08/13/1998 - Transforming Local Government Executive Committee MeetingTRANSFORMING LOCAL GOVERNMENT EXECUTIVE COMMITTEE MEETING
CITY OF CLEARWATER
August 13, 1998
Present: Bob Havlick Innovation Groups
Madeleine Havlick Innovation Groups
Dixie Gillman Innovation Groups
Julie Roberts Harborview Center
Linda Bergeron St. Pete-Clearwater Convention & Visitor’s Bureau
Keith Ashby Chief of Staff/City Manager Liaison
Jean Sherry Tourism Development Director/Project Manager
Chuck Warrington Clearwater Gas System Manager/Fundraising
Gwen Legters Board Reporter
The meeting was called to order at 1:30 p.m. at City Hall.
1. Sponsorship Program
Chuck Warrington spoke regarding fund raising efforts to date. He will meet with City Attorney Pam Akin regarding the City’s ability to do fund raising.
Discussion ensued regarding minutes of the July 30 steering committee meeting at Harborview Center. At the meeting, representatives from municipalities, county administrations, and
public managers, were briefed on the need for sponsorship of the 1999 Transforming Local Government (TLG) conference. Mr. Warrington will draft a letter to the agencies, reiterating
the request for corporate sponsor suggestions, contact names and e-mail addresses. Bob Havlick will compile the suggestions into a single list to avoid duplication of effort. The sponsorship
steering committee will divide the consolidated list and contact potential sponsors using materials prepared by Dixie Gillman. Keith Ashby suggested gleaning e-mail addresses of potential
sponsors from the Internet. Mr. Havlick requested a copy of the City’s vendor list.
2. Registration Package
General discussion ensued regarding the draft registration package and brochure layout prepared by Ms. Gillman. Conference hotels and locator map were discussed. Ms. Gillman will
contact limousine companies regarding whether a discount would be offered if only one limousine service was promoted for the conference. “The Limo” was suggested as a good service.
Additional activities to be included in the registration package are:
Golf Tournament
General discussion ensued regarding golf tournament sponsorship. The sponsor would be responsible for the program activities, awards, and services, such as beverage cart, goodie bag
of golf paraphernalia, prizes and volunteers. The registration fee would cover basics such as the golf round, cart, and transportation to and from the course. Ms. Sherry suggested
the registration fee be $58 rather than $53 to include transportation. It was suggested to discuss possible shuttle arrangements with a limousine service.
Spouse Program
Linda Bergeron discussed her research regarding tour packet options for the spouse program. Suggestions for additional tour packets were discussed. Suggestions were made for a Clearwater
tour including the Clearwater Marine Aquarium and Seabird Sanctuary, with rainy and clear day options. Ms. Bergeron will coordinate with the tour company to put together four tour options,
and send the information to Ms. Gillman for inclusion in the brochure. An application form will be included in the conference packet to enable visitors to make their arrangements directly
with the tour operator. Ms. Bergeron will gather information from rental car companies to include in the packet. She is collecting quotes for shuttle service to business meetings,
and will bring the information to the next TLG meeting. Consensus was to withhold registration packet mailing until October 1, 1998, so mailing does not conflict with municipal budget
schedules.
Peter Block Dinner
Discussion ensued regarding locations for the Peter Block dinner. The City Manager’s preference for a location with a view of the sunset, seating capacity, and contract concerns were
discussed. The Belleview Biltmore’s Cabana Club on the Gulf is first priorty, with back-up in the Candlelight room at the hotel.
Ticketed events
Discussion ensued regarding coordination of ticketed events. Ms. Sherry will prepare registration packets containing tickets and passes. Need was expressed for extra tickets for guests/spouses
wanting to attend.
Exhibitor Packets
Discussion ensued regarding exhibit space sales. Mr. Havlick noted FCCMA (Florida City & County Management Association) is looking to make exhibits a permanent part of future conferences.
Julie Roberts responded to questions regarding hanging banners, working with exhibitors, and setting up exhibit booths at Harborview Center. Madeleine Havlick will coordinate with
exhibitors regarding banners and size of booth space. Harborview Center will have the booths set up and ready when exhibitors arrive. Ms. Roberts has 50 exhibitor kits containing order
forms and instructions ready to send to Ms. Gillman.
4. Host City Organizing Committee Update
It was noted the Host City Organizing Committee held its orientation meeting on July 31. Ms. Sherry currently is doing one-on-one briefing with staff organizing committee members,
who have been given assignments to complete a written plan to be presented at the next Organizing Committee meeting scheduled for September 30. The originally scheduled weekly meetings
will be deferred until these plans have been presented. Weekly, bi-weekly or monthly meetings will subsequently be scheduled.
The next Executive Committee meeting has been scheduled for 10:00 a.m., September 10. (Note the time has changed from 1:30 which was originally planned.)
The meeting adjourned at 3:20 p.m.