HomeMy WebLinkAboutSponsor - 2010 NCAA Men's Div II Golf CITY OF PALM DESERT
OFFICE OF THE CITY MANAGER
STAFF REPORT
REQUEST: Sponsorship Request for the 2010 NCAA Men's Division II Golf
Western Superregionals
SUBMITTED BY: John M. Wohlmuth, City Manager
DATE: January 28, 2010
CONTENTS: (1) Letter and back-up from California State University San
Bernardino Department of Intercollegiate Athletics dated
January 11, 2010
(2) Letters dated December 5, 2008 and September 15, 2009
to California State University San Bernardino
(3) Desert Willow President's Meeting Notes from
June 17, 2009, July 15, 2009, and August 12, 2009
Recommendation
By Minute Motion:
(1) Approve a contribution of $5,000 for the sponsorship of the
2010 NCAA Men's Division II Golf Western Superregionals
(2) Authorize funds from the Unobligated General Fund Reserve
Backqround
California State University San Bernardino was awarded the host university for the 2010
NCAA Men's Division II Golf Western Superregionals. The process for obtaining an
award of the Western Superregionals began in 2008 under then City Manager Carlos
Ortega. Due to these economic times and less revenue at Desert Willow Golf Resort, I
informed CSUSB that Desert Willow would lose approximately $60,000 in green fees if
Desert Willow Golf Resort hosts the Superregionals.
Staff Report
Sponsorship Request for the 2010 NCAA Men's Division II Golf Western Superregionals
January 28, 2010
Page Two
CSUSB negotiated an arrangement with The Classic Club for the May 1-5, 2010,
tournament. Palm Desert hotels will remain the host hotels for the tournament. CSUSB
and the Host Committee are requesting a $5,000 sponsorship from the City of Palm
Desert. Part of the $5,000 will be covered by the Transient Occupancy Tax generated
from the rental of room nights.
Fiscal Analysis
CSUSB has contracted for 160 room nights for the teams which would return $1,656 to
the City in TOT. This does not include family members, friends, and guests, which could
doubie the TOT collected.
Submitted By:
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� NCAA DIVISION 2 MEN'S GOLF
WESTERN SUPERREGIONALS
� HOST COMMITTEE SPONSORSHIP REQUEST
� "Brin in 20 of the to NCAA t
g g p eams from
� West of the Mississippi to Palm Desert, CA"
May 1-5, 2010
�
(Practice Round May 2)
� Championship Round May 3-5)
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CALIfOftNIA STATE UNIVERSITY
� SAN BERNARDI NO
Department of Intercollegiate Athletics
� January 11, 2010
� Mr. John Wolmuth, City Manager
City of Palm Desert, California
' 73-510 Fred Waring Drive
Palm Desert, CA 92260
� RE: REQUEST FOR HOST PARTICIPATION/SPONSORSHIP OF 2010 NCAA MEN'S
DNISION II GOLF WESTERN SUPERREGIONALS MAY 1-5, 2010
� Dear John:
As you know, California State University San Bernardino and our Palm Desert Campus have been selected
� by the NCAA to host the 2010 Men's Division II Golf Superregionals May 1-5. Our bid to host the event
was selected out of many competing proposals from regions across the western United States.
The event will be held at The Classic Club and the host hotels will be the Marriott Residence Inn and the
Courtyard by Marriott, both located within the City of Palm Desert. This May, the top twenty (20) teams in
NCAA Division II plus the top ten individuals (not associated with a top team) will come to your
� community to compete to determine who will go to the national championship.
At a time when the economy is otherwise challenged, it is exciting that we are able to work with you and
� other members of the community to bring this exciting event forward. In fact, the event will bring a
minimum of 320 room nights (just for the athletes and coaches) and an additional estimated 18U room nights
for parents, fans and administration.
As you can imagine, an event of this magnitude is a huge undertaking. We are honored to announce that
� Mr. Richard Oliphant, a member of your local business community has agreed to be the Host Committee
Co-Chairman along with Mr. Greg Rubino, General Manager of The Classic Club. Additionally, Mr. Dave
Stockton Jr. a former PGA Tour Member will serve as the "Honorary Chairman" We are also fortunate that
Palm Desert resident and CSUSB alum Michael Bracken will serve as a volunteer event coordinator.
�
We are asking that the City of Palm Desert be an event sponsor and join in helping host this event. To this,
� we are asking that the City appoint one (1)representative to ser�e on the official Host Committee and that
the City make an event contribution of$5,000 that will be used toward the Host Committee Banquet to be
held on Sunday May 2, 2010 at The Classic Club. The banquet is a tradition where all of the NCAA
� student-athlete participants, coaches, administration and local host committee members enjoy dinner and a
preview of the event. Finally, Dave Stockton Jr. will serve as a"key note speaker" during the dinner to
officially welcome the participants.
�
�`� 909.537.5011 • fax:909.537.5984
5500 UNIVERSITY ('ARKWAY, SAN BERNARDINO, CA 92407-2393
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� Wolmuth,John
NCAA Hust Committee Request
January I I,2010
� Page 2 of 2
Below is a brief list of the event host budget so that you have a better idea of how funds will be spent. We
� will also provide a certified letter at the end of the event signed by me personally to account for all
contributions.
