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Home My WebLink AboutColleyville Center Advisory Committee Agenda Packet - 11-16-2015City 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, November 16, 2015 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1.CALL TO ORDER 2.APPROVAL OF MINUTES May 18, 2015 and August 17, 2015 3.REGULAR AGENDA ITEMS 3a Colleyville Center Q4 2015 Update 3b Discussion and review of venue comparisons 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, November 13, 2015 by 5:00 p.m. Leslie Hill Colleyville Center Manager A quorum of the Colleyville City Council and/or any other Colleyville Board, Commission, or Committee 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 – SECOND QUARTER MEETING May 18, 2015 MINUTES Present: Vice Chair Louis Miller, Lisa Branscum, Darla Dennison, Earlene Garvey, Julie George, Judy Goodwin, Amy Redfearn, Paul Vigiletti, and Tom Westerman Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Chair Mark Johnson, Sue Anne Martinez, Fred Mills and Tevon Taylor 1.The Meeting was called to order at 5:30 p.m. by Vice-Chair Louis Miller. 2. The minutes for Q1 2015 were approved as written. 3. Colleyville Center Q2 FY 2015 update was presented by manager Leslie Hill. 4.Committee members introduced themselves to each other as this was the first meeting attended by some of the new advisory committee members. 5.The meeting was adjourned at 6:50 p.m. Next scheduled Advisory Committee meeting will be Monday August 17. COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2015 – THIRD QUARTER MEETING AUGUST 17, 2015 MINUTES Present: Chair Mark Johnson, Louis Miller, Fred Mills, and Amy Redfearn Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Michael Cunningham, Darla Dennison, Earlene Garvey, Julie George, Judy Goodwin, Sue Anne Martinez, Tevon Taylor, Paul Vigiletti and Tom Westerman 1.The Meeting was called to order at 5:40 p.m. by Chair Mark Johnson. 2.The minutes for Q2 2015 were not approved since a quorum was not present. 3.Center manager presented the Q3 2015 update regarding performance measures, marketing/operations and competitive analysis project. 4. Meeting was adjourned at 6:15pm. Next scheduled meeting is Monday November 16, 2015. 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 11/16/2015 Number Type Regular Agenda Items Department Colleyville Center Title Colleyville Center Q4 2015 Update Explanation This item allows for Center Manager Leslie Hill to present the Q4 update for fiscal year 2015. Attachments 1.Colleyville Center Q4 2015 Update Colleyville Center FY 2015 Report The intent of this report is to provide an overview of both revenue and expenses, as well as an event summary of Colleyville Center operations for the period October 1, 2014 through September, 2015. The information being provided includes: ·Booked Meetings & Events ·Center Annual Performance Metrics ·Facility / Operation Update MEETINGS-BOOKINGS AND EVENTS – FY 2015 -TOTAL EVENTS - 460 FY 15 Resident 13% Non-Resident 29% Non-Profit 49% City Events 9% BOOKINGS BY MARKET SEGMENT FY 15 Resident 58 Non-Resident 135 Non-Profit 227 City Events 40 FY 2015-REVENUE & EXPENDITURE ·Revenue (Actual) – $226,900 ·Expenditure (Actual)- $304,240 ·Economic Impact – Events Using Local Colleyville Businesses – 59% ·Cost Recovery-75% ·Customer Satisfaction- “Excellent” Rating-97% FY 2015-FACILITY / OPERATIONAL IMPROVEMENTS/ACCOMPLISHMENTS · Purchased four serpentine tables · New Vulcan oven installed - doubling capacity for heating food · Stove removed for additional space and replaced with energy efficient heating unit · Replaced landscaping outside ballustrada with drought tolerant plants · Stage projection unit upgraded to laser unit for better audience visibility · Installed quick share wireless units for client ease in presentations · Gained approval from City Council to: o Hire permanent part-time event coordinator position o Purchase dishwasher to replace 18 year old broken unit o Upgrade entire Center technology allowing for more room functionality and revenue generation 2015-MARKETING/ADVERTISING