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AGENDA
COLLEYVILLE CENTER ADVISORY COMMITTEE MEETING
Fiscal Year 2005 - First Quarter Meeting
Monday, February 21, 2005
5:30 P.M.
For the meeting conducted at the
Colleyville Center
5301 Riverwalk Drive
I. Call to Order
II. Introduction of Assistant City Manager Paul Frederiksen
III. Introduction of Newly Appointed and Outgoing Advisory Committee
Members
IV. Review and Approval of November 15, 2004 Advisory Committee Minutes
V. Review and Discussion of Center FY 2005 Report - 1st Quarter
VI. Appointment of Colleyville Center Advisory Chair and Vice Chair
VII. Adjourn
COLLEYVILLE CENTER ADVISORY COMMITTEE
FOURTH QUARTERLY MEETING - FY 2004 NOVEMBER 15, 2004 MINUTES
Present: Chair Bonnie Carroll, Muriel Havran, Molly Skinner, Mark Johnson,
Sheryl Black, John Gray, Pat Jones, Paul Vigiletti, Louis Miller
Suzanne Harrington, Shirley Schollmeyer
Council Liaison Rich Hendler, Center Manager Lin Przybyl
Absent: Mary Michaels, Andrew Wayne, Rob Rutherford,
1. Chair Bonnie Carroll called the meeting to order at 5:35 p.m.
2. Minutes for the August 23, 2004 Advisory Committee Meeting were
approved as read.
3. Minutes for the August 17, 2004 Marketing Subcommittee Meeting will
be presented for approval after the next Subcommittee Meeting.
4. The Committee reviewed and discussed the Colleyville Center FY
2004 - 4th Quarter Report.
5. Marketing Subcommittee Chair Sheryl Black reported on the
subcommittee's recommendation to schedule Marketing Subcommittee
meetings on a bi-annual instead of quarterly basis. The committee
agreed that future subcommittee meetings be held in the spring and
fall.
6. Chair Bonnie Carroll adjourned the meeting at 6:17 p.m.
MEMORANDUM
TO: Paul Frederiksen, Assistant City Manager
FROM: Un Przybyl, Colleyville Center Manager J)
DATE: January 29, 2005
SUBJECT: Colleyville Center Report - 1 st Quarter FY 2005
Background
The purpose of this report is to provide a revenue and event summary for the 1 st
Quarter of FY 2005.
Issues
The following issues are being considered in marketing and evaluating the
Colleyville Center services for the 1 st Quarter of FY 2005:
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 53 in October to
39 in December for a total of 145. The highest rental use for this quarter is the
local non-profit with 48% of all bookings, which is a slight decrease over the
same category during the 1 st quarter of FY 2004. The non-local rental use
reflects a 20% increase over the same quarter last year, while local business
usage doubled over this quarter last year. The Local and Non-profit usage
decreased while Catering and Administrative Fees, from all rental categories,
remained the same as 1 st quarter of last year.
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Rentals
The Colleyville Center provided accommodations for ten wedding receptions,
several fundraisers, holiday parties, and a number of business meetings during
this quarter.
The Center was host to events held by a variety of businesses and organizations.
Some of those using the Center this quarter include: God's Country Kids,
Covenant Christian School, Westwood College Graduation, Carlene Research,
Wells Fargo, Southtrust Bank, Edward Jones, Affiliated Bank and ISIS
Foundation.
During this quarter, Ducks Unlimited held their annual fundraiser. Several local
churches and GCISD organizations held holiday banquets. The Colleyville Lions
Club hosted Breakfast with Santa in December, which coincided with a city-
sponsored event, Celebrate Colleyville. God's Country Kids Review and Dance
Continuum both held fundraisers for Ronald McDonald House and Kidd's Kids,
respectively. The Center hosted a number of Christmas Dances including Salsa
Lessons. During this quarter the Center provided space for fifteen local
homeowner's association meetings and a number of small business meetings.
Metroport Meals on Wheels continues to hold two luncheons a month at the
Center. In December, the City Senior Program held their annual Christmas
dinner at the Center. The City also held a Health and Safety Fair and Employee
Holiday Luncheon.
The Center continues to attract a variety of clients and events, both within the
City and our surrounding communities in the Metroplex.
Marketing
According to the surveys received, the number one marketing effort for the
Center continues to be personal referrals. During this quarter, the majority of
rentals were either referrals from residents, caterers, or attendees of previous
events. Other information sources for the Center included wedding magazine
advertisements and website links, Internet search engines and telephone
directory ads.
