HomeMy WebLinkAbout2014-10-15; Carlsbad Golf Lodging Business Improvement District; 10-14-15; Reimbursements Requests Carlsbad Golf LodgingCARLSBAD GOLF LODGING
BUSINESS IMPROVEMENT DISTRICT
AGENDA BILL
AB# 10-14-15 Approve Reimbursement Requests
Carlsbad Golf Lodging Business
Improvement District (CGLBID)
CGLBID STAFF
MTG. 10-15-14
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. 2014-6G approving the Reimbursement Requests from the Sheraton
Carisbad, 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 Carisbad 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
quarteriy 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 reimliursement requests submitted by the Sheraton
Carisbad, 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 September 30, 2014 CGLBID Assessment revenue was $124,242. Reimbursement
requests from the Sheraton Carisbad were $42,458 of which a $42,110 is available and is being
recommended for payment. Reimbursement requests from the Grand Pacific Palisades were
$4,673 of which $4,673 Is available and is being recommended for payment. Reinhbursement
requests from the Park Hyatt Aviara were $124,103 of which $124,103 is available and is being
recommended for payment.
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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. 2014-6G approving the Reimbursement Requests from the Sheraton
Carisbad, 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 A
Carlsbad Golf Lodging Business Improvement District (CGLBID)
Process for Reimbursement
fsee 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 lO"' 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 wiil 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, 7/10/13,10/7/13
• 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 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 advertising a member's property and a Carisbad
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 jj^
Summary of CGLBID Assessment Collections
EXHIBIT B
Property
Total
Deposits
Less 4%
Admin Fee
Available
Deposits (A)
Expenses
Pending
Approval Paid (B)
Account
Balance
(A)-{B)
Grand Pacific Palisades Hotel
Park Hyatt Aviara
Sheraton Carlsbad Resort
Carlsbad By the Sea
89,244
256,888
250,754
16,036
3,570
10,276
10,030
641
85,674
246,612
240,724
15,395
4,673 70,993
124,103 117,362
42,458 198,614'
14,681
129,251
42,110
15,395
Grand Pacific Palisades Hotel
Park Hyatt Aviara
Sheraton Carlsbad Resort
Carlsbad By the Sea
612,922 24,517 588,405 171,234 386,969 201,436
Check
Request
amount
4,673
124,103
42,110
October 15. 2014 Reimbursement Requests
Grand
Sheraton Pacific Park Hyatt
Carisbad Palisades Aviara Total
Advertising and Marketing 20,032 4,673 113,055 137,771
Public Relations 3,000 3,000
Sales and Marketing Contract -
Sales Personnel Salary 19,426 11,039 30,464
42,458 4,673 124,103 171,235
EXHIBIT 1
1 RESOLUTION NO. 2014-6G
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2 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 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; 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 October 15 reimbursement requests shovm at
Exhibit B and authorizes staff to pay the following amounts to the following hotels:
Sheraton Carlsbad $42,110
Grand Pacific Palisades Hotel $14,681
Park Hyatt Aviara $ 124,103
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PASSED, APPROVED, AND ADOPTED at a regular meeting ofthe Board of
Directors of the Carlsbad Golf Lodging District on the 15 day of
October 2014, by the following vote to wit:
AYES: Board Members Glaser, Allen, Stripe.
NOES: None.
ABSENT: None.
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12 BARBARA ENGI\pSON
Pro Tem Clerk of the
13 Carlsbad Golf Lodging Business Improvement District
Gary Glaser
Chair
ATTEST:
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