Occupancy Tax Board

OCCUPANCY TAX BOARD Tuesday, May 21, 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. Approval of April 16, 2024 meeting minutes. E. Action Items 1. Chair approval for Occupancy Tax Board 2. Recommendation of the Proposed Policy PA0002 Lodgers’ Tax Event Use changes to be sent to Legal Committee for Approval 3. Lodgers’ Tax Funding Request: Crash and Clash Youth Wresting Tournament 4. Lodgers’ Tax Funding Request: ENMSF 5. Lodgers’ Tax Funding Request: Gus Macker F. Other Business/Non-Action/Information Items/Reports 6. What is Lodgers’ Tax? Review and Discussion 7. Reports: Lodger’s Tax & Convention Center Bed Fees, Visitor Center Report G. Public Comments H. Adjourn Next Meeting: June 18, 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 24-23. 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: May 17, 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, May 21, 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.  MINUTES OF THE OCCUPANCY TAX BOARD Tuesday, April , 2024 2:30 p.m. Committee Chair: Position Open Vice Chair: Sandra England Committee Members: Jane Ann Oldrup, Patricia Andrade-Loranca, Mike Gottlieb Staff Coordinator: Tommi Jo Conyers 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 2:32 p.m. B. ROLL CALL Members present: Sandra England, Jane Ann Oldrup Staff present: TJ Conyers, Amanda Dickerson, Hessel Yntema Guests present: Rita Kane Doerhoefer C. APPROVAL OF AGENDA No action taken, no quorum was established D. APPROVAL OF THE MINUTES No action taken, no quorum was established E. ACTION ITEMS No action taken, no quorum was established F. NON-ACTION ITEMS None G. PUBLIC COMMENT None H. ADJOURNMENT The meeting adjourned at 2:34 p.m.  ROSWELL NEW MEXICO Occupancy Tax Advisory Board Tuesday May 21,2024 at 2:30p.m. City Hall - Large Conference Room 425 N. Richardson - Roswell, NM 88201 ACTION REQUESTED: To recommend to the Legal Committee the proposed amendments to the Policy PA0002 Lodgers’ Tax Event Use The City of Roswell may utilize a portion of Lodgers' Tax BACKGROUND: funding to promote tourist-related attractions, facilities, and events, subject to budget availability and allocation. Lodgers' Tax funding is available for three different functions: 1) advertising, publicizing and promoting tourist-related attractions, facilities and events of the municipality or county and tourist-related facilities, attractions and events within the area, NMSA §3-38-15(F), 2) providing police and fire protection and sanitation service for tourist-related facilities, attractions and events located in the respective municipality, § 3-38-21, and 3) For establishing, operating, purchasing, constructing, otherwise acquiring, reconstructing, extending, improving, equipping, furnishing or acquiring real property or any interest in real property for the site or grounds for tourist-related facilities and attractions or tourist-related transportation systems of the municipality, § 3-38-21. FINANCIAL CONSIDERATION: There are no financial considerations at this time. The City Attorney has reviewed and amended the current LEGAL REVIEW: PA0002 Policy. BOARD AND/or To recommend to the Legal Committee the proposed amendments to the Policy PA0002 Lodgers’ Tax Event COMMITTEE ACTION: Use STAFF To recommend to the Legal Committee the proposed RECOMMENDATION: amendments to the Policy PA0002 Lodgers’ Tax Event Use  City of Roswell Policy Policy Name: Lodgers' Tax Event Use Effective Date: XX/XX/2024 Policy Number: PA0002 Revision Dates: XX/XX/2024 Page 1 of 4 1.0 Purpose: The purpose of this policy is to provide a fair, equitable, and uniform funding process to organizations in the City of Roswell and to provide procedures to apply for and receive funding tourist-related attractions, facilities, and events with the primary purpose of the expenditure being the promotion tourism or the economy in general and not subsidizing the operations of privately owned tourist facilities or attractions. 