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AD HOC Tourism Minutes 2003 06-16-03 Page 1 of 3 APPROVED BY THE COMMiT1T:&BOARD Ol: 'I al- UNITED CITY OF YORKVILLE w� 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 Vos,4as 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. Vos. 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 from the Park Board. Alderwoman Spears stated that this could be a new position with the cit ; omeone to coordinate between the city and businesses. There was fiurther 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. Page 3 of 3 REINSTATING PUBLIC RELATIONS LINE ITEM The Committee discussed adding Public Relations as a budget line item in the future and it was agreed 7 tq,this in the next budget year. USE OF HOTEL TAX ` 6� 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