Board of Directors Special Meeting AGENDA December 21, 2016 10:00 AM Conference Call Phone: (650) 479-3207 Access Code: 194 752 264 1. CALL TO ORDER 2. ROLL CALL President, Arabo Parseghian Vice President, Ashley Garcia Director of Communications/Secretary, Nicholas Gonzalez Director of Finance/Treasurer, Alex Hernandez Director of Programming, Tanya Spiegel Director of Membership, Izzy Murguia Immediate Past President, Alma Janabajab Region One Chairs, Jill McMahon & Dominique Samario Region Two Chairs, Luisa Enriquez & Ryan Kintz Region Three Chairs, Kristen Nelson & Scott Trujillo Region Four Chairs, Amy Chang, Sean McGovern & Lynn Kelly-Lehner Region Five Chairs, Chris Castruita, Matthew Levesque, Brittany Mello, & Jacqueline Ruiz Region Six Chairs, Kevin Kearney, Ani Keshishian, & Dia Turner Region Seven Chairs, Antonia Graham, Amber Haston, James Haston, Maggie Le, & Kristin Stevens Region Eight Chairs, Imelda Huerta, Mayela Manasjan, Monica Martinez, Samuel Merrill, Ashlee Stratakis, & Bryce Wilson League of California Cities Representative, Meghan McKelvey ICMA Representatives, Dave Mora & Tony Winney Institute for Local Government Representative, Melissa Kuehne MMANC Representative, Nat Rojanasathira Executive Director, Kevin Kilkenny 3. PRESIDENT S REPORT 2018 MMASC Annual Conference Hotel Site Selection 4. ANNOUNCEMENTS / GOOD OF THE ORDER 5. ADJOURNMENT www.mmasc.org Municipal Management Association of Southern California 1
Municipal Management Association of Southern California FULL BOARD COMMUNICATION Date: December 21, 2016 To: From: Full Board Arabo Parseghian, MMASC President Subject: PRESIDENT UPDATES RECOMMENDATION Review, discuss and approve the Hyatt Regency Indian Wells as the hotel for the 2018 MMASC Annual Conference in the desert region. BACKGROUND AND DISCUSSION Each year MMASC hosts its annual conference sometime between October and December. The Annual Conference is rotated through three regions, San Diego, Central Coast/Channel Islands and the desert. In order for the Association to secure more favorable dates and rates from hotels, the hotel selection begins two years in advance. With 2016 coming to an end, it is time to secure a venue for the 2018 Annual Conference in the desert region. The identifying of possible hotel options for the conference is done by the Hotel Selection Committee. This year s Hotel Selection Committee included the President, Vice President, Secretary and Program Chair from the 2016 Executive Board. The Committee through HelmsBriscoe Associate requested proposals from hotels in the desert to host the 2018 Annual Conference. The Committee received 10 proposals. Based on the hotel reputation, facility, dates and price the committee visited 5 hotels. During the site inspection, the Committee conducted site visits of the hotels and their conference facilities. In addition, the Committee discussed the Association s needs with the hotel staff to determine feasibility.