2.0 General Guidelines: The City of Roswell may utilize a portion of Lodgers' Tax funding to promote tourist-related attractions, facilities, and events, subject to budget availability and allocation. Lodgers' Tax funding is available for three different functions: 1) advertising, publicizing and promoting tourist-related attractions, facilities and events of the municipality or county and tourist-related facilities, attractions and events within the area, NMSA §3-38-15(F), 2) providing police and fire protection and sanitation service for tourist-related facilities, attractions and events located in the respective municipality, § 3-38-21, and 3) For establishing, operating, purchasing, constructing, otherwise acquiring, reconstructing, extending, improving, equipping, furnishing or acquiring real property or any interest in real property for the site or grounds for tourist-related facilities and attractions or tourist-related transportation systems of the municipality, § 3-38-21. Use of Lodgers' Tax funds is subject to the availability and allocation of funding by the City Council. 3.0 Application Process: The City Manager or his designee is responsible for accepting Lodgers' Tax funding applications, reviewing proposals, and working with applicants to ensure that the process is as efficient as possible and the events are in keeping with City guidelines and policies. Often, these requests will be included with the Special Event Permit request process. Lodgers' Tax funds shall be allocated following at lease a thirty (30) day advertising period beginning in July of each year for requests and cannot be guaranteed to any applicant. Funding limits per organization or events in any one fiscal year will be made on 1 on a case-by-case basis and consistent with the Procurement Code. 1) In July of each year, the City will release applications for Lodgers' Tax funds as allocated by the Governing Body. 2) Applicants who wish to hold an event in the City of Roswell shall follow the process as outlined in the Special Events Policy. If the applicant is also requesting sponsorship from Lodgers' Tax funds, the additional process outlined in this policy shall be included as part of the event approval process. 3) Applicants subject to the Special Events Policy should follow the submission time requirements as outlined in the Special Events Policy. 4) Applications should include, in addition to the required items for the Special Event Permit, historical information on the number of attendees, the portion that traveled from out-of-town, the portion that stayed in local hotels, and other information on the past success of the event. a) All required pertinent information required will be part of the application packet provided during the advertising period. b) The City reserves the right to request supplementary information in support of the application. 5) Depending funding appropriated applicants will be ale to request funding for any of the three permissible Lodgers’ Tax uses listed in Section 2.0. a) Any funding provided under Section 2.0(3) must be through a sponsorship agreement that makes the recipients event “of the municipality.” 4.0 Eligible Expenses: 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 or establishing, operating, purchasing, constructing, otherwise acquiring, reconstructing, extending, improving, equipping, furnishing or acquiring real property or any interest in real property for the site or grounds for tourist-related facilities and attractions or tourist-related transportation systems of the municipality. 1) Advertising, publicizing, and promoting a) The items listed below are generally acceptable expenses related to advertising: 1. Radio, television, newspaper, billboard or magazine advertisements 2  2. Posters, brochures, flyers, postcards, or other marketing materials 3. Postage for mailing of marketing materials 4. Website, Facebook, or other internet paid advertising placement 5. Free T-shirts for registration participants or attendees b) Police, Fire and Sanitation services are recognized as eligible expenses. c) The items listed below are generally not acceptable expenses related unless part of a City sponsorship: 1. establishing, operating, purchasing, constructing, otherwise acquiring, reconstructing, extending, improving, equipping, furnishing or acquiring real property, 2. Administrative, operational, or event manager costs (includes marketing firm services), 3. Costumes, 4. Payments, other than placed advertisements, for entertainment, 5. Equipment rental, 6. Food or beverages (including water) provided for entertainment, judges, contestants, workers, or as hospitality, 7. Gifts or in-kind expenses, 8. Lodging or travel, 9. Monetary awards, 10. Programs given out during the event, 11. Rent of facility, and 12. Thank you advertisements after the event. 