Loading...
Adhoc Tourism Packet 2003 08-27-03 United City of Yorkville 16. County Seat of Kendall County EST. 1836 800 Game Farm Road •�= CO Yorkville, Illinois 60560 o 1. G1 - p Phone:630-553-4350 'A,� :::717. eum��� 4./ Fax:630-553-7575 AGENDA AD-HOC TOURISM COMMITTEE Wednesday,August 27, 2003 6:30 P.M. CITY CONFERENCE ROOM 1. Minutes for Approval/Correction: June 16, 2003 2. Presentation by Sue Vos, Executive Director of the Aurora Area Convention & Visitors Bureau 3. Presentation by Tess Wackerlin, Manager of the City of Aurora's Mayor's Office of Special Events 4. Discussion of Job Responsibilities for United City of Yorkville Events Coordinator 5. Additional Business Page1of3 • UNITED CITY OF YORKVILLE DRAFT AD HOC TOURISM COMMITTEE MONDAY,JUNE 16, 2003 6:30 P.M. In Attendance: Alderwoman Valerie Burd— Chairman Alderman Paul James Alderman Joe Besco Alderwoman Rose Spears Administrator Tony Graff APPROVAL/CORRECTION OF MINUTES None Aurora Area Convention & Visitors Bureau (AACVB) The Committee reviewed the minutes from the AACVB board meeting concerning how they could better service participating members. Alderwoman Burd stated that Director of the AACVB, Sue Voss, was scheduled to attend the meeting in order to discuss specific ideas the Board had suggested such as a breakfast with people in the community or workshops. Ms. Voss was not in attendance. One item mentioned in the Board's minutes was that there was "too much Aurora". • Alderwoman Burd stated that she, along with members of a few other communities such as West Chicago, brought this to their attention. She stated that they also discussed the logo and website which focuses on Aurora. Suggestions were made to change the web address, the group's name and have better coverage of other communities on the website. The Committee discussed the Visitor Guide and how the United City of Yorkville is represented in it. Alderman Besco noted that it must be frustrating to the AACVB because Yorkville does not have that much to offer with regards to tourism. Alderwoman Burd stated that they are trying to develop things such as river trips, bicycle trips or tours throughout the area. There is potential for this however Yorkville hasn't jumped in with having local merchants participate with special offers during special events. Alderwoman Burd pointed out that Freeman's Sports, fishing on the Fox River and Silver Springs State Park are popular Yorkville attractions. The Committee discussed how to promote fishing on the Fox River with something like a fish tournament with sponsors such as Bass Pro or Remline. Alderwoman Burd suggested that the City could tie into events at Silver Springs with promotions at area restaurants, etc. GENERAL MISSION OF AD HOC COMMITTEE The Committee discussed what its main focus should be; tourism, public relations, special events. They discussed that special events are time consuming however other communities have an Events Chairman to handle this. The chairman also sits on the • tourism council. They discussed when Bobbi Erdmann worked for the city and helped to Page 2 of 3 organize a car show with the Downtown Merchants Group. Administrator Graff • commented that the Executive Director of Parks & Recreation Laura Brown attended a Downtown Merchants meeting and they indicated that someone is needed to organize the event because the businesses are busy and/or don't have the help to assist with events. In the past there were more events at Countryside Center which were handled by a part-time coordinator. Mr. Graff stated that Ms. Brown does not mind working with the merchants but she needs to get permission form the Park Board. Alderwoman Spears stated that this could be a new position with the city; someone to coordinate between the city and businesses. There was further discussion on the possible position. Administrator Graff stated that the mission of the Committee could be to establish a position that will be the contact person for special events and tourism. This person would work with local groups, merchants, the Chamber of Commerce and the AACVB to promote local activities and attract outside visitors. Alderwoman Burd stated that Aurora has such a person. Her name is Tess Wackerlin and she has offered to help Yorkville create a similar position. The Committee agreed to schedule Ms. Wackerlin for the next meeting in September. The Committee discussed events such as Music Under the Stars, the Riverfront Festival, Farmer's Market and Movie in the Park that the City would like to promote better. Alderman James stated that it has been discussed that a tent could be set up at the Riverfront Park for summer activities. Alderwoman Burd also suggested that Aurora theater groups could come down to perform at the Riverfront Park. They also discussed • tying in City events with those put on by the Kendall County Historical Society. Alderman Besco discussed the City of Hillsboro, Illinois a small town that hosts an annual Old Settler's Days. The event is similar to