HomeMy WebLinkAbout2020-08-25; City Council; ; Audit of The Crossings at Carlsbad Golf Course and Update on Audit Activities Meeting Date: August 25, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Brigid Okyere, Internal Auditor
brigid.okyere@carlsbadca.gov, 760-602-2429
Laura Rocha, Deputy City Manager, Administrative Services
laura.rocha@carlsbadca.gov, 760-602-2415
Subject: Audit of The Crossings at Carlsbad Golf Course and Update on Audit
Activities
Recommended Action
Receive a presentation on the results of the internal audit of The Crossings at Carlsbad Golf
Course and an update on audit activities.
Executive Summary
The City Council approved the Internal Audit Plan for fiscal year 2020-21, which carried forward
the previous year’s requested audit of The Crossings. The internal auditor is presenting a
summary of the audit results and an update on pending audit activities.
Discussion
In August 2019, the City Council approved the internal auditor to include in the fiscal year 2019-
20 Internal Audit Plan a performance audit of The Crossings, including specifics related to
financial performance, sexual harassment and the city’s interaction with and oversight of the
golf course.
The Internal Audit Plan for fy 2019-20 included this audit, which was subsequently shifted into
the fy 2020-21 Internal Audit Plan. The internal auditor completed the audit of The Crossings in
July 2020 and submitted the attached report to the City Council in a council memo on Aug. 6,
2020. The report content includes the audit’s objectives, methodology and findings and
conclusions. At the end of the report, the internal auditor recommended several corrective
actions to the golf course steering committee in response to audit conclusions.
For this report, the internal auditor will present:
• A summary of The Crossings at Carlsbad Golf Course audit results
• The status of ongoing audits performed by the internal auditor
• The status of transient occupancy tax compliance audits for a selection of 12 hotels in
the City of Carlsbad performed by an external auditor
Aug. 25, 2020 Item #7 Page 1 of 48
Fiscal Analysis
This is an informational item with no fiscal impact. There may an impact to the city’s financial
statements depending on how it chooses to implement the first recommendation cited in
Report 2020-21 The Crossings at Carlsbad Golf Course. This would be discussed by the Finance
Department and brought to the City Council for consideration at a later date.
Environmental Evaluation (CEQA)
This action does not constitute a “project” within the meaning of the California Environmental
Quality Act under California Public Resources Code Section 21065 in that it has no potential to
cause either a direct physical change in the environment or a reasonably foreseeable indirect
physical change in the environment and therefore does not require environmental review.
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1. Report 2020-02, The Crossings at Carlsbad Golf Course
Aug. 25, 2020 Item #7 Page 2 of 48
Aug. 25, 2020 Item #7 Page 3 of 48
Aug. 25, 2020 Item #7 Page 4 of 48
Aug. 25, 2020 Item #7 Page 5 of 48
Aug. 25, 2020 Item #7 Page 6 of 48
Aug. 25, 2020 Item #7 Page 7 of 48
Aug. 25, 2020 Item #7 Page 8 of 48
Aug. 25, 2020 Item #7 Page 9 of 48
Aug. 25, 2020 Item #7 Page 10 of 48
Aug. 25, 2020 Item #7 Page 11 of 48
Aug. 25, 2020 Item #7 Page 12 of 48
Aug. 25, 2020 Item #7 Page 13 of 48
Aug. 25, 2020 Item #7 Page 14 of 48
Aug. 25, 2020 Item #7 Page 15 of 48
Aug. 25, 2020 Item #7 Page 16 of 48
Aug. 25, 2020 Item #7 Page 17 of 48
Aug. 25, 2020 Item #7 Page 18 of 48
Aug. 25, 2020 Item #7 Page 19 of 48
Aug. 25, 2020 Item #7 Page 20 of 48
Aug. 25, 2020 Item #7 Page 21 of 48
Aug. 25, 2020 Item #7 Page 22 of 48
Aug. 25, 2020 Item #7 Page 23 of 48
Aug. 25, 2020 Item #7 Page 24 of 48
Aug. 25, 2020 Item #7 Page 25 of 48
Aug. 25, 2020 Item #7 Page 26 of 48
Aug. 25, 2020 Item #7 Page 27 of 48
Aug. 25, 2020 Item #7 Page 28 of 48
Aug. 25, 2020 Item #7 Page 29 of 48
Aug. 25, 2020 Item #7 Page 30 of 48
Aug. 25, 2020 Item #7 Page 31 of 48
Aug. 25, 2020 Item #7 Page 32 of 48
Laura Rocha, Deputy City Manager, Administrative Services
Brigid Okyere, Internal Auditor
Aug. 25, 2020
Internal audit of The Crossings at
Carlsbad Golf Course
Audit objectives
•Financial performance
•Golf market and other municipal golf courses
•City oversight of golf course management
•Sexual harassment policy compliance
Background
•JC Management –March 2018
•Contract with the Authority; members of the board are the City Council members
•Golf course steering committee performs regular monitoring and oversight
•Golf course built with a combination of funds from revenue bonds and the city’s General Fund
•Project approved by voters in 1989. Opened in 2007
General Fund contributions
•General Fund contributions total $76.3 million
for The Crossings’ construction, debt service
payments, and a portion of its operating costs.
•$55.5 million in advances
•$20.8 million in transfers
Status of Repayment
•Generally, cash flows from golf operations have not been sufficient to repay past advances
•2011 –repayment with interest accrual is highly unlikely
•2012 –started recording as transfers, not advances
•2014 –the City Council discontinued accruing interest on advances
•Effect on financial reporting:
–Interfund advance balance of $55.5 million presented in CAFR
–Should be reduced if repayment not expected within reasonable time
Municipal Golf Courses FY 2018-19
City Course (holes)Rounds played Operating revenues
Operating
expenses before depreciation
Operating income
(loss) before depreciation Depreciation Operating income (loss)
Carlsbad The Crossings (18)64,185 $7,978,896 $7,507,062 $471,834 $3,527,563 $(3,055,729)
Municipal Golf courses JC Management considers part of its competitive set
Encinitas Encinitas Ranch (18)68,190 4,994,117 3,715,510 1,278,607 346,579 932,028
Indian Wells Indian Wells (36)74,589 15,108,397 15,172,027 (63,630)2,143,751 (2,207,381)
La Quinta SilverRock (18)44,949 3,773,396 4,304,239 (530,843)254,683 (785,526)
Palm Desert Desert Willow (36)92,169 8,830,896 7,510,449 1,320,447 1,057,971 262,476
Palm Springs Tahquitz Creek (36)87,255 5,156,635 4,551,294 605,341 191,094 414,247
San Clemente San Clemente (18)80,567 2,300,476 1,806,350 494,126 334,988 159,138
Yorba Linda Black Gold Golf Club (18)59,237 6,042,347 5,409,052 633,295 753,536 (120,241)
Other municipal golf courses in the region
Anaheim Anaheim Hills and Dad Miller (36)105,952 4,306,000 4,462,000 (156,000)495,000 (651,000)
Coronado Coronado Golf (18)88,203 3,410,058 3,755,962 (345,904)233,951 (579,855)
City Course (holes)
Rounds
played
Operating
revenues
Operating
expenses before
depreciation
Operating income
(loss) before
depreciation Depreciation
Operating
income (loss)
Carlsbad The Crossings (18)64,185 $7,978,896 $7,507,062 $471,834 $3,527,563 $(3,055,729)
Municipal Golf courses JC Management considers part of its competitive set
Encinitas Encinitas Ranch (18)68,190 4,994,117 3,715,510 1,278,607 346,579 932,028
Indian Wells Indian Wells (36)74,589 15,108,397 15,172,027 (63,630)2,143,751 (2,207,381)
La Quinta SilverRock (18)44,949 3,773,396 4,304,239 (530,843)254,683 (785,526)
Palm Desert Desert Willow (36)92,169 8,830,896 7,510,449 1,320,447 1,057,971 262,476
Palm Springs Tahquitz Creek (36)87,255 5,156,635 4,551,294 605,341 191,094 414,247
San Clemente San Clemente (18)80,567 2,300,476 1,806,350 494,126 334,988 159,138
Yorba Linda Black Gold Golf Club (18)59,237 6,042,347 5,409,052 633,295 753,536 (120,241)
Other municipal golf courses in the region
Anaheim Anaheim Hills and Dad Miller (36)105,952 4,306,000 4,462,000 (156,000)495,000 (651,000)
Coronado Coronado Golf 88,203 3,410,058 3,755,962 (345,904)233,951 (579,855)
City Course (holes)
Rounds
played
Operating
revenues
Operating
expenses before
depreciation
Operating income
(loss) before
depreciation Depreciation
Operating
income (loss)
Carlsbad The Crossings (18)64,185 $7,978,896 $7,507,062 $471,834 $3,527,563 $(3,055,729)
Municipal Golf courses JC Management considers part of its competitive set
Encinitas Encinitas Ranch (18)68,190 4,994,117 3,715,510 1,278,607 346,579 932,028
Indian Wells Indian Wells (36)74,589 15,108,397 15,172,027 (63,630)2,143,751 (2,207,381)
La Quinta SilverRock (18)44,949 3,773,396 4,304,239 (530,843)254,683 (785,526)
Palm Desert Desert Willow (36)92,169 8,830,896 7,510,449 1,320,447 1,057,971 262,476
Palm Springs Tahquitz Creek (36)87,255 5,156,635 4,551,294 605,341 191,094 414,247
San Clemente San Clemente (18)80,567 2,300,476 1,806,350 494,126 334,988 159,138
Yorba Linda Black Gold Golf Club (18)59,237 6,042,347 5,409,052 633,295 753,536 (120,241)
Other municipal golf courses in the region
Anaheim Anaheim Hills and Dad Miller (36)105,952 4,306,000 4,462,000 (156,000)495,000 (651,000)
Coronado Coronado Golf (18)88,203 3,410,058 3,755,962 (345,904)233,951 (579,855)
City Course (holes)
Rounds
played
Operating
revenues
Operating
expenses before
depreciation
Operating income
(loss) before
depreciation Depreciation
Operating
income (loss)
Carlsbad The Crossings (18)64,185 $7,978,896 $7,507,062 $471,834 $3,527,563 $(3,055,729)
Municipal Golf courses JC Management considers part of its competitive set
Encinitas Encinitas Ranch (18)68,190 4,994,117 3,715,510 1,278,607 346,579 932,028
Indian Wells Indian Wells (36)74,589 15,108,397 15,172,027 (63,630)2,143,751 (2,207,381)
La Quinta SilverRock (18)44,949 3,773,396 4,304,239 (530,843)254,683 (785,526)
Palm Desert Desert Willow (36)92,169 8,830,896 7,510,449 1,320,447 1,057,971 262,476
Palm Springs Tahquitz Creek (36)87,255 5,156,635 4,551,294 605,341 191,094 414,247
San Clemente San Clemente (18)80,567 2,300,476 1,806,350 494,126 334,988 159,138
Yorba Linda Black Gold Golf Club (18)59,237 6,042,347 5,409,052 633,295 753,536 (120,241)
Other municipal golf courses in the region
Anaheim Anaheim Hills and Dad Miller (36)105,952 4,306,000 4,462,000 (156,000)495,000 (651,000)
Coronado Coronado Golf (18)88,203 3,410,058 3,755,962 (345,904)233,951 (579,855)
Recommendation #1
•Golf course cash flows may not be sufficient to repay the city’s General Fund for previously advanced funds within a reasonable period of time.
•Recommendation: Finance Department return to the City Council with its assessment whether to continue reporting the $55 million advance in the CAFR so that the city is in compliance with government accounting standards.
Golf Performance
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
$4,500,000
CY 2009 CY 2010 CY 2011 CY 2012 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019
Golf revenues Golf expenses Golf net income
Food & Beverage Performance
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
CY 2009 CY 2010 CY 2011 CY 2012 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019
Food and beverage revenues Food and beverage expenses Food and beverage net income
Summary of Operating Revenues and
Expenses
2019 2018 2017 2016 2015 2014 2013 2012 2011 2010 2009
Total operating
revenues $7,979 $7,973 $7,119 $6,988 $6,709 $6,635 $6,278 $6,127 $5,850 $5,625 $5,801
Operating expenses:
Golf course
operations 7,507 6,992 6,619 6,320 6,302 6,228 5,983 6,043 6,169 6,264 6,582
Depreciation 3,528 3,567 3,488 3,502 3,492 3,469 3,296 3,478 3,478 3,478 3,744
Total operating
expenses 11,035 10,559 10,107 9,822 9,794 9,697 9,279 9,521 9,647 9,742 10,326
Operating income
(loss)$(3,056)$(2,586)$(2,988)$(2,834)$(3,085)$(3,062)$(3,001)$(3,394)$(3,798)$(4,117)$(4,525)
Recommendations 2-5
•Document steering committee’s analysis of golf course spending
•Document important decisions and agreed-upon
outcomes
•Request and act on results of JC Management’s
internal audits
•Formally designate a project manager
The City’s responsibility
•The city’s agreement with JC Management
addresses indemnification, liability, insurance,
and covenants against discrimination.
Compliance with key laws related to
sexual harassment
•JC Management’s policy in employee handbook covers harassment, discrimination, and retaliation
•Evidence supports JC Management ensure employees at The Crossings acknowledge receipt of aforementioned policy
•JC Management’s employee files support that it handled internal complaints or allegations of misconduct at The Crossings appropriately
•JC Management posted employment notices related to harassment
Training Requirements
•At time of review, California law required supervisors to receive two hours of training within 6 months and then every two years.
•JC Management complied with training requirement for 20 of its 24 supervisors at The Crossings during audit period.
•All current supervisors are up-to-date with training requirements.
•Training itself met the requirements in California law
Conclusion
•Golf Course Audit
–Recommendation #1 still in progress
–Recommendations #2-5 implemented
•Credit card audit is ongoing
•TOT audit is ongoing
Thank You