, 78223, 78224, 78238, 78247, 78250, 78254, 78259 Lubbock, TX: 79382, 79401, 79403, 79407, 79416, 79423, 79424 El Paso, TX: 79835, 79924, 79925, 79928, 79932, 79934 Denver/Colorado Springs, CO: 80014, 80033, 80202, 80204, 80211, 80215, 80238, 80911 Top 5 States to Visit - February 2024 250 200 150 100 50 0 Texas California Michigan Arizona Minnesota Number of Visitors 236 89 53 50 49  Top 10 Items Sold - February 2024 900 $835.12 800 $738.57 $704.45 700 600 500 $406.35 $388.00 $362.47 $342.00 $311.63 400 300 $207.29 $178.00 200 129 80 100 28 35 19 18 30 9 17 13 0 Limited Alien Glasses 1947 Coin City of New Mexico Faded "R" New Mexico Youth - Beam Roswell City of Edition Tee Roswell Outline Teal Tee Outline Black Me Up Green "R" Roswell Tee Bundle Stickers Frost Tee net_quantity net_sales YTD Revenue Comparison By Calendar Year 2024 $200,000 $150,000 $100,000 $50,000 $0 Jan. Feb. Mar. Apr. May Jun. July Aug. Sept. Oct. Nov. Dec. Total 2024 $5,389 $6,931 $12,321 2023 $6,261 $8,111 $18,725 $14,836 $23,751 $26,428 $27,891 $9,539 $9,917 $15,235 $6,605 $7,076 $174,373 2022 $5,375 $5,711 $15,383 $9,229 $11,351 $14,378 $42,913 $8,587 $16,885 $14,522 $7,299 $10,690 $162,323 2024 2023 2022