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	*Grand Forks Events Center Commission* *Regular Monthly Meeting* *Wednesday, November 17, 2010* *Alerus Center Meadowlark Room #12* CALL TO ORDER Randy Newman, Chair, called the Alerus Center Commission meeting to order on Wednesday, November 17, 2010 at approximately 7:33 a.m. ROLL CALL Present were: Darrell Larson, Randy Newman, Dwight Thompson, Duane Hafner and Curt Kreun (via telephone) establishing a quorum. City: Saroj Jerath, Howard Swanson VenuWorks, Inc: Sharon Cummins, Ron Cummins Alerus Center: Jeremy Linstad, Vione Jordheim, Rod Oas, Wendy Nimens, Charlene Wifall, Tami Pearson INTRODUCTION Randy Newman introduced Cheryl Swanson, Alerus Center Executive Director. On behalf of the Commission, Randy Newman thanked Roger Swanson for his service as Executive Director. Today is Roger’s last day of employment at the Alerus Center. CONSENT AGENDA *A motion was made by Darrell Larson to approve the consent agenda. Seconded by Dwight Thompson, Motion passed unanimously.* APPROVAL OF OCTOBER 2010 FINANCIALS October’s revenue fell short of budget by approximately $80,000; however, the year-to-date is in the black. Contributing to the lower than budgeted revenues was two concerts that did not happen and lower than anticipated attendance at UND Football games. Catering revenues have exceeded budget by nearly $53,000 and the year-to-date catering revenue has surpassed the million dollar mark. October expenses came in about $70,000 below budget. Utility expense was $12,769 lower than budget. The wild card will be the weather. At this time, the forecast for year end is approximately a $71,000 loss. Events currently on sale in the Ticket Office are Elmo’s Healthy Heroes December 31-January 2 for 5 shows and Celtic Crossroads January 29^th in the Ballroom. On the Arena vs Convention report we continue to see the same trends. The arena actual revenues are down from the budget but conventions are over. Staff was asked to verify that all allocations are still appropriate on both the arena and convention center side and to determine the level of fixed costs for the building. Despite not having major events for 2010; staff has done a great job of managing the bottom line. *A motion was made by Duane Hafner to accept and file the October financials and forward them to the proper City officials for distribution. Seconded by Dwight Thompson. Motion passed unanimously.* BID AWARD – GREEN SEAL CERTIFIED CLEANING SUPPLIES This will be tabled to next month. Three bids were received; however, clarification is needed from the vendors. TRANSITION TO NEW EXECUTIVE DIRECTOR Ron and Sharon Cummins, VenuWorks Corporate, are here this working with Cheryl Swanson on procedural processes. Mr. Newman offered assistance from the Commission to help in further introducing Cheryl to the community. REPLACEMENT ON COMMISSION FOR RANDY NEWMAN’S EXPIRING TERM December will be Mr. Newman’s last meeting. The City Administrator and Mayor’s offices have both been notified that Mr. Newman’s term on the Commission has expired and December will be his last meeting. COMMISSION/VENUWORKS ANNUAL ACTION CALENDAR The calendar was set up as part of the governance and activity between VenuWorks and the Commission; staying focused on the points and continuing to stay on top of the items being accomplished and the performance to the expectations. The action calendar should continue to serve as a reminder of governance steps. STRATEGIC PLANNING PROCESS With the new executive director on board, Mr. Thompson requested that as a Commission a new planning process be started and what they want to do as leadership. He will work with Ms. Swanson, VenuWorks and Staff prior to the December meeting outlining the process and then bring it back to the Commission for their review of what the Commission would like to accomplish. Dwight Thompson will chair the process with the Commission support. They should also look at the Balanced Performance Model and work out something for that process. HOLIDAY PARTY BOOKING SUCCESS Charlene Wifall reported that the Alerus Center is down about five holiday parties from years prior. One factor is economy. Follow-up is being done with the clients who have had parties in the past; sometimes dates are not available and some have chosen to do something in house. In years past Alerus Center offered free room rent; this year the offer was for discounted room rent and discounted bar drinks. Staff does have a process in place in which they work with the clients on their budgets. ARENA BOOKING SUCCESS VenuWorks is taking strides to improve the performance this year. There are three people actively booking on a daily basis. Going into the 10^th Anniversary season there is confidence that there will be announcements to share with the Commission. Getting back the event fund has been very important to this process. VenuWorks is committed to working on a three concert series and hope to lock it in before the end of the year. COMMITTEE REPORTS Renovation Committee – Did not meet this past month. Monthly reports from the City Finance Department show there should be enough funding to install the escalator. Celebration Committee – Will be meeting prior to the next Commission meeting. Convention & Visitors Bureau – Their Board meeting is tomorrow and the expectation is to have a social time with the Commission. OTHER Howard Swanson, City Attorney, gave a report on the Attorney General’s opinion with regards to the Executive Session held in June. The Commission was reminded that their first inclination should always be that meetings as well as records are open to the public. Mr. Swanson is available for additional training with the Commission as well as consultation for specific questions. All Commissioners have received a copy of the opinion. Mr. Newman publicly apologized for his error in calling the executive session and will also apologize to Brady Martz. Mr. Hal Gershman, City Council President was in attendance and thanked the Commission for allowing him to speak. He is concerned about businesses not doing events here. Mr. Gershman indicated he would be available to work with Strategic Planning. The highest priority is working towards being successful and change the perception of the Alerus Center in the public. Congratulations went to UND for their admission to the Big Sky Conference. ADJOURNMENT Meeting adjourned at 8:32 a.m. ____________________________ ____________________________ Respectfully submitted, Vione Jordheim Darrell Larson Director of Administrative Services, Alerus Center GFECC Secretary