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HomeMy WebLinkAboutColleyville Center-Agenda Packets-8/20/2012City 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 20, 2012 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES May 21, 2012 3. REGULAR AGENDA ITEMS 3a Review and discussion of the Colleyville Center FY 2012 Third Quarter Report 3b Review and approval of the Colleyville Center Advisory Committee Bylaws 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Thursday, August 16, 2012 by 5:00 p.m. Lin Przybyl 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 – 2nd QUARTER MEETING May 21, 2012 MINUTES Present: Chair Mark Johnson, Linda Creed, Darla Dennison, Kirsten Isensee, Connie Nichols, Paul Vigiletti, and Tom Westerman Assistant City Manager Terry Leake, Center Manager Lin Przybyl and Center Coordinator Marilyn Gilbert Special guest John Gray Absent: Jon Bullock, Steve Burak, Karen Birkes, Dena Dendy, Joyce Hammill, Louis Miller, and Fred Mills 1. The Meeting was called to order at 5:40 p.m. by Chair Mark Johnson. 2. The Committee approved the minutes from the February 20, 2012 FY 2012 1st Quarter meeting. The minutes were approved as written with the correction of the spelling of a member’s name. 3. Staff reviewed and discussed the results from FY 2012 2nd Quarterly Summary. Quarterly Operating cost recovery was 102% and Year-to-Date cost recovery was 78%. Quarterly cost recovery was higher than anticipated due to the bulk of expenditures coming in the second half of the fiscal year. 4. The meeting was adjourned at 6:10 p.m. 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 08/20/2012 Number 3a Type Regular Agenda Items Department Colleyville Center Title Review and discussion of the Colleyville Center FY 2012 Third Quarter Report Explanation This item allows for the review and discussion of the attached Colleyville Center FY 2012 Third Quarter Report. Attachments 1.Colleyville Center FY 2012 Third Quarter Report Colleyville Center FY 2012 Third Quarter Report The purpose of this report is to provide a revenue and event summary of Colleyville Center operations for the period of April 1 through June 30, 2012. The following items are being considered in evaluating Center services for this quarter: • Meetings – Booking and Events • Marketing • Customer Service • Revenues and Expenditures • Summary MEETINGS – BOOKING AND EVENTS During this quarter of operation the Center held a total of 113 events which is a 7% increase over the number of events that were held during the same quarter of FY 2011. Revenue and Booking by Client Category – Third Quarter FY 2012 Revenue by Category 113 Events by Type – Third Quarter FY 2012 The number one marketing effort for the Center continues to be personal and networking referrals. During this quarter the referrals came from residents, caterers and attendees of previous events. Other marketing resources were internet based or print advertising. The Center has implemented a Facebook Fan page as an exposure tool more than one that engages the customer. The Center has experienced total 184 “Likes” with 94,060 “Friends of 7% Resident 2% Local Business 15% Non- Profit 47% Standard 12% Catering 16% Admin 0 10 20 30 40 50 City Sponsored HOA Meetings Bridal Social & Fundraising Civic Organizations Business Meetings 4 14 14 6 30 42 Rate Category % of % of Revenue Bookings Local Social 7% 4% Local Business 2% 9% Local Non-profit 15% 45% Standard 47 % 36% Catering Fees 12% Administrative Fees 16% City Usage 0% 9% Fans” exposure. This number represents the “unique” people who were friends with the people who “Liked” Colleyville Center. The Center’s highest weekly total reach or the most number of “unique” people who have seen a Center post is 1,549 in one week. Quarterly marketing outreach includes: • Bride and Groom Magazine, Spring issue plus website • Business Meetings and More, Winter issue- exposure to meeting planners • City publications: Utility newsletter, website, Facebook and Twitter • Colleyville Chamber Publications, staff networking through business and professional organizations and lead mailers • Internet and web-based advertisements CUSTOMER SERVICE During this quarter staff received 37 Customer Satisfaction surveys. Survey categories rate the appearance and cleanliness of the Center, service from staff, room set-up, kitchen facilities, parking amenities, and overall experience. Of the 37 respondents, all would plan another event at the Colleyville Center. The overall results are as follows: Quarterly Customer Satisfaction Survey Category Excellent Good Satisf Fair Unsatisf N/A Appearance of Center 37 Clean Facilities 37 Service from Staff 35 1 1 Room Set-up 37 Adequate Parking 36 1 Kitchen Amenities 33 4 Overall Experience 37 Plan to Return to the Center 37 Of the 37 respondents 25 wrote comments on their surveys. The comments received from customers continue to assist staff in enhancing service levels at the Center. All written comments follow: 1. We appreciate the assistance. 