Pat McLean Julie Rygg Ken Vein Matt Walkowiak

Transcription

1 AGENDA Grand Forks Events Center Commission Monthly Meeting Wednesday, December 14, :30 a.m. #12 Meadowlark Room - Alerus Center Brian Faison Hal Gershman Jay Kleven Curt Kreun Pat McLean Julie Rygg Ken Vein Matt Walkowiak 1. Call to Order 2. Roll Call 3. Consent Agenda a. Approval of Minutes of November 16, Management Discussion 5. Approval of November Financials 6. Committee Reports a. Finance/Renovation Committee Julie Rygg, Curt Kreun, Pat McLean, Maureen Storstad, and Ken Vein (No meeting was held) b. Convention & Visitors Bureau Julie Rygg i. Alerus Commission Appointment to CVB Board 7. Capital Projects Review 8. Business Trends 9. Other 10. Adjournment Alerus Center Mission Statement The mission of the Alerus Center is to provide premier entertainment and events that stimulate economic impact and improve the quality of life for Grand Forks area citizens. Events Center Commission Mission Statement The mission of the Events Center Commission (also known as Alerus Center Commission) is to provide leadership that enables the Alerus Center to be beneficial to the regional economy, responsive to patrons, and accountable to Grand Forks taxpayers. Upcoming Meeting Dates 2017 January 25 February 22 March 22 April 26

2 Alerus Center Commission Julie Rygg, Chair Public at Large (701) st Term: 4/18/2011 to 11/30/2013 (partial) 2nd Term: 12/1/2014 to 11/30/2017 (full) Jay Kleven Public at Large Curt Kreun, Vice Chair Public at Large Hal Gershman Public at Large Pat McLean, Secretary Public at Large (701) st Term: 8/1/2016 to 8/1/2019 (full) (701) st Term: 12/1/2015 to 11/30/2018 (full) (701) st Term: 3/1/2015 to 2/28/2018 (full) (701) st Term: 12/1/2015 to 11/30/2018 (full) Ken Vein City Council Representative Brian Faison (non-voting) UND Representative (701) (701) st Term: 7/21/2014 to 7/30/2016 (partial) 2nd Term: 7/18/2016 to 8/1/2019 (full) 1st Term: 12/1/2012 to 11/30/2014 (partial) 2nd Term: 2/2/2015 to 11/30/2017 (full) Matt Walkowiak Public at Large (701) st Term: 9/19/2016 to 9/19/2019 (full) Alerus Center Management (701) Darryl Jorgenson Brenna Grossbauer Tiffany Vickaryous Lance Johnson Bubba Rockstad Terry Anderson Finance Manager Human Resources Manager Food & Beverage Director Marketing Manager Operations Manager-Facilities Conference/Sales Manager

3 MINUTES Grand Forks Events Center Commission Monthly Meeting Wednesday November 16, :30 am Meadowlark Room #12 - Alerus Center Call to Order: Julie Rygg called the meeting to order at 7:29 am. Roll Call Present: Brian Faison, Hal Gershman, Jay Kleven, Pat McLean, Julie Rygg, Matt Walkowiak Absent: Curt Kreun, Ken Vein City: Maureen Storstad, Howard Swanson, Tangee Bouvette, Todd Feland Alerus Center: Darryl Jorgenson, Lance Johnson, Tiffany Vickaryous, Terry Anderson, Brenna Grossbauer, Bubba Rockstad, Beth Chaney We have a quorum. Consent Agenda The consent agenda, including the minutes from the October 26 th meeting were included in the packet. A motion was made by Matt Walkowiak to approve the consent agenda; seconded by Jay Kleven. Motion passed unanimously. Management Discussion Todd Feland: After about a month since the Investigation started, the Mayor terminated Robert LeBarron s contract with Alerus Center. Cheryl Swanson met with the City with a legal counsel requesting to return to Alerus Center under specific conditions. The Mayor requested the Alerus Center Commission to investigate to see if bringing Swanson back was a viable option. Feland and Rygg met with Alerus Center staff to see their opinion of the option of bringing Swanson back. There was a unanimous agreement with Alerus Center Commission members that it is not in the best interest of Alerus Center for Swanson to continue as leader and Executive Director of Alerus Center. This consensus will be brought forward to the Mayor. Word from the Mayor is expected soon. Approval of October 2016 Financials The October financials were presented and were included in the packet. October was budgeted to be a profit of about $123,000; however, October resulted in a profit of $209,000. Budgeted year-to-date profit was approximately $220,000. Actual year-to-date is a profit of about $256,000. Cash to date is approximately $3.2 million. Retained Earnings are approximately $2.4 million. The 36-month Profit/(loss) Average showed approximately $30,000 average monthly profit. Statement of Cash Flows had a net increase in cash of about $139,000. A motion was made by Matt Walkowiak to approve the presented financials; seconded by Hal Gershman. Motion passed unanimously.

