HomeMy WebLinkAbout08.18.2025 Agenda Packet
255 South Airport Boulevard | South San Francisco | California | 94080
t: 650-877-8787
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SOUTH SAN FRANCISCO CONFERENCE CENTER
REGULAR AUTHORITY MEETING
Monday, August 18, 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.
Action Items:
1. Review/Approval of Minutes from June 2, 2025 Regular Meeting.
Discussion Item/s:
1. Review of May & June 2025 Preliminary Financial Statements.
2. Hdl Company engaged by the City of South San Francisco for Transient Occupancy Tax (TOT), Parking Tax,
and Conference Center Tax effective July 1, 2025.
Authority Announcements, Referrals and Future Agenda Items:
Executive Director’s Report:
1. Sales Activity Report (Kathy Kearney, Director of Sales)
2. Operations Activity Report (Cameron Fujii, Director of Operations)
3. Executive Director’s Updates (Jim McGuire, Executive Director)
Next Regular Authority Board Meeting will be on Monday, October 20, 2025, at 5:15 p.m.
Adjourn
255 South Airport Boulevard | South San Francisco | California | 94080
t: 650-877-8787
ssfconf.com
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 2, 2025
Meeting was called to order at 5:15 p.m. by Authority Chairperson Narottam
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: Schuyler Schwartz, Katie Leung, Kathleen Kearney, and Jim McGuire
Public Comment:
There was no public comment.
Action Items:
1. Review/Approval of Minutes from April 21, 2025, Regular Meeting.
Authority Member Garbarino moved to approve the minutes and Authority Member Patel seconded the
motion. By roll call, the Authority voted unanimously to approve the Minutes from April 21, 2025 Regular
Meeting.
Discussion Item/s
1. Review March and April 2025 Preliminary Financial Statements.
Chief Financial Officer, Katie Leung, reviewed the March and April 2025 Preliminary Financial Statements
for the Authority. YTD Gross Revenue was over budget by $2,889. The YTD Total Operating Expenditures
255 South Airport Boulevard | South San Francisco | California | 94080
t: 650-877-8787
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are $183,179 below what was budgeted. Administrative & General expenses were under budget by
$75,023, Operation & Maintenance expenses were under budget by $70,440 and Sales & Marketing
expenses were under budget by $37,715. YTD Net Income, Net Depreciation Expenses is $577,781 and
Net Income is $327,562 over budget.
Authority Announcements, Referrals and Future Agenda Items:
Executive Director McGuire announced that Authority Member Francois Camou has resigned his position
as Authority Member as of Friday, May 30, 2025. McGuire stated that he received an email from Camou
thanking the Conference Center staff and Authority Board. In the email, Camou noted that the commute
between Bakersfield and South San Francisco, along with family obligations, had become too challenging.
Camou asked to extend his warmest regards and best wishes to everyone.
Executive Director’s Report:
Sales Activity Report (Kathleen Kearney, Director of Sales)
Director of Sales Kathleen Kearney updated the Authority on recent sales activities, including an email
blast was sent to 2,300 meeting planners to inform them of the Conference Center’s need dates. Kearney
reminded the Authority that they received the email blast as well. Kearney reported that Sales Manager
Stacey San Pedro attended The San Francisco Peninsula’s quarterly networking mixer at the new Top Golf
in Burlingame. Kearney reported that she attended a focus group for The San Francisco Peninsula with
other industry professionals to discuss strategies to increase and attract more meetings, conventions and
tourism to San Mateo County.
Kearney reported that she and San Pedro have been entertaining clients at the San Francisco Giants Cloud
Club this season. In other areas of sales activities, Kearney and San Pedro have continued their efforts
with ongoing telemarketing calls, and database cleanup and maintenance.
Kearney displayed the Conference Center’s new logoed tradeshow flag and table-top banner and
informed the Authority that the Conference Center now has a splash page that clients see on their
computers and cellphones when they connect to the Conference Center’s free Wi-Fi.
Executive Director’s Report (Jim McGuire, Executive Director)
Executive Director McGuire updated the Authority on budget percentages for the Fiscal Year 2024-2025
as follows: Room Rental is 103% of budget, Event Services is 100% of budget, Audio-Visual is 66% of
budget, and Food and Beverage is 87% of budget.
255 South Airport Boulevard | South San Francisco | California | 94080
t: 650-877-8787
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McGuire informed the Authority that the annual safety training was completed for the staff on May 14,
2025, which included staff assignments in the event of an emergency, a review of the evacuation plan, and
the staff completed a building walk to identify key areas of life safety and building equipment.
McGuire updated the Authority that the Conference Center recently passed its annual fire safety
inspection with no corrections.
