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SOUTH SAN FRANCISCO CONFERENCE CENTER
REGULAR AUTHORITY MEETING
Monday, October 15, 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 f rom
discussing the items raised. Such items may be taken under consideration and refer red to staff for further action as appropriate.
Action Items:
1. Review/Approval of Minutes from the August 20, 2018 Regular Meeting.
Discussion Item/s:
1. Review of July P&L Statement for Fiscal Year 2018-2019.
Authority Announcements, Referrals and Future Agenda Items:
1. Chavan & Associates, LLP Fiscal Year 2017-18 Audit October 18-19, 2018.
Executive Director’s Report:
1. Fiscal Year Y2018-19 Capital Improvement Projects.
2. Sales Update
Next Regular Authority Board Meeting will be on Monday, December 10, 2018 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
August 20, 2018
Meeting was called to order at 5:17 p.m. by Authority Chairperson Garbarino.
Authority Members Present: Mark Addiego, Tony Clifford, Richard Garbarino, Paul Formosa,
Jim McGuire, and Liza Normandy.
Authority Members Absent: Jeff MacDonald, Buenaflor Nicolas, B.J. Patel and Ray Yoschak.
Staff Present: Steve Mattas, Kathy Kearney, Jorge Cruz, Waldemar Tulik 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.
Presentations:
1. Presentations of Conference Center Staff (Dean Grubl, Executive Director).
Executive Director Grubl requested that the Conference Center staff, including new employees,
introduce themselves and state their job responsibilities. The staff included: Chris DeGrande,
General Manager of South San Francisco Conference Catering, LLC; Mike Ramirez, Executive
Chef; Moises Perez, Sous Chef; Judy Reyes, Director of Catering; Sheila Lauchengco, Catering
Associate; Adolfo Ochoa, Banquet Captain; Katie Leung, temporary Controller; Jorge Cruz,
Director of Facilities Operations; Waldemar Tulik, Facility Services Manager; Kathy Kearney,
Director of Sales; Mary Ishida, Sales Manager; Stacy San Pedro, Meetings Manager; Ciara
Johnson, Sales and Administrative Assistant; Silvia Wager, Events Manager; and Scott Rodgers,
Director of Audio Visual from Projection Audio Visual Presentations.
Action Items:
1. Review/Approval of Minutes from the June 4, 2018 Regular Meeting.
Authority Member McGuire moved to approve the minutes and Authority Member Formosa
seconded the motion. The Authority agreed unanimously to approve the minutes.
Authority Minutes
August 20, 2018
2. Consideration of Amendment No. 5 to Employment Agreement between the
Conference Center Authority and Dean Grubl.
This item was moved to and considered following the closed session. General Counsel provided
a staff report and reported the terms of the proposed Fifth Amendment to the employment
agreement between the Conference Center Authority and Dean Grubl. Authority Member
Formosa motioned to approve the Resolution approving the Fifth Amendment to the
Employment Agreement between the South San Francisco Conference Center Authority and
Dean Grubl. Authority Member Clifford seconded the motion. The Authority agreed
unanimously to approve the Fifth Amendment.
Discussion Item/s:
1. Review of July Preliminary Financial Statement for Fiscal Year 2018-2019.
Executive Director Grubl reviewed the Preliminary July Financial Statement to the Authority. He
mentioned the new format was from the new accounting system the Conference Center is
using. He mentioned the Operating Revenue exceeded the approved budget for the month and
expenditures were below the approved budget. Authority Member McGuire asked if the
Authority could see the year-to-year comparison on the P&L in the future. Grubl mentioned he
will include the year prior P&L reports to the Authority.
2. Review of Pace Report for Fiscal Year 2017-2018.
Grubl reviewed the Pace Report for fiscal year to the Authority. He mentioned all line items are
at or exceeding budget for the year. The Conference Center is at 66% of budget for the fiscal
year in room rental income.
