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HomeMy WebLinkAboutColleyville Center-Agenda Packets-5/16/2016City 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 16, 2016 5:30 p.m. Colleyville Center 5301 Riverwalk Drive  1. CALL TO ORDER  2. APPROVAL OF MINUTES  February 15, 2016 3. REGULAR AGENDA ITEMS     3a Q2 Performance & Operations Update    3b Review and discussion of Colleyville Center rental rates for  Colleyville­based non­profit organizations    3c Discussion and approval of updated Colleyville Center Advisory  Committee bylaws 4. ADJOURNMENT  I hereby certify this agenda was posted on City Hall bulletin boards Friday, May  13, 2016 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 2016 – FIRST QUARTER MEETING FEBRUARY 15, 2016 MINUTES Present:Chair Mark Johnson, Tracy Cutrona, Darla Dennison, Earlene Garvey, Julie George, Judy Goodwin, Louis Miller, Fred Mills, Paul Vigiletti, and Tom Westerman Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Guests: Ed McKnight & Carol Wollin Absent: Mike Bolton, Adrian Esquivel, and Amy Redfearn, 1.The Meeting was called to order at 5:30 p.m. by Chair Mark Johnson. 2.The minutes were approved as written for Q4 2015. 3a. Center manager reviewed the Colleyville Center’s Q1 performance results. 3b. Open discussion of increasing non-profit rental rates for FY2017. 4.Meeting was adjourned at 6:50 p.m. Next scheduled meeting will be Monday, May 16, 2016. 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 02/15/2016 Number Type Regular Agenda Items Department Colleyville Center Title Q1 Performance update Explanation Center Manager Leslie Hill will provide a presentation regarding performance during the first quarter. Attachments 1. CCAC Quarterly Update Colleyville Center Quarterly Update Center Advisory Committee May 16, 2016 Agenda •Welcome -Advisory Committee Members •Distribute new name badges •Reminder-Texas Open Meetings Act training •FY 2016-Q2 Update & Trends FY 2016 Q2 Update •Marketing: •Social Media & Print •Facility: •Shade replacement •Technology upgrade completed •Garden lawn •CWC Charitable Grant recipient Performance Measure Trends CENTER DASHBOARD FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 TARGET FY 2016 YTD ECONOMIC IMPACT (CLIENTS USING LOCAL MERCHANTS)57%55%57%59%59%60%60% COST RECOVERY 78%70%66%81%75%≥ 70%55% CUSTOMER SATISFACTION 98%98%96.3%96.4%97.3%94%95% REVENUE $245,749 $240,000 $246,797 $230,793 $226,901 $256,000 $97,056 TOTAL EVENTS 410 420 386 412 452 420 184 Utilization Trends FY 2013 FY 2014 FY 2015 FY 2016 YTD Percent of total events held: Colleyville residents 9%10%11%9% Percent of total events held: Non-residents 41%36%30%23% Percent of total events held: Non-profits 44%47%50%63% Percent of total events held: City departments 6%7%9%5% Utilization vs. Revenue 13%5% 81% 1%REVENUE NON-PROFIT RESIDENT NON-RESIDENT CITY 63%9% 23% 5% RENTAL USE NON-PROFIT RESIDENT NON-RESIDENT CITY 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 05/16/2016 Number Type Presentation and Discussion Department Title Review and discussion of Colleyville Center rental rates for Colleyville-based non-profit organizations Explanation This item will allow for review and discussion of Colleyville Center rental rates for Colleyville-based non-profit organizations, and provide for a recommendation to City Council. Attachments 1.Presentation on Non-profit Rates Colleyville Center Non-profit Rate Discussion Center Advisory Committee May 16, 2016 CCAC Timeline •August 2015 –Advisory Committee request for staff to look at competitive venues •December 2015 –Reviewed research on competitive venues –Advisory Committee recommendation to staff to focus on non-profit rate and present options at February meeting •February 2016 –Discussion and direction from Advisory Committee on options February Advisory Committee Discussion / Review •Current non-profit rates have been in effect since 1998 •If change is based on Consumer Price Index (CPI) –45% would normalize rates to CPI, but normalization may be too much for one year –Phase-in Options: •25% increase in 2016, 20% increase in 2018 •15% increase in 2016, 15% increase in 2017, 12-15% increase in 2018 –Annual or biennial reviews thereafter to maintain rates Potential Phase-In Option 1 WEEKDAY ROOM RENTAL CURRENT NON- PROFIT RATE 2016- 25% 2018- 20% SMALL CONFERENCE $60 $75 $90 NORTH HALL $80 $100 $120 SOUTH HALL $80 $100 $120 NORTH & SOUTH COMBINED $140 $175 $210 ENTIRE BUILDING $300 $375 $450 GARDEN PLAZA $300 $375 $450 COMPARISON- 45% (at one time) $87 $116 $116 $203 $435 $435 Potential Phase-In Option 2 WEEKDAY ROOM RENTAL CURRENT NON-PROFIT RATE 2016-15% (rounded to nearest $5) 2017-15% (rounded to nearest $5) 2018-ranges between 12-15% SMALL CONFERENCE $60 $70 $80 $90 NORTH HALL $80 $90 $105 $120 SOUTH HALL $80 $90 $105 $120 NORTH & SOUTH COMBINED $140 $160 $185 $210 ENTIRE BUILDING $300 $345 $400 $450 GARDEN PLAZA $300 $345 $400 $450 COMPARISON- 45% (at one time) $87 $116 $116 $203 $435 $435 CCAC Direction & Next Steps •May 16, 2016 –Formal recommendation and approval by CCAC at quarterly meeting •July 12, 2016 –Staff will share CCAC recommendation at Pre Council meeting on July 12th during the annual discussion of City fees and charges •October 1, 2016 –Any change recommended by CCAC and approved by City Council would be effective (with contracts signed after) October 1, 2016 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 3c Agenda Date 05/16/2016 Number Type Regular Agenda Items Department Colleyville Center Title Discussion and approval of updated Colleyville Center Advisory Committee bylaws Explanation On February 1, staff was advised Fonda Martin, representing the Arts Council NE, resigned as she no longer resides in Colleyville. Arts Council President Mrs. Lee Koch has advised there are no Arts Council Board members residing in Colleyville and noted as the Arts Council serves 16 area cities and seven school districts, it may be time to consider affording another local organization the opportunity to participate on the Colleyville Center Advisory Committee (CCAC). This position may also be changed to be designated as an "at-large" position or be eliminated. This agenda