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HomeMy WebLinkAboutMinutes 2019-06-03i SOUTH SAN FRANCISCO conference canter 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 3, 2019 Meeting was called to order at 5:15 p.m. by Authority Chairperson McGuire. Authority Members Present: Jim McGuire, Tony Clifford, Jeff MacDonald, Vanessa McGovern, B.J. Patel, and Liza Normandy. Authority Members Absent: Richard Garbarino and Buenaflor Nicolas. Staff Present: Steve Mattas, Katie Leung and Dean Grubl Authority Chairperson McGuire requested a roll call and asked the Authority to stand for the pledge of allegiance, Public Comment: Chairperson McGuire mentioned the passing of former Authority Board Member Ray Yoschak. Action Items: 1. Review/Approval of Minutes from the April 15, 2019 Regular Meeting. Authority Member Clifford moved to approve the minutes and Authority Member Patel seconded the motion. The Authority agreed unanimously. 2. Review/Approval of Fiscal Year 2019-2020 South San Francisco Conference Center Budget. Executive Director Grubl reviewed the new budget document as approved by the Budget Sub - Committee (Authority Members Clifford, MacDonald, McGuire and Nicolas). The proposed Fiscal Year (FY) 2019-20 budget included a total revenue projection $4,607,138 and a total expenditure request of $3,594,296 with projected Gross Operating Profit of $1,012,843. Grubl stated that the Conference Center has never factored in the depreciation into the budget. This coming fiscal year, depreciation is factored in and a net income of $430,754 is projected for FY2019-20. Also, included in the FY2019-20 budget was a capital improvement budget of $465,500. The Conference Center Tax was projected based on an assumed 80% occupancy for this fiscal year; the current anticipated Conference Center Tax for FY2019-20 is based on an 78% 255 South Airport Boulevard South San Francisco, California 94080-6703 650-877-8787 www.ssfconf.com Authority Minutes June 3, 2019 occupancy. The projected Unrestricted Fund Balance at the end of June 30, 2019 will be approximately $3,817,864 and as of June 30, 2020 it is projected to be at $4,517,864. Grubl mentioned that the FY2019-20 Budget includes a new chart of accounts for the Conference Center to coincide with the new accounting software system that was installed on July 1, 2018. The new chart of accounts gives the Authority more transparency on the financial health of the Conference Center. Authority Member MacDonald moved to approve the FY2019-20 Budget as endorsed by the Budget Sub -Committee and Authority Member Patel seconded the motion. The Authority agree unanimously. 3. Review/Approval of Fiscal Year 2019-2020 Interim Funding for Ninety (90) days. Authority Member Clifford moved to approve the request for interim funding for ninety (90) days and Authority Member McGovern seconded the motion. The Authority agreed unanimously. Discussion Item/s: 1. Review of February and March Financial Statement and Event Services for Fiscal Year 2018-2019. Grubl, along with the Chief Financial Officer, Katie Leung reviewed the February and March Financial Statements for the Authority. He stated that February's Net Income was at little over $75,000 with March at $135,000. Conference Center tax for both months exceed projections as well. Authority Announcements, Referrals and Future Agenda Items: Executive Director Grubl mentioned that the annual Board and Commission Recognition Event will be held on Friday, August 16, 2019 at the Municipal Services Building from 6:30 p.m. -8:30 P.m. All Authority Members are invited to attend. Grubl also mentioned that the preliminary audit has been schedule for July 22 and 23, 2019 for fiscal year 2018-19. 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 will be doing for the month of June, He reviewed to the Authority that the Sales Department will be attending the Meeting Planners International Gala in Sacramento and doing sales calls the following week, Sales also 255 South Airport Boulevard South San Francisco, California 94084-6703 650-877-8787 www.ssfconf.com Authority Minutes June 3, 2019 will be attending the Society of Government Meeting Planners annual education conference in Detroit. They also will be attending the Meeting Planners International Gala and the San Francisco Travel Association's annual luncheon later in the month in San Francisco. Kearney will be attending Destination West conference and tradeshow in Denver this coming July. Chairperson McGuire inquired if the sales department reports out on the tradeshows and conference that they attend, in particular, if they generate meetings and room nights for the Conference Center. Grubl stated that each tradeshow and conference the salesperson does a pre and post report and if the conference is worth attending in the future. Grubl mentioned in the coming fiscal year, the Conference Center will be updating and redoing the website. The Director of Sales has taken the lead on the redesign of the site and will contain more images, new keywords and highlighting the area's restaurants and attractions. The new website should be up by late September 2019. Grubl mentioned to the Authority that the Operations Department has been preparing the projects and receiving bids on the upcoming fiscal year capital improvement projects. Once the budget has been approved by the City Council, they are ready to start the first of July. CLOSED SESSION: Conference with Legal Counsel—Anticipated Litigation (Pursuantto Government Code Section 54956.9) Significant Exposureto Litigation—One case The Authority went into closed session at 6:31 p,m. and adjourned the closed session at 7:23 P.M. There were no reportable actions from closed session. Chairperson McGuire announced the next Regular Meeting is scheduled for Monday, August 19, 2019 at 5:15 p.m. The meeting was adjourned at 7:31 p.m. Jam s McGuire thority Chairperson rubl Executive Director 255 South Airport Boulevard South San Francisco, California 94080-6703 650-877-6787 wwnu_ssfconf.com