Authority Announcements, Referrals and Future Agenda Items:
Grubl reminded the Authority that the FY2017-2018 audit had been scheduled with Chavan &
Associates, LLP for September 20-21, 2018. However, the audit has been rescheduled for
October 18-19, 2018 and they will be presenting their findings to the Authority during their
December Regular Authority meeting.
Executive Director’s Report:
Grubl mentioned to the Authority that the Conference Center’s Director of Sales, Kathleen
Kearney will be giving an update on the sales activities. Kearney reviewed the pace report with
the Authority and that sales is at 66% of this year’s rental goal for the following reasons: the
Sales Department is not selling sections of the ballroom for smaller meetings, the Sales
Department is pushing bookings on the date the Conference Center need’s business, charging
for double sessions, pushing set up days for larger groups and attempting to keep one-day
programs out of the Tuesday through Thursday pattern to fill need dates of Monday and Friday.
Authority Minutes
August 21, 2017
Kearney informed the Authority that the Conference Center’s recent sales activities included a
CalSAE Bay Area Chapter event in Oakland, venue accelerator sales training course for sales
staff, prospecting past clients for the last two years to rebook an event at the Conference Center
and attended a networking event for event and industry planners in San Francisco.
Kearney mentioned that the Sales Team will be attending an MPI Education program in San
Francisco, sales calls to Sacramento, San Francisco Business Exchange program and “Christmas
in August” event later this month. In teaming with the South San Francisco Conference
Catering, she stated that “Christmas in August” will be held at the Conference Center on August
23, 2018 and the Authority is invited to attend. She mentioned that they have 90 RSVPs at this
time.
The Sacramento Sales Mission and Client Reception will be held in September. The Sales and
Catering departments, along with South San Francisco Hotels, are participating in the sales
mission. They will be making sales calls to potential and past clients in the Sacramento region.
She also mentioned that South San Francisco Hotels have been asked to participate in the
Seasonal Spectacular tradeshow in December. The tradeshow is sponsored by the California
Society of Association Executives.
Kearney reviewed with the Authority the upcoming travel and special events that the sales
department will be attending for coming fiscal year. She mentioned that they will be attending
a few new events: Unique Venues in October, CBI Pharma Forum in New York and Lunar New
Year in Washington, D.C. to name a few.
Kearney also talked about “The Next 25” and gave more details about the Conference Center’s
anniversary event in April 2019. She mentioned that the entertainment has been secured, at
this time.
Grubl introduced Jorge Cruz, Director of Facility Operations and Waldemar Tulik, Facility Services
Manager to the Authority to give the Authority an update in the Capital Improvement Projects
for the Fiscal Year 2018-19. Cruz reviewed the projects and mentioned that of the 14 Capital
Projects for this fiscal year; eight (8) are completed, three (3) are in progress and four (4) are
pending. Cruz stated the repairing of the kitchen floor and walls, replacing and installing the
three (3) convection ovens and counter gas charbroil grills, resurfacing the parking lot and
painting of the exterior of building, and replacement of the restroom mirrors. Cruz stated that
the replacement and repairing of the awnings is in progress, along with the network cable and
video/audio jacks upgrade.
Tulik stated the purchase and replacement of office computers was completed earlier this
month. He went on to mention that the installation of the two administration servers and racks
is in progress and should be completed by the end of the month. Tulik advise the Authority
that the Operations Department is migrating the Conference Center phone system over to VoIP
Telephone System. He stated that the reason for the change is that the annual savings would be
about $4,000 a year from the current system. Also, the VoIP system will improve our service
Authority Minutes
August 20, 2018
with no down time during power outages, mobile and remote capability, vFax will eliminate
equipment and is cloud-based; which in turn eliminates the need to maintain hardware on-site.
Cruz and Tulik did an overview of the projected Capital Improvements for Fiscal Year 2019-2020
with the Authority. They mentioned that they will be continuing to replace the arena chairs.
