HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-5/23/2005
AGENDA
COLLEYVILLE CENTER ADVISORY COMMITTEE MEETING
FISCAL YEAR 2005 - SECOND QUARTER
MONDAY, MAY 23, 2005
5:30 P.M.
For the meeting conducted at the
Colleyville Center
5301 Riverwalk Drive
I. Call to Order
II. Review and Approval of February 21,2005 Advisory Committee Minutes
III. Review of August 17 and November 8, Marketing Subcommittee Minutes
IV. Review and Discussion of Center FY2005 Report - Second Quarter
V. Review and Discussion of Annual Fee and Policy Comparison
VI. Marketing Subcommittee Update by Subcommittee Chair
VII. Adjourn
COLLEYVILLE CENTER ADVISORY COMMITTEE
FIRST QUARTERLY MEETING - FY 2005 FEBRUARY 21, 2005 MINUTES
Present:
Chair Bonnie Carroll, Paul Vigiletti, Muriel Havran, Andrew Wayne,
Sheryl Black, Pat Jones, Molly Skinner, Mary Michaels, Suzanne
Harrington, Rob Rutherford, Mark Johnson, Karen Birkes
Assistant City Manager Paul Frederiksen, Center Manager Lin
Przybyl
Resident Jerry Birkes
Absent:
Louis Miller, John Gray
Council Liaison Rich Hendler
1. Chair Bonnie Carroll called the meeting to order at 5:33 p.m.
2. Chair Bonnie Carroll introduced Assistant City Manager Paul Frederiksen
and reappointed and newly appointed members: Karen Birkes was
appointed to serve At Large; Molly Skinner was reappointed representing
National Charity League: Pat Jones was reappointed representing
Colleyville Garden Club: Paul Vigill etti was reappointed serving At Large;
Rob Rutherford was reappointed representing Colleyille Lions Club; and
Louis Miller was reappointed serving At Large.
3. Minutes for the November 15, 2004 quarterly meeting were approved.
4. The Committee reviewed and discussed the FY 2005 - 1 st Quarter Report
for the Center.
5. The Committee had some discussion on Marketing efforts for the Center
and a suggestion was made to advertise of the City water bill. Staff will
review.
6. The committee unanimously appointed Suzanne Harrington as Chair and
Molly Skinner as Vice Chair. The appointments will extend until the first
quarter meeting of 2006.
7. Chair Bonnie Carroll adjourned the meeting at 6:15 p.m.
COLLEYVILLE CENTER ADVISORY COMMITTEE
MARKETING SUBCOMMITTEE MEETING MINUTES
AUGUST 17, 2004 6:00 P.M.
COLLEYVILLE CENTER
Present:
Chair Sheryl Black, Andrew Wayne, Mark Johnson
Center Manager Lin Przybyl
Absent:
Advisory Committee Chair Bonnie Carroll
Council Liaison Rich Hendler
1. Chair Sheryl Black called the meeting to order at 6:10 P.M.
2. Minutes for the May 10, 2004 meeting were approved as read.
3. The Subcommittee discussed plans for the August 24, 2004 Open House
Breakfast. Colleyville resident Carol Bice, volunteered her services as
pianist for the event. Video presentations of Center events will run
continuously in the Meeting Room, Grand Hall and Gallery. Breakfast
menu will consist of standard continental set-up. All Advisory Committee
members will be encouraged to attend.
4. Chair Sheryl Black adjourned the meeting at 6:45 P.M.
Present:
Absent:
COLLEYVILLE CENTER ADVISORY COMMITTEE
MARKETING SUBCOMMITTEE MEETING MINUTES
NOVEMBER 8, 2004 6:00 P.M.
