HomeMy WebLinkAboutSSF Conf Center Authority Agenda & Packet 6/3/19
SOUTH SAN FRANCISCO CONFERENCE CENTER
REGULAR AUTHORITY MEETING
Monday, June 3, 2019 – 5:15 p.m.
255 South Airport Blvd., South San Francisco, CA 94080
AGENDA
Call to Order – Pledge of Allegiance – Roll Call
Public Comment:
Note: For matters not otherwise listed on this agenda, the Authority welcomes your comments but is
prohibited by State Law from discussing the items raised. Such items may be taken under consideration
and referred to staff for further action as appropriate.
Action Items:
1. Review/Approval of Minutes from the April 15, 2019 Regular Meeting.
2. Review/Approval of Fiscal Year 2019-2020 South San Francisco Conference Center Budget.
3. Review/Approval of Fiscal Year 2019-2020 Interim Funding for Ninety (90) days.
Discussion Item/s:
• Review of February and March Financial Statement and Event Services for Fiscal Year 2018-2019.
Authority Announcements, Referrals and Future Agenda I tems:
• Annual Board and Commission Recognition Event is on Friday, August 16, 2019 at the Municipal
Services Building from 6:30 p.m.– 8:30 p.m.
Executive Director’s Report:
1. Sales and Operations Activity Report
CLOSED SESSION:
Next Regular Authority Board Meeting will be on Monday, August 19, 2019 at 5:15 p.m.
Adjourn
MINUTES
REGULAR MEETING OF THE
SOUTH SAN FRANCISCO
CONFERENCE CENTER AUTHORITY
South San Francisco Conference Center
255 South Airport Blvd., South San Francisco, CA 94080
April 15, 2019
Meeting was called to order at 5:16 p.m. by Authority Chairperson McGuire.
Authority Members Present: Tony Clifford, Richard Garbarino, Vanessa McGovern, Jeff
MacDonald, Jim McGuire, Buenaflor Nicolas, and B.J. Patel.
Authority Members Absent: Liza Normandy
Staff Present: Steve Mattas, Katie Leung, Jorge Cruz, Cameron Fujii and
Dean Grubl.
Public Comment: There was no public comment.
Closed Session:
Conference with Legal Counsel – Anticipated Litigation
(Pursuant to Government Code Section 54956.9(d)(2) - Significant exposure to litigation: One
case
The Authority entered closed session at 5:18 p.m. and reconvened the open session at 6:06 p.m.
General Counsel Mattas reported that direction was given and there was no reportable action.
Action Items:
1. Review/Approval of Minutes from the February 19, 2019 Regular Meeting.
Authority Member Garbarino moved to approve the minutes and Authority Member Nicolas
seconded the motion. The Authority agreed unanimously.
2. Consider Rejection of Vinarskaya Claim.
Authority Member Nicolas made a motion to reject the Vinarskaya claim and Authority Member
MacDonald seconded the motion. The Authority agreed unanimously.
Discussion Item/s:
Authority Minutes April 15, 2019 Page Two
1. Review December 2018 and January 2019 Financial Statements for Fiscal Year 2018-
2019.
Grubl reviewed the Financial Statements for the Authority along with Katie Leung, Chief
Financial Officer. He stated that December’s Total Net Income exceeded budget by $35,000
which included the cost of goods sold and depreciation expenses. Grubl also reviewed January
2019 Financial Statement with the Authority and mentioned the new accounting system is more
transparent for the Authority and Department Heads. Grubl also reviewed the PACE Report that
indicates how the Conference Center is pacing in all revenue centers. Currently, Event Services
and Room Rental are over 100% for the fiscal year and Audio Visual and Food and Beverage are
on pace to obtain their goals for the year.
Authority Announcements, Referrals and Future Agenda Items:
1. Budget Subcommittee Meeting on Tuesday, April 23, 2019.
Grubl mentioned to the Authority the Budget Subcommittee will be meeting on Tuesday, April
23, 2019 to review the proposed budget for the coming Fiscal Year. The committee consist of
Authority Members, Nicolas, Clifford and MacDonald.
Executive Director’s Report:
1. Sales and Operations Update
Grubl introduced the Director of Operations Jorge Cruz to the Authority to review the
completed Fiscal Year 2018-19 Capital Improvement Budget. He stated they are under budget
by little over $38,000 and all projects have been completed. Grubl reviewed the new format for
the Capital Improvement Budget and stated that each project has an identifiable project
number that coincides with the approved depreciation line item in the accounting system.
Cruz presented the Fiscal Year 2019-20 Capital Improvement Budget to the Authority. He
mentioned that the Conference Center needs to replace and install new amplifiers and
equalizers in the audio-visual room. The Conference Center owns all the equipment and it is
over 25 years old. He stated the Operation team has 13 other projects as well.
Facility Services Manager, Cameron Fujii presented a presentation to the Authority regarding
the upgrading and installation of firewall and protection to the servers for the coming fiscal
year. He stated the scheduled improvements to the system is to increase the Conference
Center’s ability to have additional security, reliability and additional speed for its clients and
staff. Under the upgrade, the Conference Center will be securing each of the systems with Cisco
Meraki firewalls and monitoring systems. This will allow the Conference Center to offer its
clients a secure and reliable network, while safe guarding staff files and personal information
from potential cyber-attacks. Fujii stated the new systems are specifically designed to be easily
integrated with new technology in order to stream line future upgrades while reducing cost.
