Events Center Commission Mission Statement

Transcription

1 AGENDA Grand Forks Events Center Commission Monthly Meeting Wednesday, October 26, :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 September 28, Approval of September Financials 5. Committee Reports a. Finance/Renovation Committee Julie Rygg, Curt Kreun, Pat McLean, Maureen Storstad, and Ken Vein i. Mid-Year Report b. Convention & Visitors Bureau Julie Rygg 6. Capital Projects Review a. CIP Project Lighting & Controls Upgrade (Bid: ) 7. Marketing Testimonials Lance 8. Management Discussion 9. Business Trends 10. Other 11. 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.

2 Upcoming Meeting Dates 2016 November 23 December January 25 February 22 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 1/30/2017 (full) Jay Kleven Public at Large Curt Kreun, Vice Chair Public at Large Hal Gershman Public at Large Pat McLean, Secretary Public at Large Ken Vein City Council Representative (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) (701) st Term: 7/21/2014 to 11/30/2016 (partial) Brian Faison (non-voting) UND Representative (701) st 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) Cheryl Swanson, CFE Robert LeBarron, CFE Darryl Jorgenson Tiffany Vickaryous Lance Johnson Bubba Rockstad Terry Anderson Executive Director Assistant Director/Ticket Office Manager Finance Manager Food & Beverage Director Marketing Manager Operations Manager-Facilities Conference/Sales Manager

3 MINUTES Grand Forks Events Center Commission Monthly Meeting Wednesday September 28, :30 am Meadowlark Room #12 - Alerus Center Call to Order: Julie Rygg called the meeting to order at 7:32 am. Roll Call Present: Hal Gershman, Jay Kleven, Curt Kreun, Pat McLean, Julie Rygg, Ken Vein, Matt Walkowiak Absent: Brian Faison City: Maureen Storstad Alerus Center: Cheryl Swanson, Bob LeBarron, Darryl Jorgenson, Lance Johnson, Tiffany Vickaryous, Terry Anderson, Brenna Grossbauer, Bubba Rockstad We have a quorum. Incoming Commission Member Matt Walkowiak joined Alerus Center Event Center Commission, effective September 19, Consent Agenda The consent agenda, including the minutes from the August 24 th meeting and management highlights were included in the packets. A motion was made by Pat McLean to approve the consent agenda; seconded by Jay Kleven. Motion passed unanimously. Approval of August 2016 Financials The August financials were presented and were included in the packet. August was budgeted to be a loss of $88,000; however, August resulted in a $73,000 loss. Budgeted year-to-date loss was approximately $34,000. Actual year-to-date is a profit of $71, Cash to date is approximately $3.2 million. Retained Earnings are approximately $2.2 million. The 36-month Profit/(loss) Average showed approximately $34,000 average monthly profit. Statement of Cash Flows had a net decrease in cash of $226, A motion was made by Jay Kleven to approve the presented financials; seconded by Hal Gershman. Motion passed unanimously.

4 Committee Reports a. Finance/Renovation Committee: Reviewed Alerus Center Commission s Statement: Committee reaffirmed that it is correct and to work toward it. Lance is working with Jeff Holberg to go on air and talk about how Alerus Center has helped the community. Working on formula for direct and indirect spending: Reaching out to Professor Flynn. Semi-Annual Report needs to continue to City Council b. Convention & Visitors Bureau: Grand Forks City App has Launched CVB has teamed up with EDC, Chamber, and the City of GF to look at Workforce Development and how to Recruit and Retain employees. Capital Projects Review a. Entrance 1 Vestibule: Project closed out and completed. b. Closed Circuit Security Cameras: Majority of cameras wired and installed. Digital recorders and servers also installed. Panasonic was here last week for initial programming. Project may require additional air conditioning being added to telecom closet housing server/recorders. c. Walk-through Metal Detectors: Metal Detectors have arrived, been assembled and calibrated. Management Staff have been trained on operations. Divesting tables have also arrived. d. Parking Lot Enhancements: Bid was opened on Tuesday, September 6 th. Bid awarded to Lot Pro s LLC from Detroit Lakes. Currently coordinating schedules between event needs and contractor availability. e. Lighting Project: Pre-Bid meeting on lighting controls replacement and fixture upgrades took place last week. Bid opening scheduled for Tuesday, October 4 th. f. New South Entryway: No update from last commission meeting. Executive Director Report a. Management Highlights Welcomed Jeff VanGrinsven as Event Services Manager and Kasen Christiansen as Maintenance. IAVM has a group membership that select Alerus Center staff has been signed up for. There are still a couple spots open if any Commission members want to join. Cheryl, Bob, and Brenna will be joining a FSLA webinar about ever-time issues. Hosted 1 st UND Football game this year and everything ran very smoothly. Attendance was up from previous years. Food and Beverage and Marketing opened up a merchandise store called the Hawk Shop. It sold half of original investment on the first game. Looking for options to open the Shop more. Cheryl attended Arena Manager Meeting last week and met with some representatives of Harlem Globetrotters, Sesame Street, and Rudolf the Red Nose Reindeer. Business Trends a. Reach out to other sports teams for providing team breakfast. b. Discussion was had on how Alerus Center could bring more conferences to Grand Forks. c. Food and Beverage added a wine cart to the service. Other Hal suggested to place 2 sets of salt and pepper on 10 top tables. Also, to provide real cream for coffee not just milk.

