Committee Minutes

Grand Forks Events Center Commission
Regular Monthly Meeting
February 23, 2011 7:30 a.m.
Alerus Center Meadowlark Room #12


CALL TO ORDER

Dwight Thompson, Chair, called the Alerus Center Commission meeting to order on Wednesday, February 23, 2011 at approximately 7:36 a.m.

ROLL CALL

Present were Laura Block, Duane Hafner, Dwight Thompson, Darrell Larson (via phone) and Brian Faison establishing a quorum.

City: Saroj Jerath, Howard Swanson

VenuWorks: Tim Berry

Staff: Charlene Wifall, Rod Oas, Jeremy Linstad, Wendy Nimens, Tami Pearson, Vione Jordheim

CONSENT AGENDA

A motion was made by Duane Hafner to approve the consent agenda. Seconded by Laura Block. Motion passed unanimously.

APPROVAL OF JANUARY 2011 FINANCIALS

The January 2011 revenues fell short as there were three less banquets which had an affect on catering. Revenues for concessions were good based on Celtic Crossroads and Professional Championship Bull Riding.

On the expense side there was some carry over from Sesame Street and event labor was affected by Professional Championship Bull Riding and Celtic Crossroads. Dues and subscriptions and building repairs line items were over budget due to timing and expensing the existing trade. Snow removal in January also accounted for an over budget line item.

The Forx Roller Derby was held last weekend with over 1200 in attendance. The Feast of Nations coming up this Saturday has been sold out for over a week. Currently on-sale are Grand Forks Men’s Show, TNA Wrestling, Harlem Globetrotters and Tim McGraw. There has been a good response for Tim McGraw tickets with a good on-sale last weekend.

The Alerus Center audit was completed on February 10 and 11th. As it is part of the City’s audit results will not be available until the entire City audit is complete.

A motion was made by Duane Hafner to approve the January 2011 financials and forward them to City officials for distribution. Seconded by Laura Block. Motion passed unanimously.

AWARD ESCALATOR BID

A bid tabulation was presented for the escalator addition to the Alerus Center main entrance. Only one bid was received this being from Industrial Contract Services (ICS). The bid did meet all specification requirements. The bid is within budget and recommendation was given to award the bid to ICS. The requested completion date is August 1, 2011 which will be ready for the UND football season.

A motion was made by Duane Hafner to approve the escalator bid and award it to ICS. Seconded by Laura Block. Motion passed unanimously.

CURRENT PARKING FEE STRUCTURE WITH UND

Mr. Faison asked for consideration to not add on the parking fee that was approved by the Commission earlier in the year for the home UND football games as this would be problematic in terms of ticket pricing. UND is requesting this particularly for the upcoming season and then re-look at the situation for subsequent seasons. It was asked what the effect would be to the budget and what the labor costs would be to have staff out collecting the parking fee. Staff will gather this information and forward it to the Commission.

A motion was made by Duane Hafner to approve UND’s request to waive the inclusion of the parking fee on the ticket for the upcoming season of UND home football games. Laura Block seconded. Motion passed unanimously.

STRATEGIC PLAN – DRAFT OUTLINE

Mr. Thompson thanked VenuWorks for their part in putting together the draft Strategic Plan which came out of the planning session held in January. As this was just received it will be held for approval until next month giving Commission members time to review.

It was suggested that since time was taken to invite community members the commission take time to go over the plan in detail at a separate meeting before the next commission meeting. It might also be interesting to get public comment by posting the plan online. The Commission did request staff to add whose responsibility it is to see that the objectives and action steps are carried out. Mr. Thompson and staff will work out a way to gather information and set-up a breakfast meeting to review prior to the next commission meeting.

COMMITTEE REPORTS

Renovation Committee:
The Committee will be meeting on Friday and will report next month. Ms. Block will serve as a member on the Committee replacing Mr. Newman.
Celebration Committee:
Tami Pearson reported for the Committee. The menu has been finalized and entertainment during the event is being looked into. The possibility of having a separate date for suiteholders and advertisers was discussed rather than incorporating it into the same evening. A quote was received from Ad Monkeys for coffee mugs for the suiteholders, advertisers and other building sponsors. Staff is getting quotes for centerpieces. Invitations will go out thru the Chamber and formal invites will be sent to the building sponsors.
Convention & Visitors Bureau
The social initially scheduled for earlier this month was canceled. The intent is to reschedule and hold it at the CVB. The CVB is anticipating the Buxton Report which comes out on Friday at City Hall.

OTHER

Tim Berry, VenuWorks consultant, introduced himself detailing his work with suite and advertising sales. At this time 3 of the 8 suites coming due were renewed; 3 have indicated possibility of renewing; 1 indicated they would not be able to continue as their company was going through restructuring and at this time was unable to make contact with the remaining suiteholder. Overall response has been very positive.

Mayor’s State of the City address and luncheon is scheduled for today at the Alerus Center with 375-400 people registered to attend.

Canad Inns – Relationship between the entities continues to be good. Staff’s talk daily, go out on sales visits together and are currently planning a trip to Bismarck next week. One of last week’s sales visits brought forth a booking for both facilities.

City Council – A report back to the City Council on their Task Force recommendations may be in order. Mr. Thompson will talk with staff in this regard.

Building Structure – Question was asked of the structure attached to the west side of building which previously was the original location of the building name. Staff was asked to follow-up on City Ordinance if the space could be utilized for billboard/advertising opportunities.

ADJOURNMENT

Meeting adjourned at 8:15 a.m.




____________________________ ____________________________
Respectfully submitted,
Vione Jordheim Duane Hafner
Director of Administrative Services, Alerus Center GFECC Secretary