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HomeMy WebLinkAboutColleyville Center-Agenda Packets-5/19/2014 City of Colleyville Colleyville Center Advisory Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, May 19, 2014 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES February 17, 2014 3. REGULAR AGENDA ITEMS 3a Review and discussion of the Colleyville Center Site Master Plan 3b Colleyville Center Q2 FY 2014 Update 3c Review and discussion of Colleyville Center Standard Weekday Rental Rates 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, May 16, 2014 by 5:00 p.m. Leslie Hill Colleyville Center Manager A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Colleyville Center Administrative Assistant at least 48 hours in advance at 817.503.1330, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2014 – First QUARTER MEETING February 17, 2014 MINUTES Present: Chair Mark Johnson, Earlene Garvey, Sue Anne Martinez, Louis Miller, Fred Mills and Paul Vigiletti Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Leti Carson, Michael Cunningham, Darla Dennison, Julie George, Irma Villalobos and Tom Westerman 1. The Meeting was called to order at 5:40 p.m. by Chair Mark Johnson. 2. The minutes were not approved as there was not a quorum present for the meeting. 3. Staff reviewed Q1 FY2014 results and requested a sub -committee be formed to review business rate standardization. All committee members are welcome to participate in the sub-committee. The first sub-committee meeting will be Monday March 3 from 5pm-7pm. 4. The meeting was adjourned at 6:30 p.m. Next scheduled Advisory Committee meeting will be Monday May 19. City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 05/19/2014 Number Type Presentation and Discussion Department Colleyville Center Advisory Title Review and discussion of the Colleyville Center Site Master Plan Explanation Community Development Director Ron Ruthven will provide a presentation and lead discussion regarding the Colleyville Center Site Master Plan. Attachments City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 05/19/2014 Number Type Regular Agenda Items Department Colleyville Center Title Colleyville Center Q2 FY 2014 Update Explanation This item allows staff an opportunity to provide a Fiscal Year 2014 second quarter update. Attachments 1.Colleyville Center Q2 FY2014 Update Colleyville Center Q2FY 2014 Update The intent of this quarterly report is to provide both a revenue and event summary of Colleyville Center operations for the period Jan 1, 2014 through March 31, 2014. The criteria evaluated and provided includes: • Booked Meetings & Events • Revenue and Expenses • Facility Operation Update • Marketing • Customer Service • Center Performance Metrics MEETINGS-BOOKINGS–Q2 FY 2014 TOTAL EVENTS – 109 0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% January February March Q-2 AverageHOA /Civic Club Business Wedding/Social City Events Event Type January February March Q-2 Average HOA /Civic Club 53.3% 56.5% 43.6% 51.1% Business 30.0% 24.0% 41.0% 32.0% Wedding/Social 6.7% 8.7% 13.0% 9.43% City Events 6.7% 10.9% 2.6% 7.00% Q2 FY 2014-REVENUE & EXPENDITURE  Revenue- $66,863  Expenditure- $73,335  Economic Impact- 60%  Operating Cost Recovery- 91% Q2 FY 2014-FACILITY / OPERATIONAL IMPROVEMENTS • Exterior building – new utility exterior storage doors primed and painted • Front entry- spring flowers planted, trees fertilized • Stage floor-stripped and refinished • South exit doors- door closing mechanism replaced • Client Presentations-VGA multiplier added for multiple computer presentations • Magnetic door stops added to four lobby doors • Kitchen and hall swinging doors serviced to ensure door closure during events • Final HVAC 7 ton air conditioning unit installed for Center upgrade completed • Social Tables software was added to staff computers for web-based management and delivery of client room designs following event consultations. Over 250 room sets have been utilized to date • Upgrade process for EventWare booking system started. Completion for invoicing transition still targeted for this summer Q2 FY 2014-MARKETING/ADVERTISING Marketing Updates Center has published ¼ page advertising in the Knot Spring/Summer edition. Referrals Personal and networking referrals remain the two top primary drivers of leads into the Center. Google continues to route 50% of inbound call leads into the Center. Callers inform staff they go online and simply google “wedding venues DFW”. Facebook Staff continues to post events weekly and to work with brides on approval to post both photos and videos to the Colleyville Facebook page. Staff has learned that both likes, reach and social engagement with the public more than triples when videos of the Center are utilized. Facebook has provided over 50 leads FY2014 to Center. Three bookings have resulted. In addition followers and friends to the Center facebook page improved 8% to 408. Wedding Wire & Knot Online Staff is utilizing the Knot and Wedding Wire online account management to communicate directly with bridal inquiries visiting these sites. Templates are provided to send all online requests a customized email with Center information. Through Q2 over 30 inquiries have been generated by Wedding Wire and another 71 from The Knot. A response rate of 5% has been tracked for period. Advertising & Networking • Fort Worth Star Telegram-Wedding Planner Advertiser Through Spring 2014 • Fort Worth Business Press- Venue Guide-Through December 2013 • The Knot Magazine Fall / Winter Edition Spring /Summer Edition released November 2013 • City of Colleyville Communicator Newsletter • City of Colleyville Website www.colleyville.com • Colleyville Chamber Advertisement in Chamber Publication “Local Link” Monthly Chamber Luncheon Networking Vendor Participation at Chamber Network Events • Texas Event and Venue Management Quarterly Luncheon • Center Manager Currently Participating In “Leadership Colleyville” FY2014- YTD SUMMARY