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Home My WebLink About2014-07-30; Carlsbad Golf Lodging Business Improvement District; 7-14-14; Approve Reimbursement Requests CGLBIDCARLSBAD GOLF LODGING BUSINESS IMPROVEMENT DISTRICT AGENDA BILL AB# 7-14-14 Approve Reimbursement Requests Carlsbad Golf Lodging Business Improvement District (CGLBID) CGLBID STAFF MTG. 7-30-14 Approve Reimbursement Requests Carlsbad Golf Lodging Business Improvement District (CGLBID) GENERAL COUNSEL Approve Reimbursement Requests Carlsbad Golf Lodging Business Improvement District (CGLBID) RECOMMENDED ACTION: Adopt Resolution No. 2014-5G 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 Carisbad 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, 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, 2014 CGLBID Assessment revenue was $325,738. Reimbursement requests from the Sheraton Carlsbad were $48,606 of which a $37,327 is available and is being recommended for payment. Reimbursement requests from the Grand Pacific Palisades were $30,244 of which $13,417 is available and is being recommended for payment. Reimbursement requests from the Park Hyatt Aviara were $22,479 of which $22,479 is available and is being recommended for payment. 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. 2014-5G 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.aerhardt carlsbadca.aov EXHIBIT 1 1 RESOLUTION NO. 2014-5G 2 RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD GOLF LODGING BUSINESS IMPROVEMENT DISTRICT, ADOPTING THE PROPOSED REIMBURSEMENT PROCESS 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 28 WHEREAS, at its November 27, 2012 meeting, the Carlsbad City Council adopted Ordinance No. CS-194 forming the Carisbad 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 ofthe 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; 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 ofthe Carlsbad Golf Lodging Business Improvement District, as follows: 1. That the above recitations are true and correct. 2. The CGLBID Board approves the July 30 reimbursement requests shown at Exhibit B and authorizes staff to pay the following amounts to the following hotels: Sheraton Carlsbad $37,327 Grand Pacific Palisades Hotel $13,417 Park Hyatt Aviara $22,479 1 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 28 PASSED, APPROVED, AND ADOPTED at a regular meeting ofthe Board of Directors of the Carlsbad Tourism Business Improvement District on the SOthday of July 2014, by the following vote to wit: AYES: Board Members Stripe, Kirken, Nayudu, Becerra, Allen. NOES: None. ABSENT: Board Members Akers, Canepa. Chair ATTEST: BARBARA ENGLESIDN Pro Tem Clerk of the ^ Carlsbad Tourism Business Improvement District /// /// /// /// /// /// /// /// /// /// /// /// EXHIBIT A Carlsbad Golf Lodging Business Improvennent 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 quarteriy 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. • W/here a reimbursement was denied by the CGLBID Board, the Board, pursuant to CMC § 3.28.070, may recommend to the Carisbad 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 transpori:ation 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 Carisbad golf course. Approved by CGLBID Board 4/17/13 EXHIBIT A 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 Carisbad golf course • On-line / Internet promotions jointly adveri:ising 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 Approval Paid (Bj Account Balance (A)-{B) Check Request amount 13,417 22,479 37,327 Grand Pacific Palisades Hotel Park Hyatt Aviara Sheraton Carisbad Resort 73,952 2,958 208,838 8,354 206,890 8,276 70,994 200,484 198,614 30,244 57,576 22,479 94,883 48,606 161,287 13,417 105,602 37,327 Check Request amount 13,417 22,479 37,327 Grand Pacific Palisades Hotel Park Hyatt Aviara Sheraton Carisbad Resort Check Request amount 13,417 22,479 37,327 Grand Pacific Palisades Hotel Park Hyatt Aviara Sheraton Carisbad Resort 489,680 19,587 470,093 101,329 313,746 156,346 Check Request amount 13,417 22,479 37,327 July 30, 2014 Reimbursement Requests Grand Sheraton Pacific Park Hyatt Carlsbad Palisades Aviara Total Advertising and Marketing 34,148 11,783 22,479 68,410 Public Relations 3,000 3,000 Sales and Marketing Contract - Director of Sales Salary 11,458 18,461 29,919 48,606 30,244 22,479 101,329