Convention Center Commission - Regular Meeting

four. We didn't put that nearby last time. It's just I think Robert's rules. [Music] All right. Just so you guys can kind see where we're at, I'm going to turn the You don't get feel. There we go.

So that's that's that's the the room. That's what it look like. I'm just connected directly with my computer onto. So now I've turned Yeah. All right. Mr. Uh, would you mind taking over for uh, Dana? She is sick today. Yes. Roll call. Uh, Robert. Eric. Oh, sorry. Eric. Robert. Nancy. Bacon. Absent. Tom. Erica first of course special we can't really motion to approve the we can't so if if you wouldn't mind just let's just make this a conver conversation let's let's talk over a few of our our topics and we can go a little more in in depth depth if you want on on on certain things, but if you wouldn't mind just go go through kind of what we need to do for our next meeting. Uh for our next meeting we need to select if a chair and vice chair. So anyone's interested in those positions, we should let those.

Yes. Yes. Um so if we if if you do please self nominate if you've always wanted to be a chair or a vice chair um please uh say hey I'd like to I'd like to fill that that that role we have a couple people who want to fill it that's fine make a quick quick little vote or the two two or three people can choose hey I'll do it next year I'll do it whatever uh so we can this is for next year this is this would this would actually start on our next meeting. So this the not having a forum here is is a tough piece for this.

It's not going to derail us. It's just we will meet our our date. So that will be the first order whenever we meet. It will be for for now. We will be meeting monthly. Oh, we already talked about that, didn't we? I'm gonna close the meeting or whatever. Yeah, Chris and I and Dan have been working on a few a few things and u uh I've got a draft that I want everybody to see. I need to talk about we we we keep finding things we want to put into it.

That's why it's a draft.

Why it's a draft? It's a living document change today. So you do have any recommendations we can get those uh adjusted uh so that uh on our next meeting we will have we'll still have the the minutes from this meeting but also of present I thought you could find out stuff.

This is actually working really well for me personally. So, I'll let Jennifer explain to you what I did. I'll be talking about this sheet. So, Brian's like, "Hey, guess what? I have this really great idea. I'm going to set up uh we're gonna, you know, just continue using Canva for creating our packets." And um we set it up in publisher and our share drive. And so I um as I always do go in and update the minutes and update my finance report or the accounts receivable. And I don't know we don't know what happened but I know what happened. I

but Brian pulled from something old maybe last month. I don't know. But um but it had a lot of missing information and and information that didn't need to be on this packet because it was on the one before. Yeah. So, but anyways, so I basically changed Jennifer's work thinking I was helping and she had already. So, um if you want I could just go through starting from the top. Um so the LLC uh city training that was paid on 9525

if in our next packet we we will have all all there. Yeah. So you don't you don't have to write it all down.

Um NA VIP conference this is the one that we um worked with on the payment plan. So their first payment should be due the end of this coming month and then they'll have two subsequent payments after that. Um Oregon State Police um TINA just reported earlier in the week that payment will be delayed due to their um purchase order system payment process is a little bit lengthier on making payments. um AFL CIO was paid on 9225 in full

and both NEBC and um Western States Organized Crime. Um one said it was approved for payment, the other one said they forgot to issue it. They will send it out tomorrow. And let's see, Northwest Pavement Management and OTAAO those were um deposits. First one was for 30,833. The second one 13,66670 and those were just mailed out um the 9th and the 10th. And then down at the bottom, she paid on the 9th in full and ACBL regional tournament paid in full on the 14th.

That's all for you. Everything else looks great. Yeah, I was trying to make it efficient, but I appreciate your

