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Home My WebLink AboutColleyville Center Advisory Committee Agenda Packet - 05-18-2015City 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, May 18, 2015 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES February 16, 2015 3. REGULAR AGENDA ITEMS 3a Colleyville Center Q2 FY 2015 Update 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, May 15, 2015 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 2015 – First QUARTER MEETING February 16, 2015 MINUTES Present: Chair Mark Johnson, Darla Dennison, Earlene Garvey, Judy Goodwin, Louis Miller, Fred Mills and Paul Vigiletti Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Lisa Branscum, Julie George, Sue Anne Martinez, Amy Redfearn, Tevon Taylor and Tom Westerman 1. The Meeting was called to order at 5:40 p.m. by Chair Mark Johnson. 2. The minutes for Q4 2014 were approved as written. 3. A question on rental of other city facilities was presented to the Advisory Committee. The Committee does not feel current requests for rental space need to be referred to the Senior Center or Library based on the limited availability of hours, tables and chairs and personnel available to provide access, set up and clean up support. The Advisory Committee believes that the Center has adequate hours available to accommodate citizen requests and the operating expenses associated with opening up other facilities not as updated as the Center is not in the best interest and use of our tax payers’ dollars. 4. Center manager presented Q1 FY2015 results. 5. The meeting was adjourned at 6:50 p.m. Next scheduled Advisory Committee meeting will be Monday May 18. 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 05/18/2015 Number Type Regular Agenda Items Department Colleyville Center Title Colleyville Center Q2 FY 2015 Update Strategy Map Connection Explanation This item allows the opportunity for the Center Manager to present a Q2 FY 2015 update. Attachments 1.CCAC Q2FY2105 Update Colleyville Center Advisory Committee Meeting May 18, 2015 MEETING PURPOSE •Review January 1, 2015 –March 31, 2015 Booked Meetings and Events Revenue and Expenses Facility Operation Update Marketing Customer Service Center YTD Performance Metrics Colleyville Center Events Oct Nov Dec Q1 *Jan Feb Mar Q2 April May June Q3 July Aug Sept 2015 38 35 22 95 33 38 30 101 2014 38 30 20 88 30 45 39 114 44 33 35 112 24 38 36 2013 30 28 31 89 25 46 31 102 46 38 33 117 27 26 35 2012 32 27 36 90 26 47 30 103 40 40 34 114 17 26 37 0 20 40 60 80 100 120 140 101 Events Held January -March Revenue & Expenses Q2 Revenue -$79,058 Revenue for period reflects a Finance Department adjustment of $15K that contributed to Center bottom line. Q2 Expenses -$68,561 There were no outstanding expenses for period. Staff continues to manage the budget, monitor expenses, and for this period expenses were well below ($5K) same period 2014. 3 Year Trending-Revenue Oct Nov Dec Jan Feb Mar YTD 2015 Revenue $13,545 $21,444 $13,900 $21,307 $34,475 $23,266 $127,936 2014 Revenue $15,458 $13,454 $14,158 $25,354 $20,258 $21,252 $109,934 2013 Revenue $21,316 $37,488 $25,212 $19,767 $20,765 $21,780 $146,328 $- $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 $140,000 $160,000 2015 Revenue 2014 Revenue 2013 Revenue 2011 2012 2013 2014 2015 YTD $245,149 $240,000 $246,797 $230,792 $127,946 Revenue 3 Year Trending -Expenses Oct Nov Dec Jan Feb Mar YTD 2015 Expenses $24,091 $20,892 $20,688 $21,820 $24,221 $22,519 $134,232 2014 Expenses $24,091 $20,892 $20,688 $22,529 $25,312 $25,494 $139,006 2013 Expenses $17,538 $38,193 $26,519 $75,238 $22,446 $24,914 $204,848 $- $50,000 $100,000 $150,000 $200,000 $250,000 Economic Impact & Cost Recovery Q2 Economic Impact –59% Clients continue to utilize local Colleyville businesses like Dunkin' Donuts, Boulevard Eatz Catering, McAllisters, Market Street, Whole Foods, Lilium Floral Designs, and Goody Goody, to name a few. Q2 Operating Cost Recovery-86% Staff management of expenses to revenue remains excellent for this period. YTD cost recovery currently tracking at 74%, +4% above annual goal of 70% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 1 78%70%66%81%74% Center Cost Recovery 2015 Goal 70% 2011 2012 2013 2014 2015 MARKETING MARKETING The Knot Print –SUMMER / FALL MARKETING-ONLINE Facebook-550 friends Goal is +100/year Weddingwire.com Theknot.com Colleyville.com Google search FACILITY OPERATION UPDATE Addition of full-time maintenance technician now supporting weekend events Center open 1st and 3rd weekend of month 10am-2pm for walk-thrus Audio system balanced in North Hall for better sound quality FACILITY OPERATION UPDATE Social Tables •This web based software program has become a staple to staff when designing room set ups for both civic organizations and social events like weddings. •Over 195 floor plans were exported and either printed for clients or emailed to them for final sign off. •Twelve templates have been established, affording staff easy room design selection and client satisfaction as clients leave with room design following a consultation with Center staff. MARKETING – BRIDAL OPEN HOUSE •First Bridal Open House was a success •150 guests •3 contracts executed as result •Vendors reported brisk business bookings •All vendors wanting to participate in 2016 •Colleyville Florist •Market Street Floral, Catering and Bakery •Opulent Cakes •C. Maries Sweets •Bear Creek Wine & Spirits •Boulevard Eatz •Piazza Catering •House Blend Music •Photos By Walt •Randy Ro Entertainment •Orange Theory Fitness •Brides & Beaux •Lilium Floral Designs Special thanks to: Upcoming Marketing & Networking Activity •Colleyville Chamber - July –Womens Networking Luncheon at Piazza •Monthly Chamber Luncheons at Colleyville Center •New Center Marketing Collateral Card •Knot Regional Ad - Summer Magazine Edition Q2 2015 CUSTOMER SATISFACTION SURVEYS •30 Customer Satisfaction Surveys •Results represent 30% of Center events held during this period •4%increase in survey responses over the previous quarter •96.9%overall satisfaction rating of “excellent” •3.1%improvement over Q-1 performance Q2 2015 SURVEY RESULTS CATEGORY EXCELLENT GOOD SATIS FAIR UNSATIS N/A Appearance of Center 29 1 Clean Facilities 29 1 Service from Staff 28 2 Room Set Up 28 2 Adequate Parking 29 1 Kitchen Amenities 20 10 Overall Experience 29 1 Plan to Return to Center 30 Q2 2015 CUSTOMER VERBATIMS “We live here and use it for our HOA annual meeting every year” “Always clean, perfect, first class, love the tables” everything. We had a great Staff was awesome with event and everyone was very helpful and courteous” “We have held our HOA meetings here the last 5 years, very good service and nice rooms” Loved it! Will rent it again when we need it” “We have all of our coaches meetings here” “Thank you for your help and all you do” “Judy is wonderful, she was extremely helpful”