Referrals Personal and networking referrals continue to be the two top primary drivers of leads into the Center. Over 50 leads are provided to the Center monthly from online inquiries generated by Wedding Wire, The Knot, and the Colleyville Center Facebook Page. Google search requests remain the number one reason brides and non-residents call. Advertising/ Networking: · Colleyville Area Chamber o Connection Magazine o Networking at Luncheon o Participation in Leadership Colleyville Advisory Council o Center staff chairing of Empowered Women Event · Texas Event and Venue Management Luncheons · The Knot Magazine-Spring & Fall Editions print advertising · 360 Bridal Magazine-Summer Bridal Edition · Fort Worth Star-Telegram Bridal Show CENTER YEAR OVER YEAR HISTORICAL COMPARISON PERFORMANCE MEASURES BY FISCAL YEAR 2011 2012 2013 2014 2015 2016 TARGET Percent of customer satisfaction "Excellent" ratings 98% 98% 96.30% 96.40% 97.30% > 94% Number of Events Held 410 420 386 412 452 420 Cost Recovery 78% 70% 66% 81% 75% > 70% REVENUE $245,749 $240,000 $246,797 $230,797 $226,901 $256,000 EXPENSES -* -* $373,201 $283,843 $304,320 $391,162 Percent of events generating economic impact for local business 57% 55% 57% 59% 59% 60% Percent of events held: Colleyville Residents N/A N/A 9% 10% 13% 14% Percent of events held: Non-Residents N/A N/A 41% 36% 30% 35% Percent of events held: Non-Profits N/A N/A 44% 47% 50% 45% Percent of events held: City Departments N/A N/A 6% 7% 9% 6% * Historical data not available at packet deadline 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 3b Agenda Date 11/16/2015 Number Type Regular Agenda Items Department Colleyville Center Title Discussion and review of venue comparisons Explanation This item allows the opportunity to review and discuss the venue comparisons prepared by Colleyville Center staff. Attachments 1.2015 Venue Comparison Facility Weekend Rental Cost Profit / Non-profit Discounts Local / Resident Discount Military Discounts Senior Discounts Seating Capacity Rental Time allotted Tables & Chairs Included Catering Fee Kitchen Usage Fee Linens provided A/V included? Preferred Caterers only? Security required Deposit Alcohol policy Other Rental Items available Addison $2,160 no no no no 300 8 hours yes yes if not using preferred - $8/pp yes no no yes-1 officer/100 peeps;$40/ hr - 4 hr min $500 No self serve; TABC certified - bring in your own Arlington Convention Center $1,750 no no no no 1,800 8 hours yes yes yes no In house yes - $50/hour - 4 hr min 90% catering Liquor license dishware, glassware included in catering Bass Performance Hall $4,200- $4,800 no no no no 200 9 - 12 hours yes $300 if not using preferred no no no $65/hour non refundable- 50% of rental In house - no red wine custom lighting & audio packages Belltower Chapel & Garden $2,800- $6,900 no no yes 10%no 200 w/chivari chairs Fri-6 hrs; Sat AM-5 hrs; Sat PM- 7 hrs; Sun- 6 hrs yes no yes with fee no no yes $500 refundable after event TABC certified; no other restrictions candles, tablescape, sashes, runners, linens, lighting Bob Duncan Center Entire Building $1000 weekday; $2000 weekend no no no no 500 0-14 hours yes $100 if not using preferred with packages no no only after 10 PM @$35/hr - 3 hr min $100-300 Their vendor only w/$75 fee + $35 permit C.R. Smith Museum varies - see attached 350 no Cendera Center $4,200 no no no no 250+10 hours yes $300 if not using preferred yes with fee no but it's available no yes 1/2 room rental In house yes Cleburne Conference Center $1,165 Texas Hall no no no no 256 10 hours yes $1/per person + $25 vendor permit yes with fee yes no yes $550 TABC; $300 refundable deposit; no BYOB podium; dance floor Colleyville Center $1,800- $2,200 yes yes no no 250 8 hours yes 15% or $2 per person no no no yes $500 TABC; no self serve microphones; rear screen projection system Delaney Vineyards $6,800 15-20% at this time depending on day no no no 300 7 hours yes yes yes $1,000 In house- min purchase;ca n bring in other alcohol with restrictions Fort Worth Botanic Garden $800- $2,500 50% non profit no no no 360 4-13 hours yes 10%no no no yes $150 refundable Allowed w/approval piano; bride's room Fort Worth Community Arts Center Facility Weekend Rental Cost Profit / Non-profit Discounts Local / Resident Discount Military Discounts Senior Discounts Seating Capacity Rental Time allotted Tables & Chairs Included Catering Fee Kitchen Usage Fee Linens provided A/V included? Preferred Caterers only? Security required Deposit Alcohol policy Other Rental Items available Granbury Conference Center $2,000 no no no no 400 10 hours yes 10%yes with fee no yes - no self caterIng 2 officers @$35/hour 1/2 of rental In house - cash bar piano; dance floor; portable heaters Grapevine Concourse $3,800 no no no no 200 8 hours yes yes yes yes no yes 1/2 of rental TABC; no BYOB + service fee Hurst Conference Center $55-65/per person no no no no 200-900 8 hours yes yes yes no In house + 20% service fee yes 25% of rental In house piano Irving Arts Center coordinator out of office no no no no 200 8 hours yes no no no no in house security beer, wine, champagne only; TABC; Killeen $725 $650 no no no 200 12 hours yes no no no no yes 1/2 of rental Maddox-Muse Center $3,700- $5000 no no no no 300 9-12 hours yes $300 no no no yes McFarland House & Thistle Hill Closed Mediterranean Villa $3,950 (200)--10%-150-300 3 hours yes -- white yes In house $7,000 F/B min for 200 1/100 $45/hour In house Messina Hof Winery $16,500 no no no no 175 yes yes yes In house Their wine provided 5 rooms 2 rooms rehearsal NRH Center $1,520- $2,025 no no no no 325 4 hours yes 10%no yes yes yes In house Od Bedford Schoool $1,200- $1,800 no no no no 130 8 hours yes $50 preferred $100 not preferred no yes $500 Paradise Cove $11,750- $12,750 no no $400 200 included no white no In house 25% Pavillion at Sundance Square $1,000- $2,500 no no no no 50 6-12 hours yes Piazza on the Green $2,500- $3,000 no no 5% of total no 180-325 5 hours yes no no yes yes In house $11,000 FB $19,000 FB yes Provided in fee F/B minimum Piazza in the Village $2,500- $5,000 no no 5% of total no 150-275 3-8 hours yes no no yes yes In house $5000- $15,000 yes If Alcohol In house minimum Plano Convention Center $2,400 no no no no 150-1500 8am-12am yes no no yes no In house yes $40/hr.50% of rental In house Richardson Civic Center $900- $1,800 $900- $1,800 no no no 96-360 no no yes yes yes Robert Carr Chapel Ceremony only Facility Weekend Rental Cost Profit / Non-profit Discounts Local / Resident Discount Military Discounts Senior Discounts Seating Capacity Rental Time allotted Tables & Chairs Included Catering Fee Kitchen Usage Fee Linens provided A/V included? Preferred Caterers only? Security required Deposit Alcohol policy Other Rental Items available Ruth Jackson $4,000 no no no no 500 12 hours Yes In house minimum no white no In House yes $35/hour $1,000 In house Southlake Hilton no no no no 300 5 hours--4 hrs. for event + 1 hr. setup yes In house minimum no yes yes In house In house Texas Star Golf Course $1,200- $1,450 250-325 7 hours yes yes yes In house In house The Ashton Depot $2,500- Friday $3,600 - Saturday no no no no 350 5 hours yes yes no yes no In house $99-$116/ person+ Included Included in per person F&B services The Masonic Center $3,500 no no no no 450 6 hours yes no no no yes no $40/hour $500 No Fee TABC bartender 4 hours for setup The Orchard $3,000- $8,400 no no no no 200-400 8-10 hours yes yes no $500 In house Thursday rehearsal The Speedway Club $1,000- $2,000 no no no no 1400 4 hours yes In house minimum no white or black no In house only yes included In house only Timarron Country Club $5,000 no no no no 100 yes Included in house minimum no yes no In house In house Trophy Club Country Club $500- $1,000 no no no no 300 7 hours yes In house minimum no yes yes no In house Waxahachie $425- $3,475 yes yes no no 8 hours yes $1/prsn no no no no yes WPD $200 TABC bartender $1/person surcharge 809 At Vickery $4,250 no no no no 150-250 8 hours yes $200 if not preferred no no no no yes $35/hour TABC bartender The Marq S/L no no no no 300 9 hours yes $250 + 15%no white yes no yes if alcohol yes TABC bartender 3 hr. photo session/1 hr rehearsal