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Home My WebLink AboutColleyville Center-Agenda Packets-5/20/2013City 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, May 20, 2013 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES February 18, 2013 3. REGULAR AGENDA ITEMS 3a Review and discussion of the Colleyville Center FY 2013 second quarter report 3b Review and discussion of Standard Weekend Rental Fee Increase. 3c Review and discussion regarding chair rental fees and packaging with Balustrada ceremony. 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, May 17, 2013 by 5:00 p.m. Leslie Hill 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 2011 FIRST QUARTER FEBRUARY 18, 2013 MINUTES Present: Committee Members – Chairman Mark Johnson,Vice-Chair Louis Miller, Jon Bullock, Steve Burak, Michael Cunningham, Deena Dendy, Darla Dennison, Julie George, Fred Mills, Connie Nichols, Kirsten Isensee, Irma Villalobos, and Paul Vigiletti Assistant City Manager Terry Leake, Center Manager Leslie Hill, Center Coordinator Marilyn Gilbert. Absent: Tom Westerman I. Meeting was called to order at 5:30 pm by Chairman Mark Johnson. II. At the request of Mark Johnson each of the individuals present introduced themselves to the new members and told how long they have participated in the Colleyville Center Advisory Committee. Everyone welcomed new members Michael Cunningham, Julie George, and Irma Villalobos. III. The committee reviewed the Minutes from the Fourth Quarter November 26 committee meeting. Minutes were approved as written. IV. Center Manager reviewed the First Quarter 2012 Summary and a discussion followed regarding the marketing of the Colleyville Center. V. The committee unanimously re-elected Mark Johnson as committee chair and Louis Miller as vice chair. VI. Meeting was adjourned at 6:10pm. 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 05/20/2013 Number 3 Type Regular Agenda Items Department Colleyville Center Title Review and discussion of the Colleyville Center FY 2013 second quarter report Explanation This item will allow for review and discussion of the Colleyvile Center Q2 FY 2013 Performance Results Attachments 1.3A Presentation 5.20.2013 COLLEYVILLE CENTER Q2-FY 2013 UPDATE Center Advisory Meeting May 20, 2013 Q2 FY 2013 Report The intent of this quarterly report is to provide both a revenue, and event summary of Colleyville Center operations for the period January 1, 2013 through March 31, 2013. –Booked Meetings & Events –Revenue and Expenses –Facility / Operation Update –Marketing & Advertising –Customer Service Q2 FY 2013 Report EVENT TYPE JANUARY FEBRUARY MARCH Q2 AVERAGE HOA / CIVIC 61% 54% 43% 53% BUSINESS 27% 38% 33% 33% WEDDING 7% 4% 23% 11% CITY EVENTS 5% 4% 1% 3% •TOTAL OF 103 EVENTS WERE HELD FIRST QUARTER Q2 FY 2013 Report Business Meetings Civic Organizations Social Bridal HOA Meetings City Sponsored 3 40 31 6 19 4 Q2 FY 2013 Report •REVENUE BY SEGMENT Local Social 9% Local Business 1% Local Non-profit 11% Standard/Non Local 54% Catering Fees 6% Administrative Fees 19% City 1% Local Social Local Business Local Non-profit Standard/Non Local Catering Fees Administrative Fees City Q2 FY 2013 Report REVENUE & EXPENDITURE •Revenue (Actual) – $62,191 •Quarterly Expenditure (Actual)- $122,598 •Quarterly Economic Impact – 60% •Quarterly City Sponsored bookings valued at $2,400 (standard rate) •Quarterly Operating Cost Recovery 51% •Year -To -Date Cost Recovery-61% Q2 FY 2013 Report REVENUE & EXPENSE SUMMARY January expenses exceeded budget projections. The staff attributes the 9% decline in bookings and revenue to the Centers 11 day closure in January for replacement of an original, main HVAC unit. In addition competition from other venues in the market affected bookings. There were only three weekend events in January 2013 vs. six in 2012. On a positive note, 60% of booked events utilized local Colleyville businesses to support their events. The use of goods or services adds to the City sales tax collection and supports local business revenues and retention. From continental breakfasts, catered dinners, linens, flowers and office supplies, the economic impact to local business was positive in Q2. In addition, civic organization bookings improved 14% over same period 2012. Citizen use of the Colleyville Center will always remain a priority with staff. Q2 FY 2013 Report 2013 YEAR TO DATE 2013 Oct Nov Dec Q1 TOTAL Jan Feb March Q2 Total ACTUAL YTD FY 2013 BUDGET Revenue $ 21,316 $ 37,488 $ 25,212 $ 62,700 $ 19,767 $ 20,765 $ 21,780 $ 62,191 $ 125,013 $ 220,000 Expense $ 17,538 $ 38,193 $ 26,519 $ 82,250 $ 75,238 $ 22,446 $ 24,914 $ 122,598 $ 204,848 $ 382,537 Q2 FY 2013 Report FACILITY / OPERATIONAL IMPROVEMENTS •500 New Chairs and 40 New Tables •Replaced One Twenty Ton Unit for Greater HVAC Efficiency •Replaced Both North & South Utility Flat Roofs •Serviced 2nd Unit for Greater HVAC Efficiency •2 Video Camera Installations- One donated from Colleyville Womens Club •2 Air Conditioning Controls Moved From Window Mounts to Interior Walls •Grease Trap Outside Catering Kitchen Replaced and Upgraded •Gallery Video Screen Now Utilized To Welcome Guests •Tattered Flags Removed From Parking Lot Entrance •Replaced Directional Sign on Blue Bonnet •Security Alarm System Upgraded With Cellular Connectivity •Fire Alarm System Upgraded to Detect Water Flow Q2 FY 2013 Report Q2 2013-MARKETING