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HomeMy WebLinkAboutColleyville Advisory Committee-Minutes-8/19/2024 City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE CENTER ADVISORY COMMITTEE MINUTES 5301 Riverwalk Drive MONDAY, AUGUST 19, 2024 - 5:30 PM PRESENT: Fred Mills, Vice-Chair; Judith Goodwin; Lee Koch; Alex Thomas; Paul Vigiletti; Ann Morgan; Louis Miller; Jessica Harig; Tina Anderson; Chelsea Rose, Colleyville Center Manager; Kristi Isbell, Colleyville Center Sales & Hospitality Specialist ABSENT: Jeremy Tallo, Chair; Darla Dennison 1. CALL TO ORDER The meeting was called to order by Fred Mills at 5:30 p.m. 2. APPROVAL OF MINUTES Tina Anderson motioned for approval of the May 13, 2024 minutes. Lee Koch seconded the motion. The motion was approved with no dissension. 3. REGULAR AGENDA ITEMS 3a Budget and Utilization Update Chelsea Rose reminded Committee that the City’s new fiscal year begins on October 1, 2024 and budget approvals will be finalized by City Council in September. Rose explained that proposed adjustments include funds for window updates repair in the Capital Improvement Fund. Rose described success with utilizing Intern positions and stated there is current job posting to fill vacant Event Concierge position. Rose stated that funds for advertising should remain similar to previous years and will be used for Community Impact print and digital ads, Peach Jar digital advertising to area school families, social media ads, community sponsorships for target demographics, and to support our Wedding Wire page and advertising. Rose provided explanation of Center utilization between May 2024 -July 2024 based on City, GCISD, HOA, non-profit, resident, and standard clients. Rose noted that the first half of May is busy with school banquets, weddings, and non-profit events, the remaining weeks experience a “summer slowdown” with overall utilization decreasing from 87% to 63%. Rose explained that this is consistent year over year with most non-profits taking a hiatus from regular meetings and businesses hesitant to schedule seminars and events due to summer travel, but the Ce nter did have all five June weekends booked with weddings. Rose added that 4,423 guests visited Colleyville Center Advisory Committee Minutes August 19, 2024 City of Colleyville Page 2 the Colleyville Center during this quarter. Chris Carlson asked if specifics could be provided for year over year comparisons (rather than previous quarter) and staff explained that was already going to be included for the next meeting because the data has been captured for the previous year. 3b Community Engagement and Marketing Update Rose reminded of the Restaurant Roadmap promotion during December 2023 and February 2024 that included a physical copy of the Restaurant Roadmap along with a Colleyville $35 Gift Card. Rose explained that staff have created a digital version of the Restaurant Roadmap that is accessible on the City’s website and through the QR code provided. Rose described the Colleyville Camera Caper (photo scavenger hunt) as another recent engagement activity with the community with positive feedback, increased connection, and opportunity for new visitors to the Colleyville Center. Rose introduced a new Colleyville Center client survey that invites clients and guests to provide feedback through a four-question survey. Clients submitting feedback are eligible for a monthly prize drawing of a Colleyville $35 Gift Card or gift card to a Colleyville business. Rose introduced an updated Rate Card for the Colleyville Center that includes weekday, as well as weekend rate information, and additional offerings. Discussion ensued about placing the rate cards in other City departments for more visibility and staff will follow up on this possibility. Rose provided information on new social media strategy that has resulted in increased interaction and reach with new features including a stop motion tour of venue, meet the team highlights, and venue rental offerings. Rose stated that City and GCISD promotions are very popular posts. Fred Mills asked about “non-social media” ways to access these updates and staff explained this information would be included on the Center’s webpage, ColleyvilleCenter.com. Discussion ensued about possibility of cross promoting with the Chamber of Commerce and includi ng a QR code on sponsorship slide. Further, Rose provided information on the advertising package with Community Impact, last year, and provided a link to the most recent Storytelling article and explained will pursue a similar package this year. Rose listed additional community partnerships will include the CHHS Football Home Game sponsorship, SCORE Women’s Business Forum sponsorship, Colleyville Chamber Women of Worth sponsorship, Grapevine Young Professionals’ Spooky Soiree, and the recently completed GCEF New Educator’s Luncheon in July. 3c Update on Facility Maintenance and Improvements Rose updated the Committee on the recently completed repairs to the front columns of the Colleyville Center and presented before and after photos. Rose explained still finalizing the details of A/V updates and hope to have the Conference Room complete prior to end of FY24 with Grand Hall updates budgeted for FY25 along with repairs to the window wall. Rose indicated that staff will aim to have timing and more details on window wall repairs. Rose provided insight on the timing challenges Colleyville Center Advisory Committee Minutes August 19, 2024 City of Colleyville Page 3 involved with the A/V updates and ways to accommodate events that may need to be moved to another room. Discussion ensued about other t ypes of A/V update options that may require fewer upgrades over time and Rose reminded of primary concern is for the security of the City’s network and all technology needs to fit this need. 3d Discussion of Items for Future Agendas Chris Carlson suggested discussion of ways to increase summer bookings and reach potential clients that rely on summer travel such as college recruitment events, traveling museums, etc. Staff provided additional dates for Colleyville Center Advisory Committee meetings: November 18, 2024, February 10, 2025, and May 19, 2025. 4. ADJOURNMENT Ann Morgan motioned to adjourn the meeting. Paul Vigiletti seconded the motion. The motion was approved with no dissension. The meeting was adjourned at 6:13 p.m. APPROVED BY A VOTE OF 10 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 18TH DAY OF NOVEMBER, 2024.