HomeMy WebLinkAbout2014-07-30; Carlsbad Golf Lodging Business Improvement District; Resolution 2014-5GEXHIBIT 1
^ RESOLUTION NO. 2014-5G
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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 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 of the district; and
WHEREAS, each assessed hotel would determine how to spend the funds collected by
their respective property provided the expendihire are for an approved golf related expense; and
WHEREAS, reimbursement of these expenses would be made quarterly upon approval
ofthe 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
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PASSED, APPROVED, AND ADOPTED at a regular meeting ofthe Board of
Directors ofthe Carlsbad Tourism Business Improvement District on the 30tl^av of
J"'y 2014, by the following vote to wit:
AYES: Board Members Stripe, Kirken, Nayudu, Becerra, Allen.
NOES: None.
ABSENT: Board Members Akers, Canepa
ATTEST:
BARBARA ENGLESON
Pro Tem Clerk of the
Carlsbad Tourism Business Improvement District
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EXHIBIT A
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* 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 ofthe 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, lO/P/13
• Allowable expenditures indude 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 Carlsbad 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 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 A/17/13
Summary of CGLBID Assessment Collections
EXHIBIT B
Expenses
Account Check
Total Less 4% Available Pending Balance Request
Property Deposits Admin Fee Deposits (A) Approval Paid (B) (A)-{B) amount
Grand Pacific Palisades Hotel 73,952 2,958 70,994 30,244 57,576 13,417 13,417
Park Hyatt Aviara 208,838 8,354 200,484 22,479 94,883 105,602 22,479
Sheraton Carlsbad Resort 206,890 8,276 198,614 48,606 161,287 37,327 37,327
489,680 19,587 470,093 101,329 313,746 156,346
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