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11/10/1998 - Transforming Local Government Organizing Committee MeetingTRANSFORMING LOCAL GOVERNMENT ORGANIZING COMMITTEE MEETING CITY OF CLEARWATER November 10, 1998 Present: Jean Sherry Project Manager Elizabeth Freid Innovation Groups Arlita Hallam Planned Events Chairman Jill Givens Volunteer Committee Julie Murphy Hospitality Committee Michelle Berman Hospitality Committee Kelly Legg Logistics / Communications Committee Kathleen McMullen Logistics / Communications Committee Rowland Herald Support Services Larry Browett Volunteer Committee Fred Bezell Transportation Committee Sherilla Pittman Administrative Support/Management Office Bill Horne Transportation Chairman Terry Schmidt Planned Events Committee Margie Simmons Finance & Budget Management Chairman Dan Carpenter Finance & Budget Management Committee Steve Miller Transportation Committee Bob Brumback Fundraising Committee Bob Barry Parks and Recreation Lisa Hall Volunteer Committee Brenda Moses Board Reporter The meeting was called to order at 1:35 p.m. at the Main Library. Item 1 - Innovations Groups Update Elizabeth Freid reviewed a flier regarding events. She said several mailings are planned within the next month, including a sponsorship mailing. She reviewed updates on the program schedule and noted changes will be continuously provided to the committee. In response to a question, Project Manager Jean Sherry said updates will be made to the registration form regarding team rates and registration. Ms. Sherry requested recommendations regarding how to incorporate a celebration of the Innovation Groups’ 20th anniversary in some of the planned events or in print. Item 2 - Project Announcements - None. Item 3 - Committee Reports - Assignments Reports need to include: -Number of volunteers needed, when and for what function -Communication needs: radios, computer programs, telephones, printing, etc. -Transportation needs involving moving of people and/or supplies -Space/storage requirements at all venues A. Fundraising Bob Brumback said 27 fundraising letters were mailed and only a smattering of responses received. He said the next step is to revisit the list and get corporate sponsors. Staff will obtain a list of vendors in the City to solicit for contact names. Follow up telephone calls will be placed. He distributed a copy of a recent ordinance passed by the City Commission to allow the City to legally accept or solicit donations on behalf of the City for a public purpose. Finance Director Margie Simmons will assist staff in setting up money coming in, or inkind services work. A log will be developed to capture the information. B. Budget Management Dan Carpenter said nothing has changed since the last meeting. He reiterated expenditures are to go through the Committee Chair and Project Manager for approval in order to keep costs in line with the budget. C. Planned Events Arlita Hallam reviewed the status of planned events to date. She said the opening night reception in Coachman Park has progressed