The URL can be used to link to this page

Home My WebLink AboutColleyville Center-Agenda Packets-2/18/2013City 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, February 18, 2013 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES November 26, 2012 3. REGULAR AGENDA ITEMS 3a Review and discussion of the Colleyville Center FY 2013 First Quarter Report 3b Introduction of new Colleyville Center Advisory Committee members 3c Election of a Chairman and Vice Chairman of the Colleyville Center Advisory Committee 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards February 15, 2013 by 5:00 p.m. Leslie Hill Colleyville Center Manager 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 2012 – 4th QUARTER MEETING November 26, 2012 MINUTES Present:Chair Mark Johnson, Jon Bullock, Steve Burk, Linda Creed, Dena Dendy, Darla Dennison, Joyce Hammill, Kirsten Isensee, Louis Miller, Fred Mills, Connie Nichols, Paul Vigiletti, and Tom Westerman Assistant City Manager and CFO Terry Leake, Center Manager Lin Przybyl and Center Coordinator Marilyn Gilbert Absent: Karen Burkes I. The meeting was called to order at 5:30 pm by Chair Mark Johnson. II. The committee approved the minutes from the third quarter FY 2012 meeting on August 20 as written. III. A. Chair Mark Johnson reviewed the Committee members’ terms of service and noted those whose terms were up for renewal December 2012. Staff reviewed and discussed the results from the FY 2012 Fourth Quarter Report. While the Center’s revenues and bookings were down, end-of- year results exhibited a 5% increase over projected revenues. Annual cost recovery was 73% and Customer Service ratings of excellent or good was 98%. B. Staff reviewed the Colleyville Center Advisory Committee Bylaws with the Committee and they were approved as written. III.Meeting was adjourned at 6:05 pm. 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 02/18/2013 Number Type Regular Agenda Items Department Colleyville Center Title Review and discussion of the Colleyville Center FY 2013 First Quarter Report Explanation This item allows staff to present the attached Colleyville Center Fiscal Year 2013 First Quarter results. Attachments 1.Colleyville Center Q1-2013 Report Colleyville Center FY 2013 First Quarter Report The intent of this quarterly report is to provide both a revenue and event summary of Colleyville Center operations for the period October 1, 2012-December 31, 2012. The criteria evaluated in Center Operations include: • Booked Meetings & Events • Marketing • Customer Service • Revenue BOOKED MEETINGS & EVENT TYPE During Q1 FY2013 the Center held a total of 89 events - 11% Business Meetings - 47% Civic Organizations - 10% Local Social - 16% Bridal - 12% Homeowner Associations - 4% City Sponsored ASSOCIATED REVENUE BY EVENT During Q1 FY 2013 Center Rental Revenue was $62,700 - 2% Business Meetings - 9% Civic Organizations - 13% Local Social - 17% Catering & Administration Fees - 59% Bridal Wedding/Receptions Non- Resident Business Meetings Civic Organizations Social Bridal HOA Meetings City Sponsored 10 41 9 14 11 4 MARKETING Referrals Personal and networking referrals continue to be the top two primary drivers of leads into the Center. These referrals are manifested primarily by our Colleyville residents, caterers familiar with the facility, and guests who have attended events here. We are beginning to see an uptick in Internet referrals which correlates with the Q1 focus on social media. Internet To capitalize on the Centers 2013 web-based marketing strategy and goals, Q1 tactics included placement of Center photos and facility information on wedding and community related sites noted below. Free advertising and blog capability was a primary consideration Where required, advertising dollars were invested on the top regional wedding/event site with ancillary print advertising included in the package. The Center continues to have a “splash” page with rental/contact information on the City’s website www.colleyville.com Internet Sites pinterest.com Ongoing “pinning” on site of wedding ideas theknot.com Annual contract with The Knot Spring/Summer and Fall/Winter print Web based marketing provides Center profile and lead generation weddingwire.com Annual contract with WeddingWire.com and associated websites marthastewartweddings.com The grand dame of wedding sites for planning /free listing colleyvillechamber.com Center is linked Facebook The Colleyville Center Facebook Fan page continued to grow with “likes” in Q1 13. This social media tool provides the opportunity to “post” Center wedding and business photos with prior client permission. A 90 day demographic snapshot shows that 72% of all views female 18-34. The Center’s highest “weekly total reached”, or the most number of “unique” people who have seen the Center posts is 1,469. Other Local Networking • City of Colleyville Communication Vehicles Colleyville City