COLLEYVILLE CENTER
5301 RIVERWALK DRIVE
Chair Sheryl Black
Center Manager Lin Przybyl
Advisory Committee Chair Bonnie Carroll, Andrew Wayne, Mark
Johnson
Council Liaison Rich Hendler
1. Chair Sheryl Black did not conduct the meeting due to lack of attendance.
MEMORANDUM
TO: Paul Fredericksen, Assistant City Manager
FROM: Un Przybyl, Colleyville Center Manager tf
DATE: May 12, 2005
SUBJECT: Colleyville Center Report - 2nd Quarter FY2005
Background
The purpose of this report is to provide a revenue and event summary for the 2nd
quarter of FY 2005.
Issues
The following issues are being considered in marketing and evaluating the
Colleyville Center services for the 2nd 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 55 in January to
43 in March for a total of 148. The rate category with the highest rental usage for
this quarter is the local non-profit with 56%, which is a 5% increase over 2nd
Quarter last year. The non-local social/business rental use category reflects a
12% decrease over the same quarter last year. The local social increased by 8%
and local business increased 4% over FY2004 2nd Quarter. City usage
decreased by 6%.
Rentals
The Center provided accommodations for numermous private events including
wedding receptions, birthday parties, anniversary celebrations, and memorial
services this quarter.
A sampling of events held at the Center this quarter include: ChemCal,
Westwood College Graduation, Graham Hart Builders, Gardner Institute, Brown
Hearing tests, Affiliated Bank, JB Group, Isis Foundation and the National
League of Jr. Cotillion Southlake. Mary Kay, Glocal Ventures and Grapevine
Colleyville Southlake Mom's League all hosted events at the Center.
Metroport Meals on Wheels continues to hold two luncheons a month and the
Arts Council of Northeast Tarrant County continues to present Masterworks
Series monthly during this quarter. The City's Parks Department hosted its Dad
and Daughter Cinderella Ball and the Colleyville Lion's Club held its Valentine's
Dance in February. Sixteen (16) Colleyville Homeowner Association meetings
were held at the Center. GCISD hosted several high school sports and club
banquets and L.D. Bell High School also held their drill team banquet at the
Center. Space was provided for local youth sports registrations, banquets, and
several coaches meetings.
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 surveys received, the number one marketing effort for the
Center continues to be our satisfied customer's referrals. During this quarter,
the majority of rentals were either referrals from residents or attendees of
previous events. Other information sources for the Center included catering
referrals, Wedding Pages advertisement, SWB Yellow Page listing and several
Internet searches (Yahoo).
Advertising efforts for this quarter include an advertisement in the Spring 2005
issue of Bride and Groom Magazine. Included with the ad was a 200-word
pictorial and four months of listing on their website. A print ad was included in two
issues of Wedding Wishes and Planning Guide and The Center advertised in the
Bridal insert for the Alliance Regional Newspapers with distribution of local
papers in Colleyville, Southlake, Keller, Roanoke and Justin.
The Center continues to receive significant feedback with advertising on
www.theknot.com. Staff has been averaging 35 inquires a month via email
directly from this source. Bridal advertising continues to bring in significant
inquiries and rentals adding to the visibility of the Center for wedding related
2
events. The Center continues advertising in a local meeting planners guide with
internet exposure on www.applause.com. Also targeting local meeting planners
is a listing in the Ultimate Guide, a downloadable CD guide for meeting planners.
Customer Service
During this quarter, staff received 31 Customer Satisfaction surveys. Of the 31
surveys, all rated the appearance of the facility as excellent. Thirty (30) 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 Colleyville Center?
31- Excellent
2. Were the meeting areas, kitchen and restrooms clean?
31- Excellent
3. How would you evaluate the service received from the staff?
30 - Excellent
1-Good
4. How would you evaluate the table and room set-up?
30 - Excellent
1-Good
5. Was the parking adequate?
27 - Excellent
3 - Good
1-Satisfactory
6. Were the kitchen amenities adequate in meeting your needs?
20-Excellent
3-Good
1-Satisfactory
7 -Not Applicable
7. How would you rate your overall experience?
30-Excellent
1-Good
3
All who responded noted that they would plan another group event at the
Colleyville Center.
