HomeMy WebLinkAbout04.21.2025 Agenda Packet255 South Airport Boulevard | South San Francisco | California | 94080
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SOUTH SAN FRANCISCO CONFERENCE CENTER
REGULAR AUTHORITY MEETING
Monday, April 21, 2025 – 5:15 p.m.
255 South Airport Blvd., South San Francisco, CA 94080
AGENDA
Call to Order – Pledge of Allegiance – Roll Call
Public Comment:
Note: For matters not otherwise listed on this agenda, the Authority welcomes your comments but is prohibited
by State Law from discussing the items raised. Such items may be taken under consideration and referred to staff
for further action as appropriate.
Closed Session:
Conference with Labor Negotiator
(Pursuant to Government Code Section 54957.6)
Agency Designated Representatives: Chairperson Shila Narottam and General Counsel Ali Wolf
Unrepresented Employee: Executive Director Jim McGuire
Action Items:
1.Review/Approval of Minutes from February 18, 2025 Regular Meeting.
2.Review/Approval of License Agreements with PG&E for Use of Parking Areas
a.Review/Approval of PG&E License Agreement for Parking Area at 255 South Airport Blvd
b.Review/Approval of PG&E License Agreement for Parking Area at 245 South Airport Blvd
3.Review/Approval of the proposed Fiscal Year 2025-2026 South San Francisco Conference Center Budget
for submission to the City Council for Approval.
4.Review/Approval of Fiscal Year 2025–2026 Interim Funding for Ninety (90) days.
Discussion Item/s:
1.Review January & February 2025 Preliminary Financial Statements.
Authority Announcements, Referrals and Future Agenda Items:
Executive Director’s Report:
1.Operations Activity Report (Cameron Fujii, Director of Operations)
2.Executive Director’s Updates – including Sales (Jim McGuire, Executive Director)
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General Counsel’s Report
Next Regular Authority Board Meeting will be on Monday, June 2, 2025, at 5:15 p.m.
Adjourn
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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
February 18, 2025
Meeting was called to order at 5:15 p.m. by Authority Chairperson Shihadeh
Authority Members Present: Eddie Flores, Richard Garbarino, Shila Narottam, Buenaflor Nicolas, BJ
Patel, Pravin Punjiya, Iyad Shihadeh, Reena Maharaj
Non-Voting Authority Members Present: Mary Prem
Authority Members Absent: Francois Camou
Staff Present: Ali Wolf, Katie Leung, Kathleen Kearney, and Jim McGuire
Public Comment:
There was no public comment.
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: Iyad Shihadeh and Ali Wolf
Unrepresented Employee: Executive Director
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Closed Session Report
Closed Session began at 5:17 p.m. and ended at 5:52 p.m.
Action Items:
1. Consideration of Resolution approving Amendment No. 3 to Employment Agreement between
James McGuire and the South San Francisco Conference Center Authority (to be considered
following closed session).
General Counsel provided a staff report of a Resolution approving the proposed Third Amendment to the
Employment Agreement between the South San Francisco Conference Center Authority and James
McGuire, extending the Employment Agreement term by one-year, through January 23, 2028, and
increasing the Executive Director’s Salary by five percent. Authority Member Garbarino moved to
approve the Resolution approving the Third Amendment to the Employment Agreement between the
South San Francisco Conference Center Authority and James McGuire. Authority Member Patel seconded
the motion. The Authority voted unanimously to approve the Resolution approving the Third Amendment
to the Employment Agreement.
2. Election of Authority Chairperson for 2025.
Chairperson Shihadeh made a motion to nominate Authority Member Shila Narottam for Chairperson for
2025. Authority Member Nicolas seconded the motion. The Authority voted unanimously to elect Shila
Narottam as Chairperson for 2025. An appreciation plaque was presented to the outgoing Chairperson
Shihadeh from Executive Director McGuire.
3. Election of Authority Vice Chairperson for 2025.
Chairperson Narottam made a motion to nominate Authority Member BJ Patel for Vice Chairperson for
2025. Authority Member Maharaj seconded the motion. The Authority voted unanimously to elect BJ
Patel as Vice Chairperson for 2025.
4. Appoint Budget Subcommittee for the Fiscal Year 2025-2026 Budget Process.
Chairperson Narottam appointed three Authority Members to the Budget Subcommittee, including
Authority Members Flores, Garbarino, Patel and Authority Member Maharaj as alternative subcommittee
member to serve only in the circumstance if one of the appointed subcommittee members is unavailable
to the 2025-2026 Fiscal Year Budget Subcommittee. Chairperson Narottam entertained a motion to
approve the appointment of the three Authority Members to the Budget Subcommittee, and one
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Authority Member as the alternate. Authority Member Flores made a motion and Authority Member
Punjiya seconded the motion. The Authority voted unanimously to approve the appointments. McGuire
noted the first meeting will be held in April.
5. Review/Approval of Minutes from December 9, 2024, Regular Meeting.
Authority Member Shihadeh moved to approve the minutes and Authority Member Maharaj seconded
the motion. By roll call, Authority Members Flores and Punjiya abstained due to absences for the
December meeting, and the rest of the Authority voted unanimously to approve the minutes from the
December 9, 2024 regular meeting.
Discussion Item/s
1. Review November and December 2024 Preliminary Financial Statements.
Chief Financial Officer, Katie Leung, reviewed the November and December 2024 Preliminary Financial
Statements for the Authority. YTD Gross Revenue was over budget by $10,378. The YTD Total Operating
Expenditures are $127,647 below what was budgeted. Administrative & General expenses were under
budget by $63,668, Operation & Maintenance expenses were under budget by $29,690 and Sales &
Marketing expenses were under budget by $34,288. YTD Net Income, Net Depreciation Expenses is
$547,556 and Net Income is $298,541 over budget.
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 reminded the Authority that the Park Pointe Hotel is obligated to maintain a
license with PG&E for use of the parking area in front of the hotel, in accordance with the Agreement for
Reciprocal Grant of Nonexclusive License for Parking by Patrons of the South San Francisco Conference
Center, executed in January of 1993. To protect the Conference Center’s ability to allow its own patrons
to park in front of the Park Pointe Hotel, the Conference Center recovered Park Pointe Hotel's PG&E
License when the hotel unexpectedly terminated it in October 2022.
The Conference Center has been in regular communication with the General Manager of the Park Pointe
Hotel regarding their obligations under the Reciprocal Parking Agreement. Under the agreement, the
Conference Center is also authorized to seek reimbursement for the costs to maintain the PG&E license
on behalf of the Park Pointe Hotel. The Park Pointe Hotel recently attempted to re-engage in negotiations
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with PG&E for a license to use the parking area. However, it is our understanding that PG&E is not willing
to negotiate a license with the Park Pointe Hotel, based on past payment history. In the interim, the
Conference Center has maintained an executed license with PG&E for the parking area and seeks monthly
reimbursement from the Park Pointe Hotel for the portion of the PG&E license area in front of the hotel.
The Park Pointe Hotel has been consistent in paying the Conference Center for the license, and the Park
Pointe Hotel is paid up for past payments owed. The conference center will continue to take on the license
obligation to secure parking for the patrons of the conference center, and Park Pointe Hotel is continuing
to reimburse the conference center.