Following the site visit and review of the proposal, the Committee narrowed the options to three hotels: JW Marriott Desert Springs, Renaissance Indian Wells, and Hyatt Regency Indian Wells. Each hotel will meet the Association s needs while keeping costs reasonable. The Committee re-approached the three hotels to provide the best offer. The following are the offers: JW Marriott: Dates: Tuesday Saturday, October 23-27, 2018 Room rate: $199.00 with $10.00 resort fee Golf: $105.00 per player F&B Minimum: $45,000 Concessions: Waived meeting room rental with $45,000++ f/b minimum 20% allowable attrition Two suite upgrades at the group rate One per 40 comp (4) VIP Welcome Amenities Comp guestroom internet (included in discounted resort fee) discounted golf (30 players) 10% Complimentary parking (included in resort fee) Comp welcome reception 200 ppl (1 hour beer and wine) Double Marriott points Room rates available 3 days pre and post Pros: The hotel is beautiful making it a destination trip for our attendees. The hotel also has name recognition that could draw more attendees. The conference center is fully capable to accommodate our needs and more. The hotel has ample/unique areas to host our receptions. Including a nightclub-like area for the President s Reception. In 2
addition, the hotel has a great golf course on site. Cons: The hotel accommodates over 800 rooms. This could be too large of an area for our group. The hotel has informed us that the conference center will host another group at the same time as MMASC s Conference. Although we would have our own dedicated area there could be people running through our hallways. The cost of the hotel per night also exceeds $200. Renaissance Indian Wells: Dates: Tuesday Saturday, October 2-6, 2018 or October 23-27, 2018 or October 30- November 3, 2018 Room Rate: $184.00 with $5.00 daily resort fee F&B Minimum: $35,000 Golf: $119.00 per player Concessions: 20% allowable attrition Waived meeting room rental with a $35,000++ food and beverage minimum 2 complimentary suites for 3 nights (Chairman s Suite) 2 complimentary VIP welcome amenities Three Executive Suites at the group rate over official program dates Resort fee has been reduced from $28.00 to $5.00 per room per night for the success of your event Double Marriott Rewards Points 15% discount on AV 10% discount on F&B Group rate available 3 days prior to and after official program dates, based upon availability Complimentary one hour welcome reception (beer and wine only, 3 hot and 3 cold item) 3
Pros: The hotel is liked by our attendees. The Association had a great experience with hotel staff at the 2015 conference. The conference center is isolated and would not be interrupted by other groups. The room cost per night is the lowest of the three. The hotel has agreed to provide the same concessions as last year (saved the association on the overall conference cost). The hotel has ample areas to accommodate our needs and host our receptions including a nightclub-like area for the President s Reception. In addition, the hotel has access to two golf courses on site that are both ranked in the Top 25 Best Municipal Courses in the United States by Golf week Magazine. This would be the most cost effective option. Cons: The hotel was used for the 2015 Conference. Our attendees may not have a new experience as the hotel is well-known by attendees. It is important to note, the hotel does provide other areas within that the Association hasn t used before. The hotel rooms are mediocre compare to the other two options. Hyatt Regency Indian Wells: Dates: Tuesday Friday, November 6-9, 2018 Room Rate: $189.00 Room Rate: $189.00 with $5.00 resort fee F&B Minimum: $45,000 Golf: $129.00 Event Space: First night s reception at the pool, and the 2nd night s reception on Verbena Terrace. (Another group has the pool on Thursday.) Concessions: 1 One-Bedroom villa upgrade at the group rate and 5 penthouse suites at the group rate. Suites above those option would be at the following rates: Golf rate would be $129/player 4
Regency Club: $239.00 Penthouse Suite: $289.00 One Bedroom Villa: $439.00 15% Discount at Agua Serena Spa 15% Discount on AV, if PSAV is used 10% Discount on 2018 Banquet Menus 1/50 comp Pros: The hotel is beautiful at a reasonable cost. It would be a new experience for our attendees. The hotel has ample space to accommodate our needs. Mr. Parseghian has had a positive experience with hotel staff at a different conference attended earlier in the year. The conference center is isolated and would not be interrupted by other groups. The room cost per night is on the lower end. The hotel has ample/unique areas to host our receptions. In addition, the hotel has access to two golf courses on site that are both ranked in the Top 25 Best Municipal Courses in the United States by Golfweek Magazine. Cons: In order to access the conference center, you have to take a short walk outside from the hotel rooms. The Opening Reception would be outside requiring additional lighting. The Food and Beverage minimum is higher than Renaissance. Their average costs are higher than Renaissance. The Selection Committee presented the options and recommended the Hyatt Regency Indian Wells hotel to the Executive Board on Tuesday, December 20, 2016. Following a discussion, the Executive Board unanimously approved the recommendation for the Hyatt Regency Indian Wells. In order for the President to execute a contract with the Hyatt Regency Indian Wells hotel a full board approval is required. As such, Mr. Parseghian, is requesting the full board to approve the Hyatt Regency Indian Wells as the hosting hotel for the 2018 MMASC s Annual Conference. 5