Loading...
HomeMy WebLinkAboutColleyville Center-Agenda Packets-8/18/2014City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, August 18, 2014 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES May 19, 2014 3. REGULAR AGENDA ITEMS 3a Colleyville Center Q3 FY 2014 Update 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, August 15, 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. COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2014 – SECOND QUARTER MEETING MAY 19, 2014 MINUTES Present:Chair Mark Johnson, Mike Cunningham, Darla Dennison, Earlene Garvey, Julie George, Judy Goodwin, Paul Vigiletti and Tom Westerman Community Development Director Ron Ruthven, Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Leti Carson, Louis Miller and Irma Villalobos 1.The Meeting was called to order at 5:30 p.m. by Chair Mark Johnson. 2.The minutes were approved as written for Q1 2014 as well as Q4 2013 as a result of not having a quorum at the February 17 meeting. 3.A. Ron Ruthven presented a slide presentation and a discussion followed regarding the Colleyville Center Site Master Plan. A workshop with City Council and CCAC will be conducted on Monday evening, June 30 at the Colleyville Center. B. Center manager reviewed the Q2 FY2014 results pertaining to events and revenue for the Colleyville Center. C. Review and discussion of the proposed 2014 Standard Weekly Rental Rates. Staff recommendation is to launch a new standard weekday rental rate with administrative and rental fees packaged together. CCAC approved the recommendation and will be presented to City Council for approval. 4. Meeting was adjourned at 6:58 p.m. The next scheduled Colleyville Center Advisory Committee meeting is August 18, 2014. Colleyville Center Q3 and FY 2014 Update The intent of this quarterly report is to provide both a revenue and event summary of Colleyville Center operations for the period April 1, 2014 thru June 30, 2014 The criteria evaluated and provided includes: • Booked Meetings & Events • Revenues and Expenses • Facility Operation Update • Marketing • Customer Service • Center Performance Metrics MEETINGS-BOOKINGS–Q3 FY 2014 TOTAL EVENTS – 112 0% 10% 20% 30% 40% 50% April May June Q-3 Average Booked Events by Segment HOA /Civic Club Business Wedding/Social City Events Event Type April May June Q3 Average HOA /Civic Club 19 15 13 42% Business 4 4 5 12% Wedding/Social 8 10 12 27% City Events 13 4 5 19% Q3 FY 2014-REVENUE & EXPENDITURE  Revenue- $59,533  Expenditure- $77,301  Economic Impact- 58%  Operating Cost Recovery-77% Q3 FACILITY / OPERATIONAL IMPROVEMENTS • Exterior Grounds- Soaker hoses for trees and flower beds • Stage Floor – floor structure reinforced. Floor had sunk due to piano weight. • Front stage storage doors-Re-hinging of all doors to increase storage capacity • Lighting rheostats in Grand Hall replaced to inhibit client use during events • Phone activated in small conference room for client conference call capability • New stage curtains ordered for September installation • All desktop printers replaced and routed to single printer in event office improving staff efficiency MARKETING/ADVERTISING Your Event. Your Way. Our Place. Marketing Update Segment Advertising remains a primary marketing tactic for the Center. During Q3 staff focused on the small business and bridal segment utilizing both print and online advertising and posting to Center Facebook page. The Center tagline “Your Event. Your Way. Our Place.” will continue to be utilized in all marketing efforts. The Center is currently funded through the CEDC for Impact News advertising in 2014. Both a business and social advertisement have been placed to generate rentals from inside and outside our community. Impact News distribution reaches Colleyville, Southlake and Grapevine residents. Staff continues to track phone and online leads generated into the Center. Staff anticipates the Holiday print ad will generate November and December bookings. Spring 2014- Impact News August 2014 Impact News August 2014—January 2015 -The Knot Magazine Premier bridal magazine, Texas edition highlighting venues in DFW market. Both online and print is being utilized. YTD The Knot magazine has generated over 1,200 regional addresses for Center direct mail follow up. Online Promotion Facebook Ancillary promotion of the Center as a unique venue for citizens to hold civic meetings as well as social events will continue in our social media efforts. To this end staff is posting civic meetings and events held at the Center. From the Lions Club, CEO, or Garden Club, ongoing weekly postings have become an integral element of Center branding efforts. City of Colleyville Website Other online promotion includes Center banner rotation on the City of Colleyville homepage and department pages. The City Marketing and Communication Manager will be providing a Center write up in the Colleyville Communicator online newsletter in 2014 reminding citizens of their 20% citizen discount on Center rental rates. Referrals Personal and networking referrals remain a primary driver of phone leads into the Center. Google also continues to route 50% of all inbound phone leads into the Center. Callers inform staff they go online and simply google “wedding venues DFW”. 