The URL can be used to link to this page

Home My WebLink AboutSSF Conf Center Authority Regular Agenda & Packet 12/10/18 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 | f: 650-877-5356 ssfconf.com SOUTH SAN FRANCISCO CONFERENCE CENTER REGULAR AUTHORITY MEETING Monday, December 10, 2018 – 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 appropr iate. Presentations: 1. Presentation by Sheldon Chavan, CPA, Partner of Chavan & Associates, LLP regarding Fiscal Year 2017-2018 Annual Financial Statement. Action Items: 1. Review/Approval of Fiscal Year 2017-2018 Financial Statement and approval to submit same to the South San Francisco City Council. 2. Review/Approval of Minutes from the October 15, 2018 Regular Meeting. 3. Review/Approval of the Authority’s 2019-2020 Regular Authority Board Meetings Schedule. Discussion Item/s: 1. Review of August and September 2018 Financial Statements and Balance Sheet. Authority Announcements, Referrals and Future Agenda Items: 1. Election of Authority Chairperson and Vice Chairperson for year 2019 on Tuesday, February 20, 2018 Regular Authority Meeting. 2. Appoint Budget Subcommittee for the Fiscal Year 2018-2019 Budget Process on Tuesday, February 20, 2018 Regular Authority Meeting. Executive Director’s Report: 1. Sales and Operations Update Next Regular Authority Board Meeting will be on Tuesday, February 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 October 15, 2018 Meeting was called to order at 5:15 p.m. by Authority Chairperson Garbarino. Authority Members Present: Mark Addiego, Tony Clifford, Richard Garbarino, B.J. Patel, Jim McGuire, Buenaflor Nicolas, Liza Normandy, and Paul Formosa Authority Members Absent: Jeff MacDonald, and Ray Yoschak. Staff Present: Claire Lai and Dean Grubl Authority Chairperson Garbarino requested a roll call and asked the Authority to stand for the pledge of allegiance. Public Comment: There was no public comment. Action Items: 1. Review/Approval of Minutes from the August 20, 2018 Regular Meeting. Authority Member Nicolas asked that a correction be made on the minutes on page three, sixth paragraph where it states: “Projects for this fiscal year; eight (8) are completed…”. Authority Member Nicolas stated it should read; seven (7) are completed…”. Authority Member McGuire moved to approve the minutes as amended by the correction and Authority Member Clifford seconded the motion. The Authority agreed unanimously. Discussion Item/s: 1. Review of July P&L Statement for Fiscal Year 2018-2019. Executive Director Grubl reviewed the July Financial Statement for the Authority. He stated that the new July 2018 P&L report reflects the new chart of accounts that the Conference Center Authority has implemented for fiscal year 2018-2019. He mentioned to the Authority that in their board packet they have last year’s July 2017 P&L report to compare. He mentioned that Operating Revenue exceed July 2017 budget by $30,000. He also stated that the Authority will be seeing on the new P&L report of Cost of Goods Sold and Depreciation Expenses as well. The Conference Center Tax revenue was at 97.3% of what was budgeted for the month. Authority Minutes October 15, 2018 Authority Member Patel asked if the Authority could see the break down of the Cost of Goods sold for each revenue account during the next Regular Authority Meeting. Grubl responded that he will prepare the information for the Authority at its December Regular meeting. Authority Announcements, Referrals and Future Agenda Items: Grubl reminded the Authority that the FY2017-2018 audit has been scheduled with Chavan & Associates, LLP for later in the week of October 15 and they will be presenting their findings to the Authority during the Regular Authority Meeting in December. Executive Director’s Report: 1. Fiscal Year 2018-19 Capital Improvements Projects. Grubl reviewed to the Authority what the Operations Department has been doing these past two months. He mentioned Operations has completed several of the FY2018-19 Capital Improvement Projects. They are still working on the network cable upgrade and video/audio jacks and will be through the end of the year. They will start to work on replacing the acoustic ceiling tiles later this month and through the end of the year. Replacing and purchasing the arena chairs, hand carts and purchasing the lobby furniture will be completed by the first of the new year. 2. Sales Update Grubl presented a slide show that Kathleen Kearney, Director of Sales assembled together to give an overview of what the Sales and Catering Departments have been doing for the first quarter of the year. He reported to the Authority that the Sales Department conducted a Sacramento Sales Mission in September with partnering hotels that resulted in nine (9) leads for the Conference Center. Sales personnel also attended a Society of Government Meeting Professional program in Sacramento, California Society of Association Executives program in Oakland, and a Meeting Planners International event in San Francisco. Sales will be attending Unique Venues Annual Convention in Portland, OR later this month, conducting a local sales blitz to corporate planners in the greater Bay Area. Grubl reviewed the educational and leadership activities that Sales and Operations team has been doing for the first quarter of the new fiscal year. He mentioned that the Meetings Manager is studying for the Certified Meeting Professional (CMP) exam in January 2019 and she is also the Co-Chair for MPI’s emerging professionals committee. The Events Manager completed an emergency preparedness class and training. The Sales Manager was appointed to the Bay Area Regional Council Board for the California Society of Association Executives in July 2018. Grubl stated that the Sales Department and Catering Managers completed a six (6) week sales training course as well. Grubl reviewed the current Ad Campaign of the Conference Center that targets customers by highlighting the Center’s location, 25 years of excellence, innovation in South San Francisco and Authority Minutes October 15, 2018 by celebrating diversity. Grubl mentioned the advertising campaign for the first quarter of this fiscal year has generated 102 requests for proposals from the Conference Center’s website, Unique Venues and the Knot websites. He stated that this is a record number of requests for proposals, which reflects the new marketing efforts put forth this year. Chairperson Garbarino announced the next Regular Meeting is scheduled for Monday, December 10, 2018 at 5:15 p.m. The meeting was adjourned at 6:07 p.m. _____________________ ___________________ Richard Garbarino Dean Grubl Authority Chairperson Executive Director 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 | f: 650-877-5356 ssfconf.com South San Francisco Conference Center Authority Authority Board Regular Meetings 2019-2020 5:15 p.m. Tuesday, February 19, 2019 (Monday is President’s Day Holiday) Monday, April 15, 2019 Monday, June 3, 2019 (FY 2019-20 Budget) Monday, August 19, 2019 Monday, October 21, 2019 Monday, December 9, 2019 (Holiday Dinner) Tuesday, February 18, 2020 (Monday is President’s Day Holiday) Monday, April 20, 2020 Monday, June 8, 2020 (FY 2019-20 Budget) Monday, August 17, 2020 Monday, October 19, 2020 Monday, December 14, 2020 (Holiday Dinner)