HomeMy WebLinkAboutMinutes 2024-12-11SOUTH 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 11, 2023
Meeting was called to order at 5:16 p.m. by Chairperson Maharaj
Authority Members Present: Francois Camou, James Coleman, Richard Garbarino, Shila Narottam,
Buenaflor Nicolas, Reena Maharaj, and lyad Shihadeh
Authority Members Absent: BJ Patel, Pravin Punjiya
Staff Present: Ali Wolf, Katie Leung, Kathleen Kearney, and Jim McGuire
Public Comment:
There was no public comment.
Authority Chairperson Maharaj called the Closed Session to order at 5:17 p.m.
Closed Session:
1. Public Employee Performance Evaluation
(Pursuant to Government Code Section 54957)
Title: Executive Director
2. Conference with Labor Negotiator
(Pursuant to Government Code Section 54957.6)
Agency Designated Representatives: Reena Maharaj and Ali Wolf
Unrepresented Employee: Executive Director
Closed Session Report:
Closed Session ended at 5:22 p.m.
255 South Airport Boulevard I South San Francisco I California 1 94080
t: 650-877-8787
ssfconf.com
SOUTH SAN FRANCISCO
CONFERENCE CENTER
For both items 1 and 2, the Authority has created a subcommittee to administer the Executive Director's
evaluation and consider a recommendation for contract amendments at the February 20, 2024, Regular
Meeting. The subcommittee consists of Authority Members Garbarino, Nicolas and Shihadeh.
Presentations:
1. Presentation by Paul Pham, CPA / Partner of Chavan & Associates, LLP regarding Fiscal Year
2022-2023 Annual Financial Statement, via Zoom.
Paul Pham, CPA, of Chavan & Associates, LLP presented the 2022-2023 Financial Statement to the
Authority. He stated the audit had found no findings to report, no management comments, or
recommendations for the fiscal year. He pointed out that there were not a lot of changes from last year
and it was a clean audit, no deficiencies, and no weaknesses. There are increases in rent, and food and
beverage from increased activity. Like last year, GASB 87 redefines the way the Conference Center looks
at the Conference Center's leases, but nothing significant to adjust or record. Overall, the Agency has
been reported to be doing a great job in handling the finances.
Action Items:
I. Review/Approval of Minutes from October 16, 2023, Regular Meeting.
Authority Member Garbarino moved to approve the minutes and Authority Member Nicolas seconded
the motion. The Authority agreed unanimously.
2. Review/Approval of Authority's 2024-2025 Regular Authority Board Meeting Schedule.
The 2024-2025 Regular Authority Board Meeting Schedule was inadvertently left out of the packet.
Executive Director McGuire will email the schedule after the meeting and this Action Item will be included
in the Regular February meeting.
Discussion Item/s:
1. Review September & October 2023 Preliminary Financial Statements.
Chief Financial Officer, Katie Leung, reviewed the September and October 2023 Preliminary Financial
Statements for the Authority. YTD Gross Revenue is over budget by $52,907. The YTD Total Operating
Expenditures are $91,816 below what was budgeted. Administrative & General expenses were under
budget by $46,263, Operations & Maintenance expenses were under budget by $24,954 and Sales and
255 South Airport Boulevard I South San Francisco I California 1 94080
t: 650-877-8787
ssfconf.com
EEO GOLp
SOUTH SAN FRANCISCO
CONFERENCE CENTER
Marketing expenses were under budget by $20,599. YTD Net Income, Net Depreciation Expenses is
$325,280 and Net Income is $177,757 over budget.
Authority Announcements, Referrals and Future Agenda Items:
1. Election of Authority Chairperson and Vice Chairperson for the year 2024 on Tuesday, February
20, 2024 (Monday, February 19, 2024, is President's Day Holiday)
McGuire mentioned that the Authority will be electing a Chairperson and Vice Chairperson for 2024 during
the Authority's regular scheduled meeting in February.
Executive Director's Report:
1. Sales Activity Report (Kathy Kearney, Director of Sales)
Director of Sales Kearney reported that staff recently contracted one of staff's prospects entertained at
The Cloud Club for a value of $52,000, which will completely offset the Conference Center's 3-year
commitment to The Cloud Club. Kearney reported that Sales Manager Stacey San Pedro completed a
sales mission in Washington, DC with The San Francisco Travel Association. The total investment for this
mission was $5,300, and the Conference Center booked $140,000 in estimated revenue as a result of the
sales trip.
Kearney reported that McGuire, Kearney, and San Pedro will be hosting a client reception in Sacramento
for CaISAE for qualified association meeting planners on Tuesday, December 12, 2023, along with three
(3) hotel partners —the DoubleTree Hotel, Embassy Suites and Sonesta Hotel. San Pedro will be attending
the trade show on Wednesday, December 13, 2023.
2. Executive Director's Report (Jim McGuire, Executive Director)
Executive Director McGuire reported to the Authority on the success of the event for President Ferdinand
Marcos Jr. and showed several photographs from the event. McGuire mentioned that Mayor Nicolas and
City Manager Ranals attended the event, and McGuire expressed his appreciation and collaboration of
the conference center staff and the South San Francisco Police Department to execute a flawless event.
McGuire shared with the Authority that the conference center appeared on the Presidents' official
Instagram page two (2) different times, giving the conference center international exposure.
255 South Airport Boulevard I South San Francisco I California 1 94080
t: 650-877-8787
ssfconf.com
LEED GOLD
SOUTH SAN FRANCISCO
CONFERENCE CENTER
McGuire updated the Authority on the recent year-to-date budget percentages as follows:
• Room Rental is 77% of budget
• Audio -Visual is 61% of budget
• Event Services is 99% of budget
• Food and Beverage is 79% of budget
McGuire reported that he held the quarterly General Manager & Director of Sales meeting in November
and special guests were Councilmembers Addiego and Flores, Assistant City Manager Rich Lee and
presenters SSFPD, SSFFD and Flock Cameras.
McGuire updated the Authority on the condition of the two (2) water boilers and food warmers. The
conference center has a total of six (6) food warmers, and none of them regulates the heat property.
McGuire will be replacing two (2) immediately and will include the remaining four (4) in next Fiscal Year's
capital request. The two (2) hot water boilers are past their usable life and need to be replaced. This job
will need to be done immediately and will cost approximately $50,000.
McGuire will be ordering South San Francisco Conference Center jackets for the Authority members, and
he passed around a sheet requesting sizes for each person.
McGuire reminded that the annual holiday dinner will be immediately following the meeting.
Chairperson Maharaj announced that the next Regular Authority Meeting is scheduled for Tuesday,
February 20, 2024.
The meeting was adjourned at 5:48 p.m.
aharaj te/cutive
- cGuire
Authority Chairperson Director
255 South Airport Boulevard I South San Francisco I California 1 94080
t: 650-877-8787
ssfconf.com