AGENDA Grand Forks Events Center Commission Monthly Meeting Wednesday, March 25, 2015 7:30 a.m. #12 Meadowlark Room - Alerus Center Amanda Bentow Laura Block Brian Faison Hal Gershman Duane Hafner Julie Rygg John Schmisek Ken Vein 1. Call to Order 2. Roll Call 3. Consent Agenda a. Approval of Minutes of February 25, 2015 b. Management Highlights 4. Approval of February Financials 5. Committee Reports a. Finance/Renovation Committee Laura Block, John Schmisek, Maureen Storstad, Duane Hafner, Julie Rygg, and Ken Vein b. Convention & Visitors Bureau Duane Hafner, Julie Rygg 6. Capital Projects Review 7. Strategic Planning 8. Executive Director Report 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 2015 -- April 22 May 27 June 24 July 29
Alerus Center Commission Laura Block, Chair 777-3734 Duane Hafner, Vice Chair 775-2139 Amanda Bentow, Secretary 330-8609 Brian Faison 777-2794 Julie Rygg 746-0444 John Schmisek 610-6207 Ken Vein 772-3673 Hal Gershman 780-0902 Alerus Center Management 792-1200 Cheryl Swanson Executive Director Robert LeBarron Assistant Director/Ticket Office Manager Darryl Jorgenson Finance Manager Rod Oas Food & Beverage Director Lance Johnson Marketing Manager Bill Folk Operations Manager-Events Brady Vander Velde Interim Operations Manager-Facilities
MINUTES Grand Forks Events Center Commission Monthly Meeting February 25, 2015 7:30 am Meadowlark Room #12 Alerus Center Call to Order Duane Hafner called the meeting to order about 7:30 am Roll Call Present were Amanda Bentow, Ken Vein, Duane Hafner and John Schmisek. City: Maureen Storstad and Howard Swanson Alerus Center: Bob LeBarron, Bill Folk, Rod Oas, Darryl Jorgenson, Brady Velde, Nikki Voigt and Cheryl Swanson. We have a quorum. Consent Agenda The consent agenda, including the minutes from the February 25, 2015, meeting and management highlights were included in the packets. A motion was made by Ken Vein to approve the consent agenda; seconded by Amanda Bentow. Motion passed unanimously. Approval of January Financials The January financials were presented and were included in the packet. January was budgeted to be a profit of $83,335; however, January resulted in a $31,933 profit. Cash to date is approximately $2.8 million. Retained Earnings almost $1.8 million. The 36-month Profit/(loss) Average showed approximately $62,000 average monthly profit. Statement of Cash Flows reflected a net decrease in cash and cash equivalents by approximately $47,000 mainly because receivables went up $65,000. Payment to City The formula to calculate the annual payment was presented and was included in the packet. Annual payment was calculated to be $29,339.
A motion was made by John Schmisek to approve the presented amount of the annual payment to the city; seconded by Amanda Bentow. Motion passed unanimously. Annual Financial Report The 2014 annual unaudited financial summary was reported and was distributed at the meeting. Fourth quarter 2014 resulted in a $200,000 profit and for 2014 year to date resulted in a $491,000 profit. Revenues were over budget by 7% and expenses were over budget by 3%. Additional events and an increase to the hospitality tax contributed to a very strong year. Committee Reports a. Finance/Renovation Committee has not met. b. Convention & Visitors Bureau The Simply Grand Visitors Guides were distributed. Julie Rygg is co-chairing the public arts commission and will doing a big country music give-away for Eric Church and Luke Bryan tickets. Canadian appreciation campaign is planned to start this spring. Capital Projects Review An update was given on capital projects in progress. Video board enclosures were award to ICS by the commission last month and construction is going on around the event schedules. A change order to take out some access doors results in approximately an $8,000 savings. Concept drawings were received by EAPC on a new Entrance 1 vestibule. Still considering ideas. Turf project scheduled in April to do the repair of the ripple of the 33 yard line. Dakota Fire Protection has relocated the sprinkler heads in the Entrance 2 and 3 lobbies to a more climate controlled area so the pipes will not freeze. Strategic Planning Contracts have been signed and start date has not been determined. Executive Director Report Hal Gershman will be starting next month. Bill Folk will be attending a venue safety and security training. Def Leppard tickets went on sale last week. Luke Bryan ticket sales are very strong. Another major concert is planning on being announced soon. Men s Show, Regional Basketball first weekend of March. Working with Leighton Broadcasting on the Easter Egg Scramble- new concept to keep it fresh. Conversation with Alerus Financial regarding the future of the naming rights agreements, accessing the value of the partnership on both ends. Public Arts Jeff Becker and some of the consultants will present phrases and initiatives.
