HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-11/28/2005
AGENDA
COLLEYVILLE CENTER ADVISORY COMMITTEE MEETING
Fiscal Year 2005 - Fourth Quarterly Meeting
Monday, November 28, 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 August 29,2005 Advisory Committee Minutes
III. Review of April 11, 2005 Marketing Subcommittee Minutes
IV. Review and Discussion of Center FY2005 Report - 4th Quarter
V. Marketing Subcommittee Update - Chair Sheryl Black
VI. Adjourn
COLLEYVILLE CENTER ADVISORY COMMITTEE
FY 2005 THIRD QUARTERLY MEETING AUGUST 29, 2005 MINUTES
Present:
Chair Suzanne Harrington, Vice Chair Molly Skinner, Sheryl Black, John Gray, Mary
Michaels, Louis Miller, Rob Rutherford, Paul Vigiletti, Andrew Wayne
Councilman George Boll, Assistant City Manager Paul Frederiksen, Center Manager
Un Przybyl, Center Administrative Assistant Christine Loven
Absent:
Karen Birkes, Bonnie Carroll, Muriel Havran, Mark Johnson, Pat Jones.
1. Chair Suzanne Harrington called the meeting to order at 5:40 p.m.
2. The May 23,2005 Colleyville Advisory Committee Minutes were approved with corrections.
3. The Committee reviewed and discussed the Colleyville Center FY 2005 Third Quarter
Report.
4. Following discussion, a motion was made by Andrew Wayne, seconded by Rob Rutherford;
the Advisory Committee recommend against solicitation of a Voluntary Center Donation
fund. The vote was 7 for; 3 against - the Committee will not make a recommendation to
Council to solicit a voluntary Center Donation fund to be listed on the Utility Bill.
5. The Committee reviewed the Non-Profit Fee Subcommittee report. Chair Suzanne
Harrington thanked the subcommittee, noting the research was thorough. Following
discussion, Louis Miller made a motion to forward the rate proposal recommendation to City
Council for consideration, Mary Michaels seconded it. The motion passed unanimously.
6. The Committee reviewed and discussed the proposed linen fee. Molly Skinner made a
motion to accept the proposed fee, which was seconded by Sheryl Black. The motion
passed unanimously and will be presented to City Council for consideration at the
September 20, 2005 City Council Meeting.
7. The following non-action items were discussed: Andrew Wayne requested staff provide
signage at the back of the Center noting driveway access along Bluebonnet Drive.
8. Molly Skinner inquired about the time frame for advising non-profits of the proposed rate
increase. Staff advised October 1, 2005 would be the effective date, if approved by City
Cou ncil.
9. Chair Suzanne Harrington asked if any further details of the January City Celebration were
yet known. At this time Staff had no additional information.
10. Chair Suzanne Harrington reminded everyone to attend the Boards and Commissions
Appreciation event at the Center September 8, 2005.
11. Chair Suzanne Harrington adjourned the meeting at 6:35 p.m.
COLLEYVILLE CENTER ADVISORY COMMITTEE
MARKETING SUBCOMMITTEE MEETING MINUTES
APRIL 11, 2005 6:00 P.M.
COLLEYVILLE CENTER
Present:
Subcommittee Chair Sheryl Black, Center Advisory Chair Suzanne
Harrington, Molly Skinner, Mark Johnson, Andrew Wayne, John
Gray
Center Manager Un Przybyl
1. Chair Sheryl Black called the meeting to order at 6:05 P.M.
2. Minutes for the August 17 and November 8, 2004 meeting were approved
as read.
3. The Subcommittee discussed and considered alternate Marketing
Strategies for FY 2006. A mailer, targeting businesses and pitching ways
the Center can help in developing business through utilization of Center
resources, keying on testimonials from former business clients.
The subcommittee requested staff research the possibility of installing a
monument sign with changeable text on Riverwalk Drive. Staff will
research.
4. The Subcommittee reviewed and discussed the annual benchmark survey
for fees and services.