Yorkville's Riverfront Festival however they shut down the whole downtown to hold the event. He suggested getting more information off the town's website. The Committee discussed other community's festivals. They discussed other events that could coordinate with the festival such as antiques in the park and movies in the park for families with kids who don't want to attend the music at night. Mr. Graff commented that the Riverfront Festival Committee has asked Laura Brown to assist with the activity. She pointed out that now that there are businesses in the area with large parking lots, other events could be held at these locations and a trolley could be used to transport people between locations. Alderwoman Burd commented that some bicycle clubs hold events in the area and Yorkville could be promoted as a stop. Mr. Graff stated that he had attended meetings with the clubs and they discussed holding a bike fair in Yorkville with venders. A bike tour of the area would be part of this. However, after the sheriff's department issued several tickets to cyclist a few years ago,they haven't moved on this idea. 110 . PPage3of3 ' REINSTATING PUBLIC RELATIONS LINE ITEM • The Committee discussed adding Public Relations as a budget line item in the future and it was agreed that this to this in the next budget year. USE OF HOTEL TAX The Committee discussed how funds from the hotel tax should be spent. Mr. Graff stated that the City keeps 10% of the tax collected and it is used to advertising on WSPY and in the Kendall County Record. The exact amount varies depending on the amount of the tax collected. AACVB gets the other 90%. Alderman Besco noted that if the City hosted events,the hotels would be booked and more tax would be collected. Mr. Graff stated that the Super 8 is usually always booked with construction workers. He explained that the hotel does business with Wal-Mart and keeps rooms available for them. Also, when Menard's was under construction, rooms were dedicated for their use. Alderwoman Burd stated that the AACVB knows that the hotel doesn't really need tourism to be booked. The Committee discussed Menard's and the possibility that they would host events such as wood carving. Alderwoman Burd discussed the saw mill and the possibility of cleaning it up and using it to attract people from the woodworking community. HIRING A PUBLIC RELATIONS COORDINATOR Administrator Graff state that he would get job descriptions for positions dealing in • community relations, marketing, etc. The Committee agreed to review them at the next meeting. IMPROVING RELATIONSHIP BETWEEN THE CITY AND AACVB The Committee agreed that the best way to improve the relationship with the AACVB is to have more activities that could be promoted. Alderman Besco stated that the visitor guide does list the attractions Yorkville has. He did suggest that the name should be changed to reflect all the communities involved. The Committee discussed "piggy-backing" Yorkville events with those happening in Aurora. There was no further discussion or additional business. The next meeting was scheduled for August 18, 2003. The meeting adjourned at 7:40 P.M. Minutes respectfully submitted by: Jackie Milschewski City Clerk • , ) 2 CITY OF NAPERVILLE, ILLINOIS -- Job Description November 12, 2000 JD No. 1517 Identification Position Title: COMMUNITY RELATIONS SPECIALIST Department: City Manager' s Office Division: Community Relations Supervisor: Community Relations Manager Job Summary Develops and implements public relations and public information programs for the City that communicate information about City services and issues to the general public and/or the media through a variety of different media. Works with City departments to answer citizen inquiries, gather information or resolve complaints. Develops cooperative working relationships with representatives from other local governments and community organizations in order to promote the community and its events and assets . Also serves as City spokesperson in the event of an emergency or in the absence of the Community Relations Manager. Job Scope No supervisory responsibilities. Assists with the development of the division budget. Principal Duties and Responsibilities 1. WRITES and/or EDITS copy for press releases, local newspaper columns, brochures, newsletters, Internet/Intranet sites, scripts and other promotional information. 2 . Works with City departments, citizens or media to ANSWER inquiries, GATHER information and RESOLVE complaints. 3. COORDINATES special projects as assigned. RESEARCHES and REPORTS on various topics . 4 . Works with City departments to DEVELOP and IMPLEMENT public relations and public information programs that communicate information about City services. 5. ACTS as a liaison between the City and community organizations, boards, commissions or local governments as assigned. CITY OF NAPERVILLE, ILLINOIS -- Job Description -- Page 2 Community Relations Specialist JD No. 1517 Principal Duties and Responsibilities - Continued 6. DESIGNS, EDITS and PRODUCES flyers, brochures, newsletters, inserts, posters and other promotional materials . 