4 Committee Reports a. Finance/Renovation Committee: Brenna Grossbauer: Part-time staff entry level: Recommendation of new entry level pay per department and pay raise for current part-time employees was presented. One of two things looked at when used to determine these new wages was the OAS DATA from the Bureau of Labor Statistic. The second thing looked at was Alerus Center s competitors around Grand Forks. Part time Paid Rates handout sheet included in Commission folder. Will continue to review wage increase on an annual basis. Labor Cost Analysis handout included in the Commission folder. Terry Anderson: Increasing ballroom rentals: Suggestion was made to increase room rent for Ballrooms 1-3 by $50 and Ballrooms 4-5 by $200. If one were to rent the entire Ballroom 1-5, the rate would only go up $200. Rental comparison handout sheet included in the Commission folder. Policy on rent increase annually will be looked into and created and brought forward to the Commission at a future meeting. Recommendation from Commission members was to get out and sell more and not just rely on raising rent. A motion was made by Pat McLean to approve the Ballroom rent increase; seconded by Matt Walkowiak. Motion passed unanimously. Darryl Jorgenson: As a result of multiple 2016 project time-frames being pushed due to event load and time constraints it is necessary to amend the 2017 CIP budget to include the dollars for those projects. Staff is requesting an Increase of the 2017 CIP budget by 2,305,000. Not increasing the budget, just moving money from one year to the next. Details on transfer included on Staff Report handout in Commission folder. Glycol heating system: Increase HAVC budget by $275,000 from $225,000 to $500,000. Leak repairs and shutoff valve improvements will commence in Portable Radios and Headsets: Increase budget by $230,000 from $50,000 to $280,000. The project changed from replacing just radios to upgrading to a more functional radio that will meet Alerus Center s needs. The amount of money being raised in the budget is $227,000. All other moneys are just being carried over from other projects and years. A motion was made by Matt Walkowiak to approve the Alerus Center Capital Improvement 2017 budget amendment; seconded by Pat McLean. Motion passed unanimously. b. Convention & Visitors Bureau: City council approved the CVB to take over the city s Special Event Funding Program. Will need to elect a new member from the commission to serve on the CVB board. Capital Projects Review a. Parking Lot Restriping: Complete and will have the City inspect Alerus Center s lots. b. CIP Lighting & Controls Updgrade: Bid awarded to Bergstrom Electric, Inc. Phase 1 would be the Ballroom/Meeting Room side. Phase 2 would be the Arena side. c. Suite Lobby Remodel: Will be put out to bid in January 2017 to be remodeled to look like Happy Harry s.

5 Business Trends a. Food and Beverage Department Tiffany Vickaryous Redesigning the Catering Menu by January New Menu will include nutritional and allergy facts. A rough draft has been created. b. Marketing Director Lance Johnson New Merchandise stand Hawk Shop sales were phenomenal. Shows on sale currently are as follows: Kenny Rodgers, Cirque Musica, Nitro Circus, Harlem Globetrotters, Beer and Bacon Festival. New Show announcement in the upcoming weeks. c. Sales Manager Terry Anderson November s budgeted Event Load was 35; actual is currently 32. December s budgeted Event Load is 28; actual currently scheduled is 22. Youth Group Event Scheduled for this weekend with over 650 people. Working on contracting a large Soccer event for January Other Hal Gershman recommended to Alerus Center Sales staff to share the survey information received with the corresponding hotels. Share results mainly with CanadInn. Adjournment A motion was made by Pat McLean to adjourn; seconded by Matt Walkowiak. Motion passed unanimously. Meeting adjourned at 9:12 am. Respectfully submitted, Beth Chaney Office Specialist, Alerus Center Pat McLean CFECC Secretary

6 November 2016 Total Number of Events Comparison Event Type Banquets Concerts Family Shows Conventions Meetings/Conferences Consumer Shows Trade Shows Wedding Receptions Community/Civic Sporting Monthly Total Year-to-Date Total November 2016 Total Number of Event Days Comparison Event Type/Days Banquets Concerts Family Shows Convention Meeting/Conferences Consumer Show Trade Show Wedding Reception Community/Civic Sporting Monthly Total Year-to-Date Total

