HomeMy WebLinkAbout2013-01-30; Carlsbad Golf Lodging Business Improvement District; 01-13-03; Proposed Process for ReimbursementCARLSBAD GOLF LODGING
BUSINESS IMPROVEMENT DISTRICT
AGENDA BILL
AB# 01-13-03
Proposed Process for Reimbursement
Carisbad Golf Lodging Business
Improvement District (CGLBID)
CGLBID STAFF 0^
MTG. 01-30-13
Proposed Process for Reimbursement
Carisbad Golf Lodging Business
Improvement District (CGLBID) GENERAL /Z-
COUNSEL
Proposed Process for Reimbursement
Carisbad Golf Lodging Business
Improvement District (CGLBID)
RECOMMENDED ACTION:
Adopt Resolution No.: ^Hli"Q2^approv'\ng the Process for Reimbursement of approved golf
related expenses.
ITEM EXPLANATION:
At its November 27, 2012 meeting, the Carlsbad City Council adopted ordinance No.CS-194
forming the Carlsbad Golf Lodging Business Improvement District (CGLBID). Hotels (as that
term is defined in Carlsbad Municipal Code § 3.12.020(1)) that choose to opt in and be a part of
this district are assessed $2 per occupied room night which is remitted to the city monthly through
the current Transient Occupancy Tax collection process. The proceeds of the additional Hotel
business assessment shall be used to promote golf-related tourism within the boundaries of the
CGLBID, as well as marketing related capital improvements such as golf-related signage, golf
related equipment and to pay for the related administrative costs. Each assessed Hotel would
determine how to spend the funds collected by their respective property provided the
expenditures are for an approved golf related expense. Reimbursement of these expenses would
be made quarterly upon approval by the CGLBID Board up to the amount collected per property
minus administrative fees.
Attached at Exhibit 1 is a proposed process for reimbursement. The Board should review this
process and direct staff on any changes they would like made before it is implemented. The
Board may adopt, by resolution, the proposed process for reimbursement or direct staff to make
modifications accordingly. If the latter, staff will return at a future Board meeting with a revised
process for reimbursement.
FISCAL IMPACT:
None.
ENVIRONMENTAL IMPACT:
This action does not qualify as a project under the California Environment Quality Act ("CEQA")
and will not have a physical adverse effect on the environment. (CEQA Regulation 15378(b).
EXHIBITS:
1. CGLBID Proposed Process for Reimbursement
2. Resolution No.: <^0/3-^ adopting the process for reimbursement
DEPARTMENT CONTACT: Cheryl Gerhardt, 760-602-2753, chervl.qerhardt @carlsbadca.qov
FOf? CITY CLERKS USE ONLY.
BOARD ACTION: APPROVED • CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF
OTHER - SEE MINUTES WITHDRAWN
AMENDED
•
•
RETURNED TO STAFF
OTHER - SEE MINUTES
ID
EXHIBIT 1
Carlsbad Golf Lodging Business Improvement District (CGLBID)
Proposed Process for Reimbursement
^see Chapter 3.38 of CMC for more information)
Hotels that have opted into the CGLBID will collect a $2 per room night CGLBID assessment. This
assessment may be combined with the CTBID assessment on the guest's bill, and notated as "BID
Assessments", but may not be combined with TOT or state assessments.
Hotel will remit monthly, CGLBID assessments along with TOT and CTBID assessments. City finance
department will revise form to include line for CGLBID assessment.
City will track CGLBID payments for each hotel. Amount collected minus 4% administrative charge
will be available to the hotels for reimbursement for allowable expenditures.
• Hotel shall submit a quarterly accounting of expenses for CGLBID activities to BID manager.
Reimbursement requests submitted by the 10^^ of the month following the end of the quarter will
be processed for that quarter's reimbursement.
• BID manager will review documentation and determine allowable amount of reimbursement.
Reimbursement will be limited to amount of assessment remitted to the city less the 4%
administrative fee. Reimbursement request will be included in the CGLBID Board meeting agenda
for approval by the CGLBID Board at the next CGLBID Board meeting. Approval must be made by a
quorum of the board which is at least two members.
Once reimbursement is approved by the CGLBID Board, BID manager will process the payment to
hotel.
Any funds that have not been reimbursed by the end of the year will carry forward to the next year.
Meeting dates for CGLBID 1/30/13, 4/?/13, 5/?/13, 7/?/13,10/?/13
Allowable expenditures include the following:
> Print and internet advertising for golf related overnight stays.
> Golf related signage
> Golf related equipment
Documentation required for reimbursement
> Completed Request for Reimbursement Form
> Copy of invoices for expenses
Request for Reimbursement
Carlsbad Golf Lodging Business Improvement District (CGLBID)
Hotel:
Request Amount:
Date Paid:
Paid For:
Paid By:
Request Description
(attach supporting
documentation, i.e.,
receipts):
This is where the reimbursement check will be mailed:
NAME OF PAYEE:
STREET ADDRESS:
CITY, STATE & ZIP:
PREPARED BY:
TITLE:
DATE:
For OFFICE USE ONLY
Approved By BID Manager: Date:
Approved by CGLBID Board • DATE_ _Agenda Bill No, Resolution No.
EXHIBIT 2
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RESOLUTION NO. 2013^'^^
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
CARLSBAD GOLF LODGING BUSINESS IMPROVEMENT
DISTRICT, ADOPTING THE PROPOSED REIMBURSEMENT
PROCESS
WHEREAS, at its November 27, 2012 meeting, the Carlsbad City Council adopted
Ordinance No. CS-194 forming the Carlsbad Golf Lodging Business Improvement District
(CGLBID); and
WHEREAS, members of the districi*9^^ssesse3?5>8*fter occupied room night which is
remitted to the city monthly through the current \ransient Occupa^y Tax collection process;
and
WIMREAS, the pr^eds of the\dditional Cessment s^l be used to promote golf
related tourjm within thfboundaniji of th^istrict: an(
WHEREAS, eaci assessed hof^ wou\ determine how to spend the funds collected by
their respect^e property Irovided the exlenditure are for an approved golf related expense; and
WHEKEAS, reiirwursement of tlese expenses would be made quarterly upon approval
le CGLBiriBoard up t\the amouMcoUected per property minus administrative fees per the
reimbil^ment Mocess as showfTSfExhibit 1.
NO^TMREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad
Golf Lodging Bi^ne\ Improvement District, as follows:
1. That the recitations are true and correct.
2. The CGLBID Board adopts the proposed reimbursement process at Exhibit 1,
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PASSED, APPROVED, AND ADOPTED at a regular meeting of the Board of
Directors of the Carlsbad Tourism Business Improvement District on the day of
2013, by the following vote to wit:
AYES:
NOES:
ABSENT:
ATTEST
Pro Tem
Carlsbad
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ness Improvement District