St. Cloud State University Student Life and Development Division ATWOOD MEMORIAL CENTER ANNUAL REPORT FY 2013-2014 2013-2014 was a year of planning and transition.
TABLE OF CONTENTS Table of Contents Executive Summary 1 2013 Renovation Project Detail Highlights 2 Additional Projects and Upgrades Completed in 2013-14 3 Revenue and Expenditure Summary 3 Atwood Facilities/Event Services Assessment 5 Atwood Memorial Center Traffic Count 6 Atwood EMS Reserveable Spaces Usage Report 7 Staff Achievements 9 Years of service recognition to SCSU 9 Professional Association Memberships 9
EXECUTIVE SUMMARY Executive Summary 2013-14 was a year of changes and transitions for Atwood Memorial Center. In late summer of 2013, the most recent renovation of Atwood Memorial Center was completed and culminated in a Grand Opening ceremony on September 27, 2013. The updates and changes resulting from the renovation provided exciting new opportunities for student-focused interaction, and collaboration between several Student Life and Development areas and student organizations. Highlights of the renovation are included below. Jessica Ostman, Director of Campus Involvement, was appointed as Interim Director of Atwood for the start of 2013-14 while a second search for a new Executive Director ensued. Ms. Ostman did a wonderful job serving as the leader of the organization during this transitional time period. With the decrease in available student fee support in 2013-14, Atwood faced a budget reduction resulting in the loss of one GMW FTE, and adjustments in several other supply-related accounts. In spite of the student fee reductions, Atwood finished 2013-14 on a very positive financial note. The loss of the GMW, and the harsh winter did take a bit of toll on the facility, and morale as some of our ratings on building condition and cleanliness did decrease somewhat, but we are hoping that trend does not continue with into the future. With sound fiscal management practices, close revenue/expenditure monitoring, and adjustments made in late spring 2014, Atwood was able to successfully meet the financial goals, and contribute to the student fee reserve. Anticipated student fee reductions for 2014-15 resulted in required adjustments to the FY15 budget in late April/early May. The anticipated $64,000 reduction resulted in the loss of one of only two GA positions, a decrease in hours of operation and student employment, and supplies to start FY15. After a 5-6 month search process, Anne Buttke was appointed Executive Director for Atwood Memorial Center and Campus Involvement, and began in the new role on April 23, 2014. Ms. Buttke previously served almost 25 years in the student union/student development field at the University of Wisconsin-Stout and at the University of Wisconsin-Green Bay. Additional personnel changes in the spring of 2014 included a change in the leadership for the campus dining partner, Sodexo. Jeff Hilligoss, the new General Manger, began in January/February, and a new Catering Manager, Susan Green, began in April. The new management team began working to make changes in service, quality, and concepts, and did impact some marked improvements in such. The implementation of the new Viking Coke contract this past winter had a negative impact on past revenue from sales of Pepsi beverages. Building usage continued to be very strong in 2013-14 in spite of the decrease in student head count. The annual building traffic count resulted in The total number of reservations occurring in Atwood was 14,414 with an estimated attendance of 267,067 which was an increase from 2012-13. The campus and students have stayed very active and engaged in Atwood even with a decline in enrollment. Atwood is where it s at!
EXECUTIVE SUMMARY 2013 Renovation Project Detail Highlights Remodeling/relocation of department offices Department of Campus Involvement, University Program Board, Student Organizations office and collaboration spaces, Civic Engagement, Greek Life, Spirit Groups, and Leadership Multicultural Student Services LGBT Resource Center Student Government Student Cultural Center Retail partners TCF Bank, Affinity Credit Union, and Campus Card office Student Life and Development offices Development of new spaces Student organization collaboration area New reserveable meeting spaces (Blizzard, Union, Monarch, and Mississippi Rooms) New rehearsal space/studio New student organization workroom and storage areas Increased technology access and availability New Main Lounge with fireplace Relocated a new Atwood Gallery to the Theatre Lounge area of Atwood The changes also affected the following: New main floor restrooms and additional of a lactation room and gender neutral restroom Foot wash sink was relocated to a dedicated room near the Cultural Center Replacement of underground plumbing Brick tuck-pointing, sealant replacement Repair of northwest entrance (Garvey) Remodel of Brickyard into the Valhalla Dining Room Re-purposed the Husky Den and Husky Loft areas in partnership with the Student Parent Support Initiative, and Non-Traditional Student Association, adding some new furniture to the spaces. Feedback obtained from those impacted by the renovation have indicated that there is now more awareness of their organizations and missions, increased exposure to the student body, and an increased level of collaboration between organizations and departments that previously were not co-located as they are now. These results support some of the original goals of the project.
EXECUTIVE SUMMARY Additional Projects and Upgrades Completed in 2013-14 Replaced carpet in the 169 Office area and Cascade Room Painted building turrets with new SCSU logo and slogan Think, Do, Make a Difference Coke Free-Style machine installed in January, and provided a new revenue source, but does not contribute to the Viking Coke sales minimums so there is also a bit of negative impact as well. Both the Cascade and Theatre had equipment upgrades and user-friendly controls to allow for groups to use the rooms without the need of a tech New Digital Signage Displays which provide real-time listing of events in Atwood Electronic Signage for food service Began the update of the building directional signage. Increased Atwood s presence on and use of social media with the assistance of the GA for marketing. Revenue and Expenditure Summary Overall, several of the revenue generating programs, services, and areas in Atwood experienced increases in 2013-14, offset with a few that did not meet revenue targets. Those areas not meeting revenue targets adjusted their expenditures accordingly as to remain fiscally on target. The numbers offered below do not include our student fee allocation, nor personnel, overhead, debt service, utilities, or R&R expenditures. Areas experiencing increases in revenues included: The Underground recreation center 10% increase over budgeted revenue Meeting Room and Event Services 3% increase over budgeted revenue Sodexo Commissions 2.5% increase over budgeted revenue Areas experiencing decreases in revenues included: Copies Plus, Information Center, and Vending machines BUDGETED NON-STUDENT FEE REVENUE ACTUAL REVENUE YEAR END BALANCE $689,668.00 $672,512.00 ($17,156.00) BUDGETED NON-PERSONNEL EXPENDITURES ACTUAL EXPENDITURES YEAR END BALANCE $322,698.00 $294,210.00 $24,487.00 + $11,331.00
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SUMMARY OF DEPARTMENT AND PROGRAM EFFECTIVENESS, INCLUDING ASSESSMENT INFORMATION AND DATA Atwood Facilities/Event Services Assessment COLLECTION METHOD: Surveys are distributed after larger or more extensive events via e-mail to assess the building user experiences and the perceptions of their reservation process, and the space and personnel supporting their event. Completion is voluntary. We will work to obtain a higher return rate and to increase the overall ratings of the facility, services, and staff. GENERAL RESULTS AND CONCLUSIONS: Overall, the quality of users interactions and experience with staff, facilities, and equipment has been uniformly positive (good to excellent) with the breakdown listed below. We are pleased, but not completely satisfied with the consistent feedback stating that users overall experience using AMC was good or excellent. Parking continues to be an issue and this is the lowest area of concern within the survey and has remained consistent over the years. CHANGES, RESPONSES, AND OR ACTIONS THAT HAVE BEEN OR WILL BE TAKEN BASED ON THE ASSESSMENT FINDINGS: Results are compiled once a month and shared with those who are able to make changes or improvements as needed. Results are also shared with Atwood Advisory Council. The results also provide guidance for changes or improvements we need to make in processes, staffing, facility maintenance, etc. Cleanliness and set up ratings decreased the greatest between 12-13 and 13-14; we are working to improve this aspect of Atwood in 14-15. Survey Questions 2012-2013 (208 responses) (good to excellent) 2013-2014 (190 responses) (good to excellent) Meeting Facilities Room set-up as Requested 81% 74% Cost of Room 85% 80% Cleanliness of Room 83% 76% Overall Building 80% 74% Appearance/Cleanliness Cleanliness of Restrooms 78% 67% Parking 52% 56% AV Equipment Availability of Equipment 82% 77% Operating Condition of Equipment 79% 75% Atwood Staff Scheduling Office Representative 93% 90% Catering Staff 75% 75% Set Up Staff 86% 79% Building Manager on Duty 87% 87% Technician 86% 83% 5