5.0 Funding Levels: 1) Unless exempt from the Procurement Code or as part of a Sponsorship, awards will be capped at $20,000.00. 2) A separate allocation of Lodgers' Tax funds may be recommended for labor from City personnel for Police, Fire, EMS, or Sanitation services by the Occupancy Tax Board to the City Council and approved through the outlined approval process. 6.0 Approval Process: 1) Staff will review all applications and make recommendations to the Occupancy Tax Board (OTB). 2) Each application for Lodgers' Tax funding will be considered by the OTB at a meeting held following the advertising period. 3  3) Applicants are placed on the OTB agenda in the order the completed application is submitted. 4) Recommendations for the level of City sponsorship and allocated amounts for City personnel will be made by the OTB to the City Finance Committee. 5) Scoring criteria will be contained in the application, but generally will include: a) Return on investment to the community based on tourism i.e. additional Lodgers' Tax generated as a direct result of your organization or event (estimated attendance from out-of-town visitors, estimated room nights in local lodging facilities), b) Historical performance of the event including award dollars used, prior attendance and room nights, Lodgers' Tax per attendee, c) Other economic impact i.e. additional Gross Receipts Tax generated as a direct result of your organization or event (restaurants, purchasing in local stores), d) Total attendance, e) Uniqueness of the event, and f) Benefit to the community. 6) The City Finance Committee will review the recommendation made by the OTB and either approve the request for final consideration by the City Council or, if the Finance Committee does not concur with the OTB's recommendation, the Finance Committee will recommend their desired funding level for City sponsorship and allocated amounts for City personnel for consideration by the City Council. 7.0 Applicant Requirements: 1) Applicants, or a representative, shall attend the scheduled meeting of the OTB and make a brief presentation (five (5) minutes maximum) at which time the application will be reviewed. 2) The Applicant will also be advised to attend the Finance Committee meeting where the OTB recommendation will be considered. 3) The applicant must agree to use the phrase: "Paid in part by the City of Roswell Lodgers' Tax Fund" along with an approved City logo in any advertisement or marketing for the event including T-shirts. This should either be verbal and/or in print depending on the type of advertising media or marketing including t-shirts. 4  4) The Public Affairs Department will oversee and approve any logo usage for any event and will approve or deny any marketing or promotion for a City Sponsored Event. The applicant should ensure that the advertising media is provided to the Public Affairs Department with sufficient time for review. 8.0 Reimbursement or Prepayment Process: 1) Any Awardee shall maintain complete and accurate financial records of each expenditure of the tax revenue made and upon request of the governing body of the municipality or county shall make such records available for inspection. 2) Awardees of Lodgers' Tax funds will be reimbursed up to the level of their approved funding allocation after an event has taken place. Advances may be given at the Committee’s discretion if otherwise compliant with NMSA §§13-1- 158 and 13-1-98. a) Any awardee who receives prepayment shall provide equivalent information as a reimbursed awardee. 3) In order for the awardee to receive their reimbursement, the following must be submitted to the Tourism and Event Manager: a) Reimbursement Form, b) proof of payment for each eligible expense, c) If applicable, a copy of any advertisements or marketing materials to show that the marketing requirements were met, d) Event Report to include survey results for room nights in the City and overall event attendance, e) Financial statement of the complete budget with the applicable budget clearly broken out. 4) All requests will be reviewed for their eligibility and may be denied if they are not eligible expenses. 5) Requests for reimbursement may be submitted in multiple submissions. No reimbursement will be issued without receipt of the appropriate support documents, Event Report, and financial statement or after ninety (90) calendar days from the last day of the event. 