� Proposed Host Committee Budget (total $24,820):
A. Welcome Dinner($35 (inc.) per person 250 people) _ $9,000
� B. Lunches for Athletes During Championship (120 x $12 x 3)= $4,320
C. Program (for Welcome Dinner)= $500
D. Gift from Coachella Valley (120 x $25) _ $3,000
� E. Men's Golf Scholarship = $5,000
F. Pre-Event Host Committee Meeting= $1,000
� G. Pre-Event Golf Host @ Classic Club = $2,000
John, thank you again for considering this request and working with Mr. Bracken to be part of this
� incredible opportunity. I know that former City Manager Carlos Ortega was a catalyst in originally working
to bring this event to the Coachella Valley and am hopeful that you will help continue his vision.
� If you have any questions or desire additional infarmation, please feel free to contact either myself at 909-
,
537-3015 or Michael Bracken at (760) 272-9136.
� Sincerely,
_��
� Dr. Kev' Hatcher .
Di ect �r of t tics
� tta ents: Marriott Hotel Room Contracts
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� DESCRIPTION OF GROUP AND EVENT
� The following represents an agreement between: Courtyard Palm Desert,74895 Frank Sinatra Drive, Palm Desert,CA,
9221 l,(760)776-4150 and California State University,San Bernardino Depardnent of Intercollegiate Athletics(CSUSB
Athletics).
ORGANIZATION: CSUSB Athletics
CONTACT:
� Name: Ricardo Hooper
Job Title: Associate Director of Athletics
Street Address: 5500 University Parkway
City, State,Postal Code: San Bernardino,CA 92407
Country: USA
� Phone Number: (909)537-3076
E-mail Address: rhooper@csusb.edu
NAME OF EVENT: NCAA Regional Golf Tournament
REFERENCE#: 1-ZJQZ3D
� OFFICIAL PROGRAM DATES: Saturday,OS/O1/2010-Wednesday,OS/OS/2010
TODAY'S DATE: Wednesday,December 2,2009
� GUEST ROOM COMMITMENT
� The Hotel agrees that it will provide,and CSUSB Athletics agrees that it will be responsible for utilizing, 160 room nights in
the pattern set forth below(such number and such pattern,the"Room Night Commihnent"):
Date Day King Queen/Queen Total Rooms
� 5/l/2010 Sat 20 20 40 �
5/2/2010 Sun . 20 . 20 40
� 5/3/2010 Mon 20 20 40
5/4/2010 Tue 20 20 40
� GROUP ROOM RATES �
Hotel confirms the following group rates,plus applicable state and local taJces(currently 11%), in addirion to a California
� Tourism Fee of$0.07 per room,per night, in effect at the time of check in:
f4S�..
Start Date End Date Room Type Single Double
� 5/I/2010 5/5/2010 King $115.00* $115.00*
,;;
5/1/2010 5/5/2010 Queen/Queen $115.00* $115.00*
� *Room rate includes breakfast for two(2)guests per room
COMMISSION
� The group room rates listed above aze net non-commissionable.CSUSB Athletics will advise its designated agency of these
rates and address any resulting agency compensation issues directly with the management of the appropriate agency.
� ❑Client Approval ❑Hotel Approval Page 1 of 3
MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
�
� ROOMS ATTRITION
CSUSB Athletics agrees that it will pay Hotel$115.00 for each room night not utilized below 136 room nights,plus
� applicable taues,as a reasonable estimate of the harm the arirition will cause the Hotel. Hotel agrees that after receiving this
payment, it will not seek additional damages.
� METHOD OF RESERVATIONS
Reservations for the Event will be made by a rooming list in a format provided by the Hotel. CSUSB Athletics will forward
its rooming list by Thursday, April l,2010.
,� CUT-OFF DATE
� Reservations by attendees must be received on or before Thursday,April 1,2010,(the"Cut-Off Date"). At the Cut-Off Date,
Hotel will review the reservation pick up for the Event,release the unreserved rooms for general sale,and determine whether
or not it can accept reservations based on a space-and rate-available basis at the CSUSB Athletics group rate after this date.
� BILLING ARRANGEMENTS
The following billing arrangements apply: Room&Taac to Master Account. All incidentals are the responsibility of each
� attendee.
PAYMENT BY CREDIT CARD OR COMPAIYY CHECK
� If CSUSB Athletics wishes to pay any portion of its obligation by credit card or company check,the credit card information
must be entered into our secure online web-site.Prior to the execution of this agreement CSUSB Athletics shall provide hotel
with credit card authorization information. A Credit Card Information Request e-mail will be sent to the e-mail address
� provided by CSUSB Athletics.This process must also be followed if direct billing has not been approved and the Master
Account charges will be paid by credit card or company check.CSUSB Athletics agrees that the Hotel may charge to this
credit card any payment as required under this Group Sales Agreement.
' CANCELLATION
CSUSB Athletics agrees that if it cancels the meeting it will pay Hotel$15,640.00,plus applicable taxes,within 30 days after
cancellation as a reasonable estimate of the harm the cancellation will cause the Hotel. Hotel agrees that after receiving this
payment,it will not seek additional damages.
IMPOSSIBILITY
� The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance
beyond the control of either party—such as acts of God,war,government regulations,disaster,strikes(except those
� involving the employees or agents of the party seeking the protection of this clause),civil disorder,or curtailment of
transportation facilities—to the extent that such circumstance makes it illegal or impossible to provide or use the Hotel
facilities. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of
written notice to the other party setting forth the basis for such termination as soon as reasonably practical—but in no event
longer that ten(10)days—after learning of such basis.
