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HomeMy WebLinkAboutMinutes 2019-10-21SOUTH SAN FRANCISCO CONFERENCE CENTER 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 21, 2019 Meeting was called to order at 5:15 p.m. by Authority Chairperson McGuire. Authority Members Present: Tony Clifford, Francois Camou, Richard Garbarino, Reena Maharaj, Jeff MacDonald, Jim McGuire, Liza Normandy, Buenaflor Nicolas, Vanessa McGovern. Authority Members Absent: B.J. Patel Staff Present: Steve Mattas, Katie Leung, Cameron Fujii and Dean Grubl Authority Chairperson McGuire requested a roll call and asked the Authority to stand for the pledge of allegiance. Public Comment: There was no public comment. Welcome and Introduction of New Authority Members: Chairperson McGuire welcomed new Authority Members Reena Maharaj as a community representative and Francois Camou as the new business representative to the Authority. He then asked the Authority to introduce themselves to the new members. Action Items: 1. Review/Approval of Minutes from the August 19, 2019 Regular Meeting. Authority Member Nicolas moved to approve the minutes and Authority Member Garbarino seconded the motion. The Authority agreed unanimously to approve the minutes. Discussion Item/s: 1. Review of August and September Preliminary P&L for Fiscal Year 2019-2020. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf,com LUD Gott, SOUTH SAN FRANCISCO CONFERENCE CENTER Chief Financial Officer Leung reviewed the preliminary P&L for August and September to the Authority. She mentioned that net revenue for the month of August was below what was budgeted for the month. Food and Beverage revenue was $50,000 behind budget for the month. Authority Member Clifford asked if the catering's prices are too high and if that is the result of food and beverage not meeting the numbers. Executive Director Grubl said the prices are comparable to the Conference Center's competitors in the Bay Area. He stated the catering department did not have any social events for the month of August. Leung stated that Operation and Maintenance was $20,000 below what was budgeted, and Sales and Marketing was at budget for the month. Total net income for the month was $4,000 over budget for the month of August. Leung reviewed September's P&L to the Authority and that gross profit was at $171,000 for the month. Operations and Maintenance was under budget by $10,000, while Sales and Marketing was under budget by $12,000. Total net income for the month was $3,000 over what was budgeted. However, Leung stated that not all the Conference Center tax revenue has been recorded. Authority Announcements, Referrals and Future Agenda Items: There was none. Executive Director's Report: 1. Update of the FY2019-20 Capital Improvement Projects (Facility Services Manager; Cameron Fujii). Cameron Fujii, Facility Services Manager gave the Authority an update on some the Capital Improvement Projects for fiscal year 2019-2020. Fujii reviewed the projects and mentioned that the replacement of wallpaper in the lobby areas had been completed by the first week in September. He stated that the purchase and replacement of the carpet extractor machine has been completed. He mentioned that Operations is currently working with a company to schedule the replacement and installation of the amplifiers and equalizers for the audio-visual room and that project will be started the first of November. Fujii discussed progress in the networking upgrade including a secondary internet service provider. He explained that the upgrade focused on security, reliability and speed. The Project was completed in September. Chairperson McGuire asked Fujii if the Operations team had explored the possibility of installing a generator at the facility. Fujii mentioned they have been working on receiving bids on such project and will report their findings back to the Authority during the December meeting. 2. Sales Update Grubl gave a presentation on the sales activities that was prepared by the Director of Sales, Kathleen Kearney. He informed the Authority that the Conference Center has almost completed the new website. The website should be launched the first of November with a new design and it is intended to target specific areas and incorporate the 255 South Airport Boulevard 1 South San Francisco 1 California 1 94080 t: 650-877-8787 ssfconf.com �reo eao SOUTH SAN FRANCISCO CONFERENCE CENTER social media aspect as well. He mentioned the site will be image rich and a call to action for those who are on the new website. He mentioned the Sales Department conducted a sales blitz and a reception in Sacramento last month. Eleven sales calls were made during the sales blitz along with a client appreciation luncheon. The reception had over 50 meeting planners in attendance along with partnering South San Francisco Hotels; Embassy Suites, Hotel Focus, Holiday Inn and La Quinta Inn & Suites by Wyndham. Grubl mentioned the Conference Center attended Connect Marketplace in Louisville, Kentucky; in which four requests for proposals were obtained. The sales department also hosted a San Mateo County Convention and Visitors Bureau "FAM" trip in August, attended and participated in networking mixers with San Francisco Travel Association and San Mateo County Convention and Visitors Bureau, Meeting Planner's International educational program in San Francisco. He stated the Sales Department along with the Catering Department are conducting a prospecting/telemarketing blitz on the entire Conference Center database. At this time, they have obtained 6 requests for proposals and are updating the current client database. In the coming months, the Sales Department will be conducting Sacramento Sales calls, continuing the telemarketing blitz, attending the California Society of Association Executives "Seasonal Spectacular" tradeshow, Meeting Planners International programs in Sacramento and San Francisco, and "Cooking with Mikey" with Life Sciences clientele. Chairperson McGuire announced the next Regular Authority Board Meeting will be on Monday, December 9, 2019 at 5:15 p.m. followed by the Holiday Dinner. The meeting was adjourned at 6:21 p.m. im Guire VQu ority Chairperson Executive Director 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com �agUlLprvc CO � c V = N {� �J n' GSG64