Convention Center Oversight Subcommittee

AGENDA ST. CHARLES CONVENTION CENTER OVERSIGHT SUBCOMMITTEE OF THE CITY COUNCIL OF THE CITY OF SAINT CHARLES May 6, 2019 – 4:00 PM St. Charles Convention Center, Board Room, One Convention Center Plaza, St. Charles, Missouri 63303 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 Joseph Smith - CSA Paul Woody – CSA 1. Call to Order/Roll Call (Tom Wapelhorst) 2. Introduction of new Center Director of Events – Jesse Lynn (Al Beltranena) 3. SCCC 2018 Audit Review (Amy Dunning) (Kerber, Eck & Braeckel will present a summary of the results of the Center’s 2018 audited financials, see report attached.) Action: Review with possible Motion to Approve. (Voice Vote) 4. Approve Meeting Minutes of January 7, February 4, & March 4, 2019 (open & closed) (Tom Wapelhorst) Action: Motion to approve. (Voice Vote) 5. Embassy Suites Report (Tim Lewin, General Manager) Action: Report only. 6. Convention and Visitors Bureau Report (Joe Ward) Action: Report only. 7. Convention Center Joint Account Report (Gina Jarvis) Action: Report only. 8. Spectra: A. 2018-19 Capital i. 2018 Capital Replacement Schedule Update (Amy Dunning) (Update of 2018 schedule to date.) Action: Report only. ii. 2019 Capital Replacement Schedule Update (Amy Dunning) (Update of 2019 schedule to date.) Action: Report only. Page 1  AGENDA ST. CHARLES CONVENTION CENTER OVERSIGHT SUBCOMMITTEE OF THE CITY COUNCIL OF THE CITY OF SAINT CHARLES May 6, 2019 – 4:00 PM St. Charles Convention Center, Board Room, One Convention Center Plaza, St. Charles, Missouri 63303 8. Spectra – continued: B. 2019 Capital Budget Expenditure Approval) (Neil Sandage) Budget Line Item: Food & Beverage Bars - $53,257 (Approval is requested for portable bar purchase as approved [OV19-07]- please see handout 7B attached.) Action: Motion to approve. (Voice Vote) C. Cleanup Work Request Consideration/Approval (Neil Sandage) (Cleanup of brush/plantings at former carpet store location per attached Top Care proposal. This would be an additional cost from the joint account [is not a part of the current Capital Budget] please see handout 7C attached.) Action: Motion to approve. (Voice Vote) D. Buy Down Fund Report & Bank Account Update (Tennille Wanner) Action: Report only. E. Operations/Marketing Report (Al Beltranena) Action: Report only. Closed Session – 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) b. 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) c. Records which are protected from disclosure by law. RSMo. §610.021(14) 9. Hotel Consultant RFP (Work Group Committee) Action: Motion to approve (if needed). (Voice Vote) 10. Spectra’s Request for Exercising the final Option on their Management Contract (Work Group Committee) Action: Motion to approve (if needed). (Voice Vote) 11. Next Meeting Date – June 3, 2019 (Special Meeting, if needed) St. Charles City Hall – Conference Room A 12. Adjourn Posted at the St. Charles Convention Center: May 2, 2019 1:00 p.m. Posted at St. Charles City Hall: May 3, 2019 @ 4:00 p.m. Page 2