�
CHANGES.ADDITIONS.STIPULATIOPIS,OR LINING OUT
Any changes,additions,stipulations or deletions including corrective lining out by either Hotel or CSUSB Athletics will not
;' be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in
writing by the other.
- DISPUTE RESOLUTION
In the event of dispute resolution,the non-prevailing party will pay the other's costs and attorney's fees.
�
� ❑Client Approval ❑Hotel Approval Page 2 of 3
MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
ACCEPTANCE
When presented by the Hotel to CSUSB Athletics,this document is an invitation by the Hotel to CSUSB Athletics to make
an offer. Upon signature by CSUSB Athletics,this document will be an offer by CSUSB Athletics. Only upon signature of
� this document by all parties will this document constitute a binding agreement. Unless the Hotel otherwise notifies CSUSB
Athletics at any time prior to CSUSB Athletics execution of this document,the outiined format and dates will be held by the
Hotel for CSUSB Athletics on a first-option basis until Friday,December 4,2009. If CSUSB Athletics cannot make a
� commitment prior to that date,this invitation to offer will revert to a second-option basis or,at the Hotel's option,the
arrangements will be released, in which case neither party will have any further obligations.
Upon signature by both parties,CSUSB Athletics and the Hotel shall have agreed to and executed this Agreement by their
� authorized representatives as of the dates indicated below.
ELECTRONIC SIGNATURES
� In accordance with federal law,the parties shall execute this Agreement electronically—binding the parties to the same
degree as a handwritten signature—by using the following process to create an electronic symbol signifying an intent to be
legally bound. Each party must fill in the name,title,and date below,and insert a blackened box("■")at the end of the line
marked"Electronic Signature(Replace Empty Box with Blackened Box Here to Enter Into Binding Obligation)*." This
Agreement shall not be binding on either party until both parties have electronically executed versions of the Agreement that
are identical(apart from the electronic execution)and delivered the same to the other pariy by electronic mail as an
attachment. Each party shall retain a paper copy of the electronic mail and attached executed Agreement received from the
other party.
Approved and authorized by CSUSB Athletics:
Name: (Print) Ricardo Hooper
y� Title: (Print) Associate Director of Athletics
Date: December 2.2009
' Electronic Signature
(Replace Empty Box with Blackened Box Here to Enter Into Binding Obligation): ■
� Approved and authorized by Hotel:
Name: (Print) Brandon Taba
Title: (Print) Sales Manager
Date: December 2,2009
Electronic Signature
� (Rep[ace Empty Box with Blackened Box Here to Enter Into Binding Obligation): ■
*This may be done in Microsoft Word by double-clicking on the above unfilled box,choosing a blackened box,and then
clicking"Insert." Alternatively,one can use the commands"Insert"and"Symbol,"choose the blackened box,and then click
� "Insert."
�
Ia���
� Page 3 of 3
MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
� � �
� ,
� DESCRIPTION OF GROUP AND EVEPIT
� The following represents an agreement between: Residence Inn Palm Desert,38305 Cook Street,Palm Desert,CA,9221 l,
(760)776-0050 and California State University, San Bernardino Department of Intercollegiate Athletics(CSUSB Athletics)
ORGANIZATION: CSUSB Athletics
� CONTACT:
Name: Ricardo Hooper
� Job Title: Associate Director of Athletics
Street Address: 5500 University Parkway
City, State,Postal Code: San Bernardino,CA 92407-2318
Country: USA
Phone Number: (909)537-3076
E-mail Address: rhooper@csusb.edu
NAME OF EVENT: NCAA Regional Golf Tournament
REFERENCE#: 1-ZLOLYX
� OFFICIAL PROGRAM DATES: Saturday,OS/O1/2010-Wednesday,OS/OS/2010
TODAY'S DATE: Wednesday,December 2,2009
� GUEST ROOM COMMITMENT
The Hotel agrees that it will provide,and CSUSB Athletics agrees that it wiil be responsible for utilizing,240 room nights in
� the pattern set forth below(such number and such pattern,the"Room Night Commitment"):
Date Day Studio Two Bedroom Total Rooms
:. 5/1/2010 Sat 40 20 60
�
5/2/2010 Sun 40 20 60
� 5/3/2010 Mon 40 20 60
5/4/2010 Tue 40 20 60
GROUP ROOM RATES
Hotel confirms the following group rates,plus applicable state and local taaces(currently 11%), in addition to a California
� Tourism Fee of$.12 per room,per night, in effect at the time of check in:
Start Date End Date Room Type Single Double
� 5/1/2010 5/5/2010 Studio $130.00* $130.00*
5/1/2010 5/5/2010 Two Bedroom $150.00* $150.00*
� *Room rate includes breakfast for two(2)guests per room
COMMISSION
.°� 'I'he group room rates listed above are net non-commissionable.CSUSB Athletics will advise its designated agency of these
rates and address any resulting agency compensation issues directly with the management of the appropriate agency.
� �Client Approval ❑Hotel Approval Page 1 of 3
MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
�
� ROOMS ATTRITION
CSUSB Athletics agrees that it will pay Hotel$130.00 for each room night not utilized below 204 room nights,plus
applicable taxes,as a reasonable estimate of the harm the attrition will cause the Hotel. Hotel agrees that after receiving this
� payment, it will not seek additional damages.