Referrals Personal and networking referrals continue to be the two top primary drivers of leads into the Center. Referrals are provided by Colleyville residents, caterers familiar with the facility, and guests who have attended events at the Center. On average, staff receives 5-10 Internet referrals per week from The Knot, Wedding Wire and the City of Colleyville . Staff attended two bridal shows this quarter, booking only one wedding as a result of participation. Staff recommends limiting participation to one show per year based on cost/benefit and to primarily keep Colleyville Center “brand” in Market as bridal destination Q2 FY 2013 Report Q2 2013-ADVERTISING •February- Fort Worth Star Telegram •Indulge Magazine- Bridal Advertisement •The Knot Magazine- Summer Edition •City of Colleyville Communications •Colleyville City Utility Newsletter, City Website www.colleyville.com •Colleyville Chamber •Advertisement in Chamber Publication “Local Link” Luncheon Networking Vendor Participation at Chamber Network Events •Texas Event and Venue Management Luncheons/Share Event Leads Q2 FY 2013 Report Q2 2013 CUSTOMER SATISFACTION SURVEYS •During Q2 FY2013 Center staff received 38 Customer Satisfaction Surveys, representing 37% of meetings booked during period. Survey response dropped 9% for this period due to a process change in our Survey solicitation. Staff tested delivery methodology and emailed Surveys in February following weekend events. It was learned that securing Customer Satisfaction Surveys the night of the event remains our best gauge for immediate, positive feedback. •Client surveys continue to rate seven categories: appearance and cleanliness of the Center, staff service, room set-up, kitchen facilities, parking, amenities, and overall experience. Of the 38 survey responses, 99% would plan another event at the Colleyville Center. The overall satisfaction rating of “excellent” for Q2 FY 2013 was 98%. Q2 FY 2013 Report CATEGORY EXCELLENT GOOD SATIS FAIR UNSATIS N/A Appearance of Center 37 1 Clean Facilities 35 1 1 Service from Staff 36 1 1 Room Set Up 35 3 Adequate Parking 33 2 1 Kitchen Amenities 28 3 5 Overall Experience 35 2 Plan to Return to Center 37 Q2 FY 2013 Report What OUR CUSTOMERS ARE SAYING……… “Very Well done!” “Mary is a great Rep for the City!” “Thank You for the wonderful service!” “Attendant from the facility was Fabulous!” “Great!” “The Staff was extremely helpful to myself and attendees at our function.” “Great place…love this place” “Audio was bleeding over from the other half of the room.” (we have fixed this) “My favorite place” “My deepest gratitude to you and all your staff for creating a joyous, beautiful and memorable event for our Naw Ruz Celebration. It was such a delight to work with people who were dedicated, humorous, and knowledgeable at the Colleyville Center. Everyone was very attentive and very accomodating to meet our needs. Even needs we didn’t know about” 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 05/20/2013 Number Type Regular Agenda Items Department Colleyville Center Title Review and discussion of Standard Weekend Rental Fee Increase. Explanation This item will allow for discussion of the Standard Weekend Rental Fee Increase. Attachments 1.3B Presentaion Regular Agenda Item 3B Review and Discussion: Standard Weekend Rental Fee Increase Background FACTS -2011-2013 – Standard Rate Weekend Pricing Currently Includes Facility, Tables & Chairs $1600 Fri & Sun $1800 Saturday -Weekend Standard Rentals 76% Weekend Bookings are Non-Resident 40% Average 250-300 Guests -Market Perception Facility Cheap and Inexpensive, Alcohol Can Be Served, Pick Own Vendors and Renter Can Bring Own Food Into Facility Demographics Mixed But Primarily Very Young Adults -Event Management Results Additional Staffing Is Required (2 event staff vs 1) Wear and Tear On Building With Large Parties Loud Music Needs Monitoring To Avoid Neighbor Complaints Recommendations Staff Seeking Center Advisory Board Approval -Increase Weekend Standard Rates $2,200- Saturday Prime Time $2,000 – Friday & Sunday -No Change Resident/Business 20% discount Non-Profit Weekend 50%/20% discount -Timeline: September-Presentation to City Council, Advisory Board Recommendations October 1, 2013 - Following City Council Approval, Rates Effective 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 05/20/2013 Number Type Presentation and Discussion Department Colleyville Center Title Review and discussion regarding chair rental fees and packaging with Balustrada ceremony. Explanation This item will allow for discussion regarding rental fees associated with chairs. In addition a discussion to also package a chair rental with Balustrada use. Attachments 1.3C Presentation Regular Agenda Item 3C Review and Discussion: Chair Rental Fee / Packaging with Balustrada Ceremony Background -Historical Use Of Balustrada Has Required Chair Rental -Balustrada Rental Rate is $150 For A Wedding Ceremony -Guests Must Arrange For Chair Drop Off, Set Up and Pick Up Recommendations: -Center Has Purchased 150 White Ceremony Chairs -Staff Seeks Advisory Approval to Charge $150.00 For Chair Rental -$150 Fee Will Include Ceremony Set Up and Take Down - The Balustrada Ceremony Rental With Chairs Will Be $300 Timeline: September-Presentation of Advisory Board Recommendations October 1, 2013 - Following City Council Approval, Rates Effective