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 custom emails with Center information. Through Q3 over 40 direct inquiries have been generated by Wedding Wire and another 50 from The Knot. The resulting sales from the leads generated 5 Saturday rentals, a 6% close rate. Additional Marketing & Networking Activity • Impact News-Article regarding October 1st rental rate changes approved by City Council in June. Rental rates and ala carte services were bundled as recommended by Advisory Committee. • City of Colleyville Communication Manager publishing article on citizen rental discounts City of Colleyville Website www.colleyville.com Banner ad placement • Colleyville Chamber Advertisement in Chamber Publication “Local Link” Monthly Chamber Luncheon Networking Vendor Participation at Chamber Network Events • Texas Event and Venue Management- Staff attended Waco Convention Center Quarterly Luncheon networking with other Civic Centers from across Texas • Center Manager Completed Leadership Colleyville Certification Q3- 2014 CUSTOMER SATISFACTION SURVEYS During Q3 FY 2014 Center staff solicited 28 Customer Satisfaction Surveys, representing 25% of the 112 events held during this period. Although the response rate represents a 23% decline in surveys collected compared to last quarter, the overall satisfaction rating of “excellent” was 96%. 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. Although participation in the surveys declined for the period, 100% of the 28 respondents would plan another event at the Colleyville Center, a testament to Center customer service. April – June 2014 —SURVEY RESULTS CATEGORY EXCELLENT GOOD SATIS FAIR UNSATIS N/A Appearance of Center 28 Clean Facilities 27 1 Service from Staff 27 1 Room Set Up 27 1 Adequate Parking 28 Kitchen Amenities 26 2 Overall Experience 28 Plan to Return to Center 28 CUSTOMER VERBATIMS: “Not happy with extra fees-perhaps you should give an itemized break out of charges” “Loved it!” “Wonderful experience, thanks so much!” “ I love the facility and your staff” “Love the location and the layout and most important the staff coordinating here” “ Sarah-_loved working with her” “Our hostess Sarah was wonderful” “Everything was terrific. Thank you so much” “Charging $20 for the projector stand? Very cheap!” “Everyone present commented on how nice the building and room is “ “Judy Moist was great…thank you” “We look forward to seeing you next year” “Good service” “Sarah was pleasant and efficient and made our time a great experience.” FY2014- YTD PRIMARY PERFORMANCE MEASURES Oct Nov Dec Q1 Jan Feb Mar Q2 April May June Q3 2014 38 30 20 88 30 45 39 114 44 33 35 112 2013 30 28 31 89 25 46 31 102 46 38 33 117 2012 32 27 36 90 26 47 30 103 40 40 34 114 0 20 40 60 80 100 120 140 Booked Event Trending 2014 2013 2012 58% 60% 62% 64% 66% 68% 70% 72% 74% 76% 78% 80% 78% 70%66% 78% Colleyville Center Cost Recovery 2011 2012 2013 2014 YTD FY 2014 Cost Recovery-78.3% $- $25,000 $50,000 $75,000 $100,000 $125,000 $150,000 $175,000 $200,000 $225,000 $250,000 Oct Nov Dec Jan Feb Mar Apr May Jun Total Revenue 2013 Revenue 2014 Revenue YTD FY 2014 Revenue-$ 169,474 Revenue on track at 77% of annual $220,000 revenue goal. $- $25,000 $50,000 $75,000 $100,000 $125,000 $150,000 $175,000 $200,000 $225,000 $250,000 $275,000 $300,000 Oct Nov Dec Jan Feb Mar Apr May Jun Total Expenses 2013 Expenses 2014 Expenses YTD FY 2014 Expenses-$ 216,307 Staff continues to efficiently manage expenses to budget. YTD FY 2014 Customer Satisfaction 96% Q3 client satisfaction is 2% above annual performance goal with survey comments regarding Center Staff positive YTD FY 2014 Events Generating Revenue to Local Economy- 58% With 314 events already handled through Q3, 58% of clients have utilized local Colleyville businesses during their events at the 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 continues to remain above performance goal of 57%.