The URL can be used to link to this page

Home My WebLink AboutColleyville Center-Agenda Packets-11/19/2018City 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 19, 2018 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1.CALL TO ORDER 2.APPROVAL OF MINUTES August 18, 2018 3.REGULAR AGENDA ITEMS 3a Q4 and Fiscal Year End Performance and Operations Update 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, November 16, 2018 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 2018 – THIRD QUARTER MEETING AUGUST 20, 2018 MINUTES Present: Chair Mark Johnson, Chase Browning, Julie George, Judy Goodwin, Louis Miller, Fred Mills, Sandi Totherow, Paul Vigiletti Center Manager Leslie Hill & Center Administrative Assistant Ronni Orr Absent: Darla Dennison, Earlene Garvey, Adrienne Lothery, Amy Redfearn 1. The Meeting was called to order at 5:38 p.m. by Chair Mark Johnson. 2. The minutes were approved as written for Q3 2018. a. Louis Miller motioned for approval of the minutes b. Motion was seconded by Mark Johnson with no dissension. 3. Regular Agenda Items 3a. Q3 FY18 Performance Update a) Advisory Committee toured men’s restroom to view finished construction/plumbing project b) Question (Fred Mills): Where did funding for the restroom project come from? a. Answer (Leslie Hill): CEDC provided the funds. c) Question (Fred Mills): Have we received any push back from our Non- Profit groups in regards to the change of rate structure and has it resulted in the decrease in Center usage? a. Answer (Leslie Hill): No, the decreased usage is mainly attributed to the departure of the Lions Club and Glory House Church since they accounted for approximately 12 events per month. 4. Meeting was adjourned at 6:15 p.m. Next scheduled meeting will be Monday, November 19th 2018. a. Paul Vigiletti motioned for the adjournment of the meeting. b. Motion was seconded by Louis Miller with no dissension. 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 11/19/2018 Number Type Regular Agenda Items Department Colleyville Center Title Q4 and Fiscal Year End Performance and Operations Update Explanation This item allows staff to provide an update on Q4 and Fiscal Year 2018 End Attachments 1.Colleyville Center FYE 2018 Update Colleyville Center FYE 2018 Update Ronni Orr, Center Administrator November 19, 2018 Agenda •Fiscal Year End 2018 Performance Update FY 2018 METRIC PERFORMANCE •Revenue –$171,523 •Operating expenditures -$ 328,400 •Cost recovery -52% •Economic impact -70% events using local Colleyville businesses •Customer service rating -98.0% •Total events -314 CUSTOMER SERVICE •Customer satisfaction-“Excellent” rating -98% •Multiple pre-event contacts continue for 4th year to determine client technical, room layouts, and vendor needs •Follow up includes personalized thank-you card, request for online recommendations •Two desk monitors now used for increased work efficiency BUSINESS ACCOMPLISHMENTS •FY18 expenses compared to budget projections were 12% under •98% Customer satisfaction metrics exceeded annual target by .5% •Based upon CCAC 2018 recommendations, City Council was presented a plan for both palladium window replacement as well as construction of additional 3,000 sq. ft. garden area. •All tiered rate increases have rolled out and are in effect for Colleyville non-profit entities using the Center. The 20% rate increase over two years resulted in only one non-profit group leaving. 2018 vs 2017 Revenue •314 events vs. 405 previous year •23% decline in number of events •Market competition continues to increase in north Texas •Lions Club weekly meeting moved •Glory House Church -64 events •Center policy changes •Weekend deposits increased to $1,000 •Weekend banquet capacity reduced from 300 to 200 $19,818 $19,892 $8,800 $29,320 $16,533 $20,252 $16,114 $25,717 $19,993 $16,749 $18,542 $18,803.0 $13,524 $18,637 $11,635 $13,017 $19,450 $22,182 $15,402 $17,338 $11,716 $8,371 $10,297 $9,955 OCT NOV DEC JAN FEB MARCHAPRIL MAY JUNE JULY AUG SEPT REVENUE 2017 Revenue 2018 Revenue Linear (2018 Revenue) REVENUE BY SEGMENT UTILIZATION BY SEGMENT RESIDENTS NON-PROFIT /HOA NON RESIDENT CITY EVENTS /MTGS 10% 26% 63% 0% RESIDENTS NON-PROFIT /HOA NON RESIDENT CITY EVENTS /MTGS 10% 54% 29% 7% 2018 vs 2017 Expenditures •Good news! •Expenses over previous year •12% •Efficiency Focus •Staffing Reduced •1-Facility Maintenance Specialist •1 Office Administrator •Supply / Inventory Controls Revised $23,490 $27,593 $34,485 $19,833 $25,850 $34,806 $51,196 $26,100 $28,317 $25,135 $45,969 $9,693.47 $23,399 $30,492 $27,767 $26,005 $25,812 $41,227 $26,567 $27,515 $20,237 $20,541 $27,343 $33,401 OCT NOV DEC JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT EXPENDITURES 2017 Expense 2018 Expense Linear ( 2018 Expense) 78% 70%66% 81% 75% 62%65% 52% HISTORICAL COST RECOVERY 2011 2012 2013 2014 2015 2016 2017 YTD 2018 2018 MILESTONES / 2019 PLANS Feb 19th -Courtyard and window repair projects recommended by Center Advisory Committee May 15th -Advisory recommendations and repair needs presented to City Council August -CEDC Board approval of FY 2019 CEDC Budget, plumbing repairs completed September -City Council approval of FY 2019 CEDC Budget December-Site surveys begin for engineering and design work January/February 2019 –Designs and cost estimates fine tuned for palladium window, courtyard, and stage rebuild April 2019-Construction bids accepted for review May 2019-City Council presented contract for vendor approval Summer 2019 -Construction begins with September 1st completion Social Media Bridal Social Media Business Social Media Seasonal Branding 2019 CENTER ADVISORY MEETINGS FEBRUARY 18 MAY 20 AUGUST 19 NOVEMBER 18