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HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-5/23/2006AGENDA COLLEYVILLE CENTER ADVISORY COMMITTEE MEETING FISCAL YEAR 2006 -SECOND QUARTER MONDAY, MAY 23, 2006 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 20, 2006 Advisory Committee Minutes III. Review of April 11, 2005 Marketing Subcommittee Minutes IV. Review and Discussion of Center FY 2006 Report -Second Quarter V. Marketing Subcommittee Update by Acting Subcommittee Chair VI. Adjourn COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2006 FIRST QUARTER MEETING FEBRUARY 20, 2006 MINUTES Present: Chair Suzanne Harrington, Karen Birkes, Sheryl Black, Muriel Havran, Mark Johnson, Pat Jones, Louis Miller, John Gray, Rob Rutherford, Paul Vigiletti, and Connie Nichols Outgoing Committee Members Mary Michaels and Bonnie Carroll Council Liaison George Boll, Center Manager Lin Przybyl, Center Coordinator Marilyn Gilbert Absent: Vice Chair Molly Skinner and Chuck Baudrau 1. Chair Suzanne Harrington called the meeting to order at 5:30 p.m. 2. Chair Suzanne Harrington announced the January 2006 City Council appointees, Connie Nichols and Chuck Baudrau. The Chair presented the outgoing Advisory Committee members, Bonnie Carroll and Mary Michaels, with an award recognizing their years of service. 3. Minutes for the November 28, 2005 meeting were approved as read. 4. The Committee reviewed and discussed the Colleyville Center FY 2006 - First Quarter Report. 5. The Chair opened nominations Advisory Committee Chair and Vice-Chair positions fora one-year term beginning February 2006. Suzanne Harrington was the only nominee for the Chair position. The Committee unanimously elected Suzanne Harrington as Chair. Molly Skinner was the only nominee for Vice-Chair. The Committee unanimously re-elected Molly Skinner as Vice-Chair. 6. Staff noted that the next scheduled meeting of the Marketing Subcommittee will be in April to provide feedback for FY 2007 Budget planning. 7. Meeting was adjourned at 6:30 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 Lin 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 alternate marketing strategies. One suggestion was to send a mailer, targeting small businesses and pitching ways the Center can help in developing their business through utilization of Center resources. The Subcommittee also discussed highlighting 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: Lin Przybyl, Colleyville Center Manager DATE: May 15, 2006 SUBJECT: Colleyville Center Report - 2nd Quarter FY 2006 Background The purpose of this report is to provide a revenue and event summary for the 2nd quarter of FY 2006. Issues The following issues are being considered in marketing and evaluating the Colleyville Center services for the 2nd 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, monthly events range from 66 in February to 52 in March for a total of 182 events. The rate category with the highest usage for this quarter is the Non-profit category with 43% of all usage, reflecting a 12% decrease in usage compared with FY 2005 - 2nd Quarter. Non-local and Local Business categories remained the same as FY 2005. Local Social bookings increased by 7%. City usage decreased slightly. 2 Rentals The Center provided accommodations this quarter for numerous private events including wedding ceremonies and receptions, quinceanera's, showers, anniversary and retirement parties. Business meetings and training seminars were held by a variety of area businesses, including an Alaskan cruise showcase, twenty-three (23) separate Arbonne training workshops, financial seminars and board meetings. A sampling of events held at the Center this quarter includes: o Texas Emergency Severe Storm Association (TESSA) held the annual state conference attracting 400 people from throughout the state o North Central Texas Urban Forestry Annual Conference o Performance of a national touring dance company o Performances of Regal Opera's Pirates of Penzance o HEB Hospital hosted anationally-known speaker on Heart Health o Pizza Hut hosted atwo-day management training seminar o Wildfire-Wildcare hosted an annual appreciation banquet o Two Sisters Gourmet Foods, a Florida based organization, held a press junket event for their franchise openings in Texas o City of Colleyville's 50~' Anniversary Open House Event Metroport Meals on Wheels continues to hold two luncheons a month. ARTSNET, in partnership with the City, sponsored a Masterworks Series performance in February. City Council hosted a Boards and Commissions Appreciation Event. The City's Parks Department hosted an annual Dad and Daughter Ball. Eighteen (18) Colleyville Homeowner Association meetings were held at the Center. G-CISD hosted several high school sports and club banquets and L.D. Bell High School held their drill team banquet at the Center. Space was also provided for a private school fundraiser, local youth sports registrations, sports association banquets, and 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, bridal advertisement, and Internet searches. 