Connor Martin presided over the Alva Tourism Tax Committee meeting held Wednesday afternoon in city council chambers. Chair Norville Ritter was unable to attend most of the meeting, arriving just before the meeting closed. Other members present were Melinda Barton, Scott Kline and Terri Parsons. Chamber Executive Director Jodie Bradford-Stevison served as secretary.
A video conference with a representative of the City of Alva’s accounting firm Crawford and Associates did not work out because there was no sound. The conference went on with the representative shown on the screen while she talked to the committee via cellphone that was put on speaker mode.
It was explained that financial reports received by the tourism committee look different because Angelica Brady, previous city business manager, had an Excel template she used, inputting numbers manually. The city’s software, Incode, generates the same information in a different format which is what the committee is receiving. The Crawford and Associates representative said this eliminates the possibility of typing information incorrectly.
Parsons asked about a $10,750 revenue item and was told this came from vendors who paid the Chamber.
Bradford-Stevison reported the committee has $364,040.85 in funds not encumbered by earlier action. Of that amount, the committee has $331,397.57 invested in certificates of deposit.
The committee members approved the June, July and August financial reports in three separate votes.
Alva Bull Battle VII
Justin Dowdy presented the Western Sports Committee LLC request for $39,850 in funding for the Alva Bull Battle VII. The event is scheduled for next year on Friday, March 31, and Saturday, April 1, at the Woods County Fairgrounds. Dowdy said the event will include the popular mini bull riding for youth on Saturday afternoon as well as two BRI open bull riding competitions on Friday and Saturday nights.
Last year the event received $33,831in tourism tax funds. Dowdy said the increased request is for the addition of a digital video board which will allow for a more extravagant opening ceremony, instant replay and sponsored content like a kiss cam, muscle man cam and leaderboards. This addition will also allow for commercial ads during the events. The cost will be $6,500 to lease the equipment, pay for setup and pay for a camera crew.
Barton asked clarification on an item for total payout of $38,737. Dowdy said that’s the projected amount to be paid out in prize money. He said part of that comes from entry fees which are listed in revenue. Barton questioned if the entry fees should be in both revenue and expense columns. Dowdy agreed, and it was determined the expenses should be lowered by $14,000.
Answering other questions, Dowdy said ticket prices were still $15 for adults and $10 for children age 12 and under. About 300-350 people attended last year on Friday and around 400 on Saturday.
Parsons said this is an important event for the community, but she didn’t think the committee could afford it. She wanted to fund it for a lesser amount, but she couldn’t come up with a number.
Barton suggested they subtract the $14,000 from the request for a total of $25,850. Martin expressed concern that the event would end if they didn’t receive enough funding. Barton and Parsons agreed.
Parsons made a motion to approve $28,850 for the event, but the motion died for lack of a second.
Barton said, “I want to give enough that they can do it.” Parsons said the committee collected $122,000 in tourism tax during the last fiscal year which ended June 30.
Martin said the budget for this year is $150,000. “We’re fixing to wipe it out right now,” said Parsons. She added up $67,850 in commitments made to the Chamber, the Big Cruise and the Northwest Mural Fest already. Barton said the last two years the tourism tax collected was below the budgeted amount of $150,000. In FY20-21 it was $42,000 below and in FY21-22 it was $28,000 below. Unfortunately although tourism tax collections are lower, everything is costing more.
Finally Martin made a motion to fund the Bull Battle VII for $31,000, seconded by Barton, and the motion carried.
Ranger Rodeo
Northwestern Oklahoma State University rodeo coach Stockton Graves spoke to the committee on behalf of the Ranger Rodeo to be held Oct. 27-29 at the Woods County Fairgrounds. He said the three night event attracts 750-800 contestants and about half that number of parents. The rodeo continues to grow. It is last in the college rodeo schedule and right in the middle geographically for those participating.
Although the stock contractor expense is listed as $16,710, Graves said they are asking for $15,000 to help pay the contractor. Their revenue comes from program ads, gate money and entry fees. His budget worksheet showed expenses were $15,083 more than projected revenue. The request for tourism tax would help them to break almost even. Last year the event received $15,000.
Graves said there are no rodeo events from noon to 7 p.m. each day which allows contestants and parents time to visit the town and shop. The hotels and motels are filled during this event each year.
Parsons asked about any scheduling conflicts like a home football game at NWOSU. Graves said the football game is away. Homecoming is the next weekend.
Barton made a motion to fund the Ranger Rodeo for $15,000, seconded by Parsons. The motion passed unanimously.
Next Meeting
Bradford-Stevison said she will be out of town for a conference on the next meeting date, Oct. 19. So far there are no funding requests for that meeting. However, that is the date for the quarterly report from the Chamber. She said she’d recommend canceling that meeting except for the need to give the report. Committee members agreed the report could wait until the November meeting.
Parsons brought up her concern that not all hotels and motels are turning in their tourism tax collections in a timely manner. She said it appears of the five active lodging places, only four are turning in their taxes. Ritter pointed out late payments mean they must pay penalties. Martin said the best solution would be to have the state collect the taxes instead of the city. That was suggested earlier, but it has not been pursued since the city is still looking for a business manager.
At the end of the meeting, Martin said on Monday he resigned from the Alva City Council which means he is resigning from this board as well. This was his last meeting. He said his personal and business lives are getting busier.
Since Martin is the city council representative to the committee, the council will have to appoint a new representative. Ritter, who has been on the committee since it began, earlier announced he is resigning at the end of the year.
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