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Home My WebLink About2013-04-17; Carlsbad Golf Lodging Business Improvement District; 04-13-05; Proposed Process Reimbursement CGLBIDCARLSBAD GOLF LODGING BUSINESS IMPROVEMENT DISTRICT AGENDA BILL AB# 04-13-05 Proposed Process for Reimbursement Carlsbad Golf Lodging Business Improvement District (CGLBID) CGLBID STAFF / M MTG. 04-17-13 Proposed Process for Reimbursement Carlsbad Golf Lodging Business Improvement District (CGLBID) GENERAL COUNSEL Proposed Process for Reimbursement Carlsbad Golf Lodging Business Improvement District (CGLBID) RECOMMENDED ACTION: Adopt Resolution No. 2013-4G approving 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. 2013-4G adopting the process for reimbursement. DEPARTMENT CONTACT: Cheryl Gerhardt, 760-602-2753, cheryl.aerhardt carlsbadca.aov 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. CGLBID Board's decision shall be final as to whether an allowable expenditure is reimbursable. Where a reimbursement was denied by the CGLBID Board, the Board, pursuant to CMC § 3.28.070, may recommend to the Carlsbad City Council that the type or purpose of denied reimbursement be permitted in the future as an allowable expenditure. 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 1/30/13,4/17/13, 5/7/13, 7/?/13,10/7/13 Allowable expenditures include the following: > Equipment related to golf such as golf transportation equipment, golf racks, golf signage, etc. (equipment related specifically to the promotion of golf) > Joint marketing related to the promotion of a member's property and a Carlsbad golf EXHIBIT 1 course, such as: • A brand initiative such as Marriott, Hilton, Starwood, or Hyatt advertising the member's property in conjunction with a Carlsbad Golf Course • A marketing promotion - radio, TV, or print advertising the member's property and a Carlsbad golf course • On-line / Internet promotions jointly advertising a member's property and a Carlsbad golf course • Reimbursement for marketing and sales staff on time spent in joint marketing efforts Other expenses to promote golf-related tourism 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: Paid For: Date Paid: 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: : DATE: TITLE: For OFFICE USE ONLY Approved By BID Manager: Approved by CGLBID Board O DATE ^Agenda Bill No, Resolution No. EXHIBIT 2 1 RESOLUTION NO. 2013-4G 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 2 RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD GOLF LODGING BUSINESS IMPROVEMENT ^ DISTRICT, ADOPTING THE PROPOSED REIMBURSEMENT 4 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 district are assessed $2 per occupied room night which is remitted to the city monthly through the current Transient Occupancy Tax collection process; and WHEREAS, the proceeds of the additional assessment shall be used to promote golf related tourism within the boundaries of the district: and WHEREAS, each assessed hotel would determine how to spend the funds collected by their respective property provided the expenditure are for an approved golf related expense; and WHEREAS, reimbursement of these expenses would be made quarterly upon approval of the CGLBID Board up to the amount collected per property minus administrative fees per the reimbursement process as shown at Exhibit 1. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Golf Lodging Business Improvement District, as follows: 1. That the above recitations are true and correct. 2. The CGLBID Board adopts the proposed reimbursement process at Exhibit 1. /// /// /// /// /// /// /// I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24- 25 26 27 2S PASSED, APPROVED, AND ADOPTED at a regular meeting of the Board of Directors of the Carlsbad Golf Lodging Business Improvement District on the 17th day of Apnl 2013, by the following vote to wit: AYES: Board Members Stiebeling, Glaser, Stripe NOES: None. ABSENT: None. ATTEST: Mark Stiebeling, Chair PrdTem Ctef^ of the Carlsbad Tourism Business Improvement District /// /// /// /// /// /// /// /// /// /// /// /// -9-