HomeMy WebLinkAbout2013-05-15; Carlsbad Golf Lodging Business Improvement District; 05-13-07; Approve Reimbursement RequestsCARLSBAD GOLF LODGING
BUSINESS IMPROVEMENT DISTRICT
AGENDA BILL
AB# 05-13-07
MTG. 05-15-13
Approve Reimbursement Requests
Carlsbad Golf Lodging Business
Improvement District (CGLBID)
CGLBID STAFF
GENERAL
COUNSEL
0^
RECOMMENDED ACTION:
Adopt Resolution No. 2013-6G approving the Reimbursement Requests from the Sheraton
Carlsbad and the Grand Pacific Palisades Hotel of approved golf related expenses and
authorizing staff to process the payment.
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.
At its April 17, 2013 meeting, the CGLBID Board approved a process for reimbursement (Exhibit
A). Based on this process, staff has reviewed reimbursement requests submitted by the
Sheraton Carlsbad and Grand Pacific Palisades Hotel and is recommending the board approve
the attached Resolution approving the reimbursement requests and authorizing staff to process
the payment for the expenses up to the amount collected minus the 4% administration fees.
Attached at Exhibit B is a summary of CGLBID Assessments collections and a summary of
Requests for Reimbursement.
FISCAL IMPACT:
As of March 31, 2013 CGLBID Assessment revenue was $76,938. Reimbursement requests
from the Sheraton Carlsbad were $39,989 of which $33,112 is available and is being
recommended for payment. Reimbursement requests from the Grand Pacific Palisades were
$12,100 of which $11,412 is available and is being recommended for payment.
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. Resolution No. 2013-6G approving the Reimbursement Requests from the Sheraton
Carlsbad and the Grand Pacific Palisades Hotel of approved golf related expenses and
authorizing staff to process the payment.
A. CGLBID Proposed Process for Reimbursement
B. Summary of CGLBID Assessment collections and summary of requests for
reimbursement
DEPARTMENT CONTACT: Cheryl Gerhardt, 760-602-2753. chervl.qerhardt carlsbadca.aov
EXHIBIT 1
1 RESOLUTION NO. 2013-6G
2 RESOLUTION OF THE BOARD OF DIRECTORS OF THE
CARLSBAD GOLF LODGING BUSINESS IMPROVEMENT
DISTRICT, ADOPTING THE PROPOSED REIMBURSEMENT
PROCESS
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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 A.
WHEREAS, staff has reviewed the reimbursement requests shows at Exhibit B and is
recommending the Board approve these reimbursements and authorize staff to pay the requests
up to the amount available.
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 approves the May 15^*^ reimbursement requests shown at
Exhibit B and authorizes staff to pay the following amounts to the following hotels:
Sheraton Carlsbad $33,112
Grand Pacific Palisades Hotel $ 11,412
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PASSED, APPROVED AND ADOPTED at a regular meeting of the Board of
Directors of the Carlsbad Golf Lodging Business Improvement District of the City of
Carlsbad held on the 15*^ day of May 2013 by the following vote, to wit:
AYES: Board Members Stiebeling, Stripe.
NOES: None.
ABSENT: Board Member Glaser.
MARK STIE^LING. Chair
ATTEST:
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EXHIBIT A
Carlsbad Golf Lodging Business Improvement District (CGLBID)
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, 5/15/13, 7/?/13,10/?/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
Approved by CGLBID Board 4/17/13
EXHIBIT A
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
Approved by CGLBID Board 4/17/13
Summary of CGLBID Assessment collections
EXHIBIT B
Property
Total
Deposits
Less 4%
Admin Fee
Available
Deposits
(A)
Expenses
Pending Pending Paid
Approval Payment (B)
Account
Balance
(A) -(B)
Grand Pacific Palisades Hotel
Park Hyatt Aviara
Sheraton Carlsbad Resort
11,888 476
30,558 1,222
34,492 1,380
11,412
29,336
33,112
12,100 11,412
39,989 33,112
(688)
29,336
(6,877)
Grand Pacific Palisades Hotel
Park Hyatt Aviara
Sheraton Carlsbad Resort
76,938 3,078 73,860 52,089 44,524 21,771
May 15^ 2013 Reimbursement Request
Grand
Sheraton Pacific
Carlsbad Palisades Total
Advertising and Marketing 27,000 3,250 30,250
Public Relations 5,000 5,000
Sales and Marketing Contract 8,550 3,850 12,400
Director of Sales Salary 4,439 4,439
39,989 12,100 52,089