Committee Minutes

Grand Forks Events Center Commission
Regular Monthly Meeting
Wednesday, September 22, 2010
Alerus Center Meadowlark Room #12


CALL TO ORDER

Randy Newman, Chair, called the Alerus Center Commission meeting to order on Wednesday, September 22, 2010 at approximately 7:33 am.

ROLL CALL

Present were Randy Newman, Laura Block, David Evenson, Dwight Thompson and Duane Hafner establishing a quorum.

City: Saroj Jerath, Howard Swanson

Alerus Center: Vione Jordheim, Jeremy Linstad, Rod Oas, Wendy Nimens, Tami Pearson, Charlene Wifall, Roger Swanson

APPROVAL OF MINUTES August 25, 2010

A motion was made by David Evenson to approve the minutes of August 25, 2010. Seconded by Dwight Thompson. Motion passed unanimously.

APPROVAL OF AUGUST 2010 FINANCIALS

The August 2010 financials were presented as distributed in the packets. August revenue less hospitality tax was $161,171; budgeted revenues less hospitality tax were $170,895.

Year-to-date revenues less hospitality tax are $2,012,749; 48% of budget. Year-to-date catering revenues are $107,361 ahead of budget.

August expenses were $254,348; budgeted expenses were $281,530. Year-to-date expenses are $2,505,551; 55% of budget. Year-to-date expenses are $302,000 below budget.

Currently UND football games and Grand Forks Women’s Show are on-sale in the box office.

Staff was asked to provide City Finance with specific details of the due from City August line item and also to provide the Commission with the forecast each month. The forecast can be provided in the bullet points.
Discussion took place with regards to the UND football game times. Final first game financials were not available at this time.
A motion was made by David Evenson to receive and file the August financials and to forward them to the proper City officials for distribution. Seconded by Duane Hafner. Motion passed unanimously.

COMMITTEE REPORTS

Renovation Committee – Members: Randy Newman, Curt Kreun & Duane Hafner.
The committee did not meet last month.

Construction Update: Radio rooms and Club were ready for the first game and received very positive remarks. Additional tile was received this week and crews are working to complete the entrance areas.

Utility Study – Currently working on the scope of the project. A draft agreement was sent to the City Attorney for review and he has sent back comments which will be incorporated. A conference call was held last week and a revised agreement will be sent back.

A turf meeting will be held on the 28th with Astroturf, Sean Johnson and Coach Mussman along with staff to go over what works for everyone’s needs. At this time a new turf is not in the budget and a decision will need to be made when the current turf will be replaced and what the cost will be. The original turf was an Alerus Center expense; discussions have not been held on responsibility for new turf cost. The next top priority capital item for the Alerus Center is the escalator.

Celebration Committee – Members: Darrell Larson and Brian Faison
The Committee met briefly following last month’s meeting. The group discussed the different logos for the 10-year Celebration. The design chosen was concept #3; a copy of which was distributed. The date for the 10-year celebration is March 16, 2011.

Howard Swanson, City Attorney was present at the meeting. He indicated that he or the Assistant City Attorney would attempt to attend each meeting as requested. However, if there was anything in particular; they would appreciate prior notification in order to be prepared for discussion.

CVB LIASON REPORT

Duane Hafner reported that the CVB is interested in a joint gathering with the Alerus Center Commission. He will contact the CVB to clarify if this is a social gathering or if they are interested in attending the Commission’s monthly meeting.

MANAGEMENT REPORTS

Meetings/Convention/Ballroom –A list of upcoming events was presented which included wedding receptions, banquets and various meetings and conventions of which will be held every week through October. Calvary Chapel is a new church that is starting and has booked for 21 Sundays.
-Staff traveled to Fargo to do sales calls including Sanford Health and attended the S&S Promotions Vendor Show at the FargoDome to look at purchasing items for the 10-year anniversary.
-Charlene will be attending Marketplace of Ideas later this month at the FargoDome to meet with the coordinator in hopes of bringing it back to the Alerus Center.
-The Democratic Convention is coming back in 2012. They were here in 2008 when President Obama and Hilary Clinton opened the convention.
-The Antique Auto Club of America will be here in July 2013. Mr. Swanson reported that the last time this was held in Grand Forks was 1996. There are usually 100-125 premiere antique cars with 200-250 in attendance with cars plus another 100+ for judges and national officials. They arrive on Thursday and leave on Sunday and the event is open to the public.

Marketing – Staff is continuing talks with suiteholders and advertisers. This past weekend the Club was rented to Hugo’s. They indicated that they are interested in continuing their relationship with the Alerus Center. This coming weekend the Club is rented for a private party.
-There are major sponsors up for renewal in 2011. It was indicated to staff that if they encounter challenges or questions; commission members would be willing to help out.
-Staff is continuing to work on 10th anniversary celebration ideas.
-Working on updating sales and marketing collateral with the website being the most challenging.
-BeerFest was held on August 28th. Attendance was 2,353 which was down from last year. A few changes were made and Fargo held BeerFest the night before which could all be contributing factors to the lower attendance. The event organizer is looking at different ways to bring more of a headliner band for next year with an increased admission fee.
-UND announced last week’s football attendance was 9,719. This week’s game is with Northwestern State and is the Military Appreciation game.
-A new promotion for UND Athletics is Family Days in conjunction with Coke and Walmart. The date set at the Alerus Center is for the October 30th football game.
-Attendance in August was 5,797 with 2,353 in the arena and 3,444 in the convention center.
-Economic Impact for August was $186,286.22 with $7,867.90 going towards GF Taxes. Net Economic Impact was $122,343.91 with $5,095.26 going towards GF taxes.
-Suite renewals were discussed. Currently there are 14 suites and are at full occupancy. There are a few coming up for renewal and one is rented only for the football season. Discussed contracts using trade.

Operations – Construction items were discussed above. Continuing to work on an RFP for green seal certified cleaning supplies. Continuing our working relationship with UND to make the football game experience more enjoyable and keep the guests coming back.

Food and Beverage – Currently working with UND to enhance the guest experience at football games which include 4th quarter specials; pizza and sodas for the Best Seat in the House and Birthday parties. These changes have been beneficial to both entities and will continue.

-New merchandise has been added for the UND Games which includes the Sioux logo. The first game sales were ½ of what was sold the entire last season.
-Catering continues to be very busy an example of which was the recent activity which included the ND/SD Realtors Convention (approximately 300 people Tuesday through Friday with $60,000 in catering and additional dollars from cash bars) and Saturdays activities including two weddings with dinner and the UND Football game all needing service at the same time. Everything worked well and all the events were successful.

Executive Director – Currently working with Food and Beverage on expanding the product line and researching pricing at the bars and concessions. We’ve expanded to include premium liquors and more product to our beer lines and are working with suppliers to create a good program moving forward.
-Tailgating went well. Operations were modified this year and we had a good renewal rate with increased pricing.
-The Club opened with new carpet and windows giving the area a new look. These were areas that were unable to sell due to location in the past. Guests are able to bring in larger groups and the Club has been sold for the first two events.
-Flowers and letters were put in the suites thanking them for their investment with us and a complimentary baked potato bar was provided in the Club for all suiteholders.
-VenuWorks is working on content for the arena before the end of the year.
- Financials were settled with Canad Inns on a debt that was being carried for some time. A settlement on what they owe for their parking lights being tied into our electrical service will be billed at $450/ month.
-For next year’s Beerfest there is interest in bringing in a headliner to retain the audience after the sampling and to increase attendance.
-Working with the Renovation Committee to finish up the pre-function hallway furniture/colors selection to complete the project.



OTHER
Question was asked of the Vice Chair position. The procedure is to have election in January for all three Officers; Chair, Vice Chair and Secretary. The Vice Chair to Chair is not an automatic step.

This past Friday, Saturday and Monday, staff from the BREC (Bemidji Regional Events Center) were here to observe finance and food and beverage as their first event will be the Sioux Series on October 15th. There is a possibility she will be back this weekend to observe and that some of our staff will be going there to assist.


ADJOURNMENT

A motion was made by David Evenson to adjourn. Seconded by Laura Block. Motion passed unanimously.

Meeting adjourned at 8:33 a.m.




____________________________ ____________________________
Respectfully submitted,
Vione Jordheim Darrell Larson
Director of Administrative Services, Alerus Center GFECC Secretary