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
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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
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• 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.
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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
•
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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.
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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.
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