HomeMy WebLinkAbout2013-07-10; Carlsbad Golf Lodging Business Improvement District; 07-13-08; Approve Reimbursement Requests CGLBIDCARLSBAD GOLF LODGING
BUSINESS IMPROVEMENT DISTRICT
AGENDA BILL
AB# 07-13-08
MTG. 7-10-13
Approve Reimbursement Requests
Carlsbad Golf Lodging Business
Improvement District (CGLBID)
CGLBID STAFF
GENERAL
COUNSEL
RECOMMENDED ACTION:
Adopt Resolution No. 2013-7G approving the Reimbursement Requests from the Sheraton
Carlsbad, the Grand Pacific Palisades Hotel, and the Park Hyatt Aviara 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
detennine 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, Grand Pacific Palisades Hotel and Park Hyatt Aviara 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 June 30, 2013 CGLBID Assessment revenue was $135,156. Reimbursement requests
from the Sheraton Carlsbad were $46,582 of which $23,916 is available and is being
recommended for payment. Reimbursement requests from the Grand Pacific Palisades were
$25,561 of which $8,973 is available and is being recommended for payment. Reimbursement
requests from the Park Hyatt Aviara were $44,238 of which $44,238 is available and is being
recommended for payment.
APPROVED ^'/0-l3>
ENVIRONMENTAL IMPACT:
This action does not approve any projects that will have a physical adverse affect on the
environment so it falls within the general rule under CEQA that this is not a project (CEQA
Regulation 15378 (b)).
EXHIBITS:
1. Resolution No. 2013-7G approving the Reimbursement Requests from the Sheraton
Carlsbad, the Grand Pacific Palisades Hotel, and the Park Hyatt Aviara 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
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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 ofthe 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 ofthe additional assessment shall be used to promote golf
related tourism within the boundaries ofthe district; and
WHEREAS, each assessed hotel would determine how to spend the ftinds 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
ofthe CGLBID Board up to the amount collected per property minus administrative fees per the
reimbursement process as shown at Exhibit A; and
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 July 10* reimbursement requests shown at Exhibit
B and authorizes staff to pay the following amounts to the following hotels:
Sheraton Carlsbad $23,916
Grand Pacific Palisades Hotel $ 8,973
Park Hyatt Aviara $44,238
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PASSED, APPROVED AND ADOPTED at a special meeting of the Board of
Directors of the Carlsbad Golf Lodging Business Improvement District of the City of
Carlsbad held on the 10*^ day of July 2013 by the following vote, to wit:
AYES: Board Members Stiebeling, Glaser, Stripe.
NOES: None.
ABSENT: None.
MARK NG, Chair
ATTEST:
ENGliESON
;ierk of the Carlsbad Golf
Lodging Business Improvement District
-2-
EXHIBIT A
Carlsbad Golf Lodging Business Improvement District (CGLBID)
Process for Reimbursement
(see Chapter 3.38 of CIVIC 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 forthat quarter's reimbursement.
BID manager will review documentation and detemnine 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, 5/15/13,7/10/13,10/?/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
EXHIBIT B
Summary of CGLBID Assessment collections
Expenses
Account check
Total Less 4% Available Pending Pending Paid Balance Request
Prooertv Deposits Admfn Fee Deposits (A) Approval Payment (i) (B) (A)-(B) amount
Grand Pacific Palisades Hotel 21,234 849 20,385 25,561 688 11,412 (16,588) 8,973
Park Hyatt Aviara 54,518 2,181 52,337 44,238 8,099 44,238
Sheraton Carlsbad Resort 59,404 2,376 57,028 46,582 6,877 33,112 (22,666) 23,916
135,156 5,406 129,750 116,381 7,565 44,524 (31,155)
(1) These amounts represent expenses that were previously approved but not paid out due to inadequate cash,
July 10,2013 Reimbursement Requests
Grand ^ Park
Sheraton Pacific Hyatt
Carlsbad Palisades Aviara Total
Advertising and Marketing 11,136 44,238 55,373
Public Relations 11,250 11,250
Sales and Marketing Contract 10,075 3,175 13,250
Director of Sales Salary 4,673 4,673
Golf Carts 31,834 31,834
46,582 25,561 44,238 116,381