METHOD OF RESERVATIONS
� Reservations for the Event will be made by a rooming list in a format provided by the Hotel. CSUSB Athletics will forward
its rooming list by Thursday, April 1,2010.
� CUT-OFF DATE
Reservations by attendees must be received on or before Thursday,April 1,2010,(the"Cut-Off Date"). At the Cut-Off Date,
� Hotel will review the reservation pick up for the Event,release the unreserved rooms for general sale,and determine whether
or not it can accept reservations based on a space-and rate-available basis at the CSUSB Athletics group rate after this date.
BILLING ARRANGEMENTS
� The following billing arrangements apply: Room&Tax to Master Account. All incidentals are the responsibility of each
attendee.
PAYMENT BY CREDIT CARD OR COMPANY CHECK
If CSUSB Athletics wishes to pay any portion of its obligation by credit card or company check,the credit card information
must be entered into our secure online web-site.Prior to the execution of this agreement CSUSB Athletics shall provide hotel
with credit card authorization information. A Credit Card Information Request e-mail will be sent to the e-mail address
provided by CSUSB Athletics.This process must also be followed if direct billing has not been approved and the Master
Account charges will be paid by credit card or company check.CSUSB Athletics agrees that the Hotel may charge to this
credit card any payment as required under this Group Sales Agreement.
µ
CANCELLATION
� CSUSB Athletics agrees that if it cancels the meeting it will pay Hotel$27,880.00,plus applicable taxes,within 30 days after
cancellation as a reasonable estimate of the harm the cancellation will cause the Hotel. Hotel agrees that after receiving this
payment, it will not seek additional damages.
r"
�� IMPOSSIBILITY
� The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance
� beyond the control of either party—such as acts of God,war,government regulations,disaster,sirikes(except those
involving the employees or agents of the party seeking the protection of this clause),civil disorder,or curtailment of
transportation facilities—to the extent that such circumstance makes it illegal or impossible to provide or use the Hotel
facilities. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of
written notice to the other party setting forth the basis for such termination as soon as reasonably practical—but in no event
longer that ten(10)days—after learning of such basis.
�
;r;� CHANGES,ADDITIONS,STIPULATIONS.OR LINING OUT
Any changes,additions,stipulations or deletions including corrective lining out by either Hotel or CSUSB Athletics will not
� be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in
y writing by the other.
� DISPUTE RESOLUTION
In the event of dispute resolution,the non-prevailing party will pay the other's costs and attorney's fees.
�
"� ❑Ctient Approval ❑Hotel Approval Page 2 of 3
MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
�
� ACCEPTANCE
When presented by the Hotel to CSUSB Athletics,this document is an invitation by the Hotel to CSUSB Athletics to make
an offer. Upon signature by CSUSB Athletics,this document will be an offer by CSUSB Athletics. Only upon signature of
� this document by all parties will this document constitute a binding agreement. Unless the Hotel otherwise notifies CSUSB
Athletics at any time prior to CSUSB Athletics's execution of this document,the outlined format and dates will be held by
the Hotel for CSUSB Athletics on a first-option basis until Friday,December 4,2009. If CSUSB Athletics cannot make a
� commihnent prior to that date,this invitation to offer will revert to a second-option basis or,at the Hotel's option,the
arrangements will be released, in which case neither party will have any further obligations.
Upon signature by both parties,CSUSB Athletics and the Hotel shall have agreed to and executed this Agreement by their
authorized representatives as of the dates indicated below.
ELECTRONIC SIGNATURES
� In accordance with federal law,the parties shall execute this Agreement electronically—binding the parties to the same
degree as a handwritten signature—by using the following process to create an electronic symbol signifying an intent to be
legally bound. Each party must fill in the name,title,and date below,and insert a blackened box("�")at the end of the line
� marked"Electronic Signature(Replace Empty Box with Blackened Box Here to Enter Into Binding Obligation)*." This
Agreement shall not be binding on either party until both parties have electronically executed versions of the Agreement that
are identical(apart from the electronic execution)and delivered the same to the other party by electronic mail as an
attachment. Each party shall retain a paper copy of the electronic mail and attached executed Agreement received from the
other party.
Approved and authorized by CSUSB Athletics:
� Name: (Print) Ricardo Hooper
Title: (Print) Associate Director of Athletics
�
� Date: December 2,2009
� Electronic Signature
(Replace Empty Box with Blackened Box Here to Enter Into Binding Obligation): ■
;�� Approved and authorized by Hotel:
Name: (Print) Brandon Taba
� Title: (Print) Sales Manaeer
Date: December 2,2009
� Electronic Signature
(Replaee Empty Box with Blackened Box Here to Enter Into Binding Obligation): ■
� *This may be done in Microsoft Word by double-clicking on the above unfilled box,choosing a blackened box,and then
clicking"Insert." Alternatively,one can use the commands"Insert"and"Symbol,"choose the blackened box,and then click
� "Insert."
�
�
�
� Page 3 of 3
MARRIOTT CONFIDENTIAL ANI�PRnPRTF.Tnuv nvFnun,teTinrr
�
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�
� DESCRIPTION OF GROUP AND EVENT
The following represents a sponsorship agreement between:Courtyazd Palm Desert/Residence Inn Palm Desert and
California State University,San Bernardino Departrr►ent of Intercollegiate Athietics(CSUSB Athletics).