Authority Announcements, Referrals and Future Agenda Items:
None
Executive Director’s Report:
Sales Activity Report, (Kathleen Dearney, Director of Sales)
Director of Sales Kathleen Kearney informed the Authority that bi-monthly sales training has begun with
the sales team, which focuses on basic refresher sales tools. Kearney shared with the Authority that the
“Seasonal Promotion” that was created to gain business for the months of January and February
performed exceptionally well, allowing the conference center to exceed the room rental budget for those
months. Kearney also reported that Sales Manager San Pedro, Executive Director McGuire, and Kearney
will be hosting the third annual client lunch in Sacramento on March 26th for a group of qualified meeting
planners in the Sacramento market. Additionally, San Pedro completed sales appointments in Sacramento
and obtained a couple of Request for Proposals, because of her appointments. Kearney shared that San
Pedro will be attending “Meet New York”, along with San Francisco Travel. Kearney explained that the
“Meet New York” event provides a valuable opportunity to engage with industry professionals through
education sessions, networking, a mini trade show, and a client-focused Broadway experience. The
primary goal of this trip is to strengthen existing relationships, cultivate new connections with associations
and prospective clients, and expand our presence in the Northeast market. Kearney also reminded the
Authority that the conference center will soon be entertaining repeat and perspective clients at The Cloud
Club for the San Francisco Giants baseball games.
Kearney updated the Authority on the conference center’s business market mix for the first six (6) months
of Fiscal Year 2024-2025 as follows: Corporate business makes up 28.5%, SMERF business (State, Military
Educational, Recreational, Fraternal) business makes up 25.6%, Government business makes up 24.4% of
the business, Association business makes up 23%, and Other business (which includes in-house meetings),
makes up 3.6% of our business. Kearney also reported that the conference center groups have generated
1,015 hotel rooms for our South San Francisco hotel partners, and the conference center has hosted
17,682 attendees in the first six (6) months of the current Fiscal Year.
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Executive Director’s Updates
Executive Director McGuire updated the Authority on capital projects, reporting that all projects have
been completed for this Fiscal Year except for the remainder of the Ice Block Replacement at the north
entrance, the Replacement of Four (4) Food Warmers, and the Replacement of the Carpet and Removal
of Tiles in the Lobby. McGuire reported that he will bring final selections of carpet tiles to the April Regular
Authority Meeting so the Authority can help decide on which carpet tiles to choose. McGuire also
reported to the Authority that several inspections have been recently completed, and they have all
passed. These inspections included the Backflow Prevention Test, Fire Alarm Panel and Smoke Sensors,
Fire Suppression Equipment, and Food Facility Inspection.
McGuire updated the Authority on recent budget percentages for the Fiscal Year 2024-2025 as follows:
Room Rental is 99% of budget, Event Services is 91% of budget, Audio-Visual is 49% of budget, and Food
and Beverage is 76% of budget. McGuire informed the Authority that the mid-year expenditure budget
review went well with Directors Fujii, Leung, and Kearney, and reported that all expenditures are under
budget for the current fiscal year.
McGuire reported on the recent seminar that he helped organized, along with the City of South San
Francisco, the South San Francisco Police Department and CORA (Community Overcoming Relationship
Abuse). The event was a great success, which raised awareness of domestic violence and human
trafficking. Several high-profile guests were panelists and speakers, including Mayor Eddie Flores.
McGuire informed the Authority that Projection Audio Visual has a new Director of Audio Visual for the
conference center, and McGuire introduced Gabe Haney to the Authority.
McGuire updated the Authority on recent social media strides which included utilizing reels on Instagram,
and the conference center being tagged by the South San Francisco Police Department and the City of
South San Francisco, rotating content and the new rollout campaign for “Fun Fact Friday.”
In conclusion, McGuire wished a Happy 6-year work Anniversary to Director of Operations, Cameron Fujii,
and Happy 1st Quarter Birthdays to Authority Members Flores, Punjiya, and Camou.
Chairperson Narottam announced that the next Regular Authority Meeting is scheduled for Monday, April
21, 2025.
The meeting was adjourned at 6:28 p.m.
_____________________ ___________________
Shila Narottam Jim McGuire
Authority Chairperson Executive Director
Staff Report
DATE: June 11, 2025
TO: Mayor, Vice Mayor, and Council Members
FROM: Jim McGuire, South San Francisco Conference Center Executive Director
SUBJECT: A RESOLUTION AUTHORIZING FISCAL YEAR 2025-2026 INTERIM
FUNDING FOR THE SOUTH SAN FRANCISCO CONFERENCE CENTER
RECOMMENDATION
It is recommended that the City Council approve a resolution authorizing interim spending authority
for the first 90 days of Fiscal Year (FY) 2025-2026 for the South San Francisco Conference Center.