5 Adjournment A motion was made by Pat McLean to adjourn; seconded by Curt Kreun. Motion passed unanimously. Meeting adjourned at 8:45 am. Respectfully submitted, Beth Chaney Office Specialist, Alerus Center Pat McLean CFECC Secretary

6 September 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 September 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 September ,303 30,387 15,545 18,716 15,080 35,000 30,000 25,000 20,000 15,000 10,000 5, YEAR-TO-DATE COMPARISON , , , , , , , , , , ,000 80,000 60,000 40,000 20,

8 Upcoming Events October October 28 October 28 October 29 October 29 October 29 October 31-Nov 8 November November 2 November 3 November 4-6 November 5-6 November 5 November 8 November 10 November 11 November November 12 November 12 November 12 November 14 November November November 15 November November 21 November 22 November 25 November 26 November 29-Dec 1 December December 1 December 2 December 2 December 2 December 3 December 5-6 December 6 December 6 December 6 December 6 December 7-8 UND Fan Luncheon Wedding Reception UND Football Game Kappa Sigma 90 th NOSA Holiday Party Early Election Voting Northern Valley Career Expo Northlands Rescue Mission Pride of Dakota Holiday Showcase 15 th Annual Holiday Bazaar Child Care Providers Breastfeeding Workshop ACS Fall Factory Meeting Riverside Christian School Banquet UND Fan Luncheon NDAFP Annual Meeting UND Football Game Pi Kappa Phi Fraternity Formal Wedding Reception Alerus Financial Meeting Polarcomm UND Nursing Taste of the Holidays Middle School Youth Gathering ACS GF Farm Auction UND Fan Luncheon Wedding Reception Black Gold Potato Conference Kenny Rogers Northern Plains Rail Services Holiday Party UND Aerospace Employee Holiday Party US Foods Training National Guard Ball Altru Working Session UND Athletic Booster BOD Valley Memorial Homes 2017 Crop Update Emerson Prairie Grains Convention

9 December 9 UND Fan Luncheon December 9 Steffes Holiday Party December 10 Wedding Reception December 12 Cirque Musica Holiday Spectacular December ACS 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

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15 CLIENT SATISFACTION SURVEY September 2016 Summary For events held during the month of January, Client Surveys were sent to 21 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: 11 Average Rating of Surveys Returned: 4.09 Staff 4.35 Food & Beverage including Concessions 4.31 Facility 4.11 Finance Billing in a timely manner 4.18 Overall Rating of Facility Experience 07 out of 11 surveys were returning clients. 10 out of 11 surveys ordered food and/or beverages. 09 out of 11 surveys would recommend Alerus Center to a friend or colleague. 04 out of 11 surveys had an event with less than 100 people. 07 out of 11 surveys had an event with more than 100 people. Additional comments included: Everything was perfect Jeff, Carrie, and Shelby were so professional and managed every detail and request without hesitation. I would like to recognize Shelby Johnson Alerus double booked our rooms requested for our wedding. Caused a large amount of stress since it all came up weeks before our wedding. We went through 3 different sales representatives by the time our wedding came up. This year everything went off without a hitch. All the staff was friendly, helpful and around, all were willing to help as needed to make this event go smoothly. My thanks to all for making this event go so smoothly. I would like to recognize Beth Chaney There were lots of hurdles this year but in the end our guests had a great time. Bubba was awesome helping us out with A/V needs

16 Improve the accuracy of initial contract. Make it obvious what the pricing is for use of internet. Your prices are silly and ridiculous. If you want $ for you internet, make a group price. Previous meeting used your internet, and it was horrible (SLOW) and we paid big $ s 50+ users at $10/per. $500+ spent. Did not pay this fee for the last meeting and will not ever pay this fee again. Huge hang-up for my business. I would like to recognize Beth Chaney Thank you so much for having a designated place for breastfeeding mothers. We had three moms use the room! Great job. Have not received billing yet. Food was excellent and abundant Hotel Facility: Overall Hotel Rating: 3.7 Overall Restaurant Rating: 2.5 Overall Opinion: 3.7 Hotel Comments: Professional and pleasant when setting up a block of rooms