Loading...
HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-2/20/2006 AGENDA COLLEYVILLE CENTER ADVISORY COMMITTEE MEETING Fiscal Year 2006 - First Quarter Meeting Monday, February 20, 2006 5:30 P.M. For the meeting conducted at the Colleyville Center 5301 Riverwalk Drive I. Call to Order II. Introduction of Newly Appointed and Outgoing Advisory Committee Members III. Review and Approval of November 28, 2005 Advisory Committee Minutes IV. Review and Discussion of Center FY 2006 Report - 1st Quarter V. Appointment of Colleyville Center Advisory Chair and Vice Chair VI. Adjourn COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2005 FOURTH QUARTER MEETING NOVEMBER 28, 2005 MINUTES Present: Chair Suzanne Harrington, Vice Chair Molly Skinner, Sheryl Black, John Gray, Rob Rutherford, Karen Birkes, Mark Johnson, Muriel Havran, Pat Jones, Bonnie Carroll Center Manager Un Przybyl, Center Administrative Assistant Christine Loven Absent: Mary Michaels, Paul Vigiletti, Andrew Wayne, Louis Miller 1. Chair Suzanne Harrington called the meeting to order at 5:30 p.m. 2. Minutes for the August 29,2005 Advisory Committee Meeting were approved. 3. Approved Minutes for the April 11, 2005 Marketing Subcommittee Meeting were reviewed. 4. The Committee reviewed and discussed the Colleyville Center FY 2005 Fourth Quarter Report. 5. Subcommittee Chair Sheryl Black reported on the November 16, 2005 Marketing Subcommittee Meeting. At that meeting, the subcommittee discussed and made recommendations for the content of the web site currently under revision. Subcommittee recommendations include the following: online customer satisfaction survey, testimonials from former clients, visit counter, maximum photos, and usage of extensive Meta files to increase visibility from search engines. These ideas will be presented to the city webmaster for consideration. 6. The following non-action items were discussed: Staff reported on funding sources necessary to provide a monument sign with changeable text for Riverwalk Drive. Staff reported new signage had been placed at the Bluebonnet entrance to the Center. 7. Chair Suzanne Harrington adjourned the meeting at 6:10 p.m. MEMORANDUM TO: Paul Frederiksen, Assistant City Manager FROM: Un Przybyl, Colleyville Center Manager \~ DATE: February 10, 2006 SUBJECT: Colleyville Center Report - 1 st Quarter FY 2006 Background The purpose of this report is to provide a revenue and event summary for the 1 st Quarter of FY 2006. Issues The following issues are being considered in marketing and evaluating the Colleyville Center services for the 1 st Quarter of FY 2006: 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 47 in October to 56 in November for a total of 154. The highest rental use for this quarter is the Non-profit category with 48% of all bookings, a slight decrease in bookings from the same quarter of FY 2005. The Non-local rental use reflects a 20% increase over the same quarter of 2005, 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, increased by 4% over 1 st quarter of FY 2005. 2 Rentals Colleyville Center provided accommodations for eleven wedding receptions, several fund raisers, numerous holiday parties, and business meetings during this quarter. The Center was host to events held by a variety of businesses and organizations including the following: Arbonne, American Airlines, Lamb Technology, Children's Miracle Network, Woods Financial, ADC, Meshlinx, Pentair Water, Pool and Spa, Bank of America, Coldwell Banker, Peoples Bank, First Land Title, 1-800-Got Junk, and Bishop Davies Center. During this quarter, Ducks Unlimited held their annual fund raiser. Local churches and GCISD organizations sponsored holiday banquets. The Colleyville Uons Club hosted Breakfast with Santa in December, which coincided with a city-sponsored event, Celebrate Colleyville. During this quarter, the Center also provided space for fifteen local homeowner's association meetings. Metroport Meals on Wheels continues to hold two luncheons a month at the Center. In December, the City held the annual Senior Christmas dinner and Employee Holiday Luncheon. 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 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, website links, internet search engines, and telephone directory ads. Advertising efforts for this quarter include a print ad and internet accessibility in DFW Bride and Groom Magazine. The Center continues to advertise on the internet at www.theknot.com bringing significant inquiries and rentals adding to the visibility of the Center for bridal related events. The Ultimate Guide, a software program and meeting-planning tool mailed to hundreds of Metroplex meeting planners and corporations, also carries a text listing for the Center. The Center advertised in the Dallas/Fort Worth Business Meetings & More Winter Issue 2006 and continues to advertise in www.applauseproductions.com. a DFW based meeting planner's guide. The Colleyville Center Marketing Subcommittee will reconvene in March for their bi- annual meeting. Staff continues to work with the Marketing Subcommittee to review and update marketing strategy for the Center. 