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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