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Home My WebLink About02.18.2025 Minutes' SOUTH 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 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, lyad Shihadeh, Reena Maharaj Non -Voting Authority Members Present: Mary Prem Authority Members Absent: Staff Present: Public Comment: There was no public comment. Closed Session: Francois Camou Ali Wolf, Katie Leung, Kathleen Kearney, and Jim McGuire 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: lyad Shihadeh and Ali Wolf Unrepresented Employee: Executive Director 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com LZED GOLD 00 SOUTH SAN FRANCISCO CONFERENCE CENTER 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 Authorityvoted 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 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-6787 ssfconf.com LCrD GOLD SOUTH SAN FRANCISCO <i > CONFERENCE CENTER 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 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com {,EEO GOLD SOUTH SAN FRANCISCO CONFERENCE CENTER 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 261h 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 asfollows: 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. 25S South Airport Boulevard I South San Francisco I Cal€fornia 1 94080 t: 650-877-8787 ssfconf.com ,,EEO 50L, 1; > SOUTH SAN FRANCISCO CONFERENCE CENTER 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 1" 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. Th rj eeting wa ad' r d at 6:28 p.m. 4 Shila Narottam Jim McGuire Authority Chairperson �e-6utive Director 255 South Airport BoWevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com LEED coop