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HomeMy WebLinkAboutMinutes 2020-02-18 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 ssfconf.com 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 February 18, 2020 Meeting was called to order at 5:15 p.m. by Authority Vice Chairperson Garbarino. Authority Members Present: Buenaflor Nicolas, Vanessa McGovern, B.J. Patel, Tony Clifford, Liza Normandy, Reena Maharaj, Francois Camou, and Richard Garbarino. Authority Members Absent: Jeff MacDonald, and Jim McGuire Staff Present: Emmanuelle S. Soichet, Katie Leung and Dean Grubl Authority Vice 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 December 9, 2019 Regular Meeting. Authority Member Maharaj moved to approve the minutes and Authority Member Patel seconded the motion. The Authority agreed unanimously. 2. Review/Approval of Resolution of the Conference Center Authority Personnel Policies. Executive Director Grubl presented to the Authority a revised Personnel Policies Handbook. He mentioned that he asked General Counsel to review the policies to ensure they are current with state and federal laws. The last time the Authority revised the personnel policies was in October 2012. He stated the Authority has a red-line copy of the policies for their review. 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 ssfconf.com Authority Minutes February 18, 2020 Page Two Authority Member Nicolas asked on page seven (7) of the handbook under Section 4.06 if the Authority would insert the requirement that the Executive Director or employee’s supervisor must pre-approve any travel plans and costs, prior to those costs being incurred. The General Counsel recommended that the Authority, adopt the Personnel Policies Handbook in its present form, with the addition that Authority Member Nicolas recommendation will be inserted. Grubl stated once he receives a “clean copy” from Counsel, he will distribute to the Staff along with signing an acknowledgment of receipt of Personnel Policies to be placed in their Personnel file. A motion was made by Authority Member Nicolas to adopt the Personnel Policies with the recommended addition to Section 4.06 and Authority Member Patel seconded the motion. The Authority agreed unanimously. 3. Review/Approval of Substituting Item 1920-08 (Replace and Purchase Entrance Door Hardware) with Replacing Roof Top Exhaust Systems. Grubl stated that the replacing and purchasing of entrance door hardware will be added to the Fiscal Year 2020-2021 Capital Budget that will coincide with replacing all entrance doors into the Conference Center and replace the item with installing a new roof top exhaust system above the kitchen area. The exhaust system was schedule to be placed on the FY2020-2021 Capital Budget and the cost would be the same amount as the entrance door hardware replacement. A motion was made by Authority Member Patel to substitute the entrance door hardware with replacing the roof top exhaust systems and Authority Member Nicolas seconded the motion. The Authority agreed unanimously. 4. Election of Authority Chairperson for 2020. Vice Chairperson Garbarino entertained a motion to accept nominations for Chairperson for 2020. Authority Member Clifford made a motion to elect Richard Garbarino for Chairperson for the coming year. Authority Member Patel seconded the motion. The Authority agreed unanimously. 5. Election of Authority Vice Chairperson for 2020. Vice Chairperson Garbarino entertained a motion to accept nominations for Vice Chairperson for 2020. Authority Member Garbarino made a motion to elect Buenaflor Nicolas for Vice Chairperson for the coming year. Authority Member Maharaj seconded the motion. The Authority agreed unanimously. 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 ssfconf.com Authority Minutes February 18, 2020 Page Three 6. Appoint Budget Subcommittee for the Fiscal Year 2020-2021 Budget Process. Vice Chairperson Garbarino entertained a motion to appoint four Authority Members to the Budget Subcommittee. After a brief discussion, Vice Chairperson Garbarino appointed Authority Members Clifford, McGuire, McGovern and Maharaj to the 2020-2021 Fiscal Year Budget Subcommittee. Grubl noted the first meeting will be held in mid-April. Discussion Item/s: 1. Review October and November P&L and Preliminary December 2019 P&L Statement. Grubl stated the Authority received in their packets the final October and November 2019 P&L and a preliminary December 2019 P&L statement. He mentioned that the Chief Financial Officer, Katie Leung will review a consolidated December 2019 preliminary