Carpet replacement, electronic signage and LEED certification process to name a few.
Grubl advised the Authority that the Conference Center staff will be doing a Cyber Security
Training later in the week to give them a better understanding and awareness of threats that
they will encounter via email and website links.
CLOSED SESSION:
The Authority entered closed session at 6:20 p.m. and reconvened the open session at 6:31 p.m.
General Counsel Mattas reported that direction was given and no reportable action.
Chairperson Garbarino announced the next Regular Meeting is scheduled for Monday, October
15, 2018 at 5:15 p.m. The meeting was adjourned at 7:02 p.m.
_____________________ ___________________
Richard Garbarino Dean Grubl
Authority Chairperson Executive Director
SSF Conference Center PACE Report All Categories
Fiscal Period Date 07/01/2018 - 06/30/2019
Filtered by: Revenue Center Category equal to Room Rental, Food & Beverage, Audio Visual, Event Services
Fiscal Period
Date Total Definite Total Tentative
and Definite Budget Definite % of
Budget
Tentative and
Definite % of
Budget
Total Definite
Previous Year
Variance from
Previous Year
% of Previous
Year
Revenue Center Category: Audio VisualRevenue Center Category: Audio Visual
07/01/2018 $13,209.50 $13,209.50 $26,000.00 51 %51 %$17,222.50 ($4,013.00)77 %
08/01/2018 $17,440.00 $17,440.00 $12,500.00 140 %140 %$8,124.00 $9,316.00 215 %
09/01/2018 $10,487.50 $10,487.50 $65,000.00 16 %16 %$40,893.00 ($30,405.50)26 %
10/01/2018 $9,381.00 $9,381.00 $40,000.00 23 %23 %$22,957.00 ($13,576.00)41 %
11/01/2018 $0.00 $0.00 $55,000.00 0 %0 %$30,381.50 ($30,381.50)0 %
12/01/2018 $1,675.00 $1,675.00 $15,000.00 11 %11 %$10,474.50 ($8,799.50)16 %
01/01/2019 $1,675.00 $1,675.00 $10,000.00 17 %17 %$4,565.00 ($2,890.00)37 %
02/01/2019 $0.00 $0.00 $30,000.00 0 %0 %$16,998.00 ($16,998.00)0 %
03/01/2019 $0.00 $0.00 $30,000.00 0 %0 %$26,793.00 ($26,793.00)0 %
04/01/2019 $4,870.00 $4,870.00 $12,000.00 41 %41 %$16,090.00 ($11,220.00)30 %
05/01/2019 $6,980.00 $6,980.00 $20,000.00 35 %35 %$28,297.00 ($21,317.00)25 %
06/01/2019 $0.00 $0.00 $20,000.00 0 %0 %$49,320.00 ($49,320.00)0 %
Audio Visual Total:Audio Visual Total:
$65,718.00 $65,718.00 $335,500.00 20 %20 %$272,115.50 ($206,397.50)24 %
Revenue Center Category: Event ServicesRevenue Center Category: Event Services
07/01/2018 $17,741.75 $17,741.75 $12,500.00 142 %142 %$9,751.48 $7,990.27 182 %
08/01/2018 $13,863.00 $13,863.00 $10,000.00 139 %139 %$5,160.00 $8,703.00 269 %
09/01/2018 $20,194.00 $20,194.00 $10,500.00 192 %192 %$15,575.40 $4,618.60 130 %
10/01/2018 $19,204.90 $19,204.90 $12,750.00 151 %151 %$14,920.65 $4,284.25 129 %
11/01/2018 $3,823.00 $3,823.00 $11,000.00 35 %35 %$9,864.26 ($6,041.26)39 %
12/01/2018 $2,816.00 $3,568.00 $18,000.00 16 %20 %$15,389.00 ($12,573.00)18 %
01/01/2019 $5,154.85 $5,154.85 $12,000.00 43 %43 %$10,604.85 ($5,450.00)49 %
02/01/2019 $787.00 $787.00 $9,000.00 9 %9 %$9,493.00 ($8,706.00)8 %