Colleyville Center YTD Trending & Primary Performance Measures 38 30 20 88 30 46 33 109 30 28 31 89 25 46 31 102 Oct Nov Dec Q1 Jan Feb Mar Q2 EVENT TRENDING 2014 2013 YTD FY 2014 Cost Recovery-76% Q2 Revenue picked up with the return of HOAs’ and civic organizations meeting at Center. Second quarter performance of 91% was driven by client rental payments for April and spring weddings. Center is currently at 108% to goal of 70%. YTD FY 2014 Revenue-$ 109,934 Revenue on track at 50% of $220,000 goal. YTD FY 2014 Expenses-$ 192,582 Staff continues to efficiently manage expenses to budget. YTD FY 2014 Customer Satisfaction 96.8% Q2 client satisfaction is 2.8% above goal and continues to trend positively with client event surveys. YTD FY 2014 Events Generating Revenue to Local Economy- 59% With 211 events already handled through Q2, 59% of clients have utilized local Colleyville businesses during their events at Center. To assist in generating use of local businesses Center staff continues to offer free up-lighting (a $200 value) to clients who use three local businesses. Center performance is currently 2% above 2014 goal of 57%. Q2- 2014 CUSTOMER SATISFACTION SURVEYS During Q2 FY2014 Center staff solicited 52 Customer Satisfaction Surveys, representing 48% of 109 events held during period, a 23% improvement over prior quarter. Client surveys continue to rate seven categories: appearance and cleanliness of the Center, staff service, room set-up, kitchen facilities, parking, amenities, and overall experience. Of the 52 survey responses 100% would plan another event at the Colleyville Center, a testament to Center customer service. The overall satisfaction rating of “excellent” for Q2 FY2014 was 96.8%. January –March 2014 —SURVEY RESULTS CATEGORY EXCELLENT GOOD SATIS FAIR UNSATIS N/A Appearance of Center 52 Clean Facilities 50 Service from Staff 51 1 Room Set Up 50 2 Adequate Parking 50 1 1 Kitchen Amenities 45 2 5 Overall Experience 49 3 Plan to Return to Center 52 CUSTOMER VERBATIMS: “More carts would be nice, especially with more than one group renting facility” “Thank you” “Longer linens for vendor tables and it would be great to invest in more classroom size tables (8X18) so that more individuals can fit per room” “Great support, thank you!” “Excellent” “Thank you! You all were so helpful” “Outstanding! Thanks “ “We have been here for spring seminar 5 years in a row. The A/V and event coordinators were immensely helpful!” “Awesome, next year we will reserve again, same date, February 21, 2015” “The person named Judy is excellent and excellent customer service and so nice to us” “ Thanks Marilyn. We had a really great time and your hospitality and service are greatly appreciated.” “Loved the TV screen and where to go. Meeting room was set perfectly” “Sarah was amazingly helpful and accommodating-wonderful helper!” “Your website needs to have your phone number and address prominently displayed. We had a problem with people going to the wrong location because City’s address is on the Colleyville Center website page on the bottom” “Thanks for your hospitality!” City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 05/19/2014 Number Type Presentation and Discussion Department Colleyville Center Advisory Title Review and discussion of Colleyville Center Standard Weekday Rental Rates Explanation This item will allow for review and discussion of Colleyville Center Standard Weekday Rental Rates, and provide for a recommendation to City Council. Attachments 1.Colleyville Center Proposed Standard Weekday Rate CCAC Advisory 5.19.14 3C Review & Discussion 2014 Standard Weekday Rental Rates Background Current Center standard weekday rates have been in effect since 2010. Rates are based on two hour rental minimums with hourly fees thereafter. All audio video equipment including projectors, microphones and screens are charged on an a’ la-carte basis as “Administrative Fees.” Center client survey results indicate a perception that equipment and incremental charges are “nickel and dime-ing.” Weekday business clients continue to request inclusive packaging of services for event budgeting purposes. The Colleyville Center Advisory Sub-Committee met twice during Q2 to review current Center standard rates. The intent of the reviews were to determine a new packaging strategy to simplify rentals, attract new business, increase facility usage Monday thru Friday and generate incremental revenue. TIMELINE Approval Process March 3rd-Sub Committee 1st Review April-7nd Sub Committee 2nd Review Rates May 19th-Advisory Sub Committee & Staff recommendations presented to Center Advisory Committee June 3rd-Center Advisory recommendations presented to Colleyville City Council Rollout October 1, 2014 -Following City Council Approval Staff Recommendation Launch new standard weekday model -Rental and equipment fees packaged -50% rental increase required to accommodate revenue move from a’la-carte to package -All audio video equipment, linens, stage lighting, podiums, microphones, projection systems now included in rental Advantage -Streamline quoting process for event sales staff -Inclusive packaging replaces a’la-carte Staff Recommendation Impact -Non-profit rental rates -no change -Home Owner Association –no change -Discounts Maintained Colleyville Resident 20% Colleyville Business 20% -Standard Weekly Rates –pricing simplified -All rates based on 4 hour minimum rental Advisory Approval Standard Weekday RatesMonday Thru Thursday 6 a.m.–10p.m. Friday 6 a.m. –5 p.m. Standard Weekday Monday-Friday ENTIRE BUILDING ENTIRE HALL NORTH HALL SOUTH HALL SMALL CONFERENCE ROOM STANDARD RATE $1,800 $700 $375 $375 $200 20% DISCOUNT COLLEYVILLE RESIDENT COLLEYVILE BUSINESS $1,440 $560 $300 $300 $160 COLLEYVILLE NON-PROFIT OR HOA $300 $140 $80 $80 $60 Appendix •2014 Colleyville Center Standard Rates •2014 a’la-carte equipment and administrative fees 2014 Standard Weekday Rates Monday Thru Thursday 6 a.m.–10p.m. Friday 6 a.m. –5 p.m. Equipment & Administrative Fees