McGuire reminded the Authority that he will be participating in the BIO INTERNATIONAL CONVENTION in
Boston in June, along with Mayor Flores, Vice-Mayor Addiego, Councilmembers Nicolas and Coleman, and
other City representatives to promote the City of SSF to over twenty thousand (20,000) leaders in the
biotechnology industry from over seventy (70) countries, as well as promote the South San Francisco
Conference Center. The conference will take place from June 15 – 18, 2025.
McGuire shared photos of the carpet installation project that is currently taking place and reported that
the project will be done on Friday, June 6, 2025.
McGuire shared several recent client evaluations, highlighting positive feedback from satisfied clients.
In conclusion, McGuire wished a Happy 3rd Quarter Birthdays to Authority Members Nicolas, Shihadeh,
Garbarino, and Director of Sales Kearney.
Chairperson Narottam announced that the next Regular Authority Meeting is scheduled for Monday,
August 18, 2025.
The meeting was adjourned at 5:39 p.m.
_____________________ ___________________
Shila Narottam Jim McGuire
Authority Chairperson Executive Director
Actual Budget over Budget % of Budget Actual Budget over Budget % of Budget Actual Budget over Budget % of Budget
Income
41100 Room Rental Income 86,000.00 85,000.00 1,000.00 101% 75,750.00 80,000.00 (4,250.00) 95% 1,005,920.00 977,000.00 28,920.00 103%
41200 Event Services Income 18,325.94 16,460.00 1,865.94 111% 16,292.52 14,580.00 1,712.52 112% 229,694.92 235,752.00 (6,057.08) 97%
41300 Audio Visual Income 41,814.25 29,620.00 12,194.25 141% 2,112.25 29,620.00 (27,507.75) 7% 376,632.66 475,435.73 (98,803.07) 79%
41400 Food & Beverage Income 80,724.88 128,000.00 (47,275.12) 63% 54,087.50 128,000.00 (73,912.50) 42% 1,577,121.09 1,734,400.00 (157,278.91) 91%
Total Income $ 226,865.07 $ 259,080.00 $ (32,214.93) 88% $ 148,242.27 $ 252,200.00 $ (103,957.73) 59% $ 3,189,368.67 $ 3,422,587.73 $ (233,219.06) 93%
Cost of Goods Sold
42200 COGS Event Services 2,621.22 8,433.00 (5,811.78) 31% 11,160.69 7,709.00 3,451.69 145% 76,424.04 110,194.60 (33,770.56) 69%
42300 COGS Audio Visual 31,793.55 21,618.00 10,175.55 147% 1,678.69 21,618.00 (19,939.31) 8% 284,002.06 344,183.46 (60,181.40) 83%
42400 COGS Food & Beverage 57,334.57 92,448.00 (35,113.43) 62% 38,293.96 92,448.00 (54,154.04) 41% 1,130,754.76 1,252,669.00 (121,914.24) 90%
Total Cost of Goods Sold $ 91,749.34 $ 122,499.00 $ (30,749.66) 75% $ 51,133.34 $ 121,775.00 $ (70,641.66) 42% $ 1,491,180.86 $ 1,707,047.06 $ (215,866.20) 87%
Gross Profit $ 135,115.73 $ 136,581.00 $ (1,465.27) 99% $ 97,108.93 $ 130,425.00 $ (33,316.07) 74% $ 1,698,187.81 $ 1,715,540.67 $ (17,352.86) 99%
Expenses
65000 Administrative & General Expenses
65100 Salary & Benefit 118,810.62 129,004.00 (10,193.38) 92% 120,367.66 129,004.00 (8,636.34) 93% 1,487,165.76 1,557,911.00 (70,745.24) 95%
65200 General Insurance 3,388.24 3,450.00 (61.76) 98% 3,388.28 3,450.00 (61.72) 98% 40,658.92 41,400.00 (741.08) 98%
65300 Bank Charges 2,483.48 7,077.00 (4,593.52) 35% 2,408.64 6,890.00 (4,481.36) 35% 68,481.83 93,461.00 (24,979.17) 73%
65400 Property/ Taxes/ Lease 40,483.75 39,400.00 1,083.75 103% 44,883.75 39,400.00 5,483.75 114% 531,993.43 521,800.00 10,193.43 102%
65600 Office Expenses 1,496.03 740.00 756.03 202% 640.69 890.00 (249.31) 72% 10,140.18 14,080.00 (3,939.82) 72%
65670 Donation - - - 0% 5,000.00 - 5,000.00 0% 5,824.31 2,500.00 3,324.31 233%
65810 Travel Expense - Admin 355.61 50.00 305.61 711% 403.09 50.00 353.09 806% 1,161.23 600.00 561.23 194%
