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AD HOC Tourism Minutes 2003 11-17-03 APPROVED BY THE 00MMIT FEEIBOARD UNITED CITY OF YORKVILLE ON:—LiLsod— TOURISM COMMITTEE MONDAY, NOVEMBER 17,2003 6:30pm IN ATTENDANCE Alderwoman Valerie Burd, Chairperson Alderwoman Rose Spears Alderman Joe Besco Alderman Paul James Mayor Art Prochaska City Administrator Anton Graff OLD BUSINESS APPROVAL/CORRECTION OF MINUTES No corrections,minutes approved from August,X, 2003 a� NEW BUSINESS UNITED CITY OF YORKVILLE EVENTS COORDINATOR Alderwoman Burd obtained 3 sample job descriptions from the City of Naperville and City of Aurora. The descriptions were for Manager of Special Events and Downtown Services, Community Relations Specialist and Community Relations Manager, These were handed out to the committee to review the qualifications. a. b. & c. Pros & Cons and Qualifications Mayor Prochaska suggested the City needs someone to coordinate the events for the growing city, for example,the Riverfest. Currently, inquiry calls regarding booth space/costs, electricity etc., come into local businesses which takes their staff away from assigned duties. Some businesses wanted the Parks and Recreation Department involved, but they are already overloaded. Laura Brown had designed the flier for the Halloween event, so the City is already providing some of this service. Many people then called the City for details. Oftentimes,two separate events are scheduled for the same night without the other's knowledge because there is no central point person. A coordinator could prevent that from happening. In addition, a coordinator could handle the advertising for the event. The Tourism Council now receives the information for many events and they could also work closely with a coordinator to help promote the event. Also, a coordinator could recruit sponsors for events. That person would be a central point where people could call with questions. Page 2 of 5 Alderwomen Burd and Spears shared information from a tourism workshop they attended. These workshops are noted for their success because participants can "steal ideas" from each other to take back to their respective communities. They also share unsuccessful events such as one which occurred in Rockford. This involved having a Santa Claus jump from a plane. Disaster struck when the parachute failed to open and unfortunately,the Santa was killed in the event. Alderman Besco asked if down time for the coordinator could be spent working in city offices. The Mayor said this person could be a city secretary in that idle time or an assistant to the Mayor due to the increased volume of information coming into the Mayor's office. Alderwoman Burd suggested the position could be labeled as an administrative assistant who could oversee the future cable access, web page,press releases and newsletter. It was also suggested that the person hold a Bachelor's Degree. Alderwoman Burd felt the position could be called "Community Relations Manager". After discussion it was decided it should be "Community Relations Coordinator". Administrator Graff would like to see the position be responsible for helping to coordinate meetings like the Grand Reserve meeting being held in the Council Chambers which was being conducted this same night. He also felt the Community Relations Coordinator should possess the skills to reach out to a diverse group of people. That person could also help promote hearings, do mailings and notices such as for the Grand Reserve and then prepare information for the Beacon News. Information from these hearings could also be included in Real Estate brochures promoting the area. Alderman Besco also pointed out that a person without a degree may also be qualified for the job if they had strong marketing or other experience. He felt it should not be limited to a person with a degree if someone was found who was really qualified. It was also pointed out that the requirements should state B.A. or B.S. Someone who has just graduated from college may also be interested for the entry level salary. Mayor Prochaska pointed out that if a person with a strong background is hired, the salary may need to be higher. Chairwoman Burd asked if everyone was in agreement that a job description needed to be formulated to be recommended to the City Council. Everyone agreed on that point and that the title should be "Community Relations Coordinator". The following were some of the job description points the committee felt should be included in the job description: 1. Produce newsletters, brochures,press releases, maintains internet sites, other promotional information 2. Events coordinator 3. Evaluates and approves posting of special events & investigates impact of those events. Mayor Prochaska pointed out that would only be for events that are city- sponsered,not if businesses want to have an event. (In Aurora,the coordinator does approve this.) Page 3 of 5 The issue of alcohol at a downtown event was discussed as to whether or not the coordinator would approve the use of alcohol. Alderwomen Burd and Spears agreed that the position would approve such a request, but no permit would be needed. Currently, if an event sponsor was serving alcohol to over 250 people,they must register with the city that they had security for the event or if they were blocking a street for a block party or similar function. It was agreed that the coordinator should also have a monetary fund to use and that the position could make recommendations to the Mayor or City Council on expenditures from the fund. Regarding the job description, the committee also liked "acts as liaison between the city and community,works with city departments to develop and implement public relations programs". Insurance coverage was also mentioned as something the coordinator could review. If the function was on city property,this would be very important. At 7pm, Mayor Prochaska left the meeting to attend the Grand Reserve meeting being held in the Council Chambers. In writing the description,Administrator Graff stated that if the position is for Community Relations Coordinator, then the "Department" should be the Mayor's office, the"Division" should be Community Relations and the "Supervisor"would be the Mayor or his designee. Alderwoman Burd also pointed out that 'other duties as assigned' could include providing assistance to the Mayor,being coordinator for the future cable public access and oversee the Riverfront Festival. Alderman Besco agreed that the coordinator should provide other assistance as the position would not be overly burdened at all times. Alderman Besco also inquired if this festival is a money-making event. Administrator Graff said that it did make money and the money should go to the Parks Department for park improvement. Administrator Graff suggested that the coordinator should be able to assist with Power Point presentations for the budget for department heads. Also,the position would act as media coordinator and spokesperson. The committee favored this point as the coordinator would be working very closely with the Mayor. Alderman Besco liked the description that the person serves as liaison for downtown issues that are non- development. He felt it should be at the developer's expense if it takes the time of the coordinator. For an event like the Grand Reserve meeting, Administrator Graff felt that the coordinator should be paid by the developer since the meeting was suggested by citizens. Alderman Besco doesn't want the developers to think the City will hold presentations at the City's expense. Administrator Graff wondered if that also could mean the coordinator would not be involved with the business-sponsored events. Page 4 of 5 The following job description duties and wording were also discussed and agreed upon: 1. "Works with city departments" is very important 2. Administrator Graff liked"responds to inquiries&complaints." He felt there was a need to add language about city-sponsored events. 3. "Keep city business informed of special events, business related issues, city and community issues." It was stressed that the businesses also extend outside the center part of town so the phrase `business district' may be too limiting. 5. It was felt that"exposure to cold and heat" should be reworded as"indoor/outdoor 6. "Use of various office equipment, ability to use desktop publishing, word processing and software packages" 7. "Ability to create and proofread" 8. "Ability to drive on public roadways" is important if an employee got a DUI and could not drive. 9. "Ability to identify and distinguish colors"would be needed for creating brochures with pleasing colors After much discussion, it was decided the Administrator Graff would include the descriptions discussed/approved by the committee and present it at the next meeting. The discussion then turned to the salary. Administrator Graff will check on the possible salary range. Alderman James thought the range should be from$20,000 to $45,000. The committee felt that the $20's might be a little too low and thought a range of $30,000/31,000 to $42,000/44,000 would be appropriate. It was noted that Tess Wackerlin from the City of Aurora makes $55,000,but also has a staff of 3 working for her. They also work many holidays, weekends and nights. Ms. Wackerlin had also coordinated the workshop previously discussed earlier in the meeting. It was then suggested that `writing/securing grants' should be included in the job description under `project coordination'. Alderman Besco asked if any grants were available for the salary of this position. Administrator Graff will check with the state tourism and will also ask Laura Brown to research that possibility. It was noted that Laura found the village of Bartlett had received monies from Concord Homes to finance a cultural center. Alderwoman Burd felt a community museum would be a nice addition to the community. Alderman Besco commented that the PNA camp would be a good place for a museum. It was also noted that a recent re-enactment had been held there which could have been promoted by a community relations manager. Page 5 of 5 Alderwoman Burd asked if the coordinator would work with city events only. It was agreed that it should be only city events, but there may be money available from the county as well. The job description will be reviewed at the next meeting along with the salary range and then a recommendation will be made. Alderman Besco added that the job description should contain language regarding the need for the coordinator to work with the EDC & Chamber since businesses may want to sponsor an event. The Tourism Committee will meet again on January 12th ADDITIONAL BUSINESS As there was no additional business, the meeting was adjourned at 7:35pm. Minutes respectfully submitted by: Marlys Young, Minute Taker