7 2016 Attendance Comparison November ,221 17,329 31,835 13,545 18,125 35,000 30,000 25,000 20,000 15,000 10,000 5, YEAR-TO-DATE COMPARISON , , , , , , , , , ,000 50,

8 Upcoming Events December December 14 Rain & Hail Winter Agent Training December 14 GFPD Physical Assessment Testing December 14 ND Eye Clinic December 15 Valley Memorial Holiday Party December 17 CHS Holiday Party December 31 Wedding Reception (2) December 31 Young Professionals Midnight Masquerade January January 4-5 January 5-6 January 6 January 7 January 7 January 10 January 10 January January 13 January 14 January 17 January January 20 January 24 January January January January 26 January 26 January 27 January January 28 January 31 Jan 31-Feb 1 February February 1 February 2-3 February 3 February 4 February 4 February 4 February 8 February 10 Polarcomm Strategic Planning ND Telephone Co. Meeting Amazon.com Holiday Party Rydell Holiday Party Super Duper Fun Time Service Club Luncheon UND Athletic Booster BOD AGVISE Laboratories UND Fan Luncheon Wedding Reception Steffes Quarterly Meeting Minnkota Meeting UND Fan Luncheon USAF Public Meeting Neundorfer Inc ACS Precipitator Training Dazzlers Synchronized Skating Group Room Chamber Annual Dinner Choice Financial Holiday Meeting UND Medical School Awards North Dakota Dance and Drill Wedding Reception Face and Jaw CPR Ag PhD Tiling Clinic MN Wheat Growers Rust Sales UND Fan Luncheon CHS Ag Services Holiday Party Youth Commission Military Appreciation WWE Sugarbeet Growers Hairball

9 February 11 February February 15 February 16 February 17 February 18 February February February 24 February February 27 Feast of Nations MSHA Annual Refresher Training Mayor s State of the City PKM Electric Retirement Party Grand Forks Dental Seminar Happy Harry s Beer and Bacon Festival Crop Expo Airport Executive BOD UND Fan Luncheon Grand Forks Men s Show Mayor s State of the City

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14 CLIENT SATISFACTION SURVEY November 2016 Summary For events held during the month of January, Client Surveys were sent to 16 clients. Events are rated on a scale of 1 to 5 with 1 being poor and 5 being excellent. An average of the ratings and additional comments are listed below. Alerus Center Event Evaluation Survey Recap Number of Surveys Returned: 10 Average Rating of Surveys Returned: 4.43 Staff 4.11 Food & Beverage including Concessions 4.11 Facility 4.25 Finance Billing in a timely manner 4.3 Overall Rating of Facility Experience 09 out of 10 surveys were returning clients. 09 out of 10 surveys ordered food and/or beverages. 10 out of 10 surveys would recommend Alerus Center to a friend or colleague. 04 out of 10 surveys had an event with less than 100 people. 06 out of 10 surveys had an event with more than 100 people. Additional comments included: Thank you to Terry and Jen for being so accommodating with all our event needs and working with our budget as well. We hope to work with you again in the future! We had amazing comments on the food for myself I believe this to be the best meal I ve ever had at the Alerus We haven t received our billing yet so couldn t rate that area Shelby was great to work with! I look forward to working with her again as we plan our Women s Journey Luncheon Very good food/service The staff in the evening was AWESOME! Our room sets were not accurate the last update of the BEO didn t take place, so the committee had to reset the rooms, as there was not enough Alerus staff to assist The staff on hand, the day of our event, were very courteous and helpful we just needed more help (like ushers) The Alerus staff that was waiting on the head table and front tables was amazing! They were so helpful and kind. They definitely made the experience even more special! Shout out to Chef who helped the head table! He was wonderful!! The signs in the hall and for each room had the wrong ending time but other than that it was all great, Thanks! The male event manager was very professional and did a wonderful job assisting us with our needs that morning.

15 Hotel Facility: CanadInn Overall Hotel Rating: 3.65 Overall Restaurant Rating: 3 Overall Opinion: 3.25 Hotel Comments: Many of the sleeping rooms need some repair/upgrades. The reservation booking wasn t accurate and additional calls were needed, in order to straighten out the mix-up. Hotel Facility: Sleep Inn Overall Hotel Rating: 5 Overall Restaurant Rating: N/A Overall Opinion: 5 Hotel Comments: NONE