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Home My WebLink AboutColleyville Center-Agenda Packets-08/17/2020City 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, August 17, 2020 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1.CALL TO ORDER 2. APPROVAL OF MINUTES February 10, 2020 3.REGULAR AGENDA ITEMS 3a Fiscal Year 2020 Update 3b Fiscal Year 2021 Planning 3c Discussion of Items for Future Agendas 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, August 14, 2020 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 2020 – FIRST QUARTER MEETING FEBRUARY 17, 2020 MINUTES Present: Co -Chair Louis Miller, Julie George, Fred Mills, Earlene Garvey, Paul Vigiletti, Darla Dennison, Judith Goodwin, Lakkureddi Alagarsamy, Center Manager Leslie Hill Absent: Chair Mark Johnson, Amy Redfearn, Anna Nackley 1. The meeting was called to order at 5:40 p.m. by Co-Chair Louis Miller. 2. The minutes were approved as written for Q3 2019 (August 19, 2019) as the November 18, 2019 did not have a quorum. a. Julie George motioned for approval of the minutes b. Motion was seconded by Paul Vigiletti with no dissension. 3. The minutes were approved as written for Q4 2019 (November 18, 2019). a. Julie George motioned for approval of the minutes b. Motion was seconded by Darla Dennnison with no dissension. 4. Regular Agenda Items a. Q1 FY20 Performance Update  Julie George commented on profitability of weekday business clients and discussion ensued about marketing ideas to increase this type of business. Follow up on Advisory queries and items for future discussion:  Staff stated there was no City ordinance to discourage feeding of geese; however, the Parks Department had installed laser lighting in ponds that seemed to be effective in reducing quantity of geese.  Staff stated May agenda would include discussion of FY21 budget planning and increase in rates to resident and non-resident structure, excluding non-profits.  Discussion ensued regarding a 4-hour versus 8-hour rate structure. Julie George suggested a last minute booking incentive of 4-hour weekend rental. Darla Dennison suggested a special 4-hour rental package for baby/wedding showers.  Paul Vigiletti suggested directional signage to Colleyville Center and Justice Center from Colleyville Blvd., Glade Road, and Hall-Johnson Road.  Discussion ensued about possible restroom upgrade in future. 4. The meeting was adjourned at 6:45 p.m. The next scheduled meeting is scheduled for Monday, May 18, 2020. a. Darla Dennison motioned for the adjournment of the meeting. b. Motion was seconded by Fred Mills 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 8/17/2020 Number Type Regular Agenda Items Department Colleyville Center Title Fiscal Year 2020 Update Explanation Staff will provide an update on FY20 revenue, facility updates, and Covid-19 challenges. Attachments 1.CCAdvisory 08.17.20 Colleyville Center FY 2020 Update Leslie H. Hill August 17, 2020 Colleyville Center Advisory Committee August 17, 2020 Agenda •FYTD 2020 Performance Update •FY 2021 Planning 2020 YTD Performance Revenue $79,932.98 Expense $138,753.64 Events 173 Cost Recovery 58% 78% 70%66% 81% 75% 62%65% 52%50% 58% HISTORICAL COST RECOVERY 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 YTD March •Center Closed Along With City Buildings To Public •70 Scheduled Events Cancelled •Weekend Events Moved to August-October April /May •Center Open By Appointment Only For Tours •Staff Deployed To Support Business Initiatives June •Center Capacity Mandated 25% For Booking •Center Capacity Mandated 50% For Booking •Center Hosted 12 Events June-July July •50% Capacity Mandate Remains •4 July Events Booked •80% August Events Cancelled / 50% Moved To Spring •Continue to Accommodate Weekend Event Moves August •Center Capacity Mandated 50% For Booking •Estimate 50% Decline in 2021 Revenue •Developing Hybrid Meeting & Floor Plans For Business Retention Center Marketing/Sales Floorplans to Accommodate Social Distancing Pandemic Marketing: Impact News, April & July 2020 Pandemic Marketing: Colleyville Nature Hunt Families explored the Center grounds and received a Shop Colleyville To-Go Card to support local businesses. Pandemic Marketing: Client Appreciation Covid-19 disrupted many spring celebrations. Affected clients received a “thank you”,small gift card,and a Shop Colleyville To -Go Card as an extension of our gratitude for their continued trust. Facility Improvements During Pandemic Spring: South Arbor Garden construction & landscaping Sidewalk constructed from parking lot to south entry Summer:Roof replacement Interior painting including walls and trim Office flooring replacement 2021 Planning Resident Rates Maintain 20% discount Increase Rental Block From 8-10 Hours Non-Resident Rates •Friday/Sunday $2,500 (currently $2,100) •Prime Saturday: $3,000 (currently $2,500) •Increase Rental Block From 8-10 Hours •Most Clients Add Two Additional Hours at $250/hr. =$500 •Venue Market Parity With 10 Hour Block •Center Remains Competitive In Weekend Rental Market Administrative Fees: Sanitation $50-$75 CDC Recommended Standards •Pre & Post Event To Preserve and Deliver Cleanliness •High Touch Areas Décor Fees $300 •Draping for Outdoor Pergolas •Outdoor Chandeliers •Up-Lighting 2020 CENTER ADVISORY MEETINGS NOVEMBER 16 2021 CENTER ADVISORY MEETINGS FEBRUARY 15 MAY 17 AUGUST 16 NOVEMBER 15 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 8/17/2020 Number Type Regular Agenda Items Department Colleyville Center Title Fiscal Year 2021 Planning Explanation Staff will provide information on planning strategies, considerations, and goals for FY21. 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 8/17/2020 Number Type Regular Agenda Items Department Library Title Discussion of Items for Future Agendas Explanation This item allows for discussion of items on future agendas, follow up on previous issues, and to remind of the next meeting date.