Loading...
HomeMy WebLinkAboutMinutes 2024-02-20SOUTH 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 20, 2024 Meeting was called to order at 5:15 p.m. by Authority Chairperson Maharaj Authority Members Present: Francois Camou, Richard Garbarino, Shila Narottam, Buenaflor Nicolas, BJ Patel, Pravin Punjiya, lyad Shihadeh, Reena Maharaj Authority Members Absent: James Coleman Staff Present: Ali Wolf, Katie Leung, and Jim McGuire Public Comment: There was no public comment. Authority Chairperson Maharaj called the Closed Session to order at 5:16 p.m. 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: Richard Garbarino 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 SOUTH SAN FRANCISCO CONFERENCE CENTER Closed Session Report (Action Item #6.): Closed Session ended at 5:55 p.m. The Authority Board has appointed a subcommittee to review and consider a potential incentive structure and will bring back a proposal at the next Authority Board meeting. The subcommittee consists of Authority Members Patel, Shihadeh, Narottam and Punjiya. Action Items: 1. Consideration of Resolution approving Amendment No. 2 to Employment Agreement between James McGuire and the South San Francisco Conference Center Authority (to be considered following closed session). Chairperson Maharaj requested to discuss this Item #6 as Item #1 with no objections. General Counsel provided a staff report of a Resolution approving the proposed Second Amendment to the Employment Agreement between the South San Francisco Conference Center Authority and James McGuire. Authority Member Patel moved to approve the Resolution approving the Second Amendment to the Employment Agreement between the South San Francisco Conference Center Authority and James McGuire. Authority Member Nicolas seconded the motion. The Authority agreed unanimously to approve the Resolution approving the Second Amendment to the Employment Agreement. 2. Review/Approval of Minutes from the December 11, 2023, Regular Meeting. Authority Member Shihadeh moved to approve the minutes and Authority Member Narottam seconded the motion. The Authority agreed unanimously. 3. Review/Approval of Authority's 2024-2025 Regular Authority Board Meeting Schedule McGuire presented to the Authority the Regular Authority meeting dates for the years 2024 and 2025. He stated that there are two dates that have been altered from the third Monday: June 3, 2024, and Monday, June 2, 2025. The meeting dates have been moved to the first Monday of June, so that the Authority will be able to present their fiscal year budget to the City Council later in June. Authority Member Nicolas moved to approve the Meeting Schedule and Authority Member Patel seconded the motion. The Authority agreed unanimously. 4. Election of Authority Chairperson for 2024. Chairperson Maharaj entertained nominations for Chairperson for 2024. Chairperson Maharaj nominated Authority Member lyad Shihadeh and made a motion to nominate Shihadeh as Chairperson for the upcoming year. Authority Member Nicolas seconded the motion. The Authority agreed unanimously. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com SOUTH SAN FRANCISCO CONFERENCE CENTER S. Election of Authority Vice Chairperson for 2024. Chairperson Maharaj entertained nominations for Vice Chairperson for 2024. Chairperson Maharaj nominated Authority Member Shila Narottam and made a motion to nominate Narottam as Vice Chairperson for the upcoming year. Authority Member Garbarino seconded the motion. The Authority agreed unanimously. 6. Appoint Budget Subcommittee for the Fiscal Year 2024-2025 Budget Process. Chairperson Elect Shihadeh entertained a motion to appoint three Authority Members to the Budget Subcommittee. After a brief discussion, Chairperson Elect Shihadeh appointed Authority Members Punjiya, Coleman and himself and Authority Member Camou as an alternative to serve only in the circumstance if one of the appointed subcommittee members is unavailable to the 2024-2025 Fiscal Year Budget Subcommittee. McGuire noted the first meeting will be held in April. Discussion Item/s 1. Review November and December 2023 Preliminary Financial Statements. Chief Financial Officer, Katie Leung, reviewed the November and December 2023 Preliminary Financial Statements for the Authority. YTD Gross Revenue was over budget by $60,076. The YTD Total Operating Expenditures are $133,263 below what was budgeted. Administrative & General expenses were under budget by $93,018, Operation & Maintenance expenses were over under budget by $19,080 and Sales & Marketing expenses were under budget by $21,166. YTD Net Income, Net Depreciation Expenses is $434,117 and Net Income is $207,806 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 Conference Center recovered Park Pointe Hotel's PG&E Lease when Park Pointe Hotel terminated the lease in September 2022. The Conference Center has been in touch with the Park Pointe Hotel to recover payments made by the Conference Center on the lease. Park Pointe Hotel failed to make several payments to the Conference Center, but General Counsel and McGuire have been in communication with the Park Pointe Hotel's General Manager, and the Park Pointe Hotel have once again begun making payments, including making up for prior payments missed. McGuire will keep the board updated on any additional developments regarding the PG&E Lease. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com SOUTH SAN FRANCISCO CONFERENCE CENTER Authority Announcements, Referrals and Future Agenda Items: None Executive Director's Report: Sales Activity Report, Operations Report and Executive Director's Updates McGuire reported on the Sacramento Reception / CaISAE Tradeshow from December 2023. McGuire joined Director of Sales Kathleen Kearney and Sales Manager Stacey San Pedro in Sacramento and hosted a private reception for thirty (30) qualified meeting planners and McGuire reported that sixty (60) showed up for the event. The sales department secured a piece of business for the California Hotel & Lodging Association valued at $80,000. Additionally, the sales department is working on a Request for Proposal (RFP) from the tradeshow that San Pedro attended for the California Pharmacists Association for next Fiscal Year. The sales team was joined by sales representatives from our hotel community including the DoubleTree Hotel, Embassy Suites, and Sonesta Hotel. Another high -profile event is scheduled for April 2024 that will require security assistance from the South San Francisco Police Department. Navy Industry Day will be held at the conference center with many dignitaries in attendance as well as the Assistant Secretary of the Navy. McGuire updated the Authority on recent budget percentages as follows: Room Rental is at 88% of budget, Audio -Visual is at 66% of budget, Event Services is at 113% of budget and Food and Beverage is at 91% of budget. McGuire informed the Authority Board that the conference center was awarded with a Runner Up recognition for the 2023 Planner's Choice Awards in the Earth -Friendly Venue category and informed the Authority that another marketing option was added to Cvent which increased the RFPs by 35.2%. Upcoming travel will include San Pedro attending "Meet New York", with SF Travel this month to meet with qualified meeting planners. McGuire reported that Events Manager Julian Torres, Events Supervisor Andy Levene, San Pedro, and McGuire will attend the MPI Annual Conference Experience in San Francisco in March. McGuire also showed photos of the new banners that are hanging in the Lobby that features our new design for advertising. 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf.com SOUTH SAN FRANCISCO CONFERENCE CENTER Operations Update Executive Director McGuire updated the Authority on capital projects, reporting that all projects have been completed for this Fiscal Year except for the server upgrade, bathroom countertops, and roof repair, which will be completed next quarter. A couple of unexpected projects developed that needed immediate attention including the replacement of both hot water boilers, which cost $40,000 and the replacement of the original rain gutters from 2007 on the Oyster Point Room, which will cost $25,000. McGuire shared images of both projects. McGuire also informed the Authority that thirty-eight (38) ice blocks on the walls of the front entrance have been cracked, damaged, and filling with water for several years and they will need to be replaced. McGuire will include this project in next Fiscal Year's capital projects. The approximate cost to replace all the blocks is $9,000. Executive Director's Updates Executive Director McGuire informed the Authority Board that Andy Levene, Events Supervisor, has successfully completed his ninety (90) days and Andy is doing a great job and has received positive feedback from clients and the team. McGuire also informed the Authority that the upcoming quarterly General Manager / Director of Sales meeting on March 2155 will feature Mayor Coleman and a presentation from Community Overcoming Relationship Abuse (CORA). The South San Francisco Police Department held their Promotion and Swearing -In ceremony at the conference center on February 13th, and it was a great success. McGuire concluded his presentation by presenting former Chairperson Garbarino and outgoing Chairperson Maharaj with an appreciation plaque, and the Authority Board thanked them for their service. Chairperson Maharaj announced that the next Regular Authority Meeting is scheduled for Monday, April 15, 2024. The meeting was adjourned at 6:26 p.m. Iyacliha Ji cGuire Authority Chairperson E ecutive Director 255 South Airport Boulevard I South San Francisco I California 1 94080 t: 650-877-8787 ssfconf. com EEO GOLD