Convention Center Oversight Subcommittee

AGENDA ST. CHARLES CONVENTION CENTER OVERSIGHT SUBCOMMITTEE OF THE CITY COUNCIL OF THE CITY OF SAINT CHARLES December 4, 2017 – 4:00 PM St. Charles Convention Center, One Convention Center Plaza, Board Room St. Charles, Missouri To: Subcommittee Members Tom Wapelhorst – CSA/Chairman Mayor Sally Faith – SCCC/Vice Chairman Dave Beckering – St. Charles City Council Fred Dyer – CSA Bart Haberstroh – St. Charles City Council John Hanneke - St. Charles City Council Jerry Reese - St. Charles City Council John Scherr - CSA Paul Woody – CSA 1. Call to Order/Roll Call (Tom Wapelhorst) 2. Approve Meeting Minutes (open & closed) of October 2 & November 6, 2017 (Tom Wapelhorst) Action: Motion to Approve. (Voice Vote) 3. Embassy Suites Report (Tim Levin, G.M. Embassy Suites) Action: Report only. 4. Convention and Visitors Bureau Report (Joe Ward) Action: Report only. 5. Convention Center Joint Account Report (Gina Jarvis, City Finance Director) Action: Report only. 6. Convention Center Allocation to Sub-Account 3rd Qtr Report (Diane Tocco) Action: Report only. 7. Spectra: A. 2016-17 Capital (Amy Dunning/Angie Teel/Neil Sandage) i. 2016 Capital Replacement Schedule Update (Amy Dunning) (Update of 2016 schedule to date.) Action: Report only. ii. 2017 Capital Replacement Schedule Update (Amy Dunning) (Update of 2017 schedule to date.) Action: Report only. iii. Capital Expenditure Approval (Angie Teel/Neil Sandage) Line Item – Digital Signage (Budgeted Amount: $150,000) (Approval is requested to move forward with the work with recommended selection of contractor per attached.) Action: Motion to Approve. (Voice Vote) Page 1  AGENDA ST. CHARLES CONVENTION CENTER OVERSIGHT SUBCOMMITTEE OF THE CITY COUNCIL OF THE CITY OF SAINT CHARLES December 4, 2017 – 4:00 PM St. Charles Convention Center, One Convention Center Plaza, Board Room St. Charles, Missouri 7. Spectra - continued: iii. Capital Expenditure Approval – continued (Angie Teel/Neil Sandage) Line Item – Utility Reduction Initiative (Budgeted Amount: $75,000) (Approval is requested to move forward with the work with recommended selection of contractor per attached.) Action: Motion to Approve. (Voice Vote) Line Item – Computer Upgrades (Budgeted Amount: $30,000) (Approval is requested to move forward with the work with recommended selection of contractor per attached.) Action: Motion to approve. (Voice Vote) B. Buy Down Fund Report & Bank Account Update (Katie Conoyer) Action: Report only. C. Review/Approve SCCC 2018 Operating Budget (Amy Dunning) (Final review and questions.) Action: Motion to Approve. (Voice Vote) D. Review/Approve SCCC 2018 5-Yr Capital Budget (Amy Dunning) (Final review and questions.) Action: Motion to Approve. (Voice Vote) E. Operations/Marketing Report (Al Beltranena) Action: Report only. 8. 2nd Hotel Market Feasibility Analysis (Gary Andreas, H&H Consulting/Steve Powell) Action: Report only. 9. Convention Center Expansion Financial Feasibility (Work Group Committee) (Request authority to solicit proposals to engage financial consultants as needed.) Action: Discussion with possible Motion. (Voice Vote) 10. Other Authority Interests (Discussion regarding other interests of the Authority that might impact the Center.) 11. Closed Session (if needed) – A vote will be taken to close part of this meeting pursuant to RSMo. §610.021 for the purpose of discussing the following: A. Legal actions, causes of action or litigation involving a public government body and any confidential or privileged communications between a public governmental body or its representatives and its attorneys. RSMo. §610.021(1) Page 2  AGENDA ST. CHARLES CONVENTION CENTER OVERSIGHT SUBCOMMITTEE OF THE CITY COUNCIL OF THE CITY OF SAINT CHARLES December 4, 2017 – 4:00 PM St. Charles Convention Center, One Convention Center Plaza, Board Room St. Charles, Missouri 11. Closed Session (if needed) - continued B. Leasing, purchase or sale of real estate by a public governmental body where public knowledge of the transaction might adversely affect the legal consideration therefor. However, any minutes, vote or public record approving a contract relating to the leasing, purchase or sale of real estate by a public governmental body shall be made public within seventy-two hours after execution of the lease, purchase or sale of the real estate. RSMo. §610.021(2) C. Sealed bids and related documents, until the bids are opened; and sealed proposals and related documents or any documents related to a negotiated contract until a contract is executed, or all proposals are rejected. RSMo. §610.021(12) 12. Next Meeting Date –Regular Meeting: Monday, February 5, 2018 (SCCC Board Room) 13. Adjourn Posted at the St. Charles Convention Center: November 30, 2017 10:00 a.m. Posted at St. Charles City Hall: December 1, 2017 @ 4:00 pm - ksh Page 3