2. Lin you were great! Thank you so much. 3. Thank you---thank you---thank you. 4. Great job! 5. Tim is very helpful, professional and nice! 6. Can’t wait to have our 2013 Leadership conference. 7. Tim was outstanding—went above and beyond from planning to setup. 8. Staff was very helpful. 9. Beverly was the best part of the Colleyville Center. She was wonderful. We were unhappy with planning process. 10. Thank you. 11. It was perfect—thank you. 12. Thanks again. 13. All staff has been informative, helpful and courteous. 14. Love it! Fabulous job! 15. It was great and beautiful. 16. It was a very nice event! 17. We came here for a pageant. Thanks so much! 18. Wonderful staff 19. Thank you! Perfect location, facility, décor and staff!! 20. Always fabulous! 21. We’ll be back! 22. Thank you so much. We heard many comments on how nice the facility is. 23. Awesome 24. Love this place! 25. Everyone at the Colleyville Center was great to work with…exceptional! REVENUES AND EXPENDITURES – FY 2012 Second Quarter: April 1 – June 30, 2012 • Quarterly Revenues (Actual) – $65,381, a 5% decrease from FY 2011 Second Quarter revenues however revenues are tracking ahead of projections for the year by 5% • Quarterly Economic Impact – 55% of all events impact local businesses with usage of their goods or services adding to sales tax collection and local business revenues and retention • Quarterly City-sponsored bookings valued at $ 1,125 (standard rate) • Quarterly Expenditures (Actual) – $79,825, below quarterly projections and allocations • Quarterly Operating Cost Recovery – 82% • Year-to-date Cost Recovery – 79% The following chart is based on actual receipts from the City Finance Department Monthly Report comparing expenditures to revenues: SUMMARY While exhibiting a slight increase in bookings the Center revenues dipped by 5% for the quarter. However, revenues continue to show a 5% year-to-date increase over the previous year. Quarterly cost recovery remains higher than anticipated with a spike in expenditures anticipated in the fourth quarter. Staff continues to market the Center with an emphasis on weekday business rentals and the bridal market. Staff will continue to implement updated marketing strategies and review innovative ideas. 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. $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 $35,000 $40,000 $45,000 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Expense Revenue Expense Revenue Oct $14,714 $12,997 Nov $24,239 $14,110 Dec $41,321 $19,741 Jan $26,123 $22,320 Feb $20,458 $26,491 Mar $24,144 $23,362 Apr $21,916 $18,282 May $32,489 $17,140 Jun $25,423 $29,959 Jul Aug Sep Total $230,827 $184,402 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 08/20/2012 Number 3b Type Regular Agenda Items Department Colleyville Center Title Review and approval of the Colleyville Center Advisory Committee Bylaws Explanation The Colleyville Center Advisory Committee bylaws have been updated to reflect current practices and provide clarification of the Committee’s scope of responsibilities, meeting procedures and appointment process. The proposed bylaws are presented for the Committee’s consideration. Attachments 1.Colleyville Center Advisory Committee Bylaws COLLEYVILLE CENTER ADVISORY COMMITTEE BYLAWS ARTICLE I – Identification and Purpose The Colleyville Community Center Advisory Committee was established by the City Council of Colleyville, Texas, by Resolution R-93-893 on June 15, 1993. The purpose of Colleyville Community Center Advisory Committee is to maximize the role of citizens in the planning, design and operation of the Community Center project and was established for a time period not to exceed one year. The Colleyville Community Center Advisory Committee’s charge was revised by the City Council of Colleyville, Texas, by Resolution R-97-1326 on October 21, 1997. The purpose of the Colleyville Community Center Advisory Committee is to -recommend policies for rental and use of the Colleyville Center including policies and procedures; fee structure; develop long range plans for the use and marketing of the Center; and provide a written report of the Committee’s activities and future plans to City Council on an annual basis. The Colleyville Community Center name was changed by City Council, by Resolution R-02- 2058 on November 19, 2002, to Colleyville Center. ARTICLE II – Membership 2.1 The Colleyville Center Advisory Committee shall consist of thirteen members who shall be appointed by the City Council for a two-year term. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 Vacancies on the Colleyville Center Advisory Committee shall be reported to the City Secretary and will be filled with an appointment by the City Council for the length of the unexpired term. 2.5 If a member of the Colleyville Center Advisory Committee fails to maintain a seventy- five percent (75%) attendance record for all regularly scheduled meetings, the Chair or staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position, or appoint a replacement without advertising. Colleyville Center Advisory Committee Bylaws ARTICLE III – Officers 3.1 The officers of the Colleyville Center Advisory Committee shall be the Chair and the Vice Chair. 3.2 The Colleyville Center Advisory Committee shall elect the Chair and Vice Chair annually, from among the members, at the next regularly scheduled meeting following City Council appointments. The Chair, shall have a minimum committee tenure of one-year, and the Vice Chair with no length of term requirement. The officers shall serve one-year terms or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice Chair shall serve as the Chair for the unexpired portion of the term. 3.4 City staff shall take minutes of the meeting and serve as custodian of Colleyville Center Advisory Committee records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held quarterly, on the second or third Monday of February, May, August and November at 5:30 p.m., at Colleyville Center. Meeting dates, times and location may be changed, as necessary. 4.2 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 A majority of the voting Colleyville Center Advisory Committee members shall constitute a quorum to conduct business of the Colleyville Center Advisory Committee. The act of the Colleyville Center Advisory Committee members present at a meeting, at which a quorum is in attendance, shall constitute the act of the Colleyville Center Advisory Committee. 4.4 Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 4.5 Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. 4.7 The Chair may recognize individuals wishing to speak regarding an item on the agenda. Colleyville Center Advisory Committee Bylaws 4.8 Special meetings may be called at the request of the Chair or three members of the Colleyville Center Advisory Committee for the transaction of business. Posting and notification of meeting requirements shall apply to special meetings. 4.9 The Colleyville Center Advisory Committee may establish subcommittees as deemed appropriate. Such committees will be dissolved upon completion of the charge or task. ARTICLE V – Duties and Responsibilities 5.1 The Colleyville Center Advisory Committee acts in an advisory capacity to the City Council in all matters pertaining to Colleyville Center. 5.2 Committee members recommend policies for rental and use of the Colleyville Center including policies and procedures, and fee structure, develop long range plans for the use and marketing of the Center; and provide a written report of the Committee’s activities and future plans to City Council on an annual basis. 5.3 Committee members shal cooperate with City boards, commissions and committees, other governmental agencies, civic groups, and all citizens of the City in the advancement of the Colleyville Center. 5.4 The Colleyville Center Advisory Committee members shall sign the Acknowledgement Statement in accordance with the Colleyville City Charter, Section 14.02, Personal Financial Interest, Subsection G, Oath, which acknowledges familiarity with the referenced section and Chapter 171 of the Local Government Code pertaining to conflict of interest. 5.5 The Colleyville Center Advisory Committee member shall meet the filing requirements of The Disclosure Act. The City is required to place all Conflict Disclosure Statements submitted to the City on the City’s web site. 5.6 The Colleyville Center Advisory Committee member will take the Attorney General Texas Open Meetings Act on-line training course or obtain a DVD of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. ARTICLE VI – Amendments Colleyville Center Advisory Committee Bylaws 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances.