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HomeMy WebLinkAboutColleyville Center-Agenda Packets-05/15/2017City 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 15, 2017 5:30 p.m. Colleyville Center 5301 Riverwalk Drive  1.CALL TO ORDER 2. APPROVAL OF MINUTES  February 20, 2017    3.REGULAR AGENDA ITEMS    3a Q2 Center Performance and Operation Update    3b Consideration of recommended adjustments to the Colleyville Center  Fee Schedule 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards  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 2017 – FIRST QUARTER MEETING FEBRUARY 20, 2017 MINUTES Present: Chair Mark Johnson, Darla Dennison, Earlene Garvey, Julie George, Judy Goodwin, Louis Miller, Fred Mills, Sandi Totherow and Paul Vigiletti Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Adrian Esquivel, Karen Matusic and Amy Redfearn, 1. The Meeting was called to order at 5:30 p.m. by Chair Mark Johnson. It was the first meeting for a committee member so everyone introduced themselves and the years they have been on the committee. 2. The minutes were approved as written for Q4 2016. 3a. Center manager reviewed the Colleyville Center Fees and Services Schedule. 3b. Center manager reviewed the Colleyville Center’s Q1 performance and operation results. 4. Meeting was adjourned at 6:20 p.m. Next scheduled meeting will be Monday, May 22, 2017. 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 05/15/2017 Number Type Regular Agenda Items Department Colleyville Center Title Q2 Center Performance and Operation Update Strategic Plan 1.1 Actively involve and engage stakeholders 1.2 Develop future community leaders Explanation Center Manager report on Q2 Performance and Operation update Attachments 1.Q2 FY2017 Performance and Operation Update Colleyville Center FY 2017 Update Colleyville Center Advisory Committee May 15, 2017 Agenda •FY2017 -YTD Update •Center Performance Metrics •Facility Update •Marketing FY17 Performance Measures CENTER DASHBOARD FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 TARGET YTD 2017 ECONOMIC IMPACT (CLIENTS USING LOCAL MERCHANTS)55%57%59%59%60%60%70% COST RECOVERY 70%66%81%75%62%70%69% CUSTOMER SATISFACTION 98%96.3%96.4%97.3%98%97.5%98% REVENUE $240,000 $246,797 $230,793 $226,901 $209,919 $256,000 $114,694 TOTAL EVENTS 420 386 412 452 376 400 204 78% 70% 66% 81% 75% 62% 69% 1 HISTORICAL COST RECOVERY 2011 2012 2013 2014 2015 2016 YTD 2017 Historical Segment Utilization FY 2014 FY 2015 FY 2016 FY 2017 YTD Percent of total events held: Colleyville residents 10%11%23%16% Percent of total events held: Non-residents 36%30%25%25% Percent of total events held: Non-profits 47%50%45%53% Percent of total events held: City departments 7%9%5%6% FY17 Utilization-204 Events RESIDENTS NON-PROFIT /HOA NON RESIDENT CITY EVENTS /MTGS 16% 53% 25% 6%SEGMENT FACILITY/OPERATIONS •Shades –Warranty Fix •Icemaker Installed •Plantation Shutters Conference Room •LED Lighting Project Started •75% Staff Turnover –Retirement-Marilyn Gilbert 11 year employee –Relocation-Melvin Flintroy 7 year employee •Welcome –Ronni Orr (Private Sector) –Pablo Reyes-Lara (Public Work Dept) •Garden Landscaping –Organic, perennials planted –Grass sodded for summer Center Marketing Fort Worth Star-Telegram Community Newspapers Region 1 Colleyville Grapevine Southlake Region 2 Keller Watauga Westlake Region 3 Euless Bedford North Richland Hills The Knot Bridal Magazine-Fall Issue Keller Magazine 5 issues Jan-May Rotation of Wedding, Business Ads 2017 CCAC MEETINGS Monday, August 21 Monday, November 20 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 05/15/2017 Number Type Regular Agenda Items Department Colleyville Center Title Consideration of recommended adjustments to the Colleyville Center Fee Schedule Strategic Plan B4- Cultivate a culture of transparency and consistent communication Explanation Annual review of Center fee schedule Attachments 1.Annual Review Center Fee Schedule Agenda Item 3b Discussion: Annual Review of Fee Schedule Colleyville Center Advisory Committee May 15, 2017 Annual Review of Fee Schedule • Each year the CCAC reviews the Colleyville Center fee schedule and provides recommendations to the City Council on any changes • FY 2018 Staff recommendation: consider increasing deposit amount to cover actual damages that have been occurring and clean up list of administrative fees • Reminder: changes to the non-profit fee schedule approved in 2017 were a two year phase-in, with the second year of changes effective October 1, 2017 (FY 2018) . Code of Ordinances Section 2-26: Fees and Charges for City Services Colleyville Center Fees Colleyville Based Non-Profit and Civic Organization Rates Room Max occ. *Weekday rate Prime weekend Fri/Sat/Sun Theater = T Banquet = B Classroom = C Four-hour block of time, except for entire building rental which is eight hours Eight-hour rental Small conference room 792 sq. ft. T-60 B-50 C-35 $75.00 Entire building rental only North hall 3,155 sq. ft. 1,664 plus 1,491 stage T-200 B-100 C-70 $100.00 Entire building rental only South hall 2,872 sq. ft. 1,872 plus 1,000 kitchen T-200 B-100 C-70 $100.00 Entire building rental only North-South hall total 6,027 floor -3,536 T-500 B-300 C-150 $175.00 Entire building rental only Entire building 8,475 sq. ft. Building occupancy T-500 $375.00 weekday 50% discount Friday and Sunday $900.00 20% discount prime Saturday $1,760.00 Garden plaza (including chairs) T-150 $375.00 $375.00 Administrative Fees Non-profit Standard Video LCD Projector per hour (portable and ceiling mount) $65.00 with weekday max $150.00 $65.00 LCD 220″ rear screen HD projector per hour $75.00 with weekday max $200.00 $75.00 Rolling video cart with electrical and extension $2.00 $10.00 Gallery flat screen or TV monitor (per event) $65.00 $65.00 Stage front drop screen $10.00 $40.00 Portable screen (9′) $40.00 $40.00 Conference room pull down $20.00 $20.00 Administrative Fees - Continued Non-profit Standard Video LCD Projector per hour (portable and ceiling mount) $65.00 with weekday max $150.00 $65.00 LCD 220″ rear screen HD projector per hour $75.00 with weekday max $200.00 $75.00 Rolling video cart with electrical and extension $2.00 $10.00 Gallery flat screen or TV monitor (per event) $65.00 $65.00 Stage front drop screen $10.00 $40.00 Portable screen (9′) $40.00 $40.00 Conference room pull down $20.00 $20.00 White board/flip chart with easel $20.00 $20.00 Easel $15.00 $15.00 Audio Baby grand piano $100.00 $100.00 Stage lighting (one time setting—Per hour) $50.00 $50.00 Stage lighting and sound board (must use AV tech) $200.00 + AV tech $200.00 + AV tech Podium with microphone $20.00 $35.00 iPod connection $20.00 $20.00 Corded microphone on stand—One free with N/S hall $15.00 $15.00 Wireless microphone (hand held or lapel) $25.00 $50.00 Colored up lights $200.00 $200.00 Room set Linens (per linen) weekdays only $5.00 $10.00 $5.00 $10.00 Draped and skirted registration table $15.00 $15.00 Room change after final set (per table and chair set) $20.00 $20.00 Repositioning room during event $400.00 + $10.00 ea. Table set $400.00 + $10.00 ea. Table Set Administrative Fees - Continued Catering Non-profit Standard Catering fee 15% of F&B with $1.50 pp min. 15% F&B 15% F&B Kitchen Use/Food Service (when food is brought in) Catering (client self-catering—KU) - flat fee based upon set up or attendance whichever is greater $1.00 per person weekday or weekend ($300.00 max) $1.00 per person weekday $2.00 per person weekends ($300 minimum) Deluxe coffee service with condiments 15 cup carafe—$15.00 15 cup carafe—$15.00 Continental Breakfast (w/20 person minimum) $10.00 pp including fruit $10.00 pp including fruit Gourmet box lunch (w/20 person minimum) $15.00 pp including beverage $15.00 pp including beverage Break service (beverage & cookies—W/20 person minimum) $5.00 per person $5.00 per person Water/soda service $1.00 per bottle $1.00 per bottle Miscellaneous Copies 1—50—$0.25 first copy, $0.10 thereafter $0.25/$0.10 $0.25/$0.10 Fax machine (incoming and outgoing) $2.00 per page $2.00 per page Deposits: Entire building $500.00 $500.00 $1,000 Grand hall $300.00 $300.00 Half hall (North or South) $200.00 $200.00 Conference room $50.00 $50.00 Miscellaneous Fees/Policies • Cancellation Policy—Any cancellation of a Friday, Saturday, or Sunday entire building rental or combined north/south hall booking shall result in lessee forfeiting one-half of the deposit. If the cancellation is received 180 to 120 calendar days prior to the event, the lessee will forfeit all of the deposit. If the cancellation is received less than 120 calendar days prior to the event, the lessee will forfeit all monies paid to the Colleyville Center. • Non-profit donations—Any not for profit organization that donates over $50,000.00 to the Colleyville Center does not incur equipment fees. Supply and service fees are not included in this waiver. If a not for profit organization donates a single piece of equipment, it becomes Colleyville Center property and use of that equipment by that organization does not incur equipment fees. • Colleyville Center deposit forfeiture service fees —A service fee of up to $500.00 up to $1,000 will be retained from lessee deposit charged to lessee for failure to leave the premises (building and grounds) in as good or better condition than it was prior to being leased or for failure to pay outstanding balance of other fees Miscellaneous Fees/Policies - Continued • AV surcharge—All rented audio visual equipment brought into the building by another vendor incurs a 15 percent charge of the Colleyville Center fee for same equipment. • Discount for using local businesses—If a client uses three or more Colleyville businesses during their event, the center will provide complimentary colored up- lighting ($200.00 value). • Additional rental hours—If a client requests to extend a rental of the entire building beyond their eight hour rental, additional hours will be available for an additional $250.00 per hour, within the business hours of the center. The additional hours must be requested in advance. Fees will not be pro-rated for increments of time less than one hour. Miscellaneous Fees/Policies - Continued • Late fees—The Colleyville Center closes at 12:00 a.m. (midnight) on Friday and Saturday and 11:00 p.m. Sunday through Thursday. Should a client remain on the premises after the building is closed, a fee will be assessed at the rate of $500.00 $1,000 per hour until such time the building is vacated. Fees will not be pro-rated for increments of time less than one hour. • Colleyville Center rental hours—The Colleyville Center is available for rental from 8:00 a.m. to 11:00 p.m. Monday through Thursday, 8:00 a.m. to midnight on Friday, 11:00 a.m. to midnight on Saturday, and 11:00 a.m. to 11:00 p.m. on Sunday. Weekday rental rates apply Monday through 4:00 p.m. on Friday. Prime weekend rates apply 4:00 p.m. Friday through 11:00 p.m. Sunday.