She's like, "What'd you do? What do you mean?" Um on the next the next page here we've got the uh the event impacted. One thing I want to point out in September of 2025 this this year you can see that uh we are up considerably from last year. So these are the kind of things that I like to look at and and uh dive a bit deeper on how did how did that what what what transpired to uh uh have this big swing. A lot of the times it's because we have a annual event that may come every two sorry 3 to five years and it's a large event. You have upwards to a thousand people. Um that can really skew our uh numbers positively. Uh what this is is a representation of I think a few years of Tina really working on finding clientele that's a little bit larger in volume. So, as I looked at September 24 to September 25, we have approximately the same amount of days that we uh had events, but in 25 uh we had a couple of new events that um were double and sometimes triple the amount of people. That still only meant that we were only three to 400 people within that of that that event. But what it replaced was a event that only had 50

to 100 people. When you're tripling the amount of bodies coming into the uh into the event, that really does uh change things. Um the uh we had a couple of events like uh this Western States organized retail crime. Uh this was a bit of business that Tina pulled actually out of Vegas and um that's something that they've never never had. I'm not sure if we'll really be back on their uh schedule, but they they love the place. They loved how this event could actually utilize the building for their education and the city for their networking. And that's really how team has been been marketing this this uh building and and the resources around the building. Uh yes, we want to talk about the building, but we also want to talk about the businesses that support us. Uh so that was 550 people compared to last year we only had 110 during during that that that that period. So kind of to sum up what I'm trying to say here is we don't always have to get a big event to really positively affect our numbers. just by going after a event that will double the amount of people really does help the businesses that support us. Uh and then uh Mr. Fuller did recognize that uh I did not total up that column correctly. That'll be

you're at about 26 million which is great. Which is great. Yeah. Yeah. Yeah.

We've been we've been strong. I really kind of very very pleased with it. Um you can see on the next the the next page here um I did did spell about how many people came to each one of these events and um the very bottom one there the ACBL the uh the bridge tournament there little little star there. Uh, I'm putting those numbers go to next month because they were only here for like two days in September, but they're here like eight or seven, sorry, six six days in October. So, um, I'm going to make sure that those numbers stay into into October.

Question. Yeah, I'm trying to go back and I was looking at accounts receivable. Sure. I don't see them over here. Northwest disability $43,000 that doesn't I can explain that.

Um So that event is a first time event. So on first time events, we collect all of the revenue up front. This was one that I fixed and Brian

changed. So yeah, so they actually listed in there twice. So because um so our new software Triple Seat has is just amazing. has some really great features, but there are a couple of things that are a little clunky. So, anticipated or new events is one of those that I'm finding some clients are getting a little confused on about what is actually due. So, that's what happened in this situation. The customer saw the 1750 that was still due for the building rental and only issued a check for that amount, but the statement I sent was like $45,000. And so they issued a secondary check and right after I called them. Um, and so one thing I've been trying to do when I go in and I issue an invoice for a new event is I've just been taking out that second deposit that's showing as due because it's already tallied in the bottom and it's just creating less confusion. So, it's just one of those one little extra steps that I'm having to remember to do. So, it's

they aren't on this impact page. They've not been here yet. They don't come until November. They don't come. They're pre pre. So they'll be here in November. Okay. Yeah. Now normally our go 90% of our events we don't prepare. Correct. Yeah. At least at least at least that because we have a established relationship with them. So it's only the new events that we don't have that established relationship that we ask for uh payment

payment came payment full and that's for food also. So uh if the event does pay for their food and then they buy something else then yes there is a final final bill at the end of end of that. So yeah, we reconcile at the end whether it's a additional amount due for you know a bar sale or linens things like that or um a refund because they ended up not utilizing all of the food and beverage.

We also uh don't after the first event if they are in good good standing uh we don't ask for a deposit going forward. So we don't have a lot of accounting necessary uh following funds. It it is beneficial for us. We haven't been burned. Um so until we are just going to keep the keep that status status quo. It does help a lot of events uh not tie up funds and and that allows them to book with us for years out. Anything else on one more question? Yeah, you were going to upgrade or update or change the way.

Yeah, we're still working on So, I found a company uh that is globally used. Um, sorry. Went to u buy a subscription to them and they wouldn't let you buy it because we're not a DMO. We're not a destination management organization. Uh, so what we have to do is potentially have our visitors bureau pretty much sign up for it. it'll most likely come out of our budget uh and then I can buy the subscription. So, uh what this is is this kind of kind of done is uh within IPN which is our organizational manage management for convention centers and uh arenas and and so on. uh this is this has been something that they've been trying to get changed for a long time so that buildings like us who really do need uh access to this fantastic tool um have access to it but because of their rules um were excluded from having access. If there's any one building or anyone size of buildings that need to justify that their existence is these smaller communities, but if if this business that has the global calculator, if they're making us buy an additional module just to get what we need, it's it's been tough. So um we actually

have uh two convention centers in uh central states to three in Texas myself and I think it's I think they're the other two are at out of Canada uh and we've all been writing writing letters and uh the president of IAB is is in this also so long story to say I don't have access to it yet.

