10/08/1998 - Transforming Local Government Executive Committee MeetingTRANSFORMING LOCAL GOVERNMENT EXECUTIVE COMMITTEE MEETING
CITY OF CLEARWATER
October 8, 1998
Present: Madeleine Havlick Innovation Groups
Dixie Gillman Innovation Groups
Julie Roberts Harborview Center
Jean Sherry Tourism Development Director/Project Manager
Chuck Warrington Clearwater Gas System Manager/Fundraising
Gwen Legters Board Reporter
The meeting was scheduled for 10:30 a.m. at City Hall. General discussion began at 10:45 a.m. with Julie Roberts regarding tentative scheduling and setup of Harborview Center meeting
rooms. Julie reported that the contract had not been signed by the City. Jean will follow-up.
I. Jean Sherry reported on the Host City Organizational Meeting of September 30:
Reports - Project Management tracking form
Next Meeting scheduled for November 10, 1:30 p.m.
Assignments: 1) volunteer needs; 2) printing needs;
3) Communication needs; 4) space needs
A form is being prepared for tracking committee work and providing time lines.
Each committee is responsible for preparing a list for presentation at the next meeting, November 10, 1998, of volunteers that they will need. Ms. Roberts requested that committee heads
also determine their storage/display space needs at Harborview Center. A list of communication needs (cell phones/radios) for the volunteers are also requested. Committees should coordinate
with Dixie Gillman and Madeleine Havlick regarding public space usage involving the lower atrium, prefunction space upstairs, and storage areas for concierge booth, delegate bag preparation/distribut
on, registration tables, staging, and refreshment breaks. Hospitality Committee must communicate closely with Julie Roberts who will coordinate for space needs. Ms. Sherry noted a mechanism
is needed to provide for City facility tours upon request. Ms. Gillman said Audio/visual equipment and VIP/Speaker transportation is the responsibility of the Innovation Groups. She
will inquire whether a free rental car might be provided in exchange for donation of exhibit space.
II. Fund Raising
Ordinance revision / schedule
Vendor list
Organizing Committee Oversight
Solicitation status
Chuck Warrington stated the draft ordinance regarding the City’s ability to do fund raising is going to the City Commission for first reading October 15; second reading and adoption
November 5. He has compiled two vendor lists, which he will merge to eliminate duplications. He submitted the lists to Ms. Gillman, noting one list contains 6,944 names. Brochures
will be sent to potential donors, providing information and inquiring about areas of
interest in donating and/or exhibiting. J.P. Kabala of City Informational Services is working with Mr. Warrington to set up an inventory database and automated tracking systems. Ms.
Havlick will contact Ms. Kabala regarding a spread sheet for booth setup/reservation. It was indicated that committees will be soliciting donations from vendors such as telecommunications
and shirt printing companies. Value of in-kind services needs to be tracked to ensure proper recognition is given. Mr. Warrington has received one response to the letters sent to attendees
of the July meeting. He is preparing a follow-up letter to municipal managers in surrounding counties. It was felt the target region should be the entire state. Mr. Warrington will
prepare the letter for statewide distribution. He drafted a letter to County Administrator Fred Marquis regarding the $14,000 needed for hosting the awards luncheon.
III. Registration Package
Final revisions
Spouse/guest tickets
Mailing schedule
Discussion ensued regarding joint registration setup for FCCMA and Transforming Local Government. One table will be set up at the Sheraton for early registration Wednesday; registration
materials will be moved to Harborview Center for Thursday. Discussion ensued how to set up name badges. Two lines were suggested for exhibitor registration, and 3 alphabetic lines
for delegate registration.
Final draft of the registration brochure was discussed. It was indicated statements are needed regarding tax exempt status for government agencies, and that payments by personal credit
cards are subject to Florida State sales tax. Hotel website information will be included to enable easier communications for guests. Ticketed spouse costs will be included in the brochure.
Costs were established at $15 to $20 for the welcome reception, and $25 to $35 for the beach dinner social. The lower cost is for payment with advance registration, the higher cost
would be charged at the door. It was indicated executive committee involvement in the spouse program is finished; further action goes directly to the tour operators.
IV. Determine Next Critical Steps / Key Priorities / Assignments / Schedules
Executive Committee members will follow up on transportation, sponsor/exhibit tracking, and space needs of committee teams. Ms. Sherry and Innovation Groups will be meeting with the
transportation committee the week of October 19, 1998.
The next organizing committee meeting will be at the Municipal Services Building first floor conference room, November 10, 1:30 p.m. followed by a short executive committee meeting with
Innovation Groups afterward.
The meeting adjourned at 12:40 p.m.