03/01/2019 $1,200.00 $3,970.00 $15,000.00 8 %26 %$14,593.00 ($13,393.00)8 %
04/01/2019 $2,219.90 $2,234.90 $7,250.00 31 %31 %$18,375.40 ($16,155.50)12 %
05/01/2019 $3,464.50 $3,464.50 $17,000.00 20 %20 %$18,180.71 ($14,716.21)19 %
06/01/2019 $0.00 $1,400.00 $15,000.00 0 %9 %$14,572.65 ($14,572.65)0 %
Event Services Total:Event Services Total:
$90,468.90 $95,405.90 $150,000.00 60 %64 %$156,480.40 ($66,011.50)58 %
Revenue Center Category: Food & BeverageRevenue Center Category: Food & Beverage
07/01/2018 $75,457.00 $75,457.00 $76,000.00 99 %99 %$74,986.60 $470.40 101 %
08/01/2018 $109,643.85 $109,643.85 $150,000.00 73 %73 %$71,989.00 $37,654.85 152 %
09/01/2018 $162,925.00 $162,925.00 $220,000.00 74 %74 %$198,305.20 ($35,380.20)82 %
10/01/2018 $92,082.50 $95,157.50 $225,000.00 41 %42 %$187,989.50 ($95,907.00)49 %
11/01/2018 $131,858.00 $154,358.00 $180,000.00 73 %86 %$158,451.55 ($26,593.55)83 %
12/01/2018 $181,816.50 $223,316.50 $285,000.00 64 %78 %$251,372.33 ($69,555.83)72 %
01/01/2019 $76,476.50 $76,476.50 $120,000.00 64 %64 %$94,611.50 ($18,135.00)81 %
02/01/2019 $57,250.00 $92,250.00 $180,000.00 32 %51 %$156,726.00 ($99,476.00)37 %
03/01/2019 $50,112.00 $55,112.00 $220,000.00 23 %25 %$190,463.50 ($140,351.50)26 %
Total Records: 48
Printed: 10/08/2018 07:56 AM PDT
Page 1 of 2
Fiscal Period
Date Total Definite Total Tentative
and Definite Budget Definite % of
Budget
Tentative and
Definite % of
Budget
Total Definite
Previous Year
Variance from
Previous Year
% of Previous
Year
04/01/2019 $60,987.50 $66,987.50 $195,000.00 31 %34 %$193,087.50 ($132,100.00)32 %
05/01/2019 $68,800.00 $104,800.00 $275,000.00 25 %38 %$238,989.26 ($170,189.26)29 %
06/01/2019 $42,100.00 $55,600.00 $225,000.00 19 %25 %$198,090.98 ($155,990.98)21 %
Food & Beverage Total:Food & Beverage Total:
$1,109,508.85 $1,272,083.85 $2,351,000.00 47 %54 %$2,015,062.92 ($905,554.07)55 %
Revenue Center Category: Room RentalRevenue Center Category: Room Rental
07/01/2018 $76,400.00 $76,400.00 $75,000.00 102 %102 %$51,100.00 $25,300.00 150 %
08/01/2018 $107,850.00 $107,850.00 $108,000.00 100 %100 %$60,550.00 $47,300.00 178 %
09/01/2018 $108,050.00 $108,050.00 $100,000.00 108 %108 %$89,742.86 $18,307.14 120 %
10/01/2018 $116,048.57 $120,048.57 $120,000.00 97 %100 %$94,112.00 $21,936.57 123 %
11/01/2018 $71,125.00 $98,325.00 $95,000.00 75 %104 %$80,953.11 ($9,828.11)88 %
12/01/2018 $46,200.00 $82,200.00 $90,000.00 51 %91 %$82,392.86 ($36,192.86)56 %
01/01/2019 $61,100.00 $68,100.00 $100,000.00 61 %68 %$147,275.00 ($86,175.00)41 %
02/01/2019 $84,750.00 $108,750.00 $110,000.00 77 %99 %$120,325.00 ($35,575.00)70 %
03/01/2019 $37,400.00 $51,650.00 $110,000.00 34 %47 %$95,050.00 ($57,650.00)39 %
04/01/2019 $23,850.00 $29,600.00 $77,000.00 31 %38 %$129,625.00 ($105,775.00)18 %
05/01/2019 $28,250.00 $33,250.00 $95,000.00 30 %35 %$75,400.00 ($47,150.00)37 %
06/01/2019 $33,500.00 $36,750.00 $120,000.00 28 %31 %$129,953.57 ($96,453.57)26 %
Room Rental Total:Room Rental Total:
$794,523.57 $920,973.57 $1,200,000.00 66 %77 %$1,156,479.40 ($361,955.83)69 %
Grand Totals:
Total Records: 48
Printed: 10/08/2018 07:56 AM PDT
Page 2 of 2
$2,060,219.32 $2,354,181.32 $4,036,500.00 Avg 51 %Avg 58 %$3,600,138.22 ($1,539,918.90)3041 %
2018 -2019 Capital Improvements
14 Projects: 8 Complete; 3 In-Progress; 4 Pending
1. Replace and Install three Convection Ovens
2. Replace and Install Counter Gas Infrared Charbroil Grills
3. Epoxy Kitchen Floor and Repair Walls
4. Resurface Parking Lot and Traffic Lines
5. Exterior Painting of the Building
6. Replace and Repair Awnings on Northside/Southside of Building
7. Replace Acoustic Ceiling Tiles
8. Replace 250 Arena Style Chairs and Hand Carts
9. Purchase Lobby Furniture
10. Replace and Purchase Dance Floor, Tongue and Grooves and Four (4) Carts
11. Purchase and Replace Restroom Glass Mirrors
12. Purchase and Replace Office Computers
13. Network Cable Upgrade and Video/Audio Jacks
14. Replace and Install Two Administration Servers
Completed Projects
1. Replace and Install three Convection Ovens - $41,000
2. Replace and Install Counter Gas Infrared Charbroil Grills - $6,500
Budget: $ 41,00.00
Actual: $ 43,512.11
Over/Under $ 2,512.11
Budget: $ 6,500.00
Actual: $ 5,114.52
Over/Under $ 1,385.48
Completed Projects
3. Epoxy Kitchen Floor and Repair Walls - $44,500
Budget: $ 45,500.00
Actual: $ 36,000.00
Over/Under $ 9,500.00
Before
Before
After
After
Completed Projects
4. Resurface Parking Lot & Traffic Lanes - $20,000
Budget: $ 20,000.00
Actual: $ 16,380.51
Over/Under $ 3,619.49
Completed Projects
5. Exterior Painting of Building - $125,000
Budget: $ 125,000.00
Actual: $ 114,430.00
Over/Under $ 10,570.00
Completed Projects
11. Purchase and Replace Restroom Glass Mirrors - $7,500
Budget: $ 7,500.00
Actual: $ 6,894.00
Over/Under $ 606.00
Completed Projects
12. Purchase and Replace Office Computers - $25,000
Budget: $ 25,000.00
Actual: $ 23,227.40
Over/Under $ 1,772.60
In-Progress Improvements
6. Replace and Repair Awnings on Northside/Southside of Building
13. Network Cable Upgrade and Video/Audio Jacks
14. Replace and Install Two Administration Servers & Rack
In-Progress Improvements
14. Replace and Install Two Administration Servers & Rack - $30,000
Budget: $ 30,000.00
To Date: $ 31,371.99
Over/Under $ 1,371.99
Before
After
Pending Improvements
7. Replace Acoustic Ceiling Tiles
8. Replace 250 Arena Style Chairs and Hand Carts
9. Purchase Lobby Furniture
10. Replace and Purchase Dance Floor, Tongue and Groves and Four (4) Carts
Other Non-Capital Improvements
Migration to VoIP Telephone System
-Originally planned for 2019-2020 Capital Improvement
Reason for Change:
-Annual savings of $4000 - $5000
-Consolidated Bill from Nextiva (Currently 3 Bills: CalNet, AT&T, Advantel)
-New Telephones
-Improved Service
-No Down Time During Power Outage
-Mobile & Remote Capability
-Conference Number
-vFax Eliminates Equipment
-User-friendly dashboard to manage users, billing, analytics, etc.