BACKGROUND
To enable the continued operation of the Conference Center while the FY 2025-2026 budget is
finalized, it is recommended that the City Council approve a resolution authorizing interim spending
authority for FY 2025-2026 for ninety (90) days through September 9, 2025. The interim funding
appropriation is one fourth (1/4) of the approved FY 2025-2026 budget. This interim authority will
only be necessary if the Conference Center Authority and City Council do not approve the
Conference Center Authority FY 2025-2026 budget prior to June 30, 2025. The Conference Center
Authority met on Monday, April 21, 2025, to consider the FY 2025-2026 budget.
By: Approved: _____________________
Jim McGuire Sharon Ranals
Executive Director City Manager
Attachment: Resolution Authorizing Fiscal Year 2025-2026 Interim Funding for the South
San Francisco Conference Center.
Actual Budget over Budget % of Budget Actual Budget over Budget % of Budget Actual Budget over Budget % of BudgetIncome 41100 Room Rental Income 50,000.00 50,000.00 - 100% 86,625.00 80,000.00 6,625.00 108% 668,420.00 647,000.00 21,420.00 103% 41200 Event Services Income 11,662.00 6,800.00 4,862.00 172% 31,889.17 17,080.00 14,809.17 187% 171,289.11 167,172.00 4,117.11 102% 41300 Audio Visual Income 42,793.14 5,185.70 37,607.44 825% 7,699.63 16,208.33 (8,508.70) 48% 257,692.03 332,901.03 (75,209.00) 77% 41400 Food & Beverage Income 90,514.20 108,800.00 (18,285.80) 83% 43,366.90 128,000.00 (84,633.10) 34% 1,211,419.18 1,273,600.00 (62,180.82) 95%Total Income $ 194,969.34 $ 170,785.70 $ 24,183.64 114% $ 169,580.70 $ 241,288.33 $ (71,707.63) 70% $ 2,308,820.32 $ 2,420,673.03 $ (111,852.71) 95%Cost of Goods Sold 42200 COGS Event Services 3,279.50 4,240.00 (960.50) 77% 11,568.40 8,334.00 3,234.40 139% 54,995.52 76,285.60 (21,290.08) 72% 42300 COGS Audio Visual 33,709.39 3,734.73 29,974.66 903% 4,917.60 11,295.60 (6,378.00) 44% 194,416.26 243,222.63 (48,806.37) 80% 42400 COGS Food & Beverage 64,250.80 78,581.00 (14,330.20) 82% 32,566.39 92,448.00 (59,881.61) 35% 866,904.08 919,856.00 (52,951.92) 94%Total Cost of Goods Sold $ 101,239.69 $ 86,555.73 $ 14,683.96 117% $ 49,052.39 $ 112,077.60 $ (63,025.21) 44% $ 1,116,315.86 $ 1,239,364.23 $ (123,048.37) 90%Gross Profit $ 93,729.65 $ 84,229.97 $ 9,499.68 111% $ 120,528.31 $ 129,210.73 $ (8,682.42) 93% $ 1,192,504.46 $ 1,181,308.80 $ 11,195.66 101% 60000 Operating Expenses 65000 Administrative & General Expenses 65100 Salary & Benefit 139,988.45 144,876.00 (4,887.55) 97% 127,801.65 129,004.00 (1,202.35) 99% 1,002,924.91 1,041,895.00 (38,970.09) 96% 65200 General Insurance 3,388.24 3,450.00 (61.76) 98% 3,388.24 3,450.00 (61.76) 98% 27,105.92 27,600.00 (494.08) 98% 65300 Bank Charges 8,256.04 4,676.00 3,580.04 177% 4,899.74 6,594.00 (1,694.26) 74% 48,305.88 66,087.00 (17,781.12) 73% 65400 Property/ Taxes/ Lease 40,500.00 62,400.00 (21,900.00) 65% 63,130.83 39,400.00 23,730.83 160% 364,229.93 364,200.00 29.93 100% 65600 Office Expenses 949.88 2,640.00 (1,690.12) 36% 1,324.95 740.00 584.95 179% 6,181.65 9,920.00 (3,738.35)62% 65670 Donation - - - 0% - - - 0% 824.31 2,500.00 (1,675.69) 33% 65810 Travel Expense - Admin 11.90 50.00 (38.10) 24% 42.25 50.00 (7.75) 85% 346.53 400.00 (53.47) 87% 65820 Employee Relation - Admin 48.00 200.00 (152.00) 24% 321.74 200.00 121.74 161% 3,154.90 5,070.00 (1,915.10) 62% 65910 Public Relations 990.58 400.00 590.58 248% 3,458.30 1,700.00 1,758.30 203% 16,546.58 16,500.00 46.58 100% Total 65000 Administrative & General Expenses $ 194,133.09 $ 218,692.00 $ (24,558.91) 89% $ 204,367.70 $ 181,138.00 $ 23,229.70 113% $ 1,469,620.61 $ 1,534,172.00 $ (64,551.39) 96% 66000 Operation & Maintenance Expenses 66100 Contract Labor & Service 18,191.00 19,647.00 (1,456.00) 93% 24,934.05 28,576.00 (3,641.95) 87% 180,836.64 206,160.00 (25,323.36) 88% 66220 HVAC 1,450.00 3,450.00 (2,000.00) 42% 1,659.38 - 1,659.38 0% 8,398.14 16,350.00 (7,951.86) 51% 66230 Kitchen - - - 0% 800.00 - 800.00 0% 7,616.83 11,400.00 (3,783.17) 67% 66300 Maintenance Services & Equipments 1,980.31 7,825.00 (5,844.69) 25% 3,744.69 700.00 3,044.69 535% 31,911.39 30,975.00 936.39 103% 66400 IT & Communications 14,762.54 16,002.00 (1,239.46) 92% 14,677.08 14,752.00 (74.92) 99% 118,856.13 122,466.00 (3,609.87) 97% 66500 Utilities 14,327.43 15,195.00 (867.57) 94% 10,287.10 15,914.00 (5,626.90) 65% 113,890.72 121,458.00 (7,567.28) 94% 66700 Client Services Expenses 1,711.37 1,487.00 224.37 115% 2,064.52 1,478.00 586.52 140% 15,952.43 13,853.00 2,099.43 115% 66810 Travel Expense - OPS 50.00 50.00 - 100% 53.00 50.00 3.00 106% 557.19 400.00 157.19 139% 66820 Employee Relations - OPS 291.95 750.00 (458.05) 39% 20.99 - 20.99 0% 2,915.15 2,250.00 665.15 130% Total 66000 Operation & Maintenance Expenses $ 52,764.60 $ 64,406.00 $ (11,641.40) 82% $ 58,240.81 $ 61,470.00 $ (3,229.19) 95% $ 480,934.62 $ 525,312.00 $ (44,377.38) 92% 67000 Sales & Marketing Expenses 67110 Marketing 9,458.28 10,117.00 (658.72) 93% 8,763.46 10,037.00 (1,273.54) 87% 91,945.13 108,116.00 (16,170.87) 85% 67310 Client Entertainment - 400.00 (400.00) 0% 460.52 600.00 (139.48) 77% 13,874.34 27,000.00 (13,125.66) 51% 67320 Client Gifts 8.79 - 8.79 0% 1,704.03 300.00 1,404.03 568% 4,965.16 600.00 4,365.16 828% 67410 Tradeshows 4,325.70 - 4,325.70 0% 849.37 3,200.00 (2,350.63) 27% 12,944.61 12,850.00 94.61 101% 67510 Industry Event Registration 85.00 300.00 (215.00) 28% - 300.00 (300.00) 0% 567.45 3,400.00 (2,832.55) 17% 67610 Dues & Membership 220.00 - 220.00 0% 475.00 475.00 - 100% 8,177.94 3,424.00 4,753.94 239% 67620 Group Rental Incentive - - - 0% - - - 0% - 2,000.00 (2,000.00) 0% 67810 Travel Expense - Sales 453.49 200.00 253.49 227% 2,742.80 3,550.00 (807.20) 77% 11,134.72 18,300.00 (7,165.28) 61% 67820 Employee Relations - Sales 101.40 300.00 (198.60) 34% - - - 0% 1,794.33 2,600.00 (805.67) 69% 67912 Community - Sales - 200.00 (200.00) 0% 1,500.00 200.00 1,300.00 750% 5,547.02 5,980.00 (432.98) 93% Total 67000 Sales & Marketing Expenses $ 14,652.66 $ 11,517.00 $ 3,135.66 127% $ 16,495.18 $ 18,662.00 $ (2,166.82) 88% $ 150,950.70 $ 184,270.00 $ (33,319.30) 82%Total Expenses $ 261,550.35 $ 294,615.00 $ (33,064.65) 89% $ 279,103.69 $ 261,270.00 $ 17,833.69 107% $ 2,101,505.93 $ 2,243,754.00 $ (142,248.07) 94%Net Operating Income $ (167,820.70) $ (210,385.03) $ 42,564.33 80% $ (158,575.38) $ (132,059.27) $ (26,516.11) 120% $ (909,001.47) $ (1,062,445.20) $ 153,443.73 86%Other Income 81110 Conference Center Tax 136,739.20 150,390.00 (13,650.80) 91% 129,885.50 152,061.00 (22,175.50) 85% 1,316,229.62 1,301,876.10 14,353.52 101% 81122 Interest from LAIF - - - 0% - - - 0% 98,733.35 50,000.00 48,733.35 197% 81130 Credit Card Discount & Rebate 492.10 550.00 (57.90) 89% 1,089.78 550.00 539.78 198% 5,916.44 4,400.00 1,516.44 134% 81135 Other Income - MG - - - 0% - - - 0% 14,892.96 - 14,892.96 0%Total Other Income 137,231.30 150,940.00 (13,708.70) 91% 130,975.28 152,611.00 (21,635.72) 86% 1,435,772.37 1,356,276.10 79,496.27 106%Other Expenses 68100 Professional Services 2,782.74 4,384.00 (1,601.26) 63% 6,257.41 3,034.00 3,223.41 206% 41,494.19 45,622.00 (4,127.81) 91% 86000 Depreciation Expenses 19,876.22 26,566.00 (6,689.78) 75% 19,876.22 26,566.00 (6,689.78) 75% 155,040.92 213,926.00 (58,885.08) 72%Total Other Expenses 22,658.96 30,950.00 (8,291.04) 73% 26,133.63 29,600.00 (3,466.37) 88% 196,535.11 259,548.00 (63,012.89) 76%Net Other Income $ 114,572.34 $ 119,990.00 $ (5,417.66) 95% $ 104,841.65 $ 123,011.00 $ (18,169.35) 85% $ 1,239,237.26 $ 1,096,728.10 $ 142,509.16 113%Net Income $ (53,248.36) $ (90,395.03) $ 37,146.67 59% $ (53,733.73) $ (9,048.27) $ (44,685.46) 594% $ 330,235.79 $ 34,282.90 $ 295,952.89 963%Net Income Net Depreciation $ (33,372.14) $ (33,857.51) $ 485,276.71 South San Francisco Conference CenterBudget vs. Actuals: FY24-25 January - February PreliminaryJanuary 2025 - February 2025Jan 2025 Feb 2025 Total