Of the 31 surveys returned, 19 of those had written additional comments. A
sampling of comments received were as follows:
"Great experience in a beautiful facility".
"The staff was professional, friendly, and very efficient.".
''The staff is so "user friendly".
"Fantastic for our banquet due to location and beautiful scenery".
"Excellent customer focused service throughout the transaction. Nice change for
a city run center - thanks definitely will be back."
"Everything was perfect"
"Business in Colleyville - Room was cold other than that it was great"
"It was communicated to me that a caterer off your list would include the 12% in
their price. I would suggest you not tell people that because it was not included
in our price. It would be better if the client was not expecting that."
The comments received from the lessees continue to assist staff in enhancing
service levels at the Center.
Revenues and Expenditures
According to the March Monthly Financial Report, the revenue projection for the
FY2005 - 2nd Quarter is $43,750. During this quarter, revenues were 3% above
projections and 7% above FY2004 revenues for the same quarter. The actual
revenue from a total of 148 rentals was $45,313. including catering and
administrative fees of $12,228.
Staff has prepared the Expense and Revenue Summary for the period of January
2005 through March 2005. As per the attached summary, expenditures for this
quarter were $77,861. which is 2% under projections.
Staff has attached a quarterly summary of revenue and expenditures comparing
FY2004 to FY2005. Revenues for FY2005 indicate a YTD decrease of 11 % over
FY2004. Expenditures for the 2nd Quarter have increased 11 % compared to the
same quarter of FY2004 however, expenditures are 16% under projections for
the fiscal year. Bookings for the 2nd Quarter of FY2005 were 148 compared to
148, or the same, for 2nd Quarter 2004.
4
Summary
During the 2nd Quarter of FY2005, Center revenues maintained a 7% increase
over FY2004 2nd Quarter actual revenues. YTD revenues are 4% above annual
revenue projections for the year but 11 % behind FY2004 revenues to date.
Expenditures for the 2nd Quarter are 16% less than projected for the fiscal year.
Staff continues to market the Center with an emphasis on area business and the
bridal and reception business.
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:
Colleyville Center Quarterly Revenue and Booking by Category
Colleyville Center Expense and Revenue Summary
Colleyville Center Quarterly Revenue Comparison FY04-FY05
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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 -2004 I
1 ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER
QUARTERLY EXPENDITURE COMPARISON
FY2004-FY2005
10 FY -2005 . FY -20041
1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER
*** Actual Revenues and Expenditures obtained from City Monthly Finance Report
MEMORANDUM
TO:
FROM:
Colleyville Center Advisory Committee
Paul Fredericksen, Assistant City Manager
Un Przybyl, Center Manager .}f
DATE:
May 12, 2005
SUBJECT:
Colleyville Center Annual Fee Review
In preparation for FY 2006 budget planning, staff has proceeded with the annual
review of current policy and fee schedules.
A comparison of local facility fees benchmarked in February 2005 is attached.
This comparison indicates Colleyville Center fees are currently in alignment with
like-facilities with the exception of weekday Non-Profit rates.
Staff, with Advisory Committee recommendation and City Council approval, has
implemented fee and/or policy adjustments to all rate categories during the past
eight years, with the exception of the weekday Non-Profit category which has
remained the same since opening.
Due to the large capital investment in this facility and the increasing need to
develop revenues to balance operational costs, staff proposes an adjustment be
'. made to the weekday Non-Profit rates. As noted in the attached spreadsheet,
these fees do not offset facility costs for staffing or utilities for weekday Non-Profit
meetings.
Staff recommends the Advisory Committee either appoint a subcommittee, or act
as the committee, to review the Non-Profit rate structure and make fee
recommendations.
Attachments:
Fee and Policy Benchmark Survey, February 2005
Non-Profit Weekday Assessment
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