5  6) If additional information or support documentation is requested by the City, the requested information must be provided within ten (10) business days following the request. Otherwise, the items will not be reimbursed. Approved as to Form: Date: City Attorney Policy Approved: Date: 6  ROSWELL NEW MEXICO Occupancy Tax Advisory Board Tuesday May 21,2024 at 2:30p.m. City Hall - Large Conference Room 425 N. Richardson - Roswell, NM 88201 ACTION REQUESTED: To recommend to the Finance Committee, a Lodgers’ Tax Funding Request from Crash and Clash Youth Wrestling Tournament for the dates of December 14-15, 2024. BACKGROUND: Crash and Clash Youth Wrestling Tournament is a 2-day event. The Tournament is held at Roswell Hight School. All planning and preparations are done by Roswell Invasion Wrestling Club. The estimated attendance is 1,500-2,000 and anticipated hotels room rentals is 200 + The requested funding is $1,250, a reimbursement of 50% of eligible expenses at $2,500. FINANCIAL CONSIDERATION: • Crash and Clash Youth Wrestling Tournament is a new event for Lodgers’ Tax LEGAL REVIEW: Not applicable. BOARD AND/or COMMITTEE ACTION: Not applicable. STAFF RECOMMENDATION: Recommendation is to consider funding event at the 50%reimbursement rate of eligible expenses. 4/30/24 via email  ROSWELL NEW MEXICO Occupancy Tax Advisory Board Tuesday, May 21, 2024 at 2:30 p.m. City Hall - Large Conference Room 425 N. Richardson - Roswell, NM 88201 ACTION REQUESTED: To recommend to the Finance Committee, a Lodgers’ Tax Funding Request from Eastern New Mexico State Fair for the dates of September 30- October 5, 2024. BACKGROUND: The Eastern New Mexico State Fair is an annual 6 day event. The fair begins with a parade on Monday and closes Saturday night after the closing of the carnival. The fair operates on opening and closing day from noon to midnight and Tuesday through Friday from 4 to midnight. The mission of the fair is to educate as well as entertain. FINANCIAL CONSIDERATION: The requested funding is $94,040, a reimbursement of 50% of eligible expenses at $47,020. • Eastern New Mexico State Fair was awarded $45,000 by City Council for FY 2023 and paid out $24,249.93 in eligible expenses. LEGAL REVIEW: • Eastern New Mexico State Fair was awarded $44,500 by City Council for FY 2024 and paid out $38,908.11 in eligible expenses. BOARD AND/or COMMITTEE ACTION: Not applicable. STAFF RECOMMENDATION: Not applicable. Recommendation is to consider funding event at the 50%reimbursement rate of eligible expenses. 5/1/2024 via email EVENT HISTORY Eastern New Mexico State Fair ENMSF FY DATE 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Total Paid OTB Date 8/25/2009 8/3/2010 8/23/2011 7/24/2012 7/30/2013 8/26/2014 7/28/2015 6/28/2016 7/25/2017 4/17/2018 COVID 4/21/2020 N/A 5/24/2022 5/16/2023 5/21/2024 Event Date(s) 10/5-10/10/09 10/4-10/9/10 10/2-10/8/11 10/3-10/7/12 9/30-10/5/13 9/29-10/4/14 10/5-10/10/15 10/3-10/8/16 10/2-10/7 10/01-10/06 COVID 10/5-10/10 N/A 10/3-10/8 10/2-10/7 9/30-10/5/2024 Req. Amount 6,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 54,750.00 54,750.00 54,750.00 35,000.00 40,000.00 0.00 0.00 144,457.25 44,500.00 47,020.00 Granted Last FY 6,000.00 6,000.00 6,000.00 12,000.00 12,000.00 12,000.00 44,250.00 36,570.00 54,750.00 36,750.00 35,000.00 Covid 0.00 0.00 45,000.00 45,500.00 Budgeted FY 6,000.00 6,000.00 6,000.00 10,000.00 12,000.00 12,000.00 12,000.00 44,250.00 54,750.00 35,000.00 40,000.00 Covid 0.00 45,000.00 44,500.00 OTB Rec 6,000.00 6,000.00 6,000.00 10,000.00 12,000.00 12,000.00 12,000.00 44,250.00 54,750.00 35,000.00 40,000.00 Covid 0.00 45,000.00 44,500.00 FIN Rec 6,000.00 6,000.00 6,000.00 10,000.00 12,000.00 12,000.00 36,000.00 44,250.00 54,750.00 35,000.00 40,000.00 Covid 0.00 45,000.00 44,500.00 Council Rec 6,000.00 6,000.00 12,000.00 12,000.00 12,000.00 12,000.00 54,750.00 44,250.00 54,750.00 35,000.00 40,000.00 Covid 0.00 45,000.00 44,500.00 Paid Out 6,000.00 6,000.00 12,000.00 12,000.00 12,000.00 12,000.00 54,750.00 12,000.00 36,750.00 33,245.61 COVID Hit 0.00 0.00 24,249.93 38,908.11 253,903.65 Comments: ENMSF awarded $40,000.19 in 2019 combined with Pinata & Chile Cheese Festival  ROSWELL NEW MEXICO Occupancy Tax Advisory Board Tuesday May 21,2024 at 2:30p.m. City Hall - Large Conference Room 425 N. Richardson - Roswell, NM 88201 ACTION REQUESTED: To recommend to the Finance Committee, a Lodgers’ Tax Funding Request from Gus Macker for the dates of June 20-22, 2025. Gus Macker is a 2-day event. This will be the first time in BACKGROUND: several years that the Gus Macker Tournament will return to Roswell. The event will be hosted by Mom’s Loving Hope Foundation. The requested funding is $17,169.57, a reimbursement of 50% of eligible expenses at $8,584.79. FINANCIAL CONSIDERATION: • Gus Macker is a new event for Lodgers’ Tax Not applicable. LEGAL REVIEW: BOARD AND/or Not applicable. COMMITTEE ACTION: STAFF Recommendation is to consider funding event at RECOMMENDATION: the 50%reimbursement rate of eligible expenses.  