Advertising efforts for this quarter include a print ad and internet accessibility
from DFW Bride and Groom Magazine. The Center is again advertising in
Wedding Wishes and Planner, both in print and on the internet. This continues to
bring in significant inquiries and rentals adding to the visibility of the Center for
wedding related events. The Center continues to advertise on the internet at
www.theknot.com and www.applauseproductions.com. The Ultimate Guide, a
software program and meeting-planning tool mailed to hundreds of Metroplex
3
meeting planners and corporations, also carries a text listing for the Center. The
Colleyville Chamber Newsletter included a bi-monthly Center ad.
At the November 15, 2004, Center Advisory meeting, the Marketing
Subcommittee recommended scheduling marketing meetings on a bi-annual
instead of quarterly basis. The Advisory Committee agreed and future
subcommittee meetings will be held in the Spring and Fall. Staff continues to
work with the Subcommittee to continually review and update marketing strategy
for the Center.
Customer Service
During this quarter, staff received 35 Customer Satisfaction surveys. Of the 35
surveys, 34 rated the appearance of the facility as excellent. Thirty-five surveys
also rated the staff as excellent. Although the majority of the responses for all
categories were excellent, the overall results are as follows:
1. How would you evaluate the appearance of the Center?
34 - Excellent
1 -Good
2. Were the meeting area, kitchen and restrooms clean?
32 - Excellent
3 - Good
3. How would you evaluate the service received from the staff?
34 - Excellent
1 - Good
4. How would you evaluate the table and room set-up?
33 - Excellent
1 - Good
1 - Satisfactory
5. Was the parking adequate?
32 - Excellent
3- Good
6. Were the kitchen amenities adequate in meeting your needs?
25 - Excellent
2 - Good
1 - Satisfactory
7 - Not Applicable
7. How would you rate your overall experience?
4
34 - Excellent
1 - Good
All who responded would plan another event at Colleyville Center.
Twenty of the 35 surveys provided us with written comments. Nineteen of the 20
written comments were complimentary of either service or the facility. Some of
the comments received were as follows:
"The entire staff made this one of the easiest events to plan - thank you
very much."
"Colleyville is fortunate to have [wonderful staff] - they WOWED us with
professionalism and responsiveness. Many people commented on how
great a place this is".
"I always enjoy being here. Your staff is wonderful, the facility great, and
my clients love it."
"Beautiful location and building. [Staff] is extremely helpful and
knowledgeable."
"Extraordinary support! As usual! We appreciate you!."
"Great Experience."
"[The staff] is always so helpful and pleasant to work with."
"Stage lights were a problem - difficult to regulate air."
The comments received from the lessee's continue to assist staff in enhancing
service levels at the Center.
Revenues and Expenditures
According to the December Monthly Financial Report, the revenue projection for
the FY 2005 1st Quarter for the Center is $43,749. Actual revenues were 46,464,
reflecting a 5% increase over projections. In comparison, revenues for FY05 are
24% less than the same quarter or FY 2004. This difference can be attributed to
late receipt of payments for several large events including United Marketstreet
bookings at the end of FY 2003. Catering and administrative fees remained at
the same levels as last year. First quarter actual revenues were $46,464.
including catering and administrative fees of $14,796.
Staff has prepared the Expense and Revenue Summary for the period of October
2004 through December 2004. As per the attached summary, expenditures for
this quarter were $65,800, or 4% less than FY 2004 first quarter. Expenditures
5
are slightly under annual FY 2005 projections. With 25% of the fiscal year
complete, 19.1% of the budget has been expended.
Summary
During the 1 st Quarter of FY 2005 Colleyville Center hosted 145 rentals.
Revenues for 1st quarter were 5% above projections. Expenditures were 4%
under projections for the quarter. Staff will continue to work with the Marketing
Subcommittee during the next quarter to implement innovative marketing
strategies.
The continued goal of the Colleyville Center staff is to provide excellent customer
service, to enhance and diversify the marketing program, to meet and exceed
revenue projections, and to operate the department within budget allocations.
If you have questions or need additional information, please contact Lin Przybyl
at 817-503-1330.
Attachments:
Colleyville Center Quarterly Revenue Statement FY2005
Colleyville Center Expense and Revenue Summary FY2005
Colleyville Center Quarterly Revenue and Expenditure Comparison FY2004-05
6
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QUARTERLY REVENUE AND EXPENDITURE COMPARISONS
$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
FY2004 - FY2005
10 FY -2005 . FY -20041
1 ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER
QUARTERLY EXPENDITURE COMPARISON
FY2004-FY2005
r0FY:2005 . FY -20041
1 ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER
I
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*** Actual Revenues and Expenditures obtained from City Monthly Finance Report