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HomeMy WebLinkAboutColleyville Center-Agenda Packets-11/26/2012City 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, November 26, 2012 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES August 20, 2012 3. REGULAR AGENDA ITEMS 3a Review and discussion of the Colleyville Center FY 2012 Fourth 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 Wednesday, November 21, 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. 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 11/26/2012 Number Type Regular Agenda Items Department Colleyville Center Title Review and discussion of the Colleyville Center FY 2012 Fourth Quarter Report Explanation This item allows for the review and discussion of the attached Colleyville Center FY 2012 Fourth Quarter Report. Attachments 1.Colleyville Center FY 2012 Fourth Quarter Report Colleyville Center FY 2012 Fourth Quarter Report The purpose of this report is to provide a revenue and event summary of Colleyville Center operations for the period of July 1 through September 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 78 events which is a 9% decrease compared to the number of events that were held during the same quarter of FY 2011. Revenue and Booking by Client Category – Fourth Quarter FY 2012 Revenue by Category 78 Events by Type – Fourth Quarter FY 2012 MARKETING 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’s Facebook Fan page continues to be an excellent marketing and informational tool. The Center has experienced a total 235 “Likes”. A snapshot 30-day period shows that 72% of all views were in the 18-34 demographic with 58% being female. The Center’s highest weekly total 4% Resident .5 % Local Business 6% Non- Profit 59% Standard 14% Catering 16.5% Admin 0 10 20 30 City Sponsored HOA Meetings Bridal Social & … Civic Organizations Business Meetings 2 6 15 6 29 20 Rate Category % of % of Revenue Bookings Local Social 4% 4% Local Business .02% 8% Local Non-profit 6% 43% Standard 59% 43% Catering Fees 14% Administrative Fees 16% City Usage 0% 2% reached, or the most number of “unique” people who have seen a Center post is 1,469 in one week. Quarterly marketing outreach includes: • Bridal Show at Gaylord with advertisement in Star-Telegram Bridal Supplement • Wedding Planner Guide advertisement • Indulge Magazine advertisement – August issue • 360 West Magazine – September issue article • City publications: Utility newsletter, website, Facebook and Twitter • Colleyville Chamber Publications, staff networking through business and professional organizations • Internet and web-based advertisements with free sites • Annual contract with The Knot for upgraded internet listing plus print ad in the Texas Editions of The Knot • Annual contract with WeddingWire.com and associated websites CUSTOMER SERVICE During this quarter staff received 39 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 39 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 2 Clean Facilities 39 Service from Staff 38 1 Room Set-up 35 4 Adequate Parking 36 1 3 Kitchen Amenities 30 2 7 Overall Experience 37 2 Plan to Return to the Center 39 Of the 39 respondents 21 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. “Great place! Great people!” 2. “Everything was fabulous. My daughter Ashley enjoyed working with all of you. Thank you!” 3. “Awesome hall.” 4. “Mary is awesome; we love this place for meetings.” 5. “Julie is always so helpful and accommodating.” 6. “Thank you for all of your help! You were a huge part of the success!” 7. “Meredith was awesome! Very helpful!” 8. “Thanks for everything guys. You were all so helpful.” 9. “It was wonderful! The service and facilities were great!” 10. “Excellent!” 11. “Loved it!” 12. “Our only concern was the water leak on the stage.” 13. “Always the best experience.” 14. “Lots of comments on what a great facility it was…lots of room. We also liked the behind the scenes area for putting our mess. We were so pleased with the event in every way. We will definitely be talking it up! Thank you!” 15. “Marilyn perfect as always.” 16. “We did not use the kitchen but if we had I’m sure it would be excellent.” 17. “Everything was excellent as usual!” 18. “Great facility as always!” 19. “Outstanding job as always!” 20. “We love it!” 21. “Perfect job—Marilyn and Erik are awesome” REVENUES AND EXPENDITURES – FY 2012 Fourth Quarter: July 1 – September 30, 2012 • Quarterly Revenues (Actual) – $45,927, a 6% decrease from FY 2011 Fourth Quarter revenues however revenues were 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 $265 (standard rate) • Quarterly Expenditures (Actual) – $84,287, below quarterly projections and allocations • Quarterly Operating Cost Recovery – 55% • Year-to-date Cost Recovery – 73% The following chart is based on actual receipts from the City Finance Department Monthly Report comparing expenditures to revenues: ANNUAL SUMMARY FOR FY 2012 While fourth quarter revenues and bookings were down, end-of year results exhibited a 5% increase over projected revenues. However, revenues showed a downward trend over the previous year which can be attributed to the increase in new venues available in the area. The number of bookings for FY 2012 was 404 compared to 420 in FY 2011 Annual cost recovery was 73%. Quarterly cost recovery remained higher than anticipated with a spike in expenditures always anticipated to close out the year. 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. Customer Service ratings continue to remain high with a 98% rating of excellent or good. Staff estimated 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. $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 $25,263 $14,841 Aug $25,129 $14,347 Sep $33,895 $16,739 Total 315,114 $230,329 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 11/26/2012 Number Type Regular Agenda Items Department Colleyville Center Title Review and approval of the Colleyville Center Advisory Committee Bylaws Explanation At the August 20, 2012 Colleyville Center Advisory Committee meeting the updated bylaws were presented for review and discussion. At that time it was noted that membership was listed as thirteen (13) members instead of the fourteen (14) members currently serving on the committee. A City Secretary Office review of the committee showed that in March 2004, City Council Resolution R-04-2317 limited the number of committee members to thirteen (13). The following month Colleyville Rotary Club requested representation on the Committee, again returning the number to fourteen by City Council Resolution R-04-2326. At that same meeting the committee recommended the designated organizations that currently have representation be included in the bylaws. The Colleyville Center Advisory Committee bylaws have been updated to reflect the Committee recommendations, current practices, clarification of the scope of responsibilities, meeting procedures and appointment process. The proposed bylaws revisions (Article II Membership 2.1) are presented for the Committee’s consideration and approval. If approved by the Advisory Committee the bylaws will be presented to City Council for 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 fourteen members who shall be appointed by the City Council for a two-year term. The following civic organizations shall select a single representative from their organization to serve on the Advisory Committee for a two-year term; Colleyville Women’s Club, Colleyville Lions Club, Colleyville Garden Club, Colleyville Chapter of National Charity League, Arts Council NE and Colleyville Rotary Club. All other members of the Advisory Committee shall serve at-large. 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. Colleyville Center Advisory Committee Bylaws 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. 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. Colleyville Center Advisory Committee Bylaws 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. 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 shall 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. Colleyville Center Advisory Committee Bylaws ARTICLE VI – Amendments 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.