7 . PERFORMS other duties as assigned, including but not limited to: OVERSEEING events in the absence of the Community Relations Manager, COORDINATING the City' s travel information radio station, TAKING photographs and slides, PREPARING presentations, ASSISTING with audio-visual needs and PROVIDING tours of various city facilities . Skills, Knowledge and Abilities Skills in writing, public speaking, and media relations. Knowledge of journalistic techniques, public relations, public policy and government operations. Ability to solve problems and to establish and maintain effective working relationships with the media, general public, and other City departments . Working knowledge of desktop publishing, word processing and presentation software packages. Website maintenance familiarity preferred. Essential Functions 1. Ability to operate required office equipment in order to send and receive information with necessary optical, auditory, and manual dexterity. 2. Ability to walk, stand, or sit for an hour or more at a time. 3. Ability to lift or carry objects weighing 5 - 20 pounds. 4 . Ability to drive an automobile, van or truck on public roads and highways . CITY OF NAPERVILLE, ILLINOIS -- Job Description -- Page 3 Community Relations Specialist JD No. 1517 Essential Functions - Continued 5. Ability to proofread and check documents for errors . 6. Ability to use a keyboard to enter, retrieve or transform words or data. 7 . Ability to closely examine computer screen or written reports. • 8 . Ability to read, comprehend, and speak English and be able to demonstrate twelfth grade reading skills. 9. Ability to identify and distinguish colors . Minimum Education, Experience and Certification Requirements Bachelor' s degree in Journalism, Communications, Public Relations, or a related field required. Minimum one to three years experience in public relations, journalism, or closely related field required. Experience with PageMaker or similar recent desktop publishing software package required. Preferred: experience with MS Internet Explorer, Netscape, MS FrontPage, and Adobe Acrobat Pro Suite. Valid State of Illinois Class D Driver's License required. Signature/Received PRINT Employee Name Employee Signature Date Immediate Supervisor Date Department Director Date CITY OF NAPERVILLE,ILLINOIS -- Job Description Page 1 ` ;-1 March 5,2003 JD No. 1504 Identification Position Title: COMMUNITY RELATIONS MANAGER Department: City Manager's Office Division: Community Relations Supervisor: City Manager or designee Job Summary Serves as liaison between the City and community and responds to inquiries and complaints from citizens. Develops and releases press releases, newsletters and other written communications, video, and audio-visual productions to enhance public knowledge of City activities. Administers and implements the City's Cable Television Franchises. Acts as liaison with public access corporations, consultants, city staff, franchised cable companies and residents to develop and maintain timely, efficient, and effective cable communications within the City. Job Scope Directly supervises assigned professional and clerical staff. Assists in the preparation, administration and monitoring of related budget items and expenditures. Principal Duties and Responsibilities 1. PLANS/OVERSEES the execution of communication/publicity via methods such as resident newsletter,website, Ch. 6 message board, AM radio station,press releases, etc. 2. PLANS/MONITORS execution of communication plans for individual department projects re:new services programs and facilities. Also executes special events and coordinates related exhibits and displays. 3. ADMINISTERS the City's cable TV franchise. Serves as City's information representative concerning other telecommunications-related activities. 4. RESPONIBLE for media relation policy and is the City's main liaison/spokesperson to local and regional media. In addition, serves as City liaison to community organizations and other City entities, such as Edwards Hospital,Park District,etc. CITY OF NAPERVILLE,ILLINOIS -- Job Description Page 2 March 5,2003 JD No. 1504 5. OVERSEES audio/visual preparation and coordination for all city meetings, department focus groups, other in-house meetings and special event receptions. 6. PREPARES and COMPILES reports/memos concerning communication issues,budget, staff selection and performance and division accomplishments. 