Authority Minutes April 15, 2019 Page Three
Grubl presented a slide show that Kathleen Kearney, Director of Sales assembled together to
give an overview of what the Sales Department has been doing the past month and what is
planned for the rest of the fiscal year. He mentioned that the Sales Department is at 110% of
their goal for this fiscal year and is running at 37% for the coming fiscal year.
The Sales team attended several industry events in past two months that includes: Meeting
Planners International ACE in San Francisco, Meet New York, which is a San Francisco Travel
Sales Mission Targeting Association Planners in New York, CBI Pharma Forum in New York which
targets Bio/Pharma Meeting Planners, Destination California in Los Angeles which is
predominantly Association, SMERF Planners.
During the CBI Pharma Forum in New York, Meetings Manager Stacey San Pedro received her
Healthcare Meeting Compliance Certification. She also attended a Meeting Planners
International career fair at San Francisco State University for Emerging Professionals in the
hospitality industry.
Grubl informed the Authority that he will be attending, along with Sales Manager, Mary Ishida
the CalSAE’s (California Society of Association Executives) Elevate Annual Conference in Palm
Springs as well as Joint Sponsorship with San Francisco Travel, SGMP National Education
Convention in Detroit that targets government Meeting Planners, and sales missions to
Sacramento and Silicon Valley.
Grubl also reviewed “The Next 25” Conference Center’s anniversary celebration to be held on
Wednesday, April 17, 2019. He mentioned they have over 400 RSVPs so far for the event.
Chairperson McGuire announced the next Regular Meeting is scheduled for Monday, June 3,
2019 at 5:15 p.m. The meeting was adjourned at 6:58 p.m.
_____________________ ___________________
Jim McGuire Dean Grubl
Authority Chairperson Executive Director
Staff Report
DATE: June 26, 2019
TO: Mayor, Vice Mayor and Council Members
FROM: Dean Grubl, South San Francisco Conference Center Executive Director
SUBJECT: A RESOLUTION AUTHORIZING FISCAL YEAR 2018-2019 INTERIM
FUNDING FOR THE SOUTH SAN FRANCISCO CONFERENCE CENTER
RECOMMENDATION
It is recommended that the City Council approve a resolution authorizing interim spending authority
for the first 90 days of Fiscal Year (FY) 2019-2020 for the South San Francisco Conference Center.
BACKGROUND
To enable the continued operation of the Conference Center while the FY 2019-2020 budget is
finalized, it is recommended that the City Council approve a resolution authorizing interim spending
authority for FY 2019-20 for ninety (90) days through September 28, 2019. The interim funding
appropriation is one fourth (1/4) of the approved FY 2018-19 budget. This interim authority will
only be necessary if the Conference Center Authority and City Council do not approve the
Conference Center Authority FY 2019-20 budget prior to June 30, 2019. The Conference Center
Authority met on Monday, June 3, 2019 to consider the FY 2019-2020 budget.
By: Approved: _____________________
Dean Grubl Mike Futrell
Executive Director City Manager
Attachment: Resolution Authorizing Fiscal Year 2019-2020 Interim Funding for the South
San Francisco Conference Center.
2662812.1
RESOLUTION NO. _______
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION APPROVING INTERIM FUNDING FOR
FISCAL YEAR 2019-20 FOR THE
SOUTH SAN FRANCISCO CONFERENCE CENTER
WHEREAS, estimates of revenues from all sources and estimates of
expenditures required for the proper conduct of activities of the South San Francisco
Conference Center for Fiscal Year 2019-20 are being prepared; and
WHEREAS, fiscal conditions may require additional time for development of
budget priorities; and
WHEREAS, it is the intention of the City Council to grant interim spending
authority to allow for the continued orderly operation of the South San Francisco
Conference Center for a period of ninety (90) days from July 1, 2019; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South
San Francisco that:
1. Interim spending authority is hereby granted for a period of ninety (90)
days from July 1, 2019, through September 28, 2019, to allow for the
continuation of operations and projects of the Conference Center.
2. All amounts necessary for the continued operation of the Conference
Center for the ninety (90) day period set forth in Paragraph 1 are hereby
appropriated for expenditure. Such appropriation shall be based upon the
Fiscal Year 2018-19 Operating Budget in a ratio of 365 to 90.
3. All annual contracts, leases and obligations previously entered into and
agreed to by the Conference Center Authority may be renewed. The funds
necessary to finance such renewals are hereby appropriated.
4. The distribution of the appropriations, transfers and reserves to the
various accounts of the Conference Center in accordance with generally
accepted accounting practices and consistent with the approved budget is
hereby authorized.
5. The rollover of any outstanding encumbrances from Fiscal Year 2018-19
into Fiscal Year 2019-20 is hereby authorized.
6. The rollover of any unencumbered appropriations from Fiscal Year 2018-
19 into uncompleted capital improvement projects is hereby authorized.
7. The staffing level for the Conference Center contained within the 2018-19
operating budget is hereby authorized for a period of ninety (90) days.
8. Consistent with the limitations set forth herein, any and all expenditures
for, and agreements relating to, the programs and materials described in
the budget may be expended or entered into under authority of the
Conference Center Authority, are hereby approved and authorized, and
payments may be made.
* * * * * * * * * * *
I hereby certify that the foregoing Resolution was regularly introduced and
adopted by the City Council of the City of South San Francisco at a ________________
meeting held on the __________ day of ____________, 2019 by the following vote:
AYES: ___________________________________________________________
___________________________________________________________
NOES: ___________________________________________________________
ABSTAIN: ___________________________________________________________
ABSENT: ___________________________________________________________
ATTEST:________________________
City Clerk
2455457.1