� ORGANIZATION: CSUSB Athletics
CONTACT: Name: Ricazdo Hooper
Street Address: 5500 University Pkwy
City,State,Postal Code: San Bernazdino,CA 92407-2318
Phone Number: (909)537-3076
E-mail Address: rhooper@csusb.edu
NAME OF EVENT: NCAA Golf Tournament
REFERENCE#: 1-ZJQZ3D& 1-ZLOLYX
OFFICIAL PROGRAM DATES: Saturday,05/01/2010-Wednesday,OS/OS/2010
TODAY'S DATE: T'hursday,January 07,2010
� MARRIOTT REBATE
For each room night actualized for this Event,the Hotel will provide CSUSB Athletics as sponsor of the NCAA
Regional Golf Tournament a rebate of a10.00 earned by the Hotel.
� If NCAA Golf Tournament's guestroom usage is less than 85%of the Room Night Commitment,or NCAA Golf
Tournament cancels the Event,then Hotel reserves the right to adjust or eliminate the above rebate.
� ELECTRONIC SIGNATURES
In accordance with federal law,the parties shall execute this Agreement electronically—binding the parties to the same
degree as a handwritten signature—by using the following process to create an electronic symbol signifying an intent to
be legally bou�d. Each party must fill in the name,title,and date below,and insert a blackened box("■")at the end of
� the line marked"Electronic Signature(Replace Empty Box with B/ackened Box Here to Enter Into Binding
Obligation)*." This Agreement shall not be binding on either party until both parties have electronically executed
versions of the Agreement that are identical(apart from the electronic execution)and delivered the same to the other
party by electronic mail as an attachment. Each party shall retain a paper copy of the electronic mail and attached
� executed Agreement received from the other party.
Approved and authorized by CSUSB Athletics
� Name: (Print) Ricardo H000er
Title: (Print) Associate Director of Athletics
� Date: December 2.2009
Electronic Signature
(Replace Empty Box with Blackened Box Here to Enter Into Binding Obligation): ■
� Approved and authorized by Hotel:
� Name: (Print) Brandon Taba
Title: (Print) Sales Manaeer
� Date: December 2.2009
Electronic Signature
(Replace Empty Box with Blackened Box Here to Enter lnto Binding Obligation): ■
�
MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
�
CITY � F Pflliil DESERT
- ± � 73-510 FRED WARING DRIVE
PALM DL•SERT, CALIEORNIA 92260-257$
TFc.: �60 346—o6ci
Fnx: 760 340-0574
info�palm-deserr.org
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December 5,2008
Dr.Kevin Hatcher,Director of Athlerics
Mr.Michael Kovack,Senior Associate Athletic Director
California State University San Bernardino
5500 University Parkway
San Bemardino,CA 92407-2397
RE: 2010 NCAA SUPER REGIONAL MEN'S GOLF CHAMPIONSHII'
Dear Dr.Hatcher and Mr.Kovack: I
The purpose of this letter is to provide additional information and clarification regarding the
conunitment of the City of Palm Desert to host the 2010 NCAA Division II Super Regional
Men's Golf Championship in May,2010.
First,please let me articulate my appreciation for consideration both by CSUSB and the NCAA.to
host this important event in our community. Palm Desert is truly a special place and a golfer's
paradise.
By way of review,you received a letter dated May 5,2008 from Desert Willow Golf Resort(Mr.
Mike Osgood,Director of Sales and Marketing). That letter outlined five basic cost categories
inctuding golf,box lunches,Sunday night dinner,scoring/media room and NCAA room.
In reviewing the letter,I wouId reiterate the costs associated with the following:
1. Box Lunches(2201unch:.s at$20lea:.h for total of$4,400}
2. Sunday Night Dinner(220 guests at$35 per person for total of$7,700)
3. Scoring/Media Room(total cost of$1,000)
4.NCAA Room(complimentary use)
As you are aware we had originalty proposed a green(per round)golf fee of$65 which is about
'/s of our rack rate for that time of year. I have taken the opportunity to learn more about the
prestige of the event and the NCAA bid process and balanced that with the opportunity the City
of Palm Desert has to continue our unique partnership with California State University San
Bemardino(and the Palm Desert Campus).
In recognition of our desire to host the event at Desert Willow Golf Resort, I am pleased to state
that the City of Palm Desert will waive the green fee portion of our original proposaL This
constitutes a savings of$31,200 from our original letter to you.
`>e�m�oeyuataetuu
In return for such consideration,I would humbly request the following:
1. Starting in September, the City of Paim Desert(through my office)will receive monthly
updates via email or letter regarding the status of CSUSB's bid to the NCAA to host the event at
Desert Willow Golf Resort.
2.A final decision regarding CSUSB's bid is made by November 30,2009 and the City of Palm
Desert is notified in writing(again by email or letter).
3. If the bid is successful,CSUSB will work with the City of Palm Desert for a joint press
conference to be held at Desert Willow Golf Resort to announce the upcoming event.
4.If there is an event planning committee that works to help insure the details of the event are
• handled that both Desert Willow Golf Resort and the City of Palm Desert have the opporiunity to
have a staff inember participate in helping.