So if it it comes right back down to it, we'll read up this calculator with with Dean Dean Reion. The reason I like the other one is because it really does uh we are able to adjust the inputs of it. Um and it's not a static calculator. So, uh, room room rates in the middle of winter much different than room rates in middle of summer. Okay.

And, uh, the calculation system that we use now has a kind of an average across it. All right. Any other questions on any of that? of

Oh, yeah. You know, uh I should have talked about this on the budget pointed it out. Um the only thing that I'm really launching on our expenses right now uh is the electricity. Uh you can you can see that we've got budgeted uh 60,000 and we've already used uh 20,000 of that. Uh so it it's something that I think that we're going to go up up and over on. Uh then also uh we were not expecting to be $17,000 over on insurance, but that again that's that's a city pol city policy. U that will be you know it it won't totally affect us but it is something that we just want to watch. We routinely average around $7,000 on our power bill.

So, it was like Brian said, we knew we were going to go over.

Yeah. Yeah. It expenses are just changing. Uh supplies is something else that we'll probably go over on. Uh there's a few projects that we're going to be doing within the building that are going to need some some new filters. And uh and uh we're taking care of a few roof problems right now. They're very very small two to2 to $5,000 projects. Um but I'd rather take care of them now before they become big projects, expensive projects. Ground maintenance. Yeah, it's the u something else's business.

We have no control over that. Yeah, that's one of your professional lounge maintenance. Oh, and she does the, you know, takes care of the beds, the grass up here, probably. Yeah. I think it's prorated, isn't it? My department Yeah, just have nice flowers. The uh you know salaries.

Is that personal not personal? personal very personal.

All right. So, saleswise, Tina is not here. Um, you don't remember what she's holding. I don't know. Did you hear the I think so. She just had a personal appointment.

Yeah. Um yeah, so uh she's been very active uh going to a lot of different conferences and I'm new. Um she told us a a story couple months back uh about a event that came here to let's say a event manager that came here to tour the building. This is someone that she's been working with for a couple of couple of years. And this person's boss was not interested in coming here because we didn't have a hotel attached to the building. Um she got them to come down and to tour the building and she she booked the business. uh as soon as he saw just how close we are to the restaurants, hotels, the beach, uh it it it really has changed her strategies in ways that are uh attracting people to come and visit. Um the last couple of years we've been working on a lot of uh virtual ads and hooks to try who is truly in charge of a event and who is uh assigner. Uh and then we've been we've been working with that information to try and get them here on site. Uh and it's it is it is working. It's uh uh for me I've come from a much faster sales cycle in my history. Not

something that takes two to six years. Um but uh unfortunately events only come here typically once a year and uh they're pretty much planning out two to three years down the down the down the road. So, uh, it's really, uh, I'm quite impressed of what what she's she's going on, got going on. Then also, she talked about the cheerleading competition that we had attracted and they did a fantastic job. They brought so many people to to attend. It was amazing. But that family had some medical challenges and had to uh uh to close their business. that individual connected with another cheerleading competition owner out of central states somewhere uh and uh basically sold her book of business to uh to this larger larger larger event. Um we now have booked not one cheerleading competition per year but two in February and December. So in two months that we can really use that. Uh February one is a little challenging because we've got uh uh the basketball tournament going on. So we do have a lot of rooms that are already taken. But uh this could be something that that really does uh uh put us on the map for a lot a lot more uh youth activities. It seems like when we we attract something like like this, all those youth and all those parents are

connected somewhere else and we start to get a little more uh like business. So, and then uh digital wise, uh she's meeting all of her targets that that that that she's been looking looking at. Uh there's got a lot of Google uh stats and and so on. But, uh the geo geo fencing has been was done been well. Uh she met with the company again this week. I think it was on Monday and working on that next strategy of identifying people with a certain title. So event manager or something uh in in all the LinkedIn and everything so that we're actually really talking to people that could actually this building let's see oh uh she didn't want the attention Um, we have been hit by a couple of the federal funding uh, uh, events. Uh, we're not seeing a lot right now. Uh, and we we aren't quite sure who all has some type of federal funding attached, but we don't I think we lost three. Uh, but we we haven't heard of any additionals. this many conferences here.

