The URL can be used to link to this page

Home My WebLink AboutColleyville Center-Agenda Packets-11/21/2016City 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, November 21, 2016 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1.CALL TO ORDER 2. APPROVAL OF MINUTES August 15, 2016 3.REGULAR AGENDA ITEMS 3a Q4 Performance and Operations Update 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, November 18, 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 – THIRD QUARTER MEETING AUGUST 15, 2016 MINUTES Present:Chair Mark Johnson, Tracy Cutrona, Darla Dennison, 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 Absent: Mike Bolton, Adrian Esquivel, Earlene Garvey, and Amy Redfearn 1.The Meeting was called to order at 5:30 p.m. by Chair Mark Johnson. 2. The minutes for Q2 2016 were approved as written. 3. Center Manager presented the Q3 2016 performance measures and operations update. 4.Meeting was adjourned at 6:15pm. Next scheduled meeting is Monday, November 21, 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 11/21/2016 Number Type Regular Agenda Items Department Colleyville Center Title Q4 Performance and Operations Update Explanation Colleyville Center Manager Leslie Hill will review the Q4 performance and operations reports. Attachments 1.Q4 Update Presentation Colleyville Center FY 2016 Update Center Advisory Committee November 21, 2016 Agenda •FY 2016-Annual Update •Center Performance Metrics •Facility •Marketing FY16 Performance Measures CENTER DASHBOARD FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 TARGET FY 2016 FINAL ECONOMIC IMPACT (CLIENTS USING LOCAL MERCHANTS)57%55%57%59%59%60%60% COST RECOVERY 78%70%66%81%75%≥ 70%62% CUSTOMER SATISFACTION 98%98%96.3%96.4%97.3%94%98% REVENUE $245,749 $240,000 $246,797 $230,793 $226,901 $256,000 $209,919 TOTAL EVENTS 410 420 386 412 452 420 376 Segment Utilization RESIDENTS NON-PROFIT /HOA NON RESIDENT CITY EVENTS /MTGS 23% 45% 25% 5% SE G M E N T Utilization-376 Events FY 2013 FY 2014 FY 2015 FY 2016 YTD Percent of total events held: Colleyville residents 9%10%11%23% Percent of total events held: Non-residents 41%36%30%25% Percent of total events held: Non-profits 44%47%50%45% Percent of total events held: City departments 6%7%9%5% 2016 Revenue vs. Expense $- $5,000.0 $10,000.0 $15,000.0 $20,000.0 $25,000.0 $30,000.0 $35,000.0 $40,000.0 Oct Nov Dec Jan Feb March April May June July Aug Sept Revenue Expense Cost Recovery 78%70%66% 81% 75%61% Historical Cost Recovery 2011 2012 2013 2014 2015 YTD 2016 FACILITY •Technology Upgrade-$190K •4 New Palladium Window Shades •New Dishwasher & Cabinet •Beverage Merchandiser –Providing incremental revenue •CWC Grant $7,900 –2 Security Cameras –Landscape Tree Lighting –New Podium •Wallpaper replaced with paint •New storage in conference room •3 Dyson hand dryers installed •Roof leaks identified / fixed •Restroom sewer drainage fixed •Commercial double oven installed COLLEYVILLE CENTER ADVISORY COMMITTEE •FY 2015 CCAC requested market analysis of 19 year non-profit rates •Findings resulted in recommendation to Council of two year tiered rate adjustment •Council approved establishing ordinance with rate effective 10.1.16 ROOM MAX OCC. THEATER = T BANQUET = B CLASSROOM = C *WEEKDAY RATE MINIMUM FOUR HOUR RENTAL PRIME -WEEKEND FRI / SAT/ SUN BASED ON AVAILABILITY 30 DAYS OUT SMALL CONFERENCE 792 SQ. FT. T-60 B-50 C-35 $75 ENTIRE BUILDING RENTAL ONLY NORTH HALL 3,155 SQ.FT. 1,664 PLUS 1,491 STAGE T-200 B-100 C-70 $100 ENTIRE BUILDING RENTAL ONLY SOUTH HALL 2,872 SQ. FT. 1,872 PLUS 1,000 KITCHEN T-200 B-100 C-70 $100 ENTIRE BUILDING RENTAL ONLY NORTH-SOUTH HALL TOTAL 6,027 FLOOR -3,536 T-500 B-300 C-150 $175 ENTIRE BUILDING RENTAL ONLY ENTIRE BLDG 8,475 SQ. FT. 8-HR RENTAL EA. ADDTL. HOUR @ $250 BUILDING OCCUPANCY T-500 $375 WEEKDAY 50% DISCOUNT FRIDAY & SUNDAY $900 20% DISCOUNT PRIME SATURDAY $1,760 GARDEN PLAZA (Includes chairs) T-150 $375 $375 98% Customer Service Rating •Center Staff Continues To Meet Service Goals •“Excellent”ratings used as metric •Pre-Event -Multiple contacts to determine client technical, room layouts, and vendor needs •Post-Event-Personalized thank you card, request online recommendations –Account Management With Ipad •Sales tool on walk-throughs to show room layouts •Retention tool with non-profits providing immediate room configuration on spur of the moment drop ins •Immediacy-booked brides have opportunity to design room layout when contract signed. BUSINESS ACCOMPLISHMENTS •Resident utilization improved 12% over previous year exceeding performance target by 10% •Customer satisfaction improved over previous year exceeding goal by 4% •First rate increase in 20 years to non-profit segment •Contract rates grandfathered thru June 2017 •Two tiered rate approved by Council and effective October 1, 2016 –25% increase 2017 –20% increase 2018 Marketing Print Advertising The Knot Bridal Magazine-Spring /Summer Keller Magazine-6 issues Rotation of Wedding, Business Ads Community Newspapers Region 1 Colleyville Grapevine Southlake Region 2 Keller Watauga Westlake Region 3 Euless Bedford North Richland Hills MARKETING PRINT Social Media •Colleyville Center home page is being refreshed along with City website to respond to increased inquiries by mobile device users. –69% of current contacts are derived from mobile devices –Top four online lead generators: Referrals- Facebook -728 LIKES, 53 Reviews, 84% 5-Star, 6% 3&2Star Weddingwire.com-35 Reviews. 4.5 rating / 5.0 Colleyvillle.com-ccevents.com 60 leads Google.com •The Knot- 2016 NETWORKING •Bridal Show –Center Open House November 2016 –Fort Worth and Dallas Bridal Shows •Colleyville Area Chamber of Commerce –Table top displays at luncheons –Table sponsor July Empowered Women Event •Texas Event and Venue Management –Luncheons & Annual Seminar •National Association of Venue Managers –Online forum participant sharing processes, solutions, and challenges of diverse venue management across the country