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Home My WebLink About2008-03-18; Carlsbad Tourism Business Improvement District; 03-08-26; Approval of CTBID grant guidelines and applicationCARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT AGENDA BILL AB# 03-08-26 MTG. 3-18-08 APPROVAL OF CTBID GRANT GUIDELINES AND APPLICATION DEPT. ADMIN SERVICES ORIGINATOR GENERAL COUNSEL RECOMMENDED ACTION: Adopt Resolution No. 2008-1 approving the CTBID grant guidelines and application. ITEM EXPLANATION: At its November 13, 2007 meeting, staff presented the results of a survey they conducted on how other BID's handle funding requests. Based on this presentation, the Carlsbad Tourism Business Improvement District (CTBID) Board of Directors directed staff to create guidelines to establish a formal grant program for the CTBID, similar to the guidelines used by Greater Philadelphia Tourism Marketing Corporation. They also directed staff to include 5% in next year's budget to fund these grant requests. Attached at Exhibit 2 are the guidelines and application developed for the CTBID Grant Program. 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 15738 (b)). FISCAL IMPACT: The CTBID 2007-08 budget is $800,300. Based on this amount, 5% or $40,000 will be set aside in the 2008-09 CTBID budget to fund grant requests. EXHIBITS: 1. Resolution No. 2008-1 approving the CTBID grant guidelines and application. 2. CTBID Grant Guidelines DEPARTMENT CONTACT: Cheryl Gerhardt, 760-602-2409, email cgerh@ci.carlsbad.ca.us EXHIBIT 1 1 RESOLUTION NO. 2008-1 2 RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT, APPROVING THE CTBID GRANT GUIDELINES 4 AND APPLICATION 5 WHEREAS, the City Council of the City of Carlsbad adopted Ordinance No. NS-778 6 enacting Chapter 3.37 of the Carlsbad Municipal Code on November 15, 2005 thereby creating 7 the Carlsbad Tourism Business Improvement District (CTBID); and 8 WHEREAS, the primary purpose of the CTBID is to promote tourism and provide 9 services to visitors to the City of Carlsbad; and 10 WHEREAS, the City Council has authorized the Board of Directors of the CTBID to 11 conduct the business of the CTBID in the time, place and manner that best suits the needs of the 12 Board of Directors of the CTBID, subject to the control of federal, state and local laws governing 13 the activities of a Business Improvement District; and 14 WHEREAS, the City Council has provided the Board of Directors with the ability to 15 contract for services or programs necessary to carry out the purpose of the CTBID; and 16 WHEREAS, the CTBID has created a grant program to fund projects or events that are 17 going to increase the overnight stays in Carlsbad hotels; and 18 WHEREAS, Grant guidelines and application have been created for this program; and 19 NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad 20 Tourism Business Improvement District, as follows: 21 1. That the above recitations are true and correct. 22 2. That the CTBID Grant program guidelines and application shown at Exhibit 2 are 23 approved. 24 /// 25 /// 26 /// 27 /// 28 PASSED, APPROVED, AND ADOPTED at a regular meeting of the Board of Directors of the Carlsbad Tourism Business Improvement District on the ( Q day of 2008, by the following vote to wit: AYES: NOES: ABSENT: TIMOTHY ST Vice Chairperson ATTEST: Pro Tern erk of the Carlsbad Tourism Business Improvement District -3- EXHIBIT 2 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT GRANT PROGRAM GUIDELINES AND APPLICATION I. ABOUT THE GRANT PROGRAM The Carlsbad Tourism Business Improvement District (CTBID) Grant Program is a program developed by the CTBID, an assessment district created by the hotels in Carlsbad to administer marketing and visitor programs to promote the City of Carlsbad as a tourism visitor destination and to fund projects, programs, and activities, including appropriate administrative charges, that benefit hotels within the boundaries of the District. The objectives of the grant program are to: • Fund projects or events that are going to increase the overnight stays in hotels; • Encourage the development of innovative tourism products; • Promote collaboration within and across sectors of the tourism industry; . Reach important travel segments such as multicultural, family and senior markets; « Strengthen the marketing capacity of our partnering organizations; and • Combine the resources of the CTBID and its tourism partners to leverage their collective marketing efforts. The grant program was created by the CTBID Board in 2008 setting aside 5% of the CTBID budget for grant awards beginning with the 2008-09 Budget. In Fiscal Year 2008-09, up to $40,000 will available for grant awards. II. TYPES OF PROJECTS SUPPORTED CTBID Grants generally funds out-of-region marketing projects including festivals, performing & fine art events, sporting events, youth events and history & heritage events. A primary goal of the program is to promote overnight stays; therefore, one-day events are ineligible for support. Added weight is given to projects that include a hotel tie in (e.g. special rate or package) and projects with high attendance. III. ABOUT GRANT ELIGIBILITY The lead organization applying for CTBID grant funds must be: . An organization with a significant interest in the promotion of a tourist destination/attraction/activity, or regional tourist promotion agency. . Promoting a destination/attraction/activity that takes place in Carlsbad. The proposed project must occur between July 1, 2008 and June 30, 2009. Grant recipients will be required to: . Sign a letter of agreement binding their organization(s) to the terms and conditions set forth in the funding guidelines, project proposal, and grant contract • Obtain pre-approval from CTBID Board for the media plan, advertising and collateral design paid for by the grant • Acknowledge CTBID funding on advertising materials . Submit a final report detailing the results of the project Grants are awarded annually and must be matched by the grantee organization one dollar per dollar awarded. EXHIBIT 2 IV. ABOUT ELIGIBLE MARKETING ACTIVITIES AND EXPENSES Grant funds may be used for the following marketing-related purposes only: . The purchase of recognized and audited out-of-region media advertising (Includes print and broadcast media) . Printing and mailing costs for collateral materials (Including guides, directories, and direct mail materials) . Mailing costs for direct mail campaigns • Creative costs up to 20 percent of the total amount of the grant . Web related costs, including web based advertising and development of new sections to existing web sites • Marketing efforts above and beyond normal marketing done in the past V. ABOUT INELIGIBLE MARKETING ACTIVITIES AND EXPENSES The following activities cannot be covered by grant funds: . Staffing or personnel costs • Outdoor advertising (billboards and other unaudited media) . Travel, food, lodging and/or entertainment expenses . Expenses not directly related to the approved program VI. ABOUT AWARD CRITERIA Projects will be selected based on whether the project meets the goals and objectives of the CTBID and the following criteria: Compelling nature of the project and its potential image impact for the region Potential to attract significant numbers of visitors and to generate overnight stays Strength of marketing and public relations plan, including partnerships Likelihood that project will receive publicity outside San Diego market Organizational capacity for and commitment to marketing Potential to complement and enhance the CTBID's regional marketing VII. ABOUT THE PROPOSAL REVIEW PROCESS A subcommittee appointed by the CTBID Board will review grant applications. Applicants may be interviewed or asked to provide additional information as part of the review process. This subcommittee will make funding recommendations to the CTBID Board. CTBID's board of directors approves final grant recipients. VIII. ABOUT DISTRIBUTION OF FUNDS AND GRANT REPORTING Funds are disbursed on a reimbursement basis. CTBID will reimburse grantees upon receipt of the final report detailing the results of the project along with copies of the pre-approved advertisements and collateral materials supported through the grant. The request for payment will accompany the final report and will include a detailed account of grant related and matching expenses. IX. INDEMNIFY Applicant will indemnify and hold harmless the CTBID Board members, the City of Carlsbad, the City Council, its officers, agents and employees from any and all liabilities, penalties, fines or any damage to goods, properties or effects of any person whatever. EXHIBIT 2 Carlsbad Tourism Business Improvement District GRANT APPLICATION Submit to; Due Date: June 2, 2008 Carlsbad Tourism Business Improvement District c/o Administrative Services Department 1635 Faraday Avenue Carlsbad, CA 92008 Please complete the following application. You may attach additional pages if necessary. Name of Applicant: Address: Phone: (____) Email., Contact 1 name phone Federal Tax ID # or Social Security #: Amount of Grant Request: $ Program Description/Scope (please use additional pages if necessary but no more than Describe your program: EXHIBIT 2 How will the program benefit Carlsbad tourism? Projected # of out of town visitors Projected # of overnight stays Applicant Background: This applicant is a (an): I I Non-Profit [~~| Local Public Agency I I For-Profit [~] Individual D Other Years in Business: Number of Employees: Number of Volunteers: (Please attach an organization chart, if available.) Names of Officers and Board of Directors: Name: Title: Experience in Program Area: EXHIBIT 2 Financial Capabilities/Budget: Current funding sources and levels (identify source of matching funds): Reporting Requirements: A report on how the funds were spent will be required to be filed with the CTBID. Proof of program expenses (i.e. receipts) are required to be held for two years during which time the CTBID reserves the right to audit the records. We agree to adhere to the reporting requirements described above. Yes I I No I I Other Requirements Grant recipients will be required to recognize on all printed material that grant program is funded in part by the CTBID. Certification: I, the undersigned, do hereby attest that the above information is true and correct to the best of my knowledge. Signature Title Date Grant Application Timetable April 1, 2008 Grant guidelines available June 2, 2008 Grant applications due to City office by 5 p.m. June/July 2008 Grant applications reviewed by subcommittee July 2008 Grant recipients announced