65820 Employee Relation - Admin 4,355.22 5,150.00 (794.78) 85% 1,317.32 850.00 467.32 155% 9,485.16 11,470.00 (1,984.84) 83%
65910 Public Relations 448.23 400.00 48.23 112% 1,493.39 2,750.00 (1,256.61) 54% 20,653.06 22,800.00 (2,146.94) 91%
Total 65000 Administrative & General Expenses $ 171,821.18 $ 185,271.00 $ (13,449.82) 93% $ 179,902.82 $ 183,284.00 $ (3,381.18) 98% $ 2,175,563.88 $ 2,266,022.00 $ (90,458.12) 96%
66000 Operation & Maintenance Expenses - - - - -
66100 Contract Labor & Service 20,524.48 25,398.00 (4,873.52) 81% 22,308.94 25,326.00 (3,017.06) 88% 265,291.52 308,108.00 (42,816.48) 86%
66220 HVAC 4,345.38 - 4,345.38 0% 2,235.00 1,800.00 435.00 124% 18,835.06 25,800.00 (6,964.94) 73%
66230 Kitchen 1,420.00 - 1,420.00 0% 400.00 3,200.00 (2,800.00) 13% 12,236.83 20,800.00 (8,563.17) 59%
66300 Maintenance Services & Equipments 7,163.54 700.00 6,463.54 1023% 12,990.40 700.00 12,290.40 1856% 59,713.76 40,900.00 18,813.76 146%
66400 IT & Communications 13,985.63 14,752.00 (766.37) 95% 14,914.55 15,002.00 (87.45) 99% 177,143.45 182,874.00 (5,730.55) 97%
66500 Utilities 11,844.14 16,598.00 (4,753.86) 71% 14,249.51 16,841.00 (2,591.49) 85% 154,681.97 189,191.00 (34,509.03) 82%
66700 Client Services Expenses 5,801.30 1,522.00 4,279.30 381% 1,096.62 2,126.00 (1,029.38) 52% 27,459.31 20,973.00 6,486.31 131%
66810 Travel Expense - OPS 371.33 50.00 321.33 743% 673.35 50.00 623.35 1347% 3,291.24 600.00 2,691.24 549%
66820 Employee Relations - OPS 1,742.01 - 1,742.01 0% 810.31 - 810.31 0% 6,948.00 3,000.00 3,948.00 232%
Total 66000 Operation & Maintenance Expenses $ 67,197.81 $ 59,020.00 $ 8,177.81 114% $ 69,678.68 $ 65,045.00 $ 4,633.68 107% $ 725,601.14 $ 792,246.00 $ (66,644.86) 92%
67000 Sales & Marketing Expenses - - - - -
67110 Marketing 11,241.49 10,053.00 1,188.49 112% 16,145.99 10,053.00 6,092.99 161% 145,148.29 154,602.00 (9,453.71) 94%
67310 Client Entertainment 4,039.11 11,100.00 (7,060.89) 36% 9,889.61 4,100.00 5,789.61 241% 36,646.12 51,400.00 (14,753.88) 71%
67320 Client Gifts 1,135.00 - 1,135.00 0% 8,875.78 - 8,875.78 0% 19,397.21 4,900.00 14,497.21 396%
67410 Tradeshows 2,173.99 6,700.00 (4,526.01) 32% 186.70 - 186.70 0% 16,501.77 21,200.00 (4,698.23) 78%
67510 Industry Event Registration - 300.00 (300.00) 0% 175.00 300.00 (125.00) 58% 1,631.45 5,400.00 (3,768.55) 30%
67610 Dues & Membership - - - 0% 332.67 - 332.67 0% 9,085.61 4,054.00 5,031.61 224%
67620 Group Rental Incentive - - - 0% - - - 0% 2,777.73 4,000.00 (1,222.27) 69%
67810 Travel Expense - Sales 411.29 2,800.00 (2,388.71) 15% 6,138.60 800.00 5,338.60 767% 20,529.04 24,900.00 (4,370.96) 82%
67820 Employee Relations - Sales 97.72 - 97.72 0% 516.98 - 516.98 0% 3,313.70 2,900.00 413.70 114%
67912 Community - Sales - 1,700.00 (1,700.00) 0% - 200.00 (200.00) 0% 6,016.30 9,620.00 (3,603.70) 63%
Total 67000 Sales & Marketing Expenses $ 19,098.60 $ 32,653.00 $ (13,554.40) 58% $ 42,261.33 $ 15,453.00 $ 26,808.33 273% $ 261,047.22 $ 282,976.00 $ (21,928.78) 92%
Total Expenses $ 258,117.59 $ 276,944.00 $ (18,826.41) 93% $ 291,842.83 $ 263,782.00 $ 28,060.83 111% $ 3,162,212.24 $ 3,341,244.00 $ (179,031.76) 95%
Net Operating Income $ (123,001.86) $ (140,363.00) $ 17,361.14 88% $ (194,733.90) $ (133,357.00) $ (61,376.90) 146% $ (1,464,024.43) $ (1,625,703.33) $ 161,678.90 90%
Other Income
81110 Conference Center Tax 156,425.00 176,123.40 (19,698.40) 89% 118,000.00 170,442.00 (52,442.00) 69% 1,911,631.63 1,995,006.90 (83,375.27) 96%