5. To the extent that CSUSB issues additional press releases or notifications(including,but not
linuted,to a program or other written material at the event)that the City of Palm Desert and
Desert Witlow Golf Resort are listed as hosts of the event. '
6.During the scheduled Sunday Night(student-athlete)welcoming dinner,that the Mayor of the
City of Palm Desert is provided the opportunity to formally weleome the student-athletes and the
travel parties on beha(f of the communiry.
7. Tn the event that the Sunday practice round is formatted to allow joint play by sponsors and
dignitaries,that the City of Palm Desert is afforded an opporiunity to have City officials(and or
designees)participate.
Dr. Hatcher and Mr. Kovack, the City of Palm Desert is huly excited about the opportunity to
host the NCAA Division lI Super Regional Men's Golf Tournament at our city-owned course,
Desert Willow Golf Resort.
Please let me know if there is anything else we can do to help secure this important and
prestigious event. I can be reached at cortegaQci.palm-desert.ca.us or at 760-346-0611. Mr.
Darrell Souza,Head Gnlf Professional at Desert Willow,can be rcached at(760)346-7060,
dsouza ,desertwillow.com. .
Sincerely,
c
CARLOS L. TEGA �
_ City Manager ,_ ._ ___ _.
CLO:kr
cc: Darrell Souza,Desert Willow Golf Resort
CIiY Of PRL ((i DESERI
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CITY OF P �1 DESERt
73-5�o FRED WARING DRIVE
PALM DESF.RT, CALIFORNIA 92260-2578
TEL: 760 ;q6—o6��
F�vc: 760 340-0574
infoCApalm-desert.org
nb'FICG OP TI�1E CI"IY �NAC:FR --- --____._____________ __
September 15, 2009
Dr. Kevin Hatcher, Director of Athletics
Mr. Michael Kovack, Senior Associate Athletic Director
California State University San Bernardino
5500 University Parkway
San Bernardino, CA 92407-2397
RE: 2010 NCAA SUPER REGIONAL MEN"S GOLF CHAMPIONSHIP
Dear Dr. Hatcher and Mr. Novack,
In December of 2008, Mr. Carlos Ortega, City Manager of Palm Desert extended an
offer to CSUSB and the NCAA for the opportunity to hold the 2010 NCAA Super
Regional Men's Golf Championship at Desert Willow Golf Resort in Palm Desert. We
understand that you are still in the decision process regarding the award for the location
for the 2010 Championship.
Since the offer extended by Carlos in December, the economic issues for the nation, the
state and City of Palm Dese�t have changed significantly. Although we would be
honored to host an event of this stature under normal circumstances, at this time we
would like to advise you that we find it necessary to withdraw our facility, Desert Willow
Golf Resort, from consideration for hosting this prestigious Division II event in May 2010.
Our financial obligation to the citizens of Palm Desert and our current budget issues
requires prudence on the part of City government and the need to use our funds for
other city priorities.
We hope you will accept our withdrawal from consideration with our hope that we would
have the opportunity to participate again in the future, under different circumstances.
If I can be of any assistance to you in any manner, please do not hesitate to call me.
Thank you again for your consideration and understanding.
inc ,
G�
ohn Wohlmuth
ity Manager
cc: Michael Bracken, Development Management Group, Inc
Richard Mogensen, Desert Willow Golf Resort
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PRESIDENT'S MEETING
June 17, 2009
Meeting Notes
10:00 a.m. — North Wing Conference Room
City of Palm Desert
John Wohimuth called the meeting to order at 10:05 a.m.
In Attendance:
John Wohlmuth, President
Paul Gibson, CFO/Treasurer
Justin McCarthy, ACM Redevelopment
Dave Yrigoyen, Director of Redevelopment/Housing
Stephen Aryan, Assistant to the City Manager
Anthony Hernandez, Senior Financial Analyst
Martin Alvarez, Redevelopment Manager
Richard Mogensen, General Manager, Desert Willow
Derek White, Club Controller, Desert Willow
Discussion Items
I. Review of Notes from May 12, 2009, meeting.
Reviewed.
II. General Manager Report
Resident play was discussed. A question was asked as to how many
resident reservations include non-resident play with the reservation. This
has not been tracked. There have not been too many complaints
concerning rates non-residents are charged versus resident rates.
Mr. Wohlmuth asked if there as a way to encourage residents to bring
guests and possibly offer those guests a rate lower than the rack rate.
Rich Mogensen that the Platinum Card, available for purchase, allows
residents to book 7 days in advance, at a higher rate than the $45, 3-day
advance resident rate, and their guests also get a better rate.
Approximately 260 Platinum Cards have been sold.
1
In addition, e-mails are periodically sent to those on mailing list offering
special promotions and rates.
May 2009, Financials
Derek White distributed the financials and they were discussed. Actual
revenue was $643,956 versus budget of $926,014, for a 30% variance.
Resident rounds, which are filling the gap in play, are 26% of total rounds
versus 19% last year. Payroll actual was $334,493 versus budget of
$393,770. Rich Mogensen mentioned that we are operating at minimum
staffing without cutting services.
III. Golf Course Maintenance Report
The Mountain View renovation is underway, and there are some
challenges with the liners. Martin Alvarez indicated that due to a build-
up of silt, the sod needs to be peeled back and the strip of the lake edge
filled in at an approximate cost of $53,000. Staff will work with the
contractor to see what can be worked out to avoid a change order.
The Firecliff course is in great shape.
A lot of trees were lost during wind storms this year. Oasis won the bid for
tree replacement, but they are having problems with the IRS. This will
require going back out to bid since they were the only bidder.
Rich Mogensen has had discussions with Steve Robbins, CVWD,
concerning the bladder project. John Wohlmuth asked to be included in
future meetings.
Water Filtration System: $80,000 was budgeted for one pump station,
but there is a need for two. The design specs will be changed and we will
go out to bid.
IV. Sales and Marketing
NCAA Men's Regional Tournament: Rich Mogensen was made aware of
correspondence from former City Manager Ortega concerning
participation in this team-play college tournament which will be held in
May 2010. Mr. Mogensen will get more information including whether the
event will be televised, the approximate anticipated attendance, and the
sponsorship cost, to be discussed at the next meeting.
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V. Food and Beverage
Group rounds have been slow, which has had a negative impact on food
and beverage. Euca Burrows White was recently hired as the Director of
Catering. She will be an asset to Desert Willow.
VI. New Business
A. Capital Expenditure Request
A request to purchase new china will be on the June 25 City Council
agenda. Samples of the china will be on display in the City Council
sitting area prior to the Council meeting and then shown in the
employee lounge after June 25.
Rich Mogensen asked for guidance in creating an internal capital
expenditure account for Desert Willow. After discussion, Mr.
Mogensen indicated he will develop a policy to be presented at the
July President's meeting.
B. Desert Willow Golf Resort Consolidated 2009/2010 Budget
Derek White distributed the report for the twelve months ending June
30, 2010. With President Wohlmuth's approval, this information will be
distributed.
VII. Old Business
A. Starwood Transition Areas
Staff has been meeting with Starwood representatives to try to
maintain the integrity of the original agreement and resolve outstanding
issues. This is on-going.
VIII. Miscellaneous
Rich Mogensen asked for assistance with Desert Willow's new virus
program. Paul recommended he contact Clay.
Derek White mentioned that the new accounting system will cut over on
July 1.
There will be an update to the IBS point-of-sale system.
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IX. Adjournment
The next meeting is scheduled for Wednesday, July 15, 10:00 a.m. in the
City Manager's Office.
President Wohlmuth adjourned the meeting at 11:30 a.m.
/kr
4
PRESIDENT'S MEETING
July 15, 2009
Meeting Notes
10:00 a.m. — City Manager's Office •
City of Palm Desert
President Wohimuth called the meeting to order at 10:05 a.m.
In Attendance:
John Wohimuth, President
Paul Gibson, CFO/Treasurer
Justin McCarthy, ACM Redevelopment
Dave Yrigoyen, Director of Redevelopment/Housing
Stephen Aryan, Assistant to the City Manager
Martin Alvarez, Redevelopment Manager
Richard Mogensen, General Manager, Desert Willow
Derek White, Club Controller, Desert Willow
Discussion Items
I. Review of Notes from June 17, 2009, meeting.
Reviewed.
II. General Manager Report
Derek White distributed the financials and they were discussed. Among
the challenges Desert Willow is facing are incentives and reduced rates
being offered by area courses. Percentage of resident rounds was 29%
this fiscal year versus 22% last year which has a negative effect on
aggregate revenues. Food and Beverage has also been slow, and
retail sales are down.
Loyalty programs make up 21% of business and are holding well.
The average dining check is down and corporate events are down. Staff
is thinking of ways to generate revenue.
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E. Mountain View Renovation Progress Report
Work to date has been satisfactory. One of the challenges is the lake
edges. Martin indicated there are credits that could be used for this
work.
F. Irrigation Water Filtration System Project
Rich said there have been meetings, and Kemper will be issuing a
recommendation. The City Council has authorized a sole source for
the product/materials, and Martin indicated a bid opening for the actual
work will be held on July 17.
G. Solar Energy Direction
Rich asked how Desert Willow can assist. Justin mentioned that Pat
Conlon received a proposal for over the bladder and he will give Rich a
copy so that he can evaluate it. There will be other opportunities for
the clubhouse.
H. Solo Rider Contract (Handicap Accessible Golf Cart)
Rich gave John information from Solo Rider. The budget last year
contained a purchase recommendation, but Rich is proposing that one
cart be leased rather than purchased which he feels will be adequate.
Rich will send John and Martin a recommendation.
John asked if an overall ADA analysis had been performed at Desert
Willow this year. Justin said that if we identified a plan, created a
process, and are moving forward, we are in compliance.
IV. Sales and Marketing
The banquets/events that have been booked over the next 9-120 days are
small groups.
There was discussion about Desert Willow's participation in the 2010
NCAA Super Regional Men's Golf Championship to be held in May. This
is an event with a proposed 320 rounds that includes a practice round on
Sunday and tournament rounds Monday, Tuesday, and Wednesday.
Each team will have 5 players and there is an estimated 16 teams that will
be eligible to compete. There is no major television coverage planned.
The cost to Desert Willow/ City in terms of lost revenue is approximately
$40,000-$50,000.
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A suggestion was made to offer tournament play in the afternoons rather
than the mornings so as not to have as big an impact on lost revenue.
John will talk to Dick Kelly and Jim Ferguson about this.
Rich mentioned that Desert Willow participated in a promotion with Pete
Carlson last week and it was a successful event.
V. Sales and Marketing
The new Director of Catering is working out well and is a good addition to
the Desert Willow staff.
VI. Next Meeting
The next meeting is scheduled for Wednesday, August 12, 10:00 a.m. in
the North Wing Conference Room.
VII. Adjournment
President Wohlmuth adjourned the meeting adjourned at 11:20 a.m.
/kr
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PRESIDENT'S MEETING
August 12, 2009
Meeting Notes
10:00 a.m. — City Manager's Office
City of Palm Desert
President Wohlmuth called the meeting to order at 10:05 a.m.
In Attendance:
John Wohlmuth, President
Paul Gibson, CFO/Treasurer
Stephen Aryan, Assistant to the City Manager
Anthony Hernandez, Senior Financial Analyst
Richard Mogensen, General Manager, Desert Willow
Derek White, Club Controller, Desert Willow
Discussion Items
I. China Selection
Jim Carvajal, Director of Food & Beverage, and Euca White, Director of
Catering, set up a display of china and flatware and attended the meeting
to answer questions. There were three selections provided for
consideration and evaluation.
The goal is to provide banquet and restaurant dishware and flatware that
match the design and style of Desert Willow — contemporary, modern,
comfortable, and elegant.
Rich Mogensen provided President Wohlmuth with a memorandum and
prices on the three selections displayed.
After discussion, it was the consensus that if a gold border increases cost
and reduces flexibility, it would be the best choice. It was also
recommended that flatware be simple, without the DW logo.
President Wohlmuth asked that the display remain until members of the
City Council have had an opportunity to see the three selections.
1
After a pattern is selected, the next step is to go out to bid.
It was suggested that the current china/flatware be donated to a non-profit
organization(s).
II. Review of Notes from July 15, 2009, meeting.
Reviewed.
III. Financials
Derek White distributed the financials for month ending July 31, 2009, and
they were discussed. Revenues were at $178,732 versus budget of
$220,897. Operating expenses were at $209,181 compared to budget of
$300,019.
IV. General Manager Report
Rich Mogensen distributed a memorandum on a special golf course and
golf shop promotion for City employees, along with posters of the event
that will take place August 11-September 3. President Wohimuth asked
Paul Gibson and Anthony Hernandez to also make this promotion and
information available to the City's tenants at Parkview (CVAG, State
office, County office, etc.) Rich Mogensen has contacted Ignacio Otero
and will also contact the Police Department with this offer.
The Mountain View renovation is going well. Work is continuing on lake
beds and a couple more holes. The ren�vation should be completed the
first week in September.
Meetings continue with Starwood on the transition areas. Completion
scheduled for September.
V. Capital Projects
A. Lakeview Terrace Renovation
Rich discussed a proposal in the amount of $3800 from the
architectural firm SMS for design services. After discussion, President
Wohlmuth asked that Rich contact SMS and request that their
attendance at two preliminary design meetings be a part of the $3800
contract. Rich will contact them and if they agree, the contract will be
2 .
amended to include the two meetings and President Wohimuth will
sign the contract.
B. Front Entrance Renovation
This project should be completed by the second week in September.
C. Auxiliary Parking Lot
Rich Mogensen will check with Martin on the status of this project.
He has a schematic design, but does not have cost estimates at this
time.
D. Solar
Rich Mogensen suggested a separate meeting to discuss solar at
Desert Willow. This will be scheduled.
E. New Catering Software System
Desert Willow staff currently uses a manual system. The proposed on
line system automates sales and catering, at a cost of$3200 for the
first contract year with subsequent years at $165/month to maintain.
Rich has discussed this with Clay Von Helf who did not see any issues
with using this internal control system. Kemper has successfully used
this system at other sites.
After discussion, President Wohlmuth approved the system and signed
the contract.
F. SoloRider Contract
The proposal/contract is for a lease of one handicap accessible golf
cart, at a total cost of$13,000. President Wohlmuth asked Paul to
complete the contract and return to him for signature.
President Wohlmuth asked Stephen Aryan to give a copy of the
paperwork to Russell Grance and Gary Rosenblum for ADA
compliance.
G. Redesign of Intrawest Room
Rich Mogensen reported that an estimated cost for the renovation of
the Intrawest Room is $95,000, and he feels that there will be an
excellent return on investment.
3
After discussion, President Wohlmuth approved proceeding with this
renovation at a cost of approximately $95,000.
VI. Sales and Marketing
Staff continues to work on getting business, and there is a positive outlook
for group business beginning in February, 2010.
VII. New Business
A. Hotel Pad Project
Rich Mogensen asked if the City needed anything further from Desert
Willow. He previously gave Justin two notebooks with a Performa, and
President Wohlmuth will get this information from Justin.
VIII. Old Business
A. 2010 NCAA Tournament
President Wohlmuth discussed this tournament with Councilman Kelly,
and it was decided that it would not be in the best interest of Desert
Willow to participate this year. Rich Mogensen will draft a letter from
President Wohlmuth to the NCAA Tournament Director.
B. Contingency Plan for Falling Revenues
Rich Mogensen said a contingency plan was discussed, but
recommends that nothing be implemented until financials are available
for September. President Wohimuth asked that he prioritize what
could be trimmed without compromising services.
IX. Next Meeting
The next meeting is scheduled for Wednesday, September 23, 10:00 a.m.
in the North Wing Conference Room.
X. Adjournment
Before adjourning, President Wohlmuth thanked Desert Willow for their
participation in the Ortega reception. Meeting adjourned at 11:55 a.m.
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