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09/10/1998 - Transforming Local Government Executive Committee MeetingTRANSFORMING LOCAL GOVERNMENT EXECUTIVE COMMITTEE MEETING CITY OF CLEARWATER September 10, 1998 Present: Bob Havlick Innovation Groups Madeleine Havlick Innovation Groups Dixie Gillman Innovation Groups Linda Bergeron St. Pete-Clearwater Convention & Visitor’s Bureau 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 10:25 a.m. at City Hall. 1. Review Conference Schedule FCCMA questions via conference call with Lynn Lovallo Committee members briefed Ms. Lovallo on conference details regarding events, time schedules, and room accommodations. It was indicated continuous transportation will be provided between hotels and scheduled events for conference guests. About 50 FCCMA members are expected to attend the FCCMA Board Dinner at the Belleview Biltmore. A separate fee is charged for the Block/Henning session. About 400 people are expected to attend the event for department heads and supervisory level personnel. Ms. Lovallo will get a speaker for the awards luncheon, where about 500 to 800 people are expected. It was indicated restaurants are within walking distance when guests are on their own for lunch. Ms. Sherry will contact the delicatessen in Harborview Center about having box lunches available. Ms. Lovallo requested that arrangements be made for lunch to be sent up for about 20 people attending the meeting of the new board on Saturday at Harborview Center. Ms. Sherry will contact the Sheraton Hotel about meeting room time changes. Complimentary exhibit space will be provided for ICMA and FCCMA. Ms. Lovallo will send an exhibitor packet to ICMA and inquire whether Range Riders want space, too. Mr. Havlick requested a list of current exhibitors. 2. Fundraising Clearwater Fundraising Status – Chuck Warrington said City Attorney Pam Akin is working on an ordinance regarding the City’s ability to do fund raising. Follow-up Letters to Lunch Invitees – Mr. Warrington submitted a draft of the letter that will be sent to the people who participated in the July 30 steering committee meeting at Harborview Center. Discussion ensued regarding suggestions for refining the letter to attract sponsorship interest. Municipal and County sponsorship will be encouraged. Mr. Warrington will draft a letter to County Administrator Fred Marquis reminding him of his sponsorship commitment. Fundraising Brochure – Ms. Gillman submitted a sample of the brochure that will be sent to recommended sponsors. She will prepare packets to send out once donors are identified. Mr. Havlick will contact Anheuser Busch regarding in-kind donations in lieu of cash. Discussion ensued regarding the best, most likely contacts to gain to most support. Clearwater Vendor List – Discussion ensued regarding possible donors and/or exhibitors from the City’s vendor list. Dixie Gillman requested a copy of the list. 2. Registration Package Map – Hotel locator map was reviewed. Hotel List – Ms. Gillman listed meeting properties and guest accommodations, noting which do and do not use contracts. She reported she has not received confirmation from at least five hotels. Ms. Sherry has sent letters confirming her conversations with them. Ms. Gillman will contact the hotels to get cut-off dates and verify whether pre- and post-conference rates will be honored. Rental Car Program – Linda Bergeron provided information for follow-up by the hospitality committee. She was concerned with poor responses from some local suppliers. She will continue working with two companies regarding special weekend rates. Ms. Gillman will include rental car rate information in the conference brochure, and will follow up regarding limousine service from Tampa Airport. She is hiring one 47-passenger bus for transporting players and golf clubs to and from the golf course. Spouse/Guest Programs (Tours) – Ms. Bergeron received quotes from two tour coach contacts. Questions were raised regarding publication of registration deadlines and prices in the conference brochure. It was reiterated that guests will be responsible for their own tour arrangements. Ms. Lovallo had said about 30 people participated in the spouse program last year. Ticketed Events Golf Tournament – It is estimated about 50 players will participate in the tournament at Belleair Country Club. Ms. Sherry is working out details regarding box lunch and beverage carts. The price will be $58.00. Pre-Conference – Mr. Havlick said Innovation Groups pre-conference work will be done Thursday morning. Peter Block Dinner – Mr. Havlick said his group is handling the dinner is for sponsors, by invitation only. It will be held at the Belleview Biltmore Candlelight Room or at their Cabana Club on Sand Key. The meeting adjourned at 12:30 p.m.