81122 Interest from LAIF - - - 0% 49,482.48 25,000.00 24,482.48 198% 196,817.91 100,000.00 96,817.91 197%
81130 Credit Card Discount & Rebate 605.51 550.00 55.51 110% 828.73 550.00 278.73 151% 8,783.98 6,600.00 2,183.98 133%
81135 Other Income - MG - - - 0% 5,439.69 - 5,439.69 0% 20,332.65 - 20,332.65 0%
Total Other Income 157,030.51 176,673.40 (19,642.89) 89% 173,750.90 195,992.00 (22,241.10) 89% 2,137,566.17 2,101,606.90 35,959.27 102%
Other Expenses
68100 Professional Services 2,472.34 3,034.00 (561.66) 81% 4,332.90 3,034.00 1,298.90 143% 56,035.30 59,008.00 (2,972.70) 95%
86000 Depreciation Expenses 22,054.79 28,788.00 (6,733.21) 77% 21,482.88 29,620.00 (8,137.12) 73% 240,406.83 329,077.00 (88,670.17) 73%
Total Other Expenses 24,527.13 31,822.00 (7,294.87) 77% 25,815.78 32,654.00 (6,838.22) 79% 296,442.13 388,085.00 (91,642.87) 76%
Net Other Income $ 132,503.38 $ 144,851.40 $ (12,348.02) 91% $ 147,935.12 $ 163,338.00 $ (15,402.88) 91% $ 1,841,124.04 $ 1,713,521.90 $ 127,602.14 107%
Net Income $ 9,501.52 $ 4,488.40 $ 5,013.12 212% $ (46,798.78) $ 29,981.00 $ (76,779.78) -156% $ 377,099.61 $ 87,818.57 $ 289,281.04 429%
Net Income Net Depreciation $ 31,556.31 $ (25,315.90) $ 617,506.44
South San Francisco Conference Center
Budget vs. Actuals: FY24-25 May - June Preliminary
May 2025 - June 2025
May 2025 Jun 2025 Total
CITY OF SOUTH SAN FRANCISCO
TAX SUPPORT CENTER
8839 N. Cedar Avenue #212
Fresno, CA 93720
MC TEST TOT ACCOUNT
12345 FAKE ST
KATY, TX 77450
RE: CITY OF SOUTH SAN FRANCISCO TRANSIENT OCCUPANCY TAX (TOT)
Dear Lodging Provider,
The City of South San Francisco values its relationship with the lodging community. To that end, we are pleased to announce some
changes to our Transient Occupancy Tax (TOT) and Conference Center Tax (CCT) procedures that are designed to streamline the
process for remitting taxes to the City.
The City has contracted with HdL Companies to provide assistance to the lodging community with all aspects of TOT /CCT
processing, including return filing, payment, and general support. Instead of filing with the City, you will now file directly with the
Lodging Tax Processing Center.
Beginning 07/01/2025, we invite you to file your TOT/CCT remittances online through our website at
https://southsanfrancisco.hdlgov.com. Going forward, this will be the City ’s preferred method of receiving your tax filings and
payments.
Filing TOT/CCT
Log-in to the City website at https://southsanfrancisco.hdlgov.com to file your returns online. Select the blue “Go to TOT /CCT
Portal” button under the TOT/CCT Portal subheading. At the main menu, select “File and Pay TOT /CCT” to file your tax return.
Payments can be made by electronic check or credit card. Below is the account number and PIN required to access your account :
Account: 28300073
PIN: 786479
Filing Frequency: Monthly
Filing online is quick and convenient and can help ensure timely and accurate filing for your lodging establishment. If your business
is unable to file online, you may visit our website for the applicable forms and remittance address .
Customer Support
For assistance with filing your tax returns, you may contact our Lodging Tax Processing Center by email at
SouthSanFranciscoTOT@HdLgov .com or by phone at (650) 204-3304. We are available Monday through Friday, 8 a.m. to 5 p.m.
Thank you for being part of the City of South San Francisco Lodging community .
City of South San Francisco
Lodging Tax Processing Center
June 20, 2025 Account: 28300073