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HomeMy WebLinkAboutColleyville Center-Agenda Packets-8/25/2004 AGENDA COLLEYVILLE CENTER ADVISORY COMMITTEE MEETING FISCAL YEAR 2004 - THIRD QUARTER MEETING MONDAY, AUGUST 23, 2004 5:30 P.M. FOR THE MEETING CONDUCTED AT COLLEYVILLE CENTER 5301 RIVERWALK DRIVE I. Call to Order II. Review and Approval of May 24,2004 Minutes III. Review of Colleyville Center FY 2004 Report - Third Quarter IV. Discussion and Consideration of Cancellation Policy Proposal V. Discussion and Consideration of Kitchen Usage Fee Proposal VI. Review Marketing Subcommittee Minutes of May 10, 2004 VII. Review and Update of Marketing Subcommittee VIII. Adjourn COLLEYVILLE CENTER ADVISORY COMMITTEE SECOND QUARTERLY MEETING - FY 2004 MAY 24,2004 MINUTES Present: Chair Bonnie Carroll, Paul Vigi1etti, Louis Miller, Muriel Havran, Andrew Wayne, Molly Skinner, Mary Michaels, Mark Johnson, Suzanne Harrington, John Gray Councilman Rich Hendler, Center Manager Lin Przybyl Absent: Sheryl Black, Pat Jones, Rob Rutherford, and Shirley Schollmeyer Council Liaison Mayor Joe Hocutt, Deputy City Manager Dianne McWethy 1. Chair Bonnie Carroll called the meeting to order at 5:40 p.m. 2. Chair Bonnie Carroll introduced and welcomed Councilman Rich Hendler. 3. Minutes for the February 23, 2004 Advisory Committee Meeting were approved as read. Minutes for the February 4, 2004 Marketing Subcommittee Meeting were reviewed. 4. The Committee reviewed and discussed the FY 2004 - 2nd Quarter Report for the Center. 5. Chair Bonnie Carroll introduced John Gray, representing the Colleyville Rotary Club, who was recently appointed to the committee. 6. The Committee reviewed and discussed the annual rental fee comparisons submitted by staff. The Committee approved maintaining the current rental fee schedule while continuing to evaluate other ancillary services and enhancements as a means of increasing revenues. 7. The Committee approved adoption of the Citywide Donation Policy, which was approved by City Council on April 6, 2004. 8. Center Staff reported on the Marketing Subcommittee plan for the upcoming open house coffee scheduled for June. A preliminary design for the invitations was revised. Staff reported the mailing list for the original target group was not yet secured and the alternate mailing list would require a different day of the week. The Advisory Committee anticipated there would be poor attendance due to summer vacation months and agreed to reschedule the open house date to late August. 9. Chair Bonnie Carroll adjourned the meeting at 6:50 p.m. MEMORANDUM TO: Dianne McWethy, Deputy City Manager FROM: Un Przybyl, Center Manager ~') DATE: August 5, 2004 SUBJECT: Colleyville Center Report - 3rd Quarter FY2004 Background The purpose of this report is to provide a revenue and event summary for the 3rd quarter of FY2004. Issues The following issues are being considered in marketing and evaluating the Center services for the 3rd Quarter of FY2004: 1. Meetings 2. Rentals 3. Marketing 4. Customer Service 5. Revenues and Expenditures These considerations are discussed below: Meetings During this quarter of operation, the monthly events range from 56 in April to 44 in June for a total of 151, which is a 21 % decrease over the number of bookings for the same quarter of FY2003. The highest rental use for this quarter continues to be the local non-profit with 46% of all usage. Local Social category reflected a 57% increase in number of bookings over the same quarter of FY2003. Local Business bookings showed a significant decrease over last year due to the heavy bookings for United Supermarkets during June 2003. Bookings for FY2003 _ 3rd Quarter were 193 compared to 151 for FY2004 - 3rd Quarter. Rentals The Center provided accommodations for seventeen (17) wedding receptions, and a variety of other social events this quarter. In addition to our regular non-profit organizational meetings, other meetings held at the Center this quarter include: real estate seminars, financial institution board meetings, local homeowner association meetings, private school fundraisers, a private school prom, a week-long theater production of Music Man, several socials and private parties. Westwood College held another semester graduation, GCISD hosted the Bridges Graduation, several high school sports banquets, Choir, and FFA Banquet. Metroport Meals on Wheels continues to hold two luncheons a month and ARTSNET presented the final Masterworks Series for this season. The Center continues to attract a variety of clients and events, both within the City and surrounding communities in the Metroplex. Marketing According to the Customer Satisfaction surveys received, the number one marketing effort for the Center continues to be "attended other events". During this quarter, the majority of rentals were either referrals from individuals, attendees of previous events or internet search engines. Other information sources for the Center included referrals from other Civic and Convention Centers, catering referrals, bridal advertisements, and SWB Yellow Page listing. The Center has also received some positive feedback from our Comcast Cable/ Government Access advertising. Advertising efforts for this quarter include advertisement in the Summer 2004 issue of DFW Bride and Groom Magazine. Included with the ad was a 200-word pictorial and website ad. Continued Internet advertising with The Knot.com has proved to be very beneficial in providing potential significant inquiries and rentals adding to the visibility of the Center for wedding related events. The Center's continued affiliation with a locally based meeting planners guide and website, DFW Party and Event Planner's Sourcebook 2003/4, provides added visibility with meeting planners. Advertising also ran in the Colleyville Chamber newsletter. The Marketing Subcommittee finalized plans for hosting a morning coffee and open house to target potential desirable markets. The first coffee will be held on August 24, 2004. Staff continues to work with the Marketing Subcommittee to evaluate innovative marketing strategies for the Center. 