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09/30/1998 - Transforming Local Government Organizing Committee MeetingTRANSFORMING LOCAL GOVERNMENT ORGANIZING COMMITTEE MEETING CITY OF CLEARWATER September 30, 1998 Present: Jean Sherry Project Manager Dixie Gillman Innovation Groups Cyndie Goudeau Volunteer Committee Arlita Hallam Planned Events Coordinator Jill Givens Volunteer Committee Julie Murphy Hospitality Committee Rowland Herald Support Services Larry Browett Volunteer Committee Fred Bezell Transportation Committee Al Sakey Jolly Trolley/Transportation Committee Sherilla Pittman Administrative Support/Management Office John Lewis Support Services/Management Office J. P. Kabala Logistics/Communications Committee Bill Horne Transportation Committee Terry Schmidt Planned Events Committee Margie Simmons Finance & Budget Management Committee Dan Carpenter Finance & Budget Management Committee Steve Miller Transportation Committee Jackii Molsick Logistics/Communication Committee Barb Metzger Logistics/Communications Committee George Denty Logistics/Communications Committee Bob Brumback Fundraising Committee Brenda Moses Board Reporter The meeting was called to order at 1:33 p.m. at the Main Library. Item 1 - Conference Updates Project Manager Jean Sherry said Paul O’Rourke had been in charge of the Logistics/ Communications Committee but due to other responsibilities, George Denty will fill that position. Ms. Sherry reviewed the updated conference agenda and events schedule. Ms. Sherry said spouse/guest activities have been determined. Participants are required to pre-register for events and activities directly with the tour operators. Dixie Gillman, Innovations Group, restated The Transforming Local Government 1999 Conference, hosted by Clearwater, will be cosponsored by The Innovation Groups and the FCCMA (Florida City & County Management Association). Cosponsors have been offered special rates. Peter Block and other nationally known speakers will participate in the conference. As themes are under development, Ms. Sherry requested abstracts be submitted as soon as possible. Exhibitors are encouraged to consider sponsorship of events. Clearwater Gas System Director Chuck Warrington is seeking exhibitors and sponsors. Ms. Gillman provided samples of the exhibitor package brochure and the fundraising brochure. Item 2 - Committee Reports Fundraising Bob Brumback said a letter, mailed to 27 cities, included sponsorship suggestions and a commitment request. Response information will be compiled and participation levels addressed. He commented the City was drafting a revision to the ethics code which would allow city employees to solicit sponsorships under certain conditions. Passage of the ordinance would take place at the earliest in mid-November. Budget Management Dan Carpenter distributed program status, budgets and expenditures, fundraising revenues, and purchasing procedures. The City already has spent most of last year’s budget of $5,000. He requested members contact Jean Sherry regarding anticipated expenditures. He will track funds and expenditures and indicate category allocation. Planned Events Terry Schmidt reviewed the events schedule. Discussion ensued regarding serving alcoholic beverages. It was felt the City can save money by purchasing beer and wine at wholesale prices, however, attempts will be made to have those items donated. The welcome reception at Coachman Park will feature a patriotic theme. Vendor booths will provide specialty food themes. Amusement activities are being considered. The Harborview Center has been reserved in the event of rain. Mr. Schmidt reviewed the anticipated budget and volunteer requirements. It was suggested Busch Gardens and other organizations be invited to provide educational exhibits for the “Get Native” event at the Sheraton. Discussion ensued regarding food themes, souvenir booths, and ticket prices. Cost of the events will be included in registrations for delegates, however, ticket pricing needs to be calculated for spouses and guests and included in the registration packet. It was felt polo shirts for volunteers are preferred over T-shirts, which probably will be sold at souvenir booths. In considering soliciting sponsorships for planned events, it was remarked Clearwater Gas System has an excellent tracking system that can be used as a sponsor clearinghouse. It is important committee members do not contact potentially large sponsors for small items. Transportation Bill Horne reviewed transportation plans. The CVB (St. Petersburg & Clearwater Convention and Visitors Bureau) will contract bus transportation between the hotels and conference sessions during peak start and end periods. The Jolley Trolley will provide transportation using a trolley pass for off periods. The City will provide radios for vans and other strategic locations. The City will solicit volunteers to transport people and equipment, under special circumstances, in mini-vans and a cargo van. It was felt delegates should be provided transportation passes valid for the conference’s duration. Arrangements are being made for transportation to the Belleview Biltmore golf tournament. Round-trip transportation for the President’s reception and Sheraton Hotel event the following evening by the CVB was questioned and needs verification. It was requested the schedule list these events. Discussion ensued regarding participants and their spouses visiting sites such as the Police building or historic courthouse. Additional information regarding the Friday lunch is necessary before transportation needs can be determined. Conference delegates must adhere to bus schedules to arrive at events on time. Hospitality Julie Murphy reviewed anticipated hospitality requirements. Volunteers and hotel concierges will assist with the information station, stuffing goodie bags, and delivering messages. Planning for most hospitality events will begin closer to the conference date. Department heads are responsible to develop fliers if they wish to include them in goodie bags. Ms. Sherry must approve all goodie bag items prior to insertion. Volunteers Cyndie Goudeau requested a firm count on the number of volunteers needed for each event, the length of time required, and the specific hours. Discussion ensued regarding assigning City employees to events. It was felt employees must check with their supervisors prior to accepting an assignment to work at the conference during regular working hours. It was requested a “thank you” celebration for volunteers after the conference be budgeted. Logistics/Communications It was suggested cities previously involved in this type of conference be contacted for feedback. George Denty suggested committee members develop a tracking system for printing needs. Printing costs must be determined prior to the expenditure. The existing budget has minimal funds. He offered to set up a TLG icon on e-mail to expedite communications. It was suggested the icon be made available to all City employees. Discussion ensued regarding the establishment of a telephone information line. It was suggested a recording covering registration and general information is sufficient for now. In January, more details can be provided, with a committee member or volunteer assigned to answer the telephones. Item 3 - Questions/Comments - None. Item 4 - Meeting Schedule The next meeting in November is scheduled for November 10, 1998, at 1:30 p.m. It was requested committee members be prepared to supply information at the next meeting regarding the number of hours and dates required for each volunteer and the number of volunteers needed. It also was requested members provide the number of radios needed for transportation as well as printing and graphics requirements. Adjournment The meeting adjourned at 3:23 p.m.