7. PERFORMS all other related duties as assigned. Skills,Knowledge and Abilities Skills in problem solving, preparing and writing letters, press releases and promotional aids. Knowledge of the organization, operation and purpose of a municipality. Knowledge of the principles and practices of public relations and the techniques of graphics preparation, displays and visual aids. Knowledge of the principles of photography, video taping and procedures. Knowledge of Cable communications field and applicable Federal, State and local laws, rules and regulations regarding cable systems. Knowledge of modern office methods, procedures and equipment. Ability to interpret and apply City policies, procedures, rules and regulations. Ability to deal effectively with the press and to establish and maintain effective working relationships with various community, business and special interest groups. Ability to administer, implement and monitor a municipal contracts. Ability to supervise, train and • evaluate assigned staff. Essential Functions 1. Ability to operate required office equipment in order to send and receive information with necessary optical,auditory and manual dexterity. 2. Ability to walk, stand,or sit for an hour or more at a time. 3. Ability to lift or carry objects weighing more than 20 pounds. 4. Ability to push or pull supply carts, equipment or machines. 5. Ability to proofread and check documents for errors. 6. Ability to use a keyboard to enter,retrieve or transform words or data. 7. Ability to closely examine computer screen or written reports. 8. Ability to read, comprehend,and speak English and be able to demonstrate twelfth grade reading skills. a i ' CITY OF NAPERVILLE,ILLINOIS -- Job Description Page 3 March 5,2003 JD No. 1504 9. Ability to identify and distinguish colors. Minimum Education,Experience and Certification Requirements Bachelor's degree in Communications, Journalism, Public Relations, Public Administration or related field required. Three to five years experience in public relations, cable television administration, or related field, preferably in a government agency, required. Valid State of Illinois Class D Driver's License required. Signature/Received PRINT Employee Name Employee Signature Date Immediate Supervisor Date Department Director Date City of Aurora '. Job Description )A A) Job Title: Manager of Special Events and Downtown Services <P/ Department: Organizational Development Job Code: 226 Salary Grade: 236 Effective/Updated: 05-30-01 SUMMARY Under the direction of the Director of Organizational Development, serves as liaison for all City of Aurora sponsored events. Serves as a liaison to downtown issues that are non-development WORK ENVIRONMENT/EQUIPMENT While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, outside weather conditions, extreme cold, and extreme heat. The noise level in the work environment is usually moderate. The position requires the use of various office equipment including a computer, telephone, copy machine, and fax machine. ESSENTIAL FUNCTIONS OF THE JOB A. Essential duties and responsibilities 1. Consults with the Mayor, Department Heads, and stakeholders in the Downtown/Central Business District concerning City special events and downtown issues that are non- development. 2. Consults with the Riverwalk Division, Downtown Maintenance, and MVPS for downtown improvements. 3. Supervises personnel in the Civic Activities Division. 4. Evaluates and approves proposed City special events. 5. Investigates feasibility and impact of events for the City. 6. Works with City departments, community organizations, and other parties involved in implementation of events. 7. Consults with the Risk Manager to determine liability and special needs for City special events. 8. Attends and participates in meetings to address community issues concerning City special events and downtown issues. 9. Make presentations to upper management on project status. - 1 - Manager of Special Events and Downtown Services Job Description 10. Prepares budget for the Civic Activities Division and submits financial proposals to Department Head for approval. 11. Keeps Central Business District informed as to downtown issues, including but not limited to maintenance, crime prevention, improvements and special events. 12. Inspects downtown area for special event issues. 13. Performs other duties assigned as related to the position. B. Essential Physical Demands While performing the duties of this job, the employee is frequently required to talk or hear. The employee is occasionally required to stand, walk, and sit. The employee must occasionally lift and/or move up to 10 pounds. SUPERVISORY RESPONSIBILITIES Directly supervises 3-5 employees in the Civic Activities Division. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. QUALIFICATIONS A. Language skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. B. Mathematical skills Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. C. Reasoning ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. D. Other skills and abilities Ability to perform liaison functions. Ability to establish and maintain satisfactory working relationships with merchants, officials, and the general public. Requires a valid driver's license -2- Manager of Special Events and Downtown Services Job Description EDUCATION and/or EXPERIENCE Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience in public relations, marketing or related field. -3 -