2 Customer Service During this quarter, staff received 46 Customer Satisfaction Surveys. Of the 46 surveys, 44 rated the appearance of the facility as excellent. Forty rated the staff as excellent. Although the majority of the responses for all categories were excellent or good, the overall results are as follows: 1. How would you evaluate the appearance of the Center? 44 - Excellent 2 - Good 2. Were the meeting areas, kitchen and restrooms clean? 44 - Excellent 2 - Good 3. How would you evaluate the service received from the staff? 42 - Excellent 4 - Good 4. How would you evaluate the table and room set-up? 42 - Excellent 4 - Good 5. Was the parking adequate? 39 - Excellent 7 - Good 6. Were the kitchen amenities adequate in meeting your needs? 41 - Excellent 5- Not Applicable 7. How would you rate your overall experience? 43 - Excellent 1 - Good 1 - Satisfactory 1 - Unsatisfactory All who responded would plan another group event at Colleyville Center. 3 Other comments received were as follows: " It was very nice, I would do this again." "(staff) were exceptional- thanks!" "Everyone is so helpful - Thanks!" "I was charged $25 for additional time which was only 15 minutes. I think it was inappropriate" "Great Center - Thanks!" "I wish you had different chairs (no arms)" "Had issues - see back of survey" Of the 23 handwritten comments by clients, 16 commented positively on the customer service received from staff. The comments received from clients continue to assist staff in enhancing service levels at the Center. Revenues and Expenditures According to the June Monthly Financial Report, the revenue projection for FY2004 - 3rd Quarter ending is $41,250. During this quarter, revenues were 3% less than projected and 27% below the same quarter in FY2003. The actual revenue from a total of 151 bookings was $39,805. including catering and administrative fees of $12,335. Staff has prepared the Expense and Revenue Summary for the period of April 2004 through June 2004. As per the attached summary, expenditures for this quarter were $77,859. which is under projected expenditures. Staff has attached a quarterly summary of revenue and expenditures comparing FY2003 to FY2004. Revenues for FY2004 indicate a YTD increase of 15% over FY2003. Summary During the 3rd Quarter of FY2004, Center revenues were slightly below projections and significantly below revenues for the same quarter of FY2003. This a~ain can be attributed to the heavy bookings for United Marketstreet during the 3r quarter of FY2003. However, Center year-to-date revenues show an increase of 15% above FY2003 revenues. Expenditures for the 3rd quarter are 2% under projections for the quarter. Year-to-date expenditures are below annual budget allocations. Staff continues to market the Center with an emphasis on 4 weekday business rentals, the bridal market, and local exposure. Staff continues to work with the Marketing Subcommittee to plan and implement innovative marketing strategies. The continued goal of Center staff is to provide excellent customer service, to enhance the marketing program, to meet and exceed revenue projections and operate the department within budget allocations. If you have any questions or need additional information, please contact me. Attachments: Center Quarterly Revenue and Booking by Client Category Summary Center Expense and Revenue Summary Center Quarterly Revenue/Expenditure Comparison FY 2003-2004 Colleyville Center Cancellation Policy Proposal Colleyville Center Kitchen Usage Fee Proposal 5 ~ 0 C') C\J ~ ns E "t' E c ::::J C tn C\l CD Q.) ::::J c:: C =:3 CD -, > I CD ~ 0:: 0... ... 0::( CD ~ 1:: 0 C') ns C') ::::J a 1J ... M ~ 0 C\J .- L- Q) +-' C .~ ~ (/J ;:R ?ft ;:R ;:R ;:R Q) I:lO 0 0 0 0 ] ~ ~ '<I: lI) 0\ ~ 0 ..... 0 ...... C"") \0 00 0\ () o ~ ;:R 0 C\l "" ...... ~t; 0 0 co Q) 'tIU 4) ;:R ;:R ?ft ?ft ;:R ?ft ;:j 0 0 0 c:: +0>> d ...... t-: '<I: ~ ...... C"") ..... <t N r..: - ~ c:: 0 4) 0 C"") C\l - ;:R > ...... 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('") >< ~ - r::: w u Q) CO "0 0 .g> c: ::J G) CO to In C/) 0 0 0 0 0 0 0 0 ":t Q) 0 0 0 0 0 0 0 ~ 0 r::: q 0 0 0 0 0 0 0 ::J L() ci .0 ci .0 ci .0 C\J G) c: C") C") N N ..- ..- ~ >- (l) ~ ~ ~ ~ ~ ~ c. > lJ... >< (l) 0::: W ctl --...---- ,-" ..- f'- ..- 0 0 l!) 0 ..- .q- 0) ::J Q) 0 00 C\J CO f'- 0 00 0 C\J .q- .... :::l ..- C"). '<to C\J ~ ..- 0) C\J CO. f'-. ! (.) <( c: C\J .q- l!) l() 0 CO l!) C") 0 !.~ Q) C") ..- ..- ..- ..- ..- ..- ..- ..- > ~ ~ ~ ~ ~ ~I ~ ~ ~ ~ Q) CI a:: 0 N 0) .q- .q- C\J l!) CO CO l!) >- ..- .q-' a.> 0 CO ..- C\J 00 l!) f'- ..- CO 0 LL 1Il ~ 0). ..- l!) C") ~ 0 00. ~ ..- c: 0 0 f'- .q- 0) .q- ..- l!) 0 l() a.> , C\l C\J C\J C\J ..- C\J C") C\J C\J ..- a. ~ ~ ~ ~ ~ ~ ~ ~ ~ C\J X ~ !W - > U c: ..c .... .... >- c: C> a. CO u 0 a.> a.> CO a. CO "S :::l a.> - CO :::l 0 0 Z 0 ..., LL ~ <( ~ ..., ..., <( C/) f- QUARTERLY REVENUE AND EXPENDITURE COMPARISONS $80,000.00 $70,000.00 $60,000.00 $50,000.00 $40,000.00 $30,000.00 $20,000.00 $10,000.00 $- $120,000.00 $100,000.00 $80,000.00 $60,000.00 $40,000.00 $20,000.00 $- QUARTERLY REVENUE COMPARISON FY2003 - FY2004 I 0 FY -2003 . FY -20041 1 ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER QUARTERLY EXPENDITURE COMPARISON FY2003-FY2004 I 0 FY -2003 . FY -20041 1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER *** Actual Revenues and Expenditures obtained from City Monthy Finance Report MEMORANDUM TO: FROM: Dianne McWethy, Deputy City Manager Un Przybyl, Colleyville Center Manager ~ ~ DATE: August 5, 2003 SUBJECT: Colleyville Center Cancellation Policy Proposal Backqround Colleyville Center Policy currently allows any Sunday Entire Building/Entire Assembly Hall booking to be cancelled without forfeiture of monies up to 30 days prior to the event. Both Friday and Saturday Entire Building/Entire Hall bookings result in forfeiture for cancellation from the time of booking to full forfeiture of monies paid within 120 days of event. Due to increased bookings on Sundays for weddings and other large events, and with lower rates available for Fridays and Sundays, all weekend dates are premium and, as such, the cancellation policy should protect all weekend large events to include Sunday. Impact A thirty day-out cancellation of a Sunday, Entire Building/Entire Hall booking results in the loss of significant potential revenue for the cancelled date. If approved, all weekend premium booking will have a consistent cancellation policy for Entire Building/Entire Hall bookings. Recommendation Staff recommends that the cancellation policy as stated in the Center Policy on page 6, paragraph 22, be extended to include Sunday Entire Building or Entire Hall bookings. The policy currently reads as follows: Any cancellation of a Friday or Saturday Entire Building, or Entire Assembly Hall booking, shall result in LESSEE forfeiting one half of the deposit. If the cancellation is received 180 to 120 days prior to the event, the lessee shall forfeit all of the deposit. If the cancellation is received less than 120 days prior to the event, the lessee will forfeit all monies paid to the Center. All cancellations must be in writing and acknowledged by the Center Manager. LESSEE may cancel without any obligation and receive a full refund of monies paid if the Center is notified in writing by the date which is thirty (30) days prior to the event date, except for Friday and Saturday Entire Building or Entire Assembly Hall cancellations (see paragraph 5). All contracted rental fees shall be forfeited to the Center whenever the LESSEE fails to give said notice. Staff proposes adding ig~ to the current cancellation policy: Any cancellation of a Friday, Saturday Bl1lffif Entire Building, or Entire Assembly Hall booking, shall result in LESSEE forfeiting one half of the deposit. If the cancellation is received 180 to 120 days prior to the event, the lessee shall forfeit all of the deposit. If the cancellation is received less than 120 days prior to the event, the lessee will forfeit all monies paid to the Center. All cancellations must be in writing and acknowledged by the Center Manager. LESSEE may cancel without any obligation and receive a full refund of monies paid if the Center is notified in writing by the date which is thirty (30) days prior to the event date, except for Friday, Saturday __ Entire Building or Entire Assembly Hall cancellations (see paragraph 5). All contracted rental fees shall be forfeited to the Center whenever the LESSEE fails to give said notice. In consideration of the above, staff proposes to amend the cancellation policy to include Sunday, therefore, providing a consistent policy for all large weekend bookings. Attachment: Policy - Rules and Regulations pages 5 and 6 (current) Policy - Rules and Regulations pages 5 and 6 (proposed) RULES AND REGULATIONS tDRR'E''", .~ " d """,,~~~ ,)191, 1 . The City of Colleyville through its authorized representatives will enter into contracts with the LESSEE. 2. Terms of the contract shall constitute the full and complete agreement between the parties. No verbal or written agreement shall alter the contract unless both the City and the LESSEE consent to the terms specified in a new contract. 3. In the event that (1) LESSEE does not comply with the terms and provisions of the contract: or (2) LESSEE causes damage to the premises or any part of the Center, the City may choose to terminate the contract. The City has the right to retain any rental fees or deposits to apply toward payment of repairs and/or replacement costs. 4. The City representatives shall be permitted to schedule more than one event to take place on the premises at the same time. 5. LESSEE will not be permitted to obstruct or interfere with the rights of other users. 6. The Center cannot be used by any individual, group or organization without a signed contract. 7. Rental rates shall be the rates, which are in effect on the date of the event. Rental rates, fees and policy are established by City Council Ordinance and are subject to change. Any addendum or ordinance shall have precedence over any conflicting provisions of any agreement with the City of Colleyville. 8. LESSEE shall have no attendance greater than the maximum occupancy figures posted by the Colleyville Fire Department. 9. LESSEE agrees to leave the premises in as good or better condition in which it was found. Lessee will be assessed for clean up of any areas which may have been overlooked. Failure to do so may keep Lessee from using the facilities at a future date. 10. LESSEE agrees to assume all responsibility for any damages to the premises and/or property of the Center as a result of their usage. The City will be allowed a 24-hour period (during normal business hours, 8:00 AM to 5:00 PM, Monday through Friday) following the event to determine and assess any damages. 11. Smoking is allowed only in designated areas outside of the building. No smoking or use of tobacco products is allowed at any time inside the Center. 12. No gambling, lottery or bingo will be allowed in the Center Building or surrounding park areas. Exception: IRS designated non-profit organizations may have a Casino Night for charitable causes only. Raffles may be held in accordance with the Charitable Raffle Enabling Act. 13. The City reserves the right to determine the need for police and/or fire security at an event and will provide LESSEE a list of approved security personnel allowed at the Center. LESSEE will be responsible for security expenses, which will be paid directly to the security personnel PRIOR TO THE START OF THE EVENT. If LESSEE refuses to assume the cost for security, then the contract shall be void and the reservation will be canceled. 14. LESSEE is responsible for notifying the City of intent to use the services of a caterer for their event. The City reserves the right to approve any caterer's services on the premises. The lenQth of time required bv a caterinq service to set UP or take down for an event shall be included in the LESSEE'S rental cost calculation and contract. 15. Caterers shall be required to enter into a catering contract with the City. Caterers shall be required, under terms of the catering contract, to obtain and retain insurance coverage for the time period of the event at the Center. Refer to the catering contract for additional requirements for use of a catering service. 16. Tables used to hold food, whether for either serving or eating, must be covered. 17. LESSEE is responsible for notifying the City of room set up at least 7-10 working days prior to the event. Only Center personnel or authorized individuals shall be permitted to set up, break down or rearrange Center property. The City reserves the right to determine the need for additional charges for set up changes. Additional fees will be charged for a rearrangement on the day of an event. 18. Materials cannot be nailed, stapled, taped or otherwise attached to any part of the premises without explicit approval of the City. All decorative materials must be flameproof. Crepe paper must be water-soluble. 19. Throwing rice, confetti, birdseed or any other material is prohibited on the Center premises. Throwing rose petals or blowing bubbles is permitted, but restricted to parking areas only. LESSEE will be assessed a clean up fee for violating this rule. 20. All decorations must be approved in advance by the Community Center staff. Decorations which are prohibited include, but are not limited to, straw, hay, glitter, confetti, sequins and artificial snow. Balloons cannot be filled with anything other than air or helium. All balloons must be removed from the premises at the end of the event. 21. No vehicles are permitted on the walkways or terrace areas of the Center. Loading and unloading must be from the service entrance. 22 A. Any cancellation of a Friday or Saturday, Entire Building, or Entire Assembly Hall booking, shall result in LESSEE forfeiting one half of deposit. If the cancellation is received 180 to 120 days prior to event, the lessee shall forfeit all of deposit. If the cancellation is received less than 120 days prior to the event the lessee will forfeit all monies paid to the Center. All cancellations must be in writing and acknowledged by the Center Manager. LESSEE may cancel without any obligation and receive a full refund of monies paid if The Center Manager is notified in writing by the date which is thirty (30) days prior to the event date, except for Friday and Saturday Entire Building or Entire Assembly Hall cancellation (see 22 A). All consideration paid to the Center shall be forfeited to the Center whenever LESSEE fails to give said notice. RULES AND REGULATIONS 1. The City of Colleyville through its authorized representatives will enter into contracts with the LESSEE. 2. Terms of the contract shall constitute the full and complete agreement between the parties. No verbal or written agreement shall alter the contract unless both the City and the LESSEE consent to the terms specified in a new contract. 3. In the event that (1) LESSEE does not comply with the terms and provisions of the contract: or (2) LESSEE causes damage to the premises or any part of the Center, the City may choose to terminate the contract. The City has the right to retain any rental fees or deposits to apply toward payment of repairs and/or replacement costs. 4. The City representatives shall be permitted to schedule more than one event to take place on the premises at the same time. 5. LESSEE will not be permitted to obstruct or interfere with the rights of other users. 6. The Center cannot be used by any individual, group or organization without a signed contract. 7. Rental rates shall be the rates, which are in effect on the date of the event. Rental rates, fees and policy are established by City Council Ordinance and are subject to change. Any addendum or ordinance shall have precedence over any conflicting provisions of any agreement with the City of Colleyville. 8. LESSEE shall have no attendance greater than the maximum occupancy figures posted by the Colleyville Fire Department. 9. LESSEE agrees to leave the premises in as good or better condition in which it was found. Lessee will be assessed for clean up of any areas which may have been overlooked. Failure to do so may keep Lessee from using the facilities at a future date. 10. LESSEE agrees to assume all responsibility for any damages to the premises and/or property of the Center as a result of their usage. The City will be allowed a 24-hour period (during normal business hours, 8:00 AM to 5:00 PM, Monday through Friday) following the event to determine and assess any damages. 11. Smoking is allowed only in designated areas outside of the building. No smoking or use of tobacco products is allowed at any time inside the Center. 12. No gambling, lottery or bingo will be allowed in the Center Building or surrounding park areas. Exception: IRS designated non-profit organizations may have a Casino Night for charitable causes only. Raffles may be held in accordance with the Charitable Raffle Enabling Act. 13. The City reserves the right to determine the need for police and/or fire security at an event and will provide LESSEE a list of approved security personnel allowed at the Center. LESSEE will be responsible for security expenses, which will be paid directly to the security personnel PRIOR TO THE START OF THE EVENT. If LESSEE refuses to assume the cost for security, then the contract shall be void and the reservation will be canceled. 14. LESSEE is responsible for notifying the City of intent to use the services of a caterer for their event. The City reserves the right to approve any caterer's services on the premises. The lenqth of time required by a caterinQ service to set up or take down for an event shall be included in the LESSEE'S rental cost calculation and contract. 15. Caterers shall be required to enter into a catering contract with the City. Caterers shall be required, under terms of the catering contract, to obtain and retain insurance coverage for the time period of the event at the Center. Refer to the catering contract for additional requirements for use of a catering service. 16. Tables used to hold food, whether for either serving or eating, must be covered. 17. LESSEE is responsible for notifying the City of room set up at least 7-10 working days prior to the event. Only Center personnel or authorized individuals shall be permitted to set up, break down or rearrange Center property. The City reserves the right to determine the need for additional charges for set up changes. Additional fees will be charged for a rearrangement on the day of an event. 18. Materials cannot be nailed, stapled, taped or otherwise attached to any part of the premises without explicit approval of the City. All decorative materials must be flameproof. Crepe paper must be water-soluble. 19. Throwing rice, confetti, birdseed or any other material is prohibited on the Center premises. Throwing rose petals or blowing bubbles is permitted, but restricted to parking areas only. LESSEE will be assessed a clean up fee for violating this rule. 20. All decorations must be approved in advance by the Community Center staff. Decorations which are prohibited include, but are not limited to, straw, hay, glitter, confetti, sequins and artificial snow. Balloons cannot be filled with anything other than air or helium. All balloons must be removed from the premises at the end of the event. 21. No vehicles are permitted on the walkways or terrace areas of the Center. Loading and unloading must be from the service entrance. 22 A. Any cancellation of a Friday II Saturday o_utlollj Entire Building, or Entire Assembly Hall booking, shall result in LESSEE forfeiting one half of deposit. If the cancellation is received 180 to 120 days prior to event, the lessee shall forfeit all of deposit. If the cancellation is received less than 120 days prior to the event the lessee will forfeit all monies paid to the Center. All cancellations must be in writing and acknowledged by the Center Manager. LESSEE may cancel without any obligation and receive a full refund of monies paid if The Center Manager is notified in writing by the date which is thirty (30) days prior to the event date, except for Friday and Saturday Entire Building or Entire Assembly Hall cancellation (see 22 A). All consideration paid to the Center shall be forfeited to the Center whenever LESSEE fails to give said notice. MEMORANDUM FROM: Dianne McWethy, Deputy City Manager Un Przybyl, Colleyville Center Managern TO: DATE: August 5, 2003 SUBJECT: Colleyville Center Kitchen Usage Fee Proposal Backqround In reviewing administrative revenues, staff noted a trend of increasing Kitchen Usage at $1 per person as opposed to using a 12% catering fee for large event food service. The Center is one of the few area venues that allow clients to bring in their own food without the use of a caterer. The Center currently charges $1 per person to use the Kitchen during a rental (Resident and Non-profit rates have a flat fee of $25). Grapevine Convention Center is the only comparable venue in the area that allows kitchen usage by an individual client. Grapevine charges a flat fee for their Kitchen usage of $450 for comparable space to our Entire Building/Entire Assembly Hall. Grapevine requires a client bringing in snacks to purchase beverages from the Center. The original intent of the Kitchen Usage fee was to facilitate clients doing a light snack or cake and punch reception without a caterer and to provide a minimum fee for those clients having deeply discounted or donated catering services. Generally, caterers will leave the facility in better condition due to the fact that they have a vested interest in returning to work at the Center. The typical client using Kitchen Usage for a weekend event is a one-time bridal cli~nt. On July 21, 2003, the Marketing Subcommittee met to discuss and consider a revenue generating adjustment for the Center by adjusting Catering and Kitchen Use fees. Upon analysis, the subcommittee recommended against the increase in Kitchen Usage fees due to the fact that it would have a minimal impact on revenues and result in discouraging weekday small business meetings, which we are trying to attract. As a follow-up to this proposal, further research determined that an increased Kitchen Usage fee would have a minimal impact if it affected only weekend Entire Building/Entire Hall business, leaving our weekday business and small meetings at a $1 per person or 12% catering fee and the resident / non-profit usage at $25. Based on the uniqueness of the Center's appeal by allowing clients to provide their own food service without contracting with a caterer, and being mindful of the variety of events and rate categories, staff proposes an adjustment to the Kitchen Usage Fee to Weekend Entire Building/Entire Hall rated at $2 per person. Impact Total annual revenues generated would be minimal as we are currently experiencing decreased revenues from 12% catering fees due to the popularity of the Kitchen Usage Fee. An increase in Kitchen Usage would provide a comparable 12% catering fee yield and allow us to maintain our current level of revenues. This increase should not be a deterrent to booking as the Center is one of the few venues allowing kitchen usage. The resulting impact follows: PROPOSED KITCHEN USAGE FEE. August 2004 Resident 12% caterer or $25 KU same as current schedule Local Business 12% caterer or $1pp KU same as current schedule Non Profit 12% caterer or $25 KU same as current schedule Non-Res.! Standard 12% caterer or $1pp KU same as current schedule Recommendation Center staff recommends a Kitchen Usage Fee increase for all Weekend Entire Building or Entire Assembly Hall events of $2 per person or catering fee of 12%. In consideration of the above, staff recommends the Kitchen Usage fee be increased to $2 per person for weekend, Entire Building/Entire Hall rentals, for non-resident/standard and local business rates. Staff further recommends this Kitchen Usage fee be effective on all contracts executed after September 30, 2004. Attachments: Grapevine Convention Center Food Service Fee Rates Center Administrative Fee Schedule (Current) Center Administrative Fee Schedule (Proposed) 00 ~ I ~ I ~ ~ I = 0 18 0 ~ 0 0 0 = 0 f~ d 0 ! Vi V'l 0 ! ~ ~ 1- l"'i I .. I Cl ~ u I ~ ~ ~ .!:; ~ 1: ", U f ~ i. ~ :.. . C if ~ ~ ~ r.rJ. = J:l ~ c:,I I (I,l 0 "...... .. ~ .e 0 ~ l C 1= .1:; ~ --- . r-. - I- ~ = ~ =: ! ~ 0 I '-" ... f ; ~ ~ 0 0 r.n U U ~ J I~ z 0 0 IU U U ~d Wd~l:80 ~Bc vB '6n~ El6B031vLl8: 'ON X~.::l es.LN3:l NOIlN3flNOO =tHrad~9: W~.::l ADMINISTRATIVE FEE SCHEDULE (pl'Oduds & sel'vices fop I'ental) All AudicAlisual Equipment Bl'ought Into The Budding ........................................................................................ 15% Audio Tape Player'..... ..... .............. ..... ...... .............. ................ ............................... .................. ............ .............. 20.00 Com pad Disc Pia yep ......... ....................... ..... ......... ...................... .................. ..................................................20.00 Laptop ComputeI' Fop Pl'Ojedol' Pel' Houl'flnc. W fAil Day.............................................................................. 25.00 LCD Pl'ojedol' Pel' Houl'.. .................. .......... ........................................................................................ ...... ......50.00 LCD Pl'ojedol' Pel' Day................... ................................................... ............ ................................ ............. 400.00 Monitol' Speakel's ......... .......................................................................... ........................................... ........... ...... 10.00 Ovel'head Pl'ojedol' With Copt .... ................ ................................................. ......................... ....... ..... ............... 20.00 Piano. ..... ..... ...... ........ ....... ..... ....... ..... ...... ..... ..... .... ....... ..... ...... .... ...... ..... ....... ...... ..... .............. ...... ...... ..... ...... ... 50.00 PI ug In M icl'ophone........................................ ......... ................ ................................................ ............ ...... ......... 15.00 Podium With Micl'ophone........ ...... ........... ..... ..... ........................... ................. ......................... ...... ........... ........ 35.00 Roll i ng Video Capt...... ......................... .......................................... ............ ...... ......................... ...... ...... ..... ........ 15.00 S cl'een ................................................................................................................................. ............................... 15.00 SI ide Pl'ojedol' With Stand......... ..... ........... ..................................... ................. ...... ....... ...... ...... ...... ...... ..... ...... 25.00 Stage (Events Usi ng Stage Lg hts & Sound) .............. ...... ................ ............. ...... ....... ..... ..... ........ ...... .......... ....150.00 Stage Lighting (One Ti me Setting) .... ......................... ...... ................. ............ ..... ............ ....... ....... ..... ...... ......... 20.00 TV f VCR 6111 SCl'een... ....... ....... ..... ........... ............... ..... ............ ........... ...... ...... .................. ....... ...... ...... ........ 65.00 TV NCR With Copt 1911 Scl'een.... ................. ................ ........... ...... ...... ...... ............ ............. ...... ........... ........50.00 White Boarod 01' FIi p Chal'ts With Stand ..... ......... ................. ....................... ...... ...... ...... ............. .................... 15.00 Wil'eless Micl'ophone (Ha nd Held 01' Lapel) .................................................... ...... ...... ............. ................. ......50.00 Coffee (55 Cup Coffeepot, Mugs & Supplies Pl'ovided) ................................................................................. 25.00 Coffee (110 Cup Coffeepot, Mugs & Supplies Pl'ovided) ................................................................................ 40.00 Kitchen Usage Fee (P. P. in Attenda nce) ....... ......... ........... ............ ..... ............. .......... ........ ..... .................. .......... $1.00 Kitchen Usage Fee (Resident Only) ......... ...... .......................... ...... ..... ...... ............ ............ ...... ........ ..... ...... .....$25.00 Soft Orin ks (Coke, Diet Coke, Sprite) ..... .................... ........... ...... ....................... ...... .............. ..... ...... ............ ..... 1.00 W atel' Pel' 20 Cups (Ice, Pitchel's & Cups Pl'ovided) .......................................................................................5.00 Copies (Each 1 - 50 ]" Copy).. .......... ............... ...... ...................... ............ .................. ..... ................... ...... ........0.25 Copies (Each 2 Thl'ough 50) ..... ...... ......................... ....................... ...... ...... ..... ...... ...... ....... ...... ............ ..... ........ 0.10 Copies (Each 51 And Above - 1 ,I Copy) ..... ....... ......... .......... ................. ...... ........................ ............................... 0.85 Copies (Each 52 And Above) ...... ..... ...... ..................................... ...... ...... .................................... ...... ...... ..... ....... 0.15 Fax Machine (Incoming & Outgoing Per Pg. Plus Long Distance Chal'ges) ......................................................2.00 Cha i I' Set Up (Pel' Chai 1') ...... ...... ..... ...... ..... .......... ....................... ................. ...... ......................... ..... ...... .......... 0.50 Cha nges Aftel' Final Setup (Pel' Table/Chair).............. ............ ..... ...... ..... ............ ...... .................... .................. 10.00 Repositioning Room During Event (Plus $10 Per Setup) ............................................................................... 100.00 Table Set Up (Per Table) .... ................. ...... ................................ ...... ..... ...... ...... ..... ....... ...... ....... ...... ...... ..... ...... ..2.00 FOOD SERVICE MENUS AVAILABLE ON REQUEST - .C- ._""~.-li'!!' .....~-. ............... ........... ._.1;p."'..<$iI:'l.1....~, '.~', .~~ ,_'. :../" ADMINISIRA liVE FEE SCHEDULE (produds & services for rental) All AudiclVisual Equipment Brought Into The Building ........................................................................................ 15% Audio Tape Player......... ................ ...... ..... ............ .......................... ..................................................................20.00 Com pad Di sc Player........... ........... ..... ..... ....................... ......... ..... .................................... ...... ....... ............ ......20.00 Laptop Computer for Projedor Per Hour/l nc. W IAII Day.............................................................................. 25.00 LCD Projedor Per Hou r .......................... .................. ................................. ....... ............................. ..... ...... ..... 50.00 LCD Projedor Per Da y ........................................................... .............. ................................... ...... ...... ....... 400.00 Mon itor Speakers......... .... ..... ...... ..... ..... .......................................... ............... ............................. ...... ................. 