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Home My WebLink AboutMinutes 2019-12-09SOUTH 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 December 9, 2019 Meeting was called to order at 5:15 p.m. by Authority Chairperson McGuire. Authority Members Present: Buenaflor Nicolas, Jeff MacDonald, Vanessa McGovern, B.J. Patel, Tony Clifford, Liza Normandy, Reena Maharaj, Francois Camou, Richard Garbarino, and Jim McGuire. Authority Members Absent: Staff Present: Steve Mattas, Katie Leung and Dean Grubl Authority Chairperson McGuire requested a roll call and asked the Authority to stand for the pledge of allegiance. Public Comment: Authority Chairperson McGuire congratulated Authority Member Garbarino on being selected as Mayor of South San Francisco for 2020. Presentations: 1. Presentation by Sheldon Chavan, CPA, Partner of Chavan & Associates, LLP regarding Fiscal Year 2018-2019 Annual Financial Statement. Sheldon Chavan, CPA of Chavan & Associates, LLP presented the 2018-2019 Financial Statement to the Authority. He stated the firm found no findings to report; no management comments or recommendations for the fiscal year. The Authority's net position increased by $465,000 or 7% during the fiscal year; of this amount $163,327 is classified as a net increase of investments in capital assets. The Authority's revenue increased by 8% due to an increase in charges for services, mostly related to room rental income. The total expenses of all Authority's programs increased by 14% from previous fiscal year due primarily in contractual expenses. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com ,¢e� coin 9 SOUTH SAN FRANCISCO CONFERENCE CENTER Action Items: 1. Review/Approval of Fiscal Year 2018-2019 Financial Statement and approval to submit same to the South San Francisco City Council. Authority Member Nicolas moved to approve and submit the Fiscal Year 2018-2019 Financial Statement to the South San Francisco City Council and Authority Member Clifford seconded the motion. The Authority agreed unanimously. 2. Review/Approval of Minutes from the October 21, 2019 Regular Meeting. Authority Member Garbarino moved to approve the minutes and Authority Member Nicolas seconded the motion. The Authority agreed unanimously. 3. Review/Approval of the Authority's 2020-2021 Regular Authority Board Meetings Schedule. Grubl presented to the Authority the Regular Authority meeting dates for the years 2020 and 2021. He stated that there are two dates that have been altered from the third Monday; lune 8, 2020 and June 7, 2021. The meeting dates have been moved to the first Monday of June, so that the Authority will be able to present their fiscal year budget to the City Council later in June. Authority Member MacDonald motioned to approve the 2020-2021 Regular Authority Board Meetings schedule and Authority Member Patel second the motion. The Authority agreed unanimously. Discussion item/s: 1. Review of October Preliminary Financial Statement for Fiscal Year 2019-2020. Chief Financial Officer, Katie Leung reviewed the preliminary October 2019 Financial Statement for the Authority. She stated that October's Operating Total Revenue fell short of the budgeted amount by $182,000, however, total income was $66,000 more than previous year. Leung stated total gross profit for October 2019 was $25,000 under budget and roughly $56,000 more that year over year. The Total Operating Expenditures were approximately $45,000 below what was budgeted. Preliminary net income is $6,000 below budget, but $26,000 more compared to October 2018. She mentioned Year to Date, net income is $13,000 over budget; however, Conference Center Tax revenues are not fully included in this amount. Authority Announcements, Referrals and Future Agenda Items: 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com SEED GOLD SOUTH SAN FRANCISCO CONFERENCE CENTER Grubl mentioned that the Authority will be electing a Chairperson and Vice Chairperson for 2020 during the Authority's regular schedule meeting in February, as well as appointing the 2020-2021 Budget Subcommittee members. Authority Member Nicolas asked if the Executive Director's review would be placed on the agenda as well. 1. Sales and Operations Update Grubl presented a slide presentation that Kathleen Kearney, Director of Sales assemble to give an overview of what the Sales and Catering Departments have been doing for the last few months and what is schedule for the coming year. He reviewed the recent activities that included: completion of telemarketing campaign from the current Conference Center database, Meetings Manager, Stacey San Pedro attended Unique Venues Annual Convention in Dallas, Events Manager, Silvia Wagner attended Meeting Planners International Conclave in Colorado Springs where she obtained a certificate in Sustainable Meetings, Sales Manager Mary Ishida and Grubl attended the Bay Area Regional Counsel for California Society of Association Executives holiday luncheon and program at the San Mateo Marriott, and the sales department completed a e-mail blast of "Value Dates" to prospective clients. Grubl reviewed the upcoming activities that the Sales Department will be attending in the coming months for the Authority. They include: attendance at California Seasonal Spectacular conference and tradeshow in Sacramento, International Independent Meeting Planners conference in Florida, hosting a luncheon for Genentech planners, attendance in Meet New York in partnership with the San Francisco Travel Association, Meeting Planners International Northern California conference and tradeshow in San Francisco, CBI Pharma Forum in partnership with the San Mateo County Convention and Visitors Bureau to be held in New York, Destination California ane -on -one appointments program and The Special Event conference and tradeshow to be held in Las Vegas. Grubl informed the Authority that the Sales Department will be instituting a Food and Beverage minimum in the months of March and October 2020 to help increase food and beverage for those months. The new Conference Center website is nearly ready to launch later this month. Grubl gave a preview to the Authority of the new website. In the Operations Department, Grubl mentioned that installation of the new audio-visual amplifiers and equalizers has been completed. The project was completed at the end of November and under budget. Grubl mentioned that the Operations Department met with Global Power Supply regarding the installation and cost of a generator. He mentioned the Director of Operations, Jorge Cruz and Facility Services Manager, Cameron Fujii will be giving a presentation to the Authority during their Regular meeting in February regarding this project. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com 1EEP COLD <*>SOUTH SAN FRANCISCO CONFERENCE CENTER Grubl stated that Fujii is the lead person on the LEED's re -certification process. The Conference Center will be having a meeting later this week with Ackerstein Sustainability to review the new requirements that are in place for the re -certification and the process will be about 8 months, Operations will be replacing and updating the wall and floor outlets through out the Conference Center the week of January 13th and replacing and installing a water heater booster. These are a part of the Capital Improvement projects for this fiscal year. Grubl informed the Authority that the Conference Center staff will be conducting another safety procedure on January 6th that will include CPR training. This is apart of the on-going safety procedures the Conference Center conducts twice a year for staff. Chairperson McGuire announced the next Regular Meeting is scheduled for Tuesday, February 18, 2020 at 5:15 p.m. The meeting was adjourned at 6:19 p.m. "AAal - Jim McGuire Authority Chairperson Dean Grubl Executive Director 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com