3 Advertising efforts for this quarter include ad placement in the Spring 2006 issue of Bride and Groom Magazine. Included with the ad was a 200-word pictorial and four months of listing on their website. The Center continues to receive significant feedback with advertising on www.theknot.com. Bridal advertising continues to bring in significant inquiries and rentals adding to the visibility of the Center for wedding related 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. A logo listing in the summer and winter issue of Business Meetings and More was added this year providing more exposure to the corporate market. Customer Service During this quarter, staff received 52 Customer Satisfaction surveys. Of the 52 surveys, 51 rated the appearance of the facility as excellent. Fifty-one (51) 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? 51-Excellent 1 -Good 2. Were the meeting areas, kitchen and restrooms clean? 50 -Excellent 2 -Good 3. How would you evaluate the service received from the staff? 51 -Excellent 2 -Good 4. How would you evaluate the table and room set-up? 49 -Excellent 3 -Good 5. Was the parking adequate? 47 -Excellent 4 -Good 2 -Satisfactory 6. Were the kitchen amenities adequate in meeting your needs? 39 -Excellent 2 -Good 1-Satisfactory 10 -Not Applicable 7. How would you rate your overall experience? 49 -Excellent 3 -Good All who responded noted that they would plan another group event at the Colleyville Center. Of the 52 surveys returned, 24 of those had written additional comments. A sampling of comments received were as follows: "Issue -Rate for meeting room went from $14/night to $40...Outrageous!". "It was the best event we've ever had. I'm sure we'll come back. We prefer to test the audio the day before". "Staff was awesome! Thank you for working with us. Your professionalism and kindness were appreciated". "[Staff] is wonderful to work with and is very accommodating -even with last minute requests. Service with asmile -rare these days!". "Was wonderful -great experience and staff." "Coffee didn't brew but staff was very helpful" "Calmer floor in room" "Wonderful staff' 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 FY 2006 - 2nd Quarter is $45,750. During this quarter, revenues were 32% above projections. The actual revenue from a total of 182 rentals was $68,110. including catering and administrative fees of $18,755. s Staff has prepared the Expense and Revenue Summary for the period of January 2006 through March 2006. As per the attached summary, expenditures for this quarter were $77,844. or 9% under projections. Staff has attached a quarterly summary of revenue and expenditures comparing FY 2005 to FY 2006. Revenues for FY 2006 indicate a YTD increase of 28% over FY 2005. Expenditures for the 2"d Quarter have remained the same compared to the 2" quarter of FY 2005. Actual expenditures are 9% under projections for the fiscal year. Bookings for the 2nd Quarter of FY 2006 were 182 compared to 148 for the same quarter of FY 2005. Summary During the 2nd Quarter of FY 2006, Center revenues maintained a 32% increase over FY 2005 2nd Quarter actual revenues. YTD revenues show a 28% increase over FY 2005 revenues to date. Expenditures for the 2nd Quarter are 9% less than projected for the fiscal year. Staff continues to market the Center with an emphasis on area business and the bridal 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 6 co 0 0 N m m c C Of U Y O ~ ~ U C ~, ~ C j v~ o~ ~ CU o~ o~i ~~ O a U o 0 0 0 0 ~o ~ o ~n v ao cv o .~ c~i ri a co o °o ~ ~ '. 07 o a o 0 0 0 C 4 ~ 00 ~ V' V ~I7 O c y N N N m w ~ ~ ~ a ~, o ~~ o ro ~ ~~ m ~ m z a m ~ U N id cC C °~ G u a° .°~ .°~ Z U < U m Colleyvi~~e Center QUARTERLY REVENUE AND EXPENDITURE COMPARISON QUARTERLY REVENUE COMPARISON FY2006 - FY2005 ^ FY-2006 ^ FY-2005 $80, 000.00 -- $60, 000.00 $40,000.00 -- - I i $20, 000.00 $- 1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER QUARTERLY EXPENDITURE COMPARISON FY2006-FY2005 ^ FY-2006 ^ FY-2005 $150,000.00 $100,000.00 $50,000.00 7 $- ~ 1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER "` Actual Revenues and Expenditures obtained from City Monthly Finance Report Colleyvi~le Center EXPENSE AND REVENUE SUMMARY - FY 2006 Actual Revenues And Expenditures Obtained From City Monthly Finance Report FY 2006 000 $35 Expense Revenue , Oct $23,011 $17,204 $30,000 ^ Expense Nov $21,051 $13,791 Dec $30,376 $18,456 $25,000 ^ Revenue Jan $23,494 $24,174 Feb $21,442 $21,246 $20,000 Mar $32,908 $22,690 $15 000 r , May $10 000 Jun , Jul $5,000 Aug Sep $0 Total $162,282 $117,681 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep FY 2006 Budget $343,278. FY 2006 Revenue Projections $183000.