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HomeMy WebLinkAboutMinutes 2019-04-15SOUTH 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 April 15, 2019 Meeting was called to order at 5:16 p.m. by Authority Chairperson McGuire. Authority Members Present: Tony Clifford, Richard Garbarino, Vanessa McGovern, Jeff MacDonald, Jim McGuire, Buenaflor Nicolas, and B.J. Patel. Authority Members Absent: Liza Normandy Staff Present: Steve Mattas, Katie Leung, Jorge Cruz, Cameron Fujii and Dean Grubl. Public Comment: There was no public comment. Closed Session: Conference with Legal Counsel —Anticipated Litigation (Pursuant to Government Code Section 54956.9(d)(2) - Significant exposure to litigation: One case The Authority entered closed session at 5.18 p.m. and reconvened the open session at 6:06 p.m. General Counsel Mattas reported that direction was given and there was no reportable action. Action Items: 1. Review/Approval of Minutes from the February 19, 2019 Regular Meeting. Authority Member Garbarino moved to approve the minutes and Authority Member Nicolas seconded the motion. The Authority agreed unanimously. 2. Consider Rejection of Vinarskaya Claim. Authority Member Nicolas made a motion to reject the Vinarskaya claim and Authority Member MacDonald seconded the motion. The Authority agreed unanimously, Discussion Item/s: 255 South Airport Boulevard South San Francisco, California 94080-6703 650-877-8787 www ssfcorIf com Authority Minutes April 15, 2019 Page Two 1. Review December 2018 and January 2019 Financial Statements for Fiscal Year 2018- 2019. Grubl reviewed the Financial Statements for the Authority along with Katie Leung, Chief Financial Officer. He stated that December's Total Net Income exceeded budget by $35,000 which included the cost of goods sold and depreciation expenses. Grubl also reviewed January 2019 Financial Statement with the Authority and mentioned the new accounting system is more transparent for the Authority and Department Heads. Grubl also reviewed the PACE Report that indicates how the Conference Center is pacing in all revenue centers. Currently, Event Services and Room Rental are over 100% for the fiscal year and Audio Visual and Food and Beverage are on pace to obtain their goals for the year. Authority Announcements, Referrals and Future Agenda Items: 1. Budget Subcommittee Meeting on Tuesday, April 23, 2019. Grubl mentioned to the Authority the Budget Subcommittee will be meeting on Tuesday, April 23, 2019 to review the proposed budget for the coming Fiscal Year. The committee consist of Authority Members, Nicolas, Clifford and MacDonald. Executive Director's Report: 1. Sales and Operations Update Grubl introduced the Director of Operations Jorge Cruz to the Authority to review the completed Fiscal Year 2018-19 Capital Improvement Budget. He stated they are under budget by little over $38,000 and all projects have been completed. Grubl reviewed the new format for the Capital Improvement Budget and stated that each project has an identifiable project number that coincides with the approved depreciation line item in the accounting system. Cruz presented the Fiscal Year 2019-20 Capital Improvement Budget to the Authority. He mentioned that the Conference Center needs to replace and install new amplifiers and equalizers in the audio-visual room. The Conference Center owns all the equipment and it is over 25 years old. He stated the Operation team has 13 other projects as well. Facility Services Manager, Cameron Fujii presented a presentation to the Authority regarding the upgrading and installation of firewall and protection to the servers for the coming fiscal year. He stated the scheduled Improvements to the system is to increase the Conference Center's ability to have additional security, reliability and additional speed for its clients and staff. Under the upgrade, the Conference Center will be securing each of the systems with Cisco Meraki firewalls and monitoring systems. This will allow the Conference Center to offer its clients a secure and reliable network, while safe guarding staff files and personal information from potential cyber -attacks. Fujii stated the new systems are specifically designed to be easily integrated with new technology in order to stream line future upgrades while reducing cost. 255 South Airport eoulavard South San Francisco, California 94080-6703 650-877-8787 Ww .,ofconf.com Authority Minutes April 15, 2019 Page Three Grubl presented a slide show that Kathleen Kearney, Director of Sales assembled together to give an overview of what the Sales Department has been doing the past month and what is planned for the rest of the fiscal year. He mentioned that the Sales Department is at 110% of their goal for this fiscal year and is running at 37% for the coming fiscal year. The Sales team attended several industry events in past two months that includes: Meeting Planners International ACE in San Francisco, Meet New York, which is a San Francisco Travel Sales Mission Targeting Association Planners in New York, CBI Pharma Forum in New York which targets Bio/Pharma Meeting Planners, Destination California in Los Angeles which is predominantly Association, SMERF Planners. During the CBI Pharma Forum in New York, Meetings Manager Stacey San Pedro received her Healthcare Meeting Compliance Certification. She also attended a Meeting Planners International career fair at San Francisco State University for Emerging Professionals in the hospitality industry. Grubl informed the Authority that he will be attending, along with Sales Manager, Mary Ishida the CaISAE's (California Society of Association Executives) Elevate Annual Conference in Palm Springs as well as Joint Sponsorship with San Francisco Travel, SG MP National Education Convention in Detroit that targets government Meeting Planners, and sales missions to Sacramento and Silicon Valley. Grubl also reviewed "The Next 25" Conference Center's anniversary celebration to be held on Wednesday, April 17, 2019. He mentioned they have over 400 RSVP -5 so far for the event. Chairperson McGuire announced the next Regular Meeting is scheduled for Monday, June 3, 2019 at 5:15 p.m. The meeting was adjourned at 6:58 p.m. Ji Mc uire A rity Chairperson 7 l can Grubl Executive Director 255 South Airport Boulevard South San Francisco, California 941080-6703 650-877-8787 wwwssfconf com