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: Gina Arambula Signature: Gina Arambula Date: 5/1/2024 Revised 03/13/24 1  LODGERS’ TAX FUNDING APPLICATION Received Date: 5/8/2024 via email 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. 5/1/2024 Today’s Date: Gus Macker 6/20/25-6/22/2025 Event Name: Event Date: Mom's Loving Hope Foundation 6pm-11pm Organization: Event Time: 1535-1761 N Grand Ave Woolbowl Roswell NM 88201 Event Address: City/State/ZIP: 575-416-2209 momslovinghope@gmail.com Website: Phone: Email: Moms Loving Hope Foundation 575-244-4308 Organizer: Mobile: Second Organizer: Mobile: EVENT DETAILS 300-600 Estimated # Attending: Anticipated # of hotel rooms booked: N/A Last year’s event (if this is not a first-time event, must attach proof) # of Attendees: 300-600 # of hotel rooms booked: N/A 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: Security 7532.96 Port potties 2856.61 Roll-off 600.00 Advertisement 2000.00 OTB Date: Finance Committee Date: Council Date: Last Day of Event: Reimbursement Request Due Date (90 days from last day of event): Revised 03/13/24 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 Newpaper 800.00 400.00 Radio 1380.00 690. Biiboard 1200.00 600. Posters 1500.00 750.00 Flyers 500.00 250.00 Banners 800.00 400.00 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 7532.96 3766.48 Fire Clean-up/Sanitation 3456.61 1728.31 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%): 17169.57 8584.79 Revised 03/13/24 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 03/13/24 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 03/13/24 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 03/13/24 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 10 Warning Signs $10 each Sand Bags $5 each 40 Water Hookup $75 per hookup Programmable Signs $300 each 300.00 Cones $2 each $1 per trash bag, trash cans provided free Trash Cans (44 Gallon) (1 per 25 people recommended) Additional Clean Up for Litter or Other Incident $150 per incident Damage to City Property Cost of repair per incident Please contact 575-624-6746 for all sanitation needs. For a complete list of services, please visit roswell-nm.gov/special-events. Gina Arambula 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. Gina Arambula 5/1/2024 Signature of Applicant: ______________________________________________ Date: _____________________ Revised 03/13/24 7  STREET CLOSURE FORM Permit #: _______________________ 5/1/2024 Today’s Date: _______________________ Moms Loving Hope Foundation Organization: ________________________________________________________________________________________ 1210 N Main St suite 100 Roswefll NM 88201 Address: ____________________________________________ City/State/ZIP: ___________________________________ Gus Macker Event Name/Purpose of Closure: _________________________________________________________________________ Gina Arambula 575-416-2209 momslovinghope@gmail.com Contact Person: ___________________________ Phone: ______________ Email: _______________________________ 1535-1761 N Grand Street(s) to be closed: __________________________________________________________________________________ 6/21/2025 -6/22/2025 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 03/13/24 8 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  CITY OF ROSWELL $2.50 CONVENTION CENTER BED FEE COLLECTION REPORT Collected in April 2024 for March 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 26,694 33,329 276,485 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% 60.3% 68.0% 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 58,575 74,128 $ 626,273 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 March.  