statement that will have year-to-date numbers and comparison to budget. Leung stated that December’s Operating Gross Profit Revenue was $24,000 more than what was budgeted, however, fell short by $91,000 for the first six months of the fiscal year that was budgeted. This is due in part of revenues are behind in food and beverage. The Total Operating Expenditures were approximately $33,000 below what was budgeted for the month of December and $110,000 below budget for the first six months of the fiscal year. Conference Center tax was $4,000 below what was budget for December and $30,000 above budget for the first six months. She mentioned Year to Date, net income is approximately $73,000 over budget; however, Conference Center Tax revenues are not fully included in this amount. 2. Schedule a Performance Evaluation of Executive Director for April 20, 2020 Authority Meeting. Grubl mentioned to the Authority that the Executive Director’s performance evaluation needs to be completed. He also stated that the Authority should conduct a review of the Executive Director before the April 20, 2020 Regular Authority Board meeting. Vice Chairperson Garbarino suggested establishing an Evaluation Subcommittee and report back to the Authority by the April 20, 2020 Regular Authority Board meeting. After a brief discussion, Vice Chairperson Garbarino appointed Authority Members Nicolas, McGuire, and Camou to the sub-committee, with General Counsel Steve Mattas. Authority Announcements, Referrals and Future Agenda Items: There was none 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 ssfconf.com Authority Minutes February 18, 2020 Page Four Executive Director’s Report: 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 months. He reviewed the new Conference Center website to the Authority. He mentioned the website was launched the first of January 2020 to rave reviews. He stated since the new website has been launched the Conference Center has received 15 requests for proposals for celebrations and 23 requests for proposals for meetings and events compared to only 12 total requests for proposals for the same period as last year. Grubl mentioned the Conference Center Sales had several recent activities last month that included: hosted an appreciation luncheon for Genentech meeting planners , completion of telemarketing campaign for need and value dates, Sales Manager Mary Ishida attended Meeting Planners International meeting in Sacramento and conducted sales calls in the region, Meetings Manager Stacey San Pedro attended Independent Planners Educational Conference in St. Petersburg, FL, sales and catering departments concluded a telemarking campaign to the entire data base and attend the San Mateo County Convention and Visitors Bureau’s sales summit and annual luncheon. Grubl reviewed the upcoming activities that the Sales Department will be attending in the coming month for the Authority. They include: Meet New York with the San Francisco Travel Association in New York, CBI Pharma Forum in New York with the San Mateo County Convention and Visitors Bureau, Destination California tradeshow and appointments in Long Beach, Meeting Planners International Northern California conference and tradeshow in San Francisco, The Special Event conference and tradeshow to be held in Las Vegas and attendance at the California Society of Association Executives annual conference in Santa Rosa. In the Operations Department, Grubl informed the Authority that the Conference Center staff conducted another safety procedure on January 6th that included CPR training. This is a part of the on- going safety procedures the Conference Center conducts twice a year for staff. 255 South Airport Boulevard | South San Francisco | California | 94080 t: 650-877-8787 ssfconf.com Authority Minutes February 18, 2020 Page Five Grubl stated that Facility Services Manager Fujii is the lead person on the LEED’s re-certification process. The Conference Center will be conducting an energy audit of the Center next month. This is a part of requirement for the re-certification. Operations is in the process of replacing and updating the wall and floor outlets throughout the Conference Center and replacing and installing a water heater booster. These are a part of the Capital Improvement projects for this fiscal year. Vice Chairperson Garbarino announced the next Regular Authority Board Meeting will be on Monday, April 20, 2020 at 5:15 p.m. The meeting was adjourned at 6:06 p.m. _____________________ ___________________ Richard Garbarino Dean Grubl Authority Chairperson Executive Director 18 May 2020