5. Chair Sheryl Black adjourned the meeting at 7:25 P.M.
MEMORANDUM
TO: Paul Frederiksen, Assistant City Manager
FROM: Un Przybyl, Center Manager \..f
DATE: November 10, 2005
SUBJECT: Colleyville Center Report - 4th Quarter FY 2005
Background
The purpose of this report is to provide a revenue and event summary for the 4th
quarter of FY 2005.
Issues
The following issues are being considered in marketing and evaluating the
Center services for the 4th 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 34 in July to 52 in
September, for a total of 128. Local Non-profit clients accounted for 40% of all
usage. City bookings represented 14% of all usage. The Non-local category was
21 % of all usage for the 4th quarter while the Local Social category represented
17% of all usage and Local Business at 8% of usage.
2
Rentals
The Center provided accommodations for fourteen (14) wedding receptions, and
a variety of other social events this quarter including retirement celebrations,
graduations, birthday and anniversary parties.
Samplings of first-time events at the Center this quarter include the following:
Regal Opera, Families for Effective Treatment of Autism, Glenview Pharmacy
Medical Seminar, and American Airlines HR Department.
Other local non-profit organizations utilizing the Center for meetings or special
events include: Colleyville Chamber of Commerce, nine (9) neighborhood
homeowner associations, Indian Guides and Princesses, Circle T Girl Scouts,
several Colleyville Sports Associations, Grapevine-Colleyville Independent
School District, several local churches, Rotary Annual Fundraiser, Colleyville
Woman's Club, Colleyville Lions Club, Colleyville Garden Club and National
Charity League.
The City utilized the Center for eighteen (18) events or public meetings this
quarter including the twice-monthly Metroport Meals on Wheels Senior
Luncheon, ARTSNET Masterworks Series, an appreciation reception honoring
City Boards and Commission members, and a July 4th Hometown Heroes
Celebration.
The Center continues to attract a variety of clients and events, both within the
City and surrounding metroplex communities.
Marketing
According to the Customer Satisfaction Surveys received, the number one
marketing effort for the Center continues to be "attended other events" or word of
mouth. During this quarter, the majority of rentals were either referrals from
individuals or attendees of previous events. Other information sources for the
Center included catering referrals, bridal advertisements, SWB Yellow Page
listing, internet searches and referrals from Grapevine Convention Center.
In September, Center staff participated with TCCA in an exhibit at the annual
PARTYFEST held at the Dallas Convention Center. This event attracts meeting
planners and event related vendors from North Central Texas.
Advertising efforts for this quarter include print ad and internet accessibility from
DFW Bride and Groom Magazine and DFW Wedding Wishes and Planning
Guide. This quarter the Center was featured in The Knot Real Weddings Texas
3
in a three-page article with photos. These sources continue to bring in significant
inquiries and rentals, adding to the visibility of the Center for wedding related
events. The Center continues internet advertising and receives positive
feedback and bookings utilizing www.theknot.com and
www.applauseproductions.com .
The Ultimate Guide, a software program and meeting-planning tool mailed to
hundreds of Metroplex meeting planners and corporations, is an additional
source of advertising for, as is the Colleyville Chamber newsletter. The Center
also purchased advertising in the "Business Spotlight" section of the Colleyville
Courier.
Staff continues to work with the Marketing Subcommittee to review and update
marketing strategy for the Center. The next meeting of the Marketing
Subcommittee will be November 16, 2005.
Customer Service
During this quarter, staff received 22 Customer Satisfaction Surveys. Of the 22
surveys, 21 rated the appearance of the facility as excellent. All respondents
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?
21 - Excellent
1 - Good
2. Were the meeting areas, kitchen and restrooms clean?
22 - Excellent
3. How would you evaluate the service received from the staff?
22 - Excellent
4. How would you evaluate the table and room set-up?
22 - Excellent
5. Was the parking adequate?
20 - Excellent
2 - Good
4
6. Were the kitchen amenities adequate in meeting your needs?
21- Excellent
1 - Not Applicable
7. How would you rate your overall experience?
20 - Excellent
2 - Good
Of the 22 surveys returned, 13 of those respondents provided written comments.
All respondents would plan another group event at the Colleyville Center. A
sampling of other comments received follows:
"Great to have this asset for the community"
"I'd like to thank everyone so much for your hospitality"
"Always a wonderful experience to be here"
"Recommended by and also found detail on website. We've already booked it
again for August 2."
The comments received from customers continue to assist staff in enhancing
service levels at the Center.
Revenues and Expenditures
According to the September Monthly Financial Report, the revenue projection for
the FY2005 - 4th Quarter is $43,749. During this quarter, revenues were 12
percent above projections. Actual revenue from 128 rentals was $49,612.,
including catering and administrative fees of $14,065.
Staff has prepared the Expense and Revenue Summary for the period of July
2005 through September 2005. As per the attached summary, expenditures for
this quarter were $97,724 or 2% less than the same quarter of FY2004. FY 2005
annual expenditures were 8% under budget allocations for the year.
Staff has attached a quarterly summary of revenue and expenditures comparing
FY2004 to FY2005. Quarterly revenues reflect a slight decrease of less than 1 %
when compared to the same quarter last year. FY2004 annual revenues were
inflated due to the carry over of FY 2003 billings posted in the first quarter.
Overall, FY2005 annual revenues were 10% above projections for the year.
5
Quarterly expenditures for FY 2005 reflected a slight decrease of less than 1 %
over FY 2004. Bookings for the 4th quarter of FY2005 were 128 compared to
153 for the same quarter last year.
FY 2005 Summary
The Center earned an overall 97% "Excellence" rating for Customer Service and
Satisfaction for FY 2005. Of 131 clients returning the Customer Satisfaction
Survey during this fiscal year, 97% of all respondents rated their overall
experience as "excellent". This reflects a 1 % increase in our customer
satisfaction rating over FY 2004
During FY 2004, the Center hosted 580 bookings, which is 8% less than the
number of bookings for FY 2004. Some of this decrease can be attributed to
fewer City Meetings held at the Center. Annual revenues of $193,971 were
slightly less than FY 2004 revenues but 10% above projected revenues.
Actual expenditures for the Center reflected an increase of less than 1 % over last
year but remained 8% below projected expenditures and allocations for FY 2005.
Total annual revenues for FY 2005 offset 62% of the Center's annual operating
budget.
During FY 2005, the following revisions were approved to policy and fee
structure, enabling staff to maximize usage and revenues, and support the
marketing objectives of the Center: (1) Implemented fee schedule for FY 2005
approved Linen Service (2) Implemented a Non-Profit rental fee increase for
weekdays with an after 5:00 p.m. extended evening fee. These revisions will be
implemented in the FY 2006 Budget.
Staff continues to market the Center with an emphasis on business and banquet
trade. Staff continues to work with the Advisory 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 Rate Category
Center Quarterly Revenue and Expenditure Comparison FY 2004 - 2005
Center Annual Expense and Revenue Summary FY 2005
6
Colleyville Center
FY 2005 Fourth Quarter Revenue and Booking
Rate Category
~ Local Social
Local Business
Local Non-Profit
Non-Local Social Business
D Catering Fees
_Administrative Fees
City
% of % of
Revenue Bookings
12.6% 17.2%
4.5% 7.8%
7.6% 39.8%
42.1% 21.1%
15.5%
17.6%
14.1%
Co"eyvi"e Center
FY 2005 Annual Revenue and Booking
Rate Category
~ Local Social
Local Business
Local Non-Profit
Non-Local Social Business
D Catering Fees
_Administrative Fees
City
%of %of
Revenue Bookings
24.9% 15.0%
3.3% 8.1%
13.2% 46.3%
31.1% 19.2%
11.9%
15.7%
11.4%
JUL Y - SEPTEMBER 2005
FY05 4th Quarter Revenue Summary
13%
16%
41%
FISCAL YEAR 2005
FY05 Annual Revenue Summary
12%
3%
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QUARTERLY REVENUE AND EXPENDITURE COMPARISON
$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 0 FY -2004 I
1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER
QUARTERLY EXPENDITURE COMPARISON
FY2004-FY2005
I 0 FY -2005 0 FY -20041
1 ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER
*** Actual Revenues and Expenditures obtained from City Monthly Finance Report