Other Nothing reported. Adjournment A motion was made by Amanda Bentow to adjourn; seconded by John Schmisek. Motion passed unanimously. Meeting adjourned about 8:00 am. Respectfully submitted, Roberta Bursheim Human Resources Technician, Alerus Center Amanda Bentow CFECC Secretary
Management Highlights February 2015 Summary Put Def Leppard concert onsale for show in August; Served a 5-course meal to over 1,000 attendees during the annual UND Feast of Nations; Successfully produced the 2015 International Crop Expo, an annual event; Hosted Leighton Broadcasting s Grand Forks Men s Show; Showcased UND Football during the program s National Letter of Intent Signing Day event; Executive Director Cheryl Swanson and Marketing Manager Lance Johnson attended the Pollstar Live! Conference, networking with music industry agents and promoters. February 2015 Total Number of Events Comparison Event Type 2015 2014 2013 2012 Banquets 10 14 10 18 Concerts 0 0 1 0 Family Shows 0 0 0 0 Conventions 2 3 1 7 Meetings/Conferences 24 25 20 25 Consumer Shows 1 2 3 3 Trade Shows 1 2 1 1 Wedding Receptions 1 0 2 0 Community/Civic 0 0 7 16 Sporting 0 0 2 2 Monthly Total 39 46 47 72 Year-to-Date Total 73 81 94 125 February 2015 Total Number of Event Days Comparison Event Type/Days 2015 2014 2013 2012 Banquets 16 21 10 19 Concerts 0 0 1 0 Family Shows 0 0 0 0 Convention 2 5 1 14 Meeting/Conferences 28 39 26 52 Consumer Show 2 5 6 5 Trade Show 2 5 2 2 Wedding Reception 1 0 2 0 Community/Civic 0 0 7 16 Sporting 0 0 2 2 Monthly Total 51 75 57 110 Year-to-Date Total 97 123 122 188
2015 Attendance Comparison February 2015 2014 2013 2012 2011 12,042 16,156 34,384 20,030 17,033 40,000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 2015 2014 2013 2012 2011 YEAR-TO-DATE COMPARISON 2015 2014 2013 2012 2011 16,954 25,865 45,982 35,043 27,074 50,000 45,000 40,000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 2015 2014 2013 2012 2011
Upcoming Events April April 2 April 2 April 4 April 10-12 April 11 April 13-16 April 18-19 April 25 May May 1-2 May 8 Humane Society Fundraiser Mayor s State of the City Annual Easter Egg Scramble Junior Grand Am Gardening Saturday Artwise Motorcycle Show UND Champions Ball Lonestar Rodeo Luke Bryan
CLIENT SATISFACTION SURVEY February 2015 Summary For events held during the month of February, Client Surveys were sent to 12 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: 3 Average Rating of Surveys Returned: _5 Staff 4.6 Food & Beverage including Concessions 4.3 Facility _5_ Finance Billing in a timely manner _5_ Overall Rating of Facility Experience 3 out of 3 surveys were returned said they would consider being our client again. Factors most important to the client s event included: The proximity to my home or place of business 1 survey The customer service and overall treatment I receive when booking my event 2 surveys The reputation of the venue 1 survey The price of the venue 2 surveys The accommodations the venue can offer me 3 surveys Friend or Family recommendations 0 surveys Additional comments included: The only thing that kept the room comfort from excellent was the temperature of the classroom was too cool Really went smooth this year! Caitlin, Carrie, and the entire staff did an exceptional job with our conference. There were some extenuating circumstances (our fault, not theirs) that caused them a lot of extra work. The every staff member stepped up and did the extra work necessary with an unbelievably positive attitude. I have worked conventions for 30 years in three different states and I can honestly say this staff is heads and shoulders above any I have ever worked with. THANKS!!! Hotel Facility: Average rating of 2.6 Hotel Comments: n/a