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HomeMy WebLinkAboutMinutes 2023-08-21SOUTH 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 August 21, 2023 Meeting was called to order at 5:15 p.m. by Chairperson Maharaj Authority Members Present: Authority Members Absent: Staff Present: Public Comment: There was no public comment. Action Items: Francois Camou, James Coleman, Richard Garbarino, Shila Narottam, Buenaflor Nicolas, lyad Shihadeh, Reena Maharaj BJ Patel, Pravin Punjiya Steve Mattas, Katie Leung, Kathleen Kearney, and Jim McGuire 1. Review/Approval of Minutes from June S, 2023, Regular Meeting. Authority Member Garbarino moved to approve the minutes and Authority Member Nicolas seconded the motion. The Authority, by roll call vote, agreed unanimously. 2. Review/Approval of General Counsel Transition and Appointment of New General Counsel. Authority Member Garbarino moved to approve the Transition and Appointment of the New General Counsel from Steve Mattas to Alexandra "Ali" Wolf to commence at our next Regular Authority meeting in October and Authority Member Coleman seconded the motion. The Authority, by roll call vote, agreed unanimously. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-677-8787 ssfconf.com SOUTH SAN FRANCISCO CONFERENCE CENTER Discussion Item/s 1. Review May and June 2023 Preliminary Financial Statements. Chief Financial Officer, Katie Leung, reviewed the May and June 2023 Preliminary Financial Statements for the Authority, focusing on June, as it is the end of FY 2022-2023. YTD Gross Revenue was over budget by $89,403. The YTD Total Operating Expenditures are $69,380 below what was budgeted. Administrative & General expenses were under budget by $64,378, Operation & Maintenance expenses were over budget by $21,413 and Sales & Marketing expenses were under budget by $26,416. YTD Net Income, Net Depreciation Expenses are $455,568 and Net Income is $115,994 over budget. Executive Director McGuire reported Conference Center Tax was under budget by $113,564 — which represents 63% occupancy YTD. 2. Update on status of parking lease issue for the property in front of Park Pointe Hotel that is included within the Agreement for Reciprocal Grant of Nonexclusive License for Parking by Patrons of the South San Francisco Conference Center. Executive Director McGuire reported that the conference center continues to work with the Park Pointe Hotel to collect the funds for the shared parking agreement. McGuire reminded the Authority that the lease on the parking lot expires in September 2024. McGuire reported it has been challenging to work with PG&E and the Park Pointe Hotel to take over this lease. The conference center is also working with Meyers I Nave for future payments. The four (4) checks provided by Park Pointe Hotel for the first four (4) months were successfully deposited. Authority Announcements, Referrals and Future Agenda Items: None Executive Director's Report: Sales Activity Report (Kathleen Kearney, Director of Sales) Director of Sales Kearney recapped that the conference center hosted 160 events with more than 53,000 attendees in the last Fiscal Year. The business profile was split 50% repeat business and 50% new business. There were 600 trackable hotel room nights for our hotel partners, and we met our fiscal expectations. Kearney noted that we are seeing a 79% increase in Request for Proposals (RFPs) through our Diamond Package with Cvent, which is a portal that meeting planners use to source venues and hotels. Our digital banner will be featured in the September's issue of San Francisco Travel's Meeting Planners Directory and Kearney negotiated a complimentary ad in the September issue of The San Francisco 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com VEg0a SOUTH SAN FRANCISCO CONFERENCE CENTER Business Times "Meeting and Events" issues, which will feature a 2:28 second video featuring the conference center. Kearney and McGuire are working on new creative artwork for print ads, banners, and trade show collateral. Kearney updated the Authority on the recent client entertainment for VIP clients we hosted in The Cloud Club for the San Francisco Giants baseball games including the Filipino Consulate General, Sutter Health, Classic Material, Rubic Cube Association, BiRite and UCSF. Sales Manager Stacey San Pedro is currently attending "Connect Marketplace 2023" in Minneapolis this week meeting with 30 association meeting planners for personal appointments. Executive Director's Report (Jim McGuire, Executive Director) McGuire updated the Authority on Capital Expense projects as follows: 1. Smoke Sensors: Materials have arrived, we are waiting for the permits from the SSFFD. 2. Roof Repair: Lower roof repaired — power washed, primed, repaired, silicone roof installed. 3. China Plates: Received 600 plates and 400 dish covers, 200 remaining dish covers are back ordered. 4. Bathroom Emergency Lighting: Project complete. 5. PA System Speakers: Materials on order. 6. Parking lot: Scheduled for October 101h, 30"', and 3111 for asphalt repairs, sealcoating, and striping. Executive Director McGuire updated the Authority on recent budget percentages as follows: • Room Rental is at 109% of budget for July, and 111% of budget for August. • Audio -Visual is at 154% of budget for August. • Event Services is at 196% of budget for August. • Food and Beverage is at 221% of budget for August. McGuire shared the success of the recent Jackie Speier Foundation program, "San Mateo Rising: Ending Child Poverty". McGuire mentioned the cancellations of citywide conventions at Moscone Center (IBM's "Red Hat Inc" for 2024 and 2025, which had 20,000 hotel room nights, and META for 2024 with over 16,000 hotel room nights.) McGuire said the conference center just completed the annual fire inspection and passed with no issues. CFO Leung and McGuire are preparing the required documents in preparation for the annual audit, performed by Chavan and Associates. The auditors will be at the Conference Center the first week of September to begin the annual audit process. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com Lcy_4i4oj;-�j SOUTH SAN FRANCISCO CONFERENCE CENTER The Authority wished a Happy Birthday to Authority Member Patel and General Counsel Ali Wolf. Chairperson Maharaj announced that the next Regular Authority Meeting is scheduled for Monday, October 16, 2023. The meeting was adjourned at 5:50 p.m. Reena Maharat dim M uire Authority Chairperson t cutive Director 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com c�[oc_ovq