HomeMy WebLinkAbout2013-10-16; Carlsbad Golf Lodging Business Improvement District; Resolution 2013-8GEXHIBIT 1
1 RESOLUTION NO. 2013-8G
2 RESOLUTION OF THE BOARD OF DIRECTORS OF THE
CARLSBAD GOLF LODGING BUSINESS IMPROVEMENT
^ DISTRICT, ADOPTING THE PROPOSED REIMBURSEMENT
4 PROCESS
^ WHEREAS, at its November 27, 2012 meeting, the Carisbad 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 Carisbad
Golf Lodging Business Improvement District, as follows:
1. That the above recitations are true and correct.
2. The CGLBID Board approves the October 16* reimbursement requests shown at
Exhibit B and authorizes staff to pay the following amounts to the following hotels:
Sheraton Carisbad $41,454
Grand Pacific Palisades Hotel $ 15,261
Park Hyatt Aviara $ 17,430
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PASSED, APPROVED, AND ADOPTED at a regular meeting ofthe Board of
Directors of the Carlsbad Golf Lodging District on the day of
2013, by the following vote to wit:
AYES:
NOES:
ABSENT:
Gary Glaser
Vice- Chair
ATTEST
IGLESOl
)ofthe
Lodging Bu^mt mprovement District
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EXHIBITA
Carlsbad Golf Lodging Business Improvement 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*^ ofthe month following the end ofthe 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.
• Where 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 1/30/13,4/17/13,5/15/13,7/10/13,10/9/13
• 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
EXHIBITA
such as:
• A brand Initiative such as Marriott, Hilton, Starwood, or Hyatt advertising the
member's property in conjunction with a Carisbad 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
Summary of CGLBID Assessment Collections
EXHIBIT B
Expenses
Account Check
Total Less 4% Available Pending Pending Paid Balance Request
Prooertv Deposits Admin Fee Deposits (A) Approval Payment (i) (B) (A)-(B) amount
Grand Pacific Palisades Hotel 37,132 1,485 35,647 500 17,275 20,385 15,261 15,261
Park Hyatt Aviara 94,396 3,776 90,620 17,430 44,238 46,383 17,430
Sheraton Carlsbad Resort 102,586 4,103 98,483 16,299 29,543 57,028 41,454 41,454
234,114 9,365 224,749 34,229 46,818 121,651 103,098
(1) These amounts represent expenses that were previously approved but not paid out due to Inadequate cash.
{2) These expenses will be reimbursed in the next quarters reimbursement
October 16, 2013 Reimbursem ent Requests
Grand
Sheraton Pacific Park Hyatt
Carlsbad Palisades Aviara Total
Advertising and Marketing 10,000 10,000
Public Relations 11,750 500 7,430 19,680
Sales and Marketing Contract 4,549 4,549
Director of Sales Salary -
1 16,299 500 17,430 34,229