We don't we we typically don't attract anything past Seattle. Um and we get a little bit out of lazy but not at that time. But truly, if if I was to say word of Marcus somewhere, I would take it from Olympia over to Pendleton and I go down past Salem. That's that seems to be the associations that we've been putting. With that said, this event that uh had the the uh loss loss prevention group, they were from all states. They all flew in, rented a car and drove drove on there. So, uh there is opportunity for us to market to that type of event, that type of uh Oregon Convention Center, Salem, they go to to a lot of destination marketing conferences where they set up booths and they they sell their their their building there. we haven't done now mainly because we don't get a lot of requests for it. We start to see more requests, we might actually try at least pick one or two and go for a couple of for a couple of years. it it's a little bit spendy because you're you're you're going to travel. Uh you have to send two people uh create a nice booth, have the fee for the booth. Um so it's not a an inexpensive uh

measure. You you really have to kind of look at are we going to get enough business for this to truly pan out. Right now we're not hurting. So, uh, not planning that at all. I would much rather spend a little extra money and find some people in our general area uh that are corporately uh corporately employed. bring them down, set them up for a room for a night, have them do a tasting with Oregon fine Oregon fine foods, show them the community, the businesses. I mean that's a much better spend for us that now that we could you know even if we were able to attract two to three Intel Nike Adidas that business that would be a much more appropriate reason I was talking he said they seem to sign of meeting my house.

We did in the ACBL. So, um the bridge group that was just here, they did report that um very very few um Canadians that typically attend attended that event too. So, the numbers were down a little bit. It was the smallest one that we we have seen from that regional. Yeah, they played all the things and the tables were further up and they were getting done quicker.

Uh Chris, do you want to kind of talk about what we've been uh working on? I'm going to send this around. Sure. what you kind of started off.

I think we um did an initial discussion of this veterary service. One of the council goals for this year um is to revamp the um policies, procedures, ordinances, whatever exists around um committees, boards, and commissions. There are, I think I looked it up, 13 or 14 of them um in the city. There's quite a lot. And they were all at varying degrees of sort of dates when a certain ordinance was created for a commission or a committee or when bylaws were changed or amended for a committee. And in addition um there wasn't a lot of consistency that existed between them. So, we set out to create one unified uh boards, commissions, and committees overall citywide policy. And then in addition to that, have each one of the groups create their own bylaws that are specific to their group. Which means that I'll tell you mine too. I have the airport committee and I have the convention center. The airport committee's membership is different than the membership that is on this committ. and that is appropriate because they have members that exist outside of the city of Seaside because of this location and the story and all those things. So, so we wanted to allow flexibility for each one of the committees to be able to create what is unique and um important for those committees. So that is the piece that Brian and Dana have been working on uh for the last couple of months was really honing in on what is what is the what are the things that are unique and important to this commission.

A lot of it focused on membership meetings. What are the agendas for the meetings? How frequent are the meetings? Um that kind of stuff. And that's what Brian passed out to you. And um we have it in a place where we sent it to Spencer Kyle for review. He's doing the initial review of our drafts and then it'll go to city council once we feel like it's in a good place. All of these are going to go to city council kind of as one. So there still is time to update it. And like we just talked about, do we want something with a form? I don't know. But but if there are ideas like that, we can still update. Since we've said that we we've been talking here, um I think probably a better way of addressing that type of structure as in that so on is maybe an over in that governing body document to say that all commissioning boards um obey by the Robert's rules orders and and I think that would then we don't have to get lengthy how we manage things. Yeah, that's a good idea.

Unless you have something that will be substandard to Robert's rule of then you would want to spell it out. Yeah. But uh there are some differences between Robert's order statutes. There are

Yes. And the the overriding framework for the citywide policy is the Oregon statute, not Robert's rules, which I actually have a copy of. So I'm just talking before. So, a couple of things that that we've been bouncing around on here is uh uh you know the the the terms u are great. Uh we are looking at potentially putting in uh a term limit of no more than two terms. Uh the uh uh you need to live in the city, work in the city, own a business in the city. And if you aren't one of those three or you sell your business or you go to work somewhere else, then it's time for you to step to step off. Uh so just this really is a city job. Um, and then uh

what's that?

No, I'm retired. I'm gonna get kicked out. Yeah. There'll be a special exception. Did they send you up all by yourself? Yeah.

Oh, cool. All right, guys. This is Tristan. Tristan is our is our is our newest. And uh unfortunately we only have uh three of our seven uh commissioners here. Uh but uh Chris is on city council and uh then you got uh Bob here Bob and Tom is Tom owns uh the grocery outlet and then Robert Fuller and both the moms are retired. Tristan just graduated from college and uh yeah has a lot of technical skills. These these uh you've been a good addition to our team. So I just wanted you to uh I wanted your face to be seen. The uh peacups walking in helmet on and all black clothing. It's quite impressive.

Yeah. Oh, good for you. Morning kid. Uh yeah, dad works at the sheriff's department. And uh so uh it's nice to have someone here that's local and can bring some additional resources to us. It's great.

They can step up. So welcome. Appreciate it. Thanks, Steve. Uh so back to the uh draft here. One of the big things that I think we're going to be challenged on and well hopefully we aren't um is the quarterly meetings uh as spilled out on on the fact there and and I had talked about it in a prior prior meeting uh having true focuses for each one of those meetings so that we can be a little more in better on conversation. So more more looking towards the future rather than reporting on what we just did. We we can do reporting and what we did in in an email uh monthly that that that will still have a packet. We'll still have you know something that that goes out keeps us up to date. Uh but the way that I that I structure these these meetings are things that are in front of me that I'll be working on just past that that that time period. Uh so focusing on the on the on the budget in uh March uh when when do we typically approve the budget? uh

June

June um and uh you know December will be that strategic plan that's what's going to really drive numbers for our our March meeting. So, we're we're we're I would like to set this up so that we're truly talking about what's in front of us step by step by step and keeping us in us really engaged in uh in how this building runs. Uh, and I'm hoping that that will really attract some more uh local business owners or managers uh because I really want that voice of uh like what Tom, you know, you're you're in you're at work every single day. You see how this building affects you um on a weekly basis. Um so having that information uh brought to the table is is great. you know, having the budgetary knowledge of both the Bobs is is awesome. Um, we need to keep that type of thing. We're really looking for individuals who can uh bring something to us that will help us build and grow and grow from uh and then uh June really looking at those uh priorities of what what we're uh what we really want to take forward. I'm finding that it's a it's a sixmonth process for me to really get through all the steps with with the city to move something forward big something small that's that's that's easy. But if we're if we're buying a bunch of tables or going to re remodel something or

bring in new software or something major, let's plan for it. And this would really structure us so that we're we're having those conversations in a timely manner. Um the uh isn't the oh in it we talked about u what the responsibilities of this commission really should be focused around. Again, that's building improvements by the health of us financially, uh, in engagement within the community. I want you guys out there saying, I'm on this commission and I want you to tell me what you want to see from the convention center. That's the portal for information back to us. uh again the budget uh and then recommendations uh for new commission members. We bounced that around a little a little bit. Uh city council appoints but there's no reason that we can't say hey Mr. Joe we would like you to be a part of our mission. Would you apply? And then we we can get some information back to the commissioner or to the counselors that uh this is something that we really will really would like and here is here is why u I think that that's a good opportunity for us to engage with our council and for our council to know directly what we're working on and why. Uh and then of course uh I did put in here it's not who it's at but uh chair the vice chair would be uh part of my

annual uh we put it yeah it's in there somewhere it's there also somewhere we also put in there participating in interview the interview process for committee members uh council not that's all city council