10.00 Overhead Projedor With Cart... ........... ....................... ...... ............. .............................. .................... ..... ..... .....20.00 Pia no ................................................................................................................................... ............................. 50.00 Plug In Microphone........... .................... ......................... .... ......... ..... ........ ............................ ......................... ..... 15.00 Podium With Microphone. ..... .............. ............................... ..................... ............................ ...... ....... ...... ..... ..... 35.00 Rolli ng Video Cart............. .... ...... ..... .................................. ........ ....... ...... ............... ..... ..................... ................. 15.00 Screen ................................................................................................................................... ............................. 15.00 SI ide Projedor With Stand ..... ...... ..... ..... ............ ...... ...... ............. ................... ....................... ............. .............. 25.00 Stage (Events Usi ng Stage lights & Sound) ....... ...... ................... ..... ................. ........... ............... ...... ............ ..150.00 Stage Lighti ng (One Ti me Setti ng) ..... ...... ................. ...... ..... ........ .............. ...... ........ .................... ....... ..... ........ 20.00 TV I VCR 6111 Screen.. ...... ..... ...... ..... ..... ...... ...... ...... .............. ..... ..... ........ ....... ....... ........ ....... ....... ..... ...... .......65.00 TV NCR With Cart'1911 Screen.. ..... ............ ........... ...... ............. ......... ..... ...... ....... ................ ...... ...... ............50.00 White Boord Or fli p Cha rts With Stand ...... ...... ....... ..... ........................... ......... ..... ........ ...... ........ ..... ............. 15.00 Wireless Microphone (Hand Held Or Lapel) .. ...... ...... ................... ......... ........... ................ ....... ...... ............ ...... 50.00 Coffee (55 Cup Coffeepot, Mugs & Supplies Provided) ................................................................................. 25.00 Coffee (110 Cup Coffeepot, Mugs & Supplies Provided) ................................................................................ 40.00 Kitchen Usage fee (P.P. in Attendance))$1.00 Kitchen Usage fee (Resident On I y) . ...... ..... ............. ................... ............. ...... ....... ......... ...... ....... ...... ...... ..... ...$25.00 Soft Drinks (Coke, Diet Coke, Sprite) .. ............ ........... .............. ................... ....... .......... ..... ....... ............ ..... ......... 1.00 Water Per 20 Cups (Ice, Pitchers & Cups Provided) .......................................................................................5.00 Copies (Each 1 - 50 1'\ Copy) ................... ........ ..... ..... ......... ..... ............. ...... ..... ......... ................ ......... .............. 0.25 Copies (Each 2 Through 50) ....... ..... ...... ...... ...... ..... ...... ............. ......... ..... ............ ....... ........ ...... ............ ............. 0.10 Copies (Each 51 And Above - 1,1 Copy) ............................................................................................................. 0.85 Copies (Each 52 And Above) ....... ..... ...... ...... ...... ..... ...... ......... .... ......... .......... ........ ....... ........ ...... ........................ 0.15 fax Machine (Incoming & Outgoing Per Pg. Plus Long Distance Charges) ......................................................2.00 Chai r Set Up (Per Chair).. ..... ................ ...... ....... ..... ...... ......... ............. ..... ...... ............... ....... ....... ...... ............... 0.50 Changes After final Setup (Per Table/Chair) .................................................................................................. 10.00 Repositioning Room During Event (Plus $10 Per Setup) ............................................................................... 100.00 Table Set Up (Per Table) ..... ..... ...... ..... ..... ....... ...... ...... ..... ......... ............. ..... ....... ........ ....... ....... ...... ....... ..... ........ 2.00 FOOD SERVICE MENUS AVAILABLE ON REQUEST COLLEYVILLE CENTER ADVISORY COMMITTEE MARKETING SUBCOMMITTEE MEETING MINUTES MAY 10, 2004 6:00 P.M. COLLEYVILLE CENTER Present: Chair Sheryl Black, Louis Miller, Molly Skinner, Pat Jones Center Manager Lin Przybyl, Deputy City Manager Dianne McWethy Absent: Advisory Committee Chair Bonnie Carroll Mark Johnson, Shirley Schollmeyer, Andrew Wayne Council Liaison Joe Hocutt 1. Chair Sheryl Black called the meeting to order at 6:10 P.M. 2. Minutes for the February 4,2004 meeting were approved as read. 3. The Subcommittee reviewed the updated cable presentation. 4. The subcommittee finalized June 15, 2004 as the date for the proposed Open House event, The committee discussed postcard invitations, securing a volunteer pianist, and providing an ongoing media presentation. The Advisory Committee will be requested to attend and serve as hosts. 5. Chair Sheryl Black adjourned the meeting at 6:40 P.M.