SUMMARY OF DEPARTMENT AND PROGRAM EFFECTIVENESS, INCLUDING ASSESSMENT INFORMATION AND DATA Atwood Memorial Center Traffic Count COLLECTION METHOD: Each year, an average day during the academic year is chosen to conduct a traffic count to provide a snap shot of the daily usage in Atwood. A human or electronic counter is placed as each entrance beginning with the opening of the building at 7:00 a.m. until building closing at 12:00. Each individual entering the building is counted, and the total provides us with data regarding traffic flow. The data is collected the same week of the semester on the alternating Tuesday/Wednesday every other year. RESULTS AND CONCLUSIONS: We have completed traffic counts in the building over the past 15 years and have estimated that over 2 million people visit Atwood annually. Even with the fluctuations in enrollment over the past 7 years, the visitor count has stayed pretty constant. This shows that the Atwood Memorial Center is still a vital and active facility and program on the campus even with enrollment fluctuations, and needs to be supported at consistent levels of staffing attention. CHANGES, RESPONSES, AND OR ACTIONS THAT HAVE BEEN OR WILL BE TAKEN BASED ON THE ASSESSMENT FINDINGS: The data regarding traffic flow assists with planning for maintenance and cleaning schedules, replacement and repair of equipment, doors and flooring, the establishment of hours of operation for the building and various services, dining offerings, and programming scheduling. The count also is an indicator of value and benefit of the building and services within. 1 Day Traffic Counts 7 Years of Data 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 11,918 12,239 11,517 12,454 11,901 11,092 11,040 6
SUMMARY OF DEPARTMENT AND PROGRAM EFFECTIVENESS, INCLUDING ASSESSMENT INFORMATION AND DATA Atwood EMS Reserveable Spaces Usage Report COLLECTION METHOD: Atwood has consistently used the Event Management System (EMS) to schedule all reserveable spaces including rooms, promotion kiosks, outdoor spaces, etc. The system has rich reporting functionality, and it has been a very useful tool to reflect accurate space utilization, event type, user type, and resource needs data. It has served as a valuable decision making tool for event staffing, resource allocation, cleaning and maintenance scheduling, furniture and equipment needs, future room types needed, and ideas for underutilization of spaces. 7/1/2013-6/30/2014 (FY 14) Off Campus Campus Dept.* Student Organizations Totals Bookings 6216 584 7614 14,414 Reserved Hours 18,312 3699 35,184 57,195 Actual Event Hours 16,907 3507 28,986 49,400 Estimated Attendance 122,304 9277 135,486 267,067 The most frequent types of events in Atwood in 2013-14 included: Meetings Special events Promotions Recruitment events Recreational events Conferences/workshops The majority of reservations ask for set ups between 5 and 50 people with 20 being the most requested set up count. 276 events requested set up for 100+ attendees. *Campus Departments include student-centered departments like Campus Involvement, Residence Life, FYTP, etc. so these statistics represent student attended events rather than staff/faculty events. CHANGES, RESPONSES, AND OR ACTIONS THAT HAVE BEEN OR WILL BE TAKEN BASED ON THE ASSESSMENT FINDINGS: Atwood is able to improve the quality of our space management decisions based on the data and where our needs are for future possible renovations or repurposing of space. Our data has remained fairly consistent with the building being used equally by students and campus departments. Off campus users provide revenue opportunities. 7
8 SUMMARY OF DEPARTMENT AND PROGRAM EFFECTIVENESS, INCLUDING ASSESSMENT INFORMATION AND DATA
LOOKING AHEAD Staff Achievements Years of service recognition to SCSU: Several staff members celebrated 25 or more years of service to SCSU this past year including: Marion Sell, Michaela Meyer, Kathy McLeod, and Jessica Ostman. Professional Association Memberships: Atwood staff hold memberships in ACUI and ACCED, and participate in professional development opportunities provided by these organizations. 9