-Cloud-Based, eliminated the need to maintain hardware on-site (server, rack, etc.)
Summary
14 Projects: 8 Complete; 3 In-Progress; 4 Pending
1. Replace and Install three Convection Ovens Budget: $41,000 Actual: $43,512.11
2. Replace and Install Counter Gas Infrared Charbroil Grills Budget: $6,500 Actual:$5,114.52
3. Epoxy Kitchen Floor and Repair Walls Budget: $45,500 Actual:$36,000.00
4. Resurface Parking Lot and Traffic Lines Budget: $20,000 Actual:$16,380.51
5. Exterior Painting of the Building Budget: $125,000 Actual:$114,430.00
6. Replace and Repair Awnings on Northside/Southside of Building Budget: $36,500 To Date:$18,118.05
7. Replace Acoustic Ceiling Tiles Budget: $10,500 To Date:$0.00
8. Replace 250 Arena Style Chairs and Hand Carts Budget: $40,500 To Date:$0.00
9. Purchase Lobby Furniture Budget: $4,000 To Date:$0.00
10. Replace and Purchase Dance Floor, Tongue and Grooves and Four (4) Carts Budget: $33,500 To Date:$0.00
11. Purchase and Replace Restroom Glass Mirrors Budget: $7,500 Actual:$6,894.00
12. Purchase and Replace Office Computers Budget: $25,000 Actual: $23,227.40
13. Network Cable Upgrade and Video/Audio Jacks Budget: $15,000 To Date: $9,903.36
14. Replace and Install Two Administration Servers Budget: $30,000 To Date: $31,371.99
Total Budget: $440,500.00 Total Spent To Date: $304,951.94 Budgeted: $352,000.00 Over/Under: $47,048.06
(Completed/In-Progress)
FY 2019 – 2020 Projected Improvements
14 Projects:
1. HVAC Trane Controller Update $2,500
2. Replace Booster/Water Heater $6,500
3. Main Entrance Rubber Tiles Replacement $8,000
4. Exterior Lighting (Bollards, Wall Packs, Parking Lot Lights) $35,000
5. Exterior Signage $6,500
6. Interior Dimmable Lighting System Upgrade $40,000
7. Exterior Doors Crossbar Replacement $40,000
8. Purchase New Table Skirts $8,000
9. Evaporator Fans for Walk-In Freezer $8,000
10. Carpet Replacement (Admin Office) $15,000
11. Acoustic Ceiling Tiles (Ballrooms) $10,800
12. Carpet Replacement (GB, OPR, Baden, Lobby Areas) $75,000
13. Electronic Signage $12,500
14. Replace 250 Arena Style Chairs $41,000
15. Chair Dollies $1,500
16. Podiums Replacement $12,000
17. Floor Outlet Metal Covers $5,000
18. Office Electronics Replacement $4,000
19. LEED Platinum Certification $40,000
20. LCD Monitors for Lobby Areas $10,000
21. Update 110V Wall & Floor Outlets $16,500
22. Wall Plates For Service Corridor $5,000
23. Purchase Water Coolers for Lobby Areas $3,000
24. Replace Mobile Staging and Rails $25,000
25. Replace Admin Office Furniture $15,000
Total: $445,800.00