Item 4ECITY OF
SOUTHLAKE
4E-1
MEMORANDUM
March 12, 2015
TO: Shana Yelverton, City Manager
FROM: Candice Edmondson, Deputy Director of Community Services
SUBJECT: Approve proposed hours of operation and catering and
alcohol service options for The Marq Southlake Phase 1
Action
Requested: City Council consideration of the proposed hours of operation
and alcohol and catering service options for The Marq
Southlake Phase 1.
Background
Information: Construction on Phase 1 of The Marq Southlake (Legends Hall)
is expected to be complete in late 2015. Phase 1 will include an
events hall, multipurpose conference and meeting spaces, a
club lounge, catering kitchen, senior center, an outdoor
amphitheater and events space. These facilities will be available
for use by citizens, businesses, corporations and civic groups
through rental and event agreements.
As with other City facilities that are available for the public to
reserve, procedures have been developed to guide the use and
operation of The Marq Southlake. The proposed hours of
operation and catering and alcohol service options for the facility
are presented for Council review and consideration.
Proposed Hours of Operation
LEGENDS
HALL AND ARIA
Monday — Thursday
Friday Saturday
Sunday
Office Hours
9 a.m. — 6 p.m.
9 a.m. — 6 p.m.
9 a.m. — 3 p.m.
Closed
Standard Event
7 a.m. — 11 p.m.
7 a.m. — 1 a.m.
7 a.m. — 1 a.m.
7 a.m. — 1 a.m.
Hours
Senior Center
g a.m. — 4 p.m.
9 a.m. — 4 p.m.
Closed
Closed
Hours
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — May 19, 2015
Page 2 of 4
4E - 2
The proposed office hours are the hours that Legends Hall will
be open to the general public. Staff will be in the office during
this time and someone will be available to answer phones and
greet guests.
The proposed standard event hours are the hours that
Legends Hall and Aria will be available to reserve for an event
or meeting. Staff will be onsite to supervise scheduled events
and meetings, but any inquiries received outside of the
proposed office hours will be returned during business hours.
The proposed Senior Center hours are the hours that the
Senior Center will be open to the public. The hours listed in the
table above are the current hours for the Senior Center except
for the Friday hours. Currently the Senior Center is closed on
Fridays, but staff has received requests to extend hours to
Friday and offer additional programs. With the additional
meeting and event space at The Marq, staff will be able to
expand senior programming and offer new opportunities on
Fridays.
Proposed Catering Service Options
PREFERRED CATERER
Pre -approved by City
OUTSIDE CATERER
Not pre -approved by City
Guest selects from Preferred Caterer list
Guest selects outside caterer
City receives 10% of final catering bill
City receives 15% of final catering bill
Guest pays $250 flat fee
For The Marq Southlake two catering options are being
proposed — preferred caterer and outside caterer. A preferred
caterer will have met the requirements of a Request for
Qualifications and be pre -approved by the City as a preferred
vendor. Guests will select a caterer from The Marq's Preferred
Caterer's list and the City will receive 10% of the final catering
bill from that vendor on each event. An outside caterer did not
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — May 19, 2015
Page 3 of 4
4E - 3
go through the City's RFQ process or did not meet the
qualifications, and therefore has not been pre -approved by the
City. Guests may choose an outside catering option, but will
pay an additional $250 flat fee which will go towards covering
the cost of preparing the caterer to use the facility. In addition,
an outside caterer will pay the City 15% of the final catering bill.
Proposed Alcohol Service Options
Two options for alcohol service are being proposed for The
Marq Southlake — guest provided and vendor provided. If
guests choose the guest provided option, they will purchase or
receive a donation for alcohol through a state licensed liquor
vendor. The guest will be required to provide an "open bar" and
no money, including tips, can be collected during the event for
alcohol service. In addition, the alcohol must be served by a
TABC licensed bartender approved in advance by the City.
With the vendor provided option, guests may purchase alcohol
from a City vendor or their caterer. Guests will have the option
of having an open bar or cash bar and charge for alcohol
service. The City will be able to collect a percentage of alcohol
sales from the cash bar. All alcohol must be served by a TABC
licensed bartender approved in advance by the City.
With either alcohol service option listed above, guests will be
required to hire off -duty police officers for additional security
during the event. The guest will also be required to obtain a
certificate of liquor liability insurance naming the City of
Southlake and The Marq Southlake as additional insureds. All
alcohol consumption at the facility must end by midnight.
These items were previously presented to the Park Board,
Senior Advisory Commission and Southlake Arts Council for
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — May 19, 2015
Page 4 of 4
4E -4
their review with positive feedback received from all three
boards.
Financial
Considerations: Fees collected at The Marq Southlake will provide a source of
revenue to help off -set operating costs.
Strategic Link: This item is linked to the City's Strategy Map related to the focus
area of Performance Management & Service Delivery and
meets the corporate objectives to provide attractive & unique
spaces for the enjoyment of personal interests, enhance the
sense of community by providing excellent customer service
and citizen engagement opportunities, achieve best -in -class
status in all City disciplines and enhance resident quality of life
& business vitality through tourism. It also addresses Critical
Business Outcome CB01 - continue to implement the Southlake
2030 plan by focusing on short-term initiatives.
Citizen Input/
Board Review: Parks Board presentation March 23, 2015
Senior Advisory Commission presentation March 24, 2015
Southlake Arts Council presentation March 24, 2015
City Council consideration May 19, 2015
Legal Review: The City Attorney has reviewed the proposed alcohol service
options
Alternatives: Alternatives may include:
• City Council approve as presented
• City Council approve with modifications
• City Council decision to not approve
Supporting
Documents: None
Staff
Recommendation: City Council approval
alcohol and catering
Phase 1.
of the proposed hours of operation and
,ervice options for The Marq Southlake
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork