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