CITY OF ROSWELL 5% LODGERS' TAX COLLECTION REPORT COLLECTED IN April 2024 FOR THE MONTH OF March 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 26,694 33,329 276,485 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% 60.3% 68.0% 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 89,983 110,577 159,226 $ 1,225,890 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 March.  Monthly Visitor Center Store Report April 2024 Visitor Center Retail Store: • Welcomed 3769 guest, stayed April Visitation Report overnight 1074 in Roswell or 29% and 79 Roswell locals. April Comparison YTD Comparison • April sales total $17,428. 2022 2023 2024 2022 2023 2024 • Top 5 items sold: 1947 Coin Tee, Roswell Only 51 56 79 216 319 349 Alien Glasses, Van Pastel Tie-Dye Tee, City of Roswell Sticker, City of New Mexico Visitors 107 180 136 524 849 479 Roswell Tee. (Not including Roswell Area) • Online sales total for the month: US Visitors 2314 3131 3142 8293 11123 8843 $121 we captured 1076 visitors to (Not including New Mexico) our online store. International Visitors 170 307 412 427 892 951 Unknown 0 0 0 3 0 0 Totals Visitors 2642 3674 3769 9463 13183 10619 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 4159 3769 10619 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. • PA Staff Meeting & Visitor Center Staff Meeting • Working on a project for advertising for Visit Widget, Roswell PD, Roswell FD, Parks, Zoo, Nancy Lopez Golf Course, Adult Center, Roswell Rec Center, Aquatic Center, COR, Convention Center update: Artwork has been turned in to Wrap Studio for final resizing and edits. Materials have been ordered. • Worked on Golf Course inventory sheets and putting in data for easier process and tracking. • No city vehicles are assigned to Visitor Center TOP 5 ZIP CODES & SURROUNDING AREAS SAN ANTONIO SALT LAKE CITY PHOENIX/TUCSON DALLAS/FT.WORTH COLORADO SPRINGS/DENVER 0 500000 1000000 1500000 2000000 2500000 3000000 San Antonio, TX: 78207, 78210, 78213, 78218, 78224, 78230, 78232, 78237, 78240, 78261, 78263, 78266 Salt Lake City, UT: 84102, 84106, 84117, 84121, 84123, 84124, 84128, 84129 Colorado Springs/Denver CO: 80014, 80033, 80205, 80210, 80228, 80231, 80234, 80238, 80239, 80243, 80246, 80249, 80256, 80904, 80905, 80906, 80908, 80916, 80917, 80918, 80920, 80951 Dallas/FT. Worth, TX: 75201, 75202, 75203, 75204, 75206, 75208, 75214, 75219, 75228, 75233, 75238, 75243, 76103, 76107, 76118, 76119, 76134 Phoenix/Tucson, AZ: 85001, 85003, 85008, 85012, 85014, 85015, 85016, 85017, 85018, 85020, 85023, 85027, 85040, 85041, 85042, 85044, 85054, 85082, 85083, 85086, 85701, 85705, 85710, 85711, 85713, 85715, 85716, 85718, 85741, 85743, 85745, 85745, 85749  Top 5 States to Visit - April 2024 700 600 500 400 300 200 100 0 California Texas Utah Arizona Colorado Number of Visitors 615 367 253 251 205 Top 10 Items Sold - April 2024 3000 $2,462.01 2500 $2,101.47 2000 1500 $1,328.00 $1,031.64 $989.99 1000 $810.00 $726.00 $693.80 $540.00 $446.67 500 233 328 121 65 49 40 142 36 34 18 0 1947 Coin Alien Glasses Van Pastel City of City of Faded "R" New Mexico New Mexico Limited City of Tee Tie Dye Roswell Roswell Tee Tee Outline Teal Outline Black Edition Roswell Stickers Frost Bundle Magnet net_quantity net_sales  Calendar Year 2024 Revenue Comparison $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Jan. Feb. Mar. Apr. May Jun. July Aug. Sept. Oct. Nov. Dec. Total 2024 $5,389 $6,931 $16,277 $17,428 $46,026 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 Fiscal Year 2024 Revenue Comparison $250,000 $200,000 $150,000 $100,000 $50,000 $0 July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March April May June Total 2024-2023 $27,891 $9,539 $9,917 $15,235 $6,605 $7,076 $5,389 $6,931 $16,277 $17,428 $122,288 2023-2022 $42,913 $8,587 $16,885 $14,522 $7,299 $10,690 $6,261 $8,111 $18,725 $14,836 $23,751 $26,428 $199,007 2022-2021 $41,541 $6,417 $9,093 $12,231 $7,284 $9,196 $5,375 $5,711 $15,383 $9,229 $11,351 $14,378 $147,189 2024-2023 2023-2022 2022-2021  Fiscal Year 2024 Merchandise Expenses $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 July Aug Sept Oct Nov Dec Jan Feb March April May June Total 2023 - 2024 $92 $0 $0 $192 $9,041 $1,293 $0 $4,508 $10,183 $25,309 2022 - 2023 $79 $0 $1,293 $92 $15,675 $4,856 $2,161 $16,160 $92 $2,397 $2,689 $55,618 $101,113 2021 - 2022 $0 $0 $3,957 $99 $12,580 $8,712 $3,930 $17,744 $0 $2,162 $15,427 $24,858 $89,469 2023 - 2024 2022 - 2023 2021 - 2022