item provides for CCAC discussion and approval of changes to the bylaws. Upon CCAC approval, the new bylaws will be placed on a future City Council agenda for final approval. Attachments 1.Colleyville Center Advisory Committe bylaws - current COLLEYVILLE CENTER ADVISORY COMMITTEE BYLAWS ARTICLE I – Identification and Purpose The Colleyville Community Center Advisory Committee was established by the City Council of Colleyville, Texas, by Resolution R-93-893 on June 15, 1993. The purpose of the Colleyville Community Center Advisory Committee is to maximize the role of citizens in the planning, design, and operation of the Community Center project and was established for a time period not to exceed one year. The Colleyville Community Center Advisory Committee’s charge was revised by the City Council of Colleyville, Texas, by Resolution R-97-1326 on October 21, 1997. The purpose of the Colleyville Community Center Advisory Committee it to recommend policies for rental and use of the Colleyville Center including policies and procedures; fee structure; develop long range plans for the use and marketing of the Center; and provide a written report of the Committee’s activities and future plans for City Council on an annual basis. The Colleyville Community Center name was changed by City Council by Resolution R-02-2058 on November 19, 2002, to Colleyville Center. ARTICLE II – Membership 2.1 The Colleyville Center Advisory Committee shall consist of 14 members who shall be appointed by the City Council for a two-year term. The following civic organizations shall select a single representative from their organization to serve on the Advisory Committee for a two-year term: Colleyville Woman’s Club, Colleyville Lions Club, Colleyville Garden Club, Colleyville Chapter of National Charity League, Arts Council NE, and Colleyville Rotary Club. All other members of the Advisory Committee shall serve at-large. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas, unless City Council waives the residency requirement. Colleyville Center Advisory Committee Bylaws Page 2 of 4 2.4 Vacancies on the Colleyville Center Advisory Committee shall be reported to the City Secretary, and filled by appointment of the City Council for the length of the unexpired term. 2.5 If a member of the Colleyville Center Advisory Committee fails to maintain a seventy-five percent (75%) attendance record for all regularly scheduled meetings, the Chair or staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position, or appoint a replacement without advertising. ARTICLE III – Officers 3.1 The officers of the Colleyville Center Advisory Committee shall be the Chair and the Vice Chair. 3.2 The Colleyville Center Advisory Committee shall elect the Chair and Vice Chair from among the members at the next regularly scheduled meeting following City Council appointments. The Chair, shall have a minimum committee tenure of one-year, and the Vice Chair with no length of term requirement. The officers shall serve one-year terms, or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice Chair shall serve as the Chair for the unexpired portion of the term. 3.4 City staff shall take minutes of the meeting and serve as custodian of Colleyville Center Advisory Committee records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held quarterly, on the second or third Monday of February, May, August, and November at 5:30 p.m., at Colleyville Center. Meeting dates, times, and location may be changed, as necessary. 4.2 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 A majority of the voting Colleyville Center Advisory Committee members shall constitute a quorum to conduct business of the Colleyville Center Colleyville Center Advisory Committee Bylaws Page 2 of 4 Advisory Committee. The act of the Colleyville Center Advisory Committee members present at a meeting, at which a quorum is in attendance, shall constitute the act of the Colleyville Center Advisory Committee. 4.4 Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 4.5 Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. 4.7 The Chair may recognize individuals wishing to speak regarding an item on the agenda. 4.8 Special meetings may be called at the request of the Chair or three members of the Colleyville Center Advisory Committee for the transaction of business. Posting and notification of meeting requirements shall apply to special meetings. 4.9 The Colleyville Center Advisory Committee may establish sub committees as deemed appropriate. Such committees will be dissolved upon completion of the charge or task. ARTICLE V – Duties and Responsibilities 5.1 The Colleyville Center Advisory Committee acts in an advisory capacity to the City Council in all matters pertaining to Colleyville Center. 5.2 Committee members recommend policies for rental and use of the Colleyville Center including policies and procedures, and fee structure, develop long range plans for the use and marketing of the Center, and provide a written report of the Committee’s activities and future plans to City Council on an annual basis. 5.3 Committee members shall cooperate with City boards, commissions, and committees, other governmental agencies, civic groups, and all citizens of the City in the advancement of the Colleyville Center. Colleyville Center Advisory Committee Bylaws Page 2 of 4 5.4 The Colleyville Center Advisory Committee members shall sign the Acknowledgement Statement in accordance with the Colleyville City Charter, Section 14.02, Personal Financial Interest, Subsection G, Oath, which acknowledges familiarity with the referenced section and Chapter 171 of the Local Government Code pertaining to conflict of interest. 5.5 The Colleyville Center Advisory Committee member shall meet the filing requirements of The Disclosure Act. The City is required to place all Conflict Disclosure Statements submitted to the City on the City’s web site. 5.6 The Colleyville Center Advisory Committee member will take the Attorney General Texas Open Meetings Act on-line training course or obtain a DVD of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. ARTICLE VI – Amendments 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances.