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HomeMy WebLinkAboutMinutes 2018-06-04SOUTH 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 June 4, 2018 Meeting was called to order at 5:15 p.m. by Authority Chairperson Garbarino. Authority Members Present: Tony Clifford, Richard Garbarino, Jeff MacDonald, B.J. Patel, Jim McGuire, Buenaflor Nicolas, and Paul Formosa Authority Members Absent: Mark Addiego, Liza Normandy, and Ray Yoschak. Staff Present: Claire Lai and Dean Grubl Authority 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 April 16, 2018 Regular Meeting. Authority Member Nicolas moved to approve the minutes and Authority Member Formosa seconded the motion. The Authority agreed unanimously. 2. Review /Approval of Fiscal Year 2018 -2019 South San Francisco Conference Center Budget. Executive Director Grubl reviewed the budget document as approved by the Budget Sub - Committee (Authority Members Clifford, Garbarino, McGuire and Nicolas). The proposed Fiscal Year (FY) 2018 -19 budget included a total revenue projection $4,589,518 and a total expenditure request of $3,879,267 with projected budget surplus of $710,251. Also, included in the FY2018 -19 budget was a capital improvement budget of $440,500. The Conference Center Tax was projected based on an assumed 80% occupancy; the current anticipated Conference Center Tax for FY2018 -19 is based on an 80% occupancy. The projected Unrestricted Fund Balance at the end of June 30, 2018 will be approximately $3,315,488. Grubl also stated that the FY2018 -19 Budget includes a new chart of accounts for the Conference Center to coincide with the new accounting software system that will be in place 255 South Airport Boulevard South San Francisco, California 94080 -6703 650 - 877 -8787 www.ssfconf.com Authority Minutes June 4, 2018 July 1, 2018. Grubl reviewed the new chart of accounts with the Authority and stated the auditors, Sheldon Chavan, CPA approved the new chart of accounts and new accounting software system. Authority Member McGuire moved to approve the FY2018 -19 Budget as endorsed by the Budget Sub - Committee and Authority Member Nicolas seconded the motion. The Authority agree unanimously. 3. Review /Approval of Fiscal Year 2018 -2019 Interim Funding for Ninety (90) days. Authority Member McGuire moved to approve the request for interim funding for ninety (90) days and Authority Member MacDonald seconded the motion. The Authority agreed unanimously. 4. Consideration of Amendment No. 4 to Employment Agreement between the Conference Center Authority and Dean Grubl. General Counsel Lai stated that the Authority agreed to a one -year extension to the Executive Director's contract with a 5% increase in salary starting July 1, 2018. The Authority will reconvene during their August Regular meeting to discuss a three (3) year extension to the Executive Director's contract. Authority Member Formosa moved to approve the one -year extension of the Executive Director's contract with a 5% increase starting July 1, 2018 and Authority Member Nicolas seconded the motion. The Authority agreed unanimously. Discussion Item /s: 1. Review of Marchand Preliminary April Financial Statement and Event Services for Fiscal Year 2017 -2018. Grubl reviewed the March Financial Statement for the Authority. He stated that March's Operating Revenue exceed budget by $23,000. This was due in part of Food and Beverage revenue and meeting room rental exceeded their goals. Conference Center Tax revenue was at 70.08% of budget for the month of March. The Total Operating Expenditures were approximately $1,300 over what was budgeted for the month. Grubl mentioned the preliminary April Financial Statement exceeded the Operating Revenue by over $53,000. April's Operating Expenditures were almost $9,000 under budgeted for the month. Authority Announcements, Referrals and Future Agenda Items: 255 South Airport Boulevard South San Francisco, California 94080 -6703 650- 877 -8787 www.ssfconf.com Authority Minutes June 4, 2018 Executive Director Grubl mentioned that the staff of the Conference Center, Catering and Audio Visual will introduce themselves to the Authority during the Regular Authority meeting on Monday, August 20, 2018. Executive Director's Report: 1. Sales and Operations Update Grubl presented a slide show that Kathleen Kearney, Director of Sales assembled together to give an overview of what the Sales and Catering Departments have been doing for the first quarter of the year. He reviewed to the Authority that the Sales Department conducted a Sacramento FAM trip and cooking with our Chef in January. Sales also attended Independent Planners Education Conference in Washington, D.C. and conducted sales calls to existing and potential clients in the area. They also conducted local sales calls for Valentine's Day and attended Meeting Planners International (MPI) Chapter meeting in Sacramento and exhibiting at the MPI conference and tradeshow in San Francisco. Grubl reviewed the current Ad Campaign of the Conference Center that targets customers by highlighting the Center's location, 25 years of excellence, innovation in South San Francisco and by celebrating diversity. Grubl presented the new banner ad and the advertising campaign for the spring. The new ads started February 1, 2018 and has already generated 11 requests for proposals from the Conference Center's website. The Sales team is planning on attending several industry events in coming month that includes: California Society of Association Executives Elevate Annual Conference, Destination California in San Diego, Meetings Live Today in Las Vegas and sales missions to Sacramento and Silicon Valley. Grubl mentioned that the Sales Department has generated five (5) leads with 971 room nights for the month of January 2018 to South San Francisco Hotels. Sales has also designed a new lost business and lead status update forms to keep the hotels sales team advised of a lead status from the Conference Center. They have also added a field and created a new report in Reserve (booking management software system) to track leads issued to hotels, as well as total room nights. Grubl reviewed to the Authority what the Operations Department has been doing these past two months. He mentioned Operations has re- painted the North and South Lobbies, all restrooms in the facility and service corridor. They have also replaced the drip irrigation system and mulch in the center island, been removing old network and cable wiring throughout the building and replacing the wiring with CAT 6A, and entering Conference Center inventory into the mobile app "UpKeep ". They have completed the Fiscal Year 2018 -2019 Capital Improvement Budget to be presented to the Authority Board. 255 South Airport Boulevard South San Francisco, California 94080 -6703 650- 877 -8787 www.ssfconf.com Authority Minutes June 4, 2018 Grubl attended the 2018 Employment Law Updates seminar from the California Chamber of Commerce in January. He also mentioned that he has been selected as Industry Partner Vice Chair of the California Society of Association Executives Board of Directors. Chairperson Garbarino announced the next Regular Meeting is scheduled for Monday, August 20, 2018 at 5:15 p.m. The meeting was adjourned at 6:34 p.m. Ric a o Wan ubl Authority Chairperson xecutve Director 255 South Airport Boulevard south San Francisco, California 94080 -6703 650 -877 -8787 www.ssfconf.com