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	*Grand Forks Events Center Commission* *Regular Monthly Meeting* *Wednesday, December 16, 2009* *Alerus Center* 1. CALL TO ORDER Curt Kreun, Chair, called the meeting to order at approximately 7:35 a.m. on Wednesday, December 16, 2009. 2. ROLL CALL Present were David Evenson, Sheila Gerszewski, Curt Kreun and Darrell Larson establishing a quorum. City: Saroj Jerath Alerus Center Staff: Wendy Nimens, Jeremy Linstad, Tami Pearson, Rod Oas, Charlene Wifall, Stephanie Bernstrom, Vione Jordheim, Steve Hyman 3. APPROVAL OF AGENDA Curt Kreun requested the following changes to the agenda: Delete Item # 7, Matter to adopt amendment to the agreement for 2008 VenuWorks contract and table it to next month's meeting Add Item # 9a: Requests from the Task Force and how they should be handled Add Item # 9b: Input on asking Mr. Peters, VenuWorks Inc., to provide comparables for entities similar to Alerus Center A motion was made by Sheila Gerszewski and seconded by David Evenson to change the agenda as stated. Motion carried unanimously. 4. APPROVAL OF MINUTES A motion was made by David Evenson and seconded by Darrell Larson to approve the minutes of November 18, 2009. Motion carried unanimously. 5. APPROVAL OF NOVEMBER 2009 FINANCIALS Wendy Nimens reviewed the November financials as presented in the Commission packet. Year-to-date, revenues are at 88% of the budget and expenses are at 93% of the budget. Catering is $285,000+ ahead of budget. Year-to-date utility expenses are $96,192 below budget. November economic impact is $2,201,400 with $83,981 going towards GF taxes. Year-to-date economic impact is $8,117,471 with $716,841 going towards GF taxes. Currently there are 2 events on sale at the box office: PCB Bull Riding – January 22 and 23, 2010 and Monster Truck Winter Nationals – February 13, 2010. A motion was made by David Evenson and seconded by Sheila Gerszewski to receive and file the November financials and forward them to the proper City officials for distribution. Motion carried unanimously. 6. 2009 CITY CASH FLOW Saroj Jerath reported that $225,000 of the $250,000 the City sets aside for Alerus Center use was actually used. She has requested a memo from the Commission as to their intent to pay back the City for these dollars. A motion was made by Darrell Larson and seconded by David Evenson to table this discussion to the next meeting when the year-end numbers are available. Motion carried unanimously. 7. SOLE SOURCE PROCUREMENT AUTHORIZATION Saroj Jerath distributed an email outlining Sole Source Procurement the same document received previously. She indicated that the memo included in the packet was not enough information to approve sole source procurement. The City attorney will be contacted regarding the term “written justification” and its definition. Ms. Jerath indicated that the interpretation of the sole source procurement and requirements for purchasing would be for future purchases and that anything that has already been purchased or started would not be stopped. 8. MANAGEMENT REPORTS a. Meetings/Conventions Ballrooms b. Marketing c. Suites & Advertising d. Operations e. Food & Beverage f. Executive Director i. Staff is preparing an RFP to hire a marketing firm to provide a boiler plate for staff to use going forward for marketing campaigns and public relations. ii. With the completion of the Holiday Pops concert the Alerus Center has four signature events: Easter Egg Hunt, Garage Sale, Summer/Beer Fest and the Holiday Lights/Pops Celebration. 9. OTHER a. Requests from the Task Force and how they should be handled i. Discussions took place regarding requests that Mr. Hyman and staff have received from members of the Task Force. It was decided that the Task Force bring all questions at one time to Mr. Hyman; he will review with Alerus Center Commission Chair. b. Input on asking Mr. Peters, VenuWorks Inc., to provide comparables for entities similar to Alerus Center i. The general consensus of the group was to ask Mr. Peters to provide this information as Commission members would also benefit from it. 10. TASK FORCE MEETING a. The agenda for the Task Force meeting on December 17^th was reviewed. Saroj Jerath will provide Commission members with a copy of the information she is presenting to the Task Force. 11. ADJOURNMENT A motion to adjourn was made by David Evenson and seconded by Darrell Larson. Motion carried unanimously. Meeting adjourned at 9:10 a.m.