Chamber-Bed Tax Report Findings Letter FY25

Town of Wickenburg — Study Session (2025-10-20)

View PDF Meeting page

Extracted text (via ocr_local) 4276 characters

09.25.2025

Town of Wickenburg, AZ

Karla Mortimer

Executive Director

Wickenburg Chamber of Commerce
216 N Frontier St.

Wickenburg, AZ 85390

RE: Review of Bed Tax Annual Report for Fiscal Year 2025

Dear Karla Mortimer,

Thank you for your submittal of your organization’s Bed Tax Annual Report for Fiscal Year
2025. Your submittal has been reviewed for compliance, as outlined in the “Bed Tax Annual
Report Submittal Process Guide.” Please review the attached, “Funding Agreement Annual
Report Spreadsheet” for details of the findings.

Summary:
Total Available Funds $65,562.00
Approved Invoices 28
Funds Approved $53,930.84

Repayment Required $11,631.16
Not Found in Report “Articles of Incorporation” — Section 5.1 of Funding Agreement

Please provide formal written notice of any disputes you may have and include associated
support material. As outlined by your respective “Bed Tax Funding Agreement” and Section 14
of the Bed Tax Annual Report Submittal Process Guide:

The disputes and support materials shall be submitted either electronically to
rmartinez@wickenburgaz.gov or physically at Town Hall (155 N. Tegner St.) by 5:30 pm
Monday October 27th, 2025. No additional correspondence will be accepted after this timeline.
Requirement #15 of the Bed Tax Annual Report Submittal Process Guide states, “incomplete
submittals do not constitute a dispute.”

If there are no disputes submitted, this letter shall serve as notice of Final Determination and
repayment in the amount of $11,631.16 will be due to the Town no later than Monday October
27th, 2025.

a 7 od, a @.
Robert MartigarT SS
Finance Director

155 N. Tegner St., Ste. A @ Wickenburg, AZ 85390 @ Tel: 928.684.5451 Fax: 928.506.1580 © wickenburgaz.org

Findings

1. Proof of advertising has not been submitted.

2. The "invoice" provided is incomplete, and the documentation does not meet the
requirements.

3. No invoice has been submitted.

4. This expense is for media creation, please clarify how this media was advertised.

5. This expense is for media creation, please clarify how this media was advertised. Proof of
payment is unclear.

6. This expense is for media creation, please clarify how this media was advertised.

7. This expense is for media creation, please clarify how this media was advertised.

8. This expense is for media creation, please clarify how this media was advertised. The
invoice submitted is unclear and does not reference the advertising; it only states
“balance forward.”

9. This expense is for media creation, please clarify how this media was advertised.

10. This expense is for media creation, please clarify how this media was advertised. The
proof provided is unclear, as the description only shows “video.”

11. This expense is for media creation, please clarify how this media was advertised.

12. This expense appears to be for billboard installation. However, no proof of advertising
has been submitted.

13, This expense appears to be for billboard design (related to finding #12). No proof of
advertising has been submitted.

14. No invoice has been submitted.

15. This expense appears to be related to finding #14, which lacks an invoice. The invoice
description provided for this item is unclear. Please clarify what this expense is for.

16. No proof of advertising has been submitted. Note: The invoice of $995.00 does not match
the reported amount of $999.98 on the spreadsheet.

17. Proof of advertising has not been submitted. Note: The invoice states the work is for the
“Bluegrass Festival,” while the spreadsheet description refers to the “Gold Rush” event.

18. The invoice date is 03/01/24, which is outside the funding window.

19. The proof of advertising creation submitted does not match the invoice and only covers
part of the invoice.

20. The invoice does not match the spreadsheet or the proof of advertising submitted. It
appears to be missing the ad design proof.

21. The invoice shows two ads were created, but only one proof is provided. The spreadsheet
description is inconsistent with the invoice/ad.

22. Proof of digital billboard design or half-page ad have not been provided. Invoice
description does not match.