3 Customer Service During this quarter, staff received 55 Customer Satisfaction Surveys. Of the 55 surveys, 54 rated the appearance of the facility as excellent. Fifty-three 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? 54 - Excellent 1 - Good 2. Were the meeting area, kitchen and restrooms clean? 55 - Excellent 3. How would you evaluate the service received from the staff? 53 - Excellent 2 - Good 4. How would you evaluate the table and room set-up? 55 - Excellent 5. Was the parking adequate? 52 - Excellent 2 - Good 1 - Satisfactory 6. Were the kitchen amenities adequate in meeting your needs? 43 - Excellent 2 - Good 1 - Fair 9 - Not Applicable 7. How would you rate your overall experience? 55 - Excellent All who responded would plan another event at Colleyville Center. Twenty-three of the 55 surveys provided us with written comments. Twenty-two respondents were complimentary of either service or the facility. Some of the comments received were as follows: "Late night staff was so friendly and helpful and daytime staff efficient and went the extra mile." "Have had many wonderful events here. Every time the accommodations and staff have been wonderful. Thank you". 4 "We are very happy with this Colleyville asset. It was wonderful." 'The staff was awesome and we loved everything about it." "If I had known there wasn't soap and towels I would have brought my own." 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 2006 1st Quarter is $45,750. Actual revenues of $49,451 reflect a 6% increase over projections. In comparison, revenues for FY 2006 are 6% greater than the same quarter or FY 2005. Catering and administrative fees of $15,367 reflect a 4% increase over the same quarter in FY2005. Staff has prepared the Expense and Revenue Summary for the period of October through December 2005. As per the attached summary, expenditures for this quarter were $74,438, or 6% less than year-to-date projected expenditures. With 25% of the fiscal year complete, 22% of the budget has been expended. Summary During the 1 st Quarter of FY 2006 Colleyville Center hosted 151 rentals. Revenues for 1 st quarter were 6% above projections. Expenditures were 6% under projections for the quarter. Staff will continue to work with the Marketing Subcommittee during the next quarter to review and implement innovative marketing strategies. The continued goal of 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 Un Przybyl at 817-503-1328. Attachments: Colleyville Center Quarterly Revenue Statement FY2006 Colleyville Center Expense and Revenue Summary FY2006 Colleyville Center Quarterly Revenue and Expenditure Comparison FY2005-06 5 Colle,yville Center Quarterly Revenue and Booking Statement Rate Category ~ ~:: ::::ess Local Non-ProfIt Non-Local SOCIal Busmess ~.1~1%it:.".::):.';.".1 Catering Fees .'s..'"......".;.'-..... Administrative Fees City October-December2005 0/0 of 0/0 of Revenue Bookings 1st Quarter Revenue Summary 15.7% 19.10/0 2.60/0 6.6% 15.7% 44.7% 31.6% 20.4% 14.8% 19.6% 17.9% 16% Colle,yville Center Expense and Revenue Summary - FY 2006 Actual Revenues And Expenditures Obtained From City Monthly Finance Report Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep FY 2006 Expense Revenue $23,011 $17,204 $21,051 $13,791 $30,376 $18,456 $74,438 $49,451 Total 35000 30000 .. Expense o Revenue 25000 20000 15000 10000 5000 0 Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep FY 2006 Budget $343,278. FY 2006 Revenue Projections $183,000. Actual Actual Colle'yville Center QUARTERLY REVENUE AND EXPENDITURE COMPARISON $54,000.00 $52,000.00 $50,000.00 $48,000.00 $46,000.00 $44,000.00 $42,000.00 $40,000.00 $120,000.00 $100,000.00 $80,000.00 $60,000.00 $40,000.00 $20,000.00 $- QUARTERLY REVENUE COMPARISON FY2006 - FY2005 I l':ll FY -2006 o FY -2005 I 1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER QUARTERLY EXPENDITURE COMPARISON FY2006-FY2005 I 0 FY -2006 0 FY -2005 I 1 ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER ... Actual Revenues and Expenditures obtained from City Monthly Finance Report Memorandum TO: FROM: DATE: SUBJECT: Colleyville Center Advisory Committee Un Przybyl, Center Manager \Lf February 10,2006 Appointment of Colleyville Center Advisory Chair and Vice Chair February 2004, the Colleyville Center Advisory Committee recommended to the City Council the establishment of a policy regarding election and term of the Advisory Committee Chair and Vice Chair. The following resolution was approved by City Council on March 2, 2004. R-04-2326, Sec 2. THAT at the next regularly scheduled meeting following City Council appointments, the Colleyville Center Advisory Committee shall appoint a Chair, with a minimum committee tenure of one-year, and a Vice Chair with no length of term requirement, to serve for a one-year period. The Advisory Committee will appoint a Chair and Vice Chair to serve from the term to extend from the FY2006 first quarter meeting on February 20, 2006, through the FY 2007 first quarter meeting.