okay by us but it'll be but we can recommend to city council and what I'd like to see is that is an opportunity. So Bob puts in his application that we as a commission and then uh have a written document that would also go with that application that says city council. This is why we like this close second. Yeah, that'd be great because I think it's going to open up to all the committees to be able to interview candidates before they come. So, we heard that as a theme for it could be you guys

putting you know having a discussion or putting something together doesn't have to be like formal interview but I think the option will be available that they can help decide who would be good for. Yeah, because I mean you've probably seen those interviews at council. They are short. CIVR. Uh, I don't think we asked the right questions. Um, some people are some people know the people and have known them for 30 years and other people are blind to who the person is. So, I think you think we know there's there's room there and I think this these committees participation is key.

Yeah, I think that'd be a great I didn't realize that that could be an opportunity for us. I would highly welcome that. Basically, city council that was by that shooting committee.

I think we'd still have to interview, but I think it would come along with a recommendation from the committee that yes, we want this person on our committee and here's why. That I think would be very powerful for council to have. Um I found a quorum in the in our policy. Now uh quorum's minimum number of members must be present for the valid transaction of business. A majority of the members of the committee shall constitute the quorum. A quorum of members must be present to proceed with a meeting. If a quorum is not obtained within 20 minutes of the scheduled start time, the meeting cannot take place and the meeting room needs to be vacated.

Oh wow. Yeah. So, three. Well, that's good information. I% Yeah, I didn't either. Luckily, this is still But if we have six members right now, we are at 50%, right? No. I'm not a member. You're not member. No, but we're down one, right? There's seven. So, we only have six members right now. So, so we are at 50. We lose 50 plus.

Nice try. 50.

Yeah. You know, and that's something that we can as a we can make a make a choice on. We're not making any action. North and you know we uh I like the idea that we kind of get together we talk about future conventions happen you know budget this and that together

there is there is a need and and a benefit to talk about some of our f some of our past I want you guys to know what I'm excited about that we that we hit. I want to celebrate areas of our team or operation. Uh but I would rather that be a a 15 minute segment or or or not not more than 15 minutes and then the rest of the meeting uh less talking from me and more talking from us. about any here's here's a project that we're thinking about doing uh you know Tom knows a little bit about HVAC and so on he can talk about uh what what they what they use there and that that may help us forward uh no surveys to shoot out to you right now but there anything that you guys would like to I have a question I would like to see.

Have we done any call outs to the chamber or SCDA about joining this committee like at their Wednesday morning or Thursday morning meetings? You have both both Tina and I. So Tina goes to the uh chamber meetings and I go to the SDA meetings. Tina there too. Uh uh I've asked Tina to make sure that not only are we asking for fish members, but we're also reminding people that we are available to rent for the holiday season. That's true.

Sean used to be a member of this commission. Have you reached out and say, "Is there somebody else in his organization that is a resident?" Yeah. Yeah. Well, and it doesn't necessarily have to be a recipe. He he just he has to work in seaside. So these are all Yeah. Yeah. So if you have to learn or Yeah. you have to be a business or or you have to employ business. So maybe we show you that or yeah it's not we

and if it goes to quarterly you're still going to have to where you miss half the meetings a year and still we went around and around because most of them say three meetings you can miss three if you have a meeting every month um but or even every two months they were still it was still Okay. But if it's only this one, that seems a harsh one. Yeah.

The hope is that because there's only four. Yeah. That there's a little bit of priority placed on that. Uh and then my my thought process around the four is that there is going to be work done. There's going to be homework for you.

So, we're talking about this in our next meeting. I want you to review something. Uh bring your ideas, your thoughts. Uh so, you'll be preloaded for the conversation at the meeting and not come in here off the cuff. So, Section four the last sentence a lot of the absences are not for good cause

well it's a little bit subjective intentionally maintain cited by the whole commission Or is the chair or the chair? Do what? The chair would be the determiner of good cause. Oh, missing a meeting. Yeah. Yeah. Well, uh, anything else? Great. I'm gonna go ahead and stop the video meeting here.

Me being in charge and supposed to see if I can figure it out.