Utility Newsletter, City Website www.colleyville.com Booked Client Facebook pages • Colleyville Chamber Participation Advertisement in Chamber Publication “Local Link” Luncheon Networking Vendor Participation at Chamber Network Events • Texas Event and Venue Management Luncheons/Share Event Leads CUSTOMER SERVICE During Q1 FY2013 Center staff received 41 Customer Satisfaction Surveys, representing 46% of the total meetings/events booked at the Center. Current surveys rate seven categories: appearance and cleanliness of the Center, staff service, room set-up, kitchen facilities, parking, amenities, and overall experience. Of the 41 survey responses, 100% would plan another event at the Colleyville Center. The overall satisfaction rating of “excellent” for Q1 FY 2013 was 92.8%. Q1 FY2013 Customer Satisfaction Survey Category Excellent Good Satisf Fair Unsatisf N/A Appearance of Center 40 1 Clean Facilities 40 1 Service from Staff 39 2 Room Set-up 40 1 Adequate Parking 37 4 Kitchen Amenities 30 1 10 Overall Experience 38 3 Plan to Return 40 Q1 Overall “Excellent” Rating 92.8% -5.2% Variance to 98% 2013 Benchmark Of the 41 clients responding to the Center end of event survey, 49% provided comments regarding their experience. Client verbatims are noted below. Center Management utilizes both positive and negative feedback for staff coaching and ongoing improvement in our customer experience. 1. “Pencil us in for next year” 2. “Kitchen must have been ok for catering, but I have not spoken to my caterer” 3. Excellent as always!” 4. “We love coming here! Great facility” 5. “Excellent service by all” 6. “I have always had such a great experience working with staff” 7. “Thought having more storage space would be great” 8. “Everything was excellent once again. Staff was a great help” 9. “Marilyn, Eric and Sally were excellent. Couldn’t have been any better” 10. “Fun and stress reducing staff. Had fun working with the crew” 11. “The service was stellar and the facility was immaculate!” 12. “Great staff help tonight 13. “We had a great time!” 14. “We love Colleyville Center. Thank you for making everything so convenient for our programs” 15. “Everyone had a great time, we will b e back!” 16. ‘Great Facility” 17. “Thank you Mary for a perfect event” 18. “Everyone was very helpful” 19. “We love the people, always helpful” 20. “Would surely come back” REVENUE AND EXPENDITURES Q1 FY 2013 October 1-December 30, 2012 • Revenue (Actual) – $62,700, a 25% improvement over Q1 FY 2012 • Economic Impact – 50% of all events impact local businesses with use of goods or services adding to sales tax collection and local business revenues and retention • Colleyville City Sponsored bookings were valued at $2,400 (standard rate) • Expenditures (Actual) – $ 82,242 • Month over Month Revenue & Expenditure Q1 2013 is reflected below as reported by the City Of Colleyville Finance Department Oct Nov Dec TOTAL Revenue $21,316 $16,172 $25,212 $62,700 Expense $ 17,538 $ 38,194 $26,510 $82,242 • Quarterly Operating Cost Recovery 76% ANNUAL SUMMARY FOR Q1 FY 2013 While Q1 2013 revenues improved 25% over last year, actual bookings for Q1 2013 were down 12%. We continue to attribute the booking decline to additional wedding venues in the market, specifically other local municipal venues. The revenue increase over 2012 may be attributed to pre-booking of wedding and reception dates for 2Q 2013 events. Annual cost recovery was 76%. Quarterly cost recovery remained higher than anticipated. Staff continues to market the Center with an emphasis on weekday business rentals and wedding market. Staff will continue to implement updated marketing strategies and review innovative ideas to continue to move the business and generate revenue, while taking care of our core business, the citizens of Colleyville. Customer Servicer Ratings, though down 5%, remain positive with a 92.8% “excellent” rating. Center staff estimates more than half of all bookings generated economic impact to our local businesses. The continued goal of staff is to provide excellent customer service, enhance the marketing program, enhance economic impact to local business, meet and exceed revenue projections and operate the department within budget allocations. 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 02/18/2013 Number Type Regular Agenda Items Department Colleyville Center Title Introduction of new Colleyville Center Advisory Committee members Explanation This item allows for the introduction of new committee members. Attachments 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 02/18/2013 Number Type Regular Agenda Items Department Colleyville Center Title Election of a Chairman and Vice Chairman of the Colleyville Center Advisory Committee Explanation Per the Colleyville Center Advisory Committee Bylaws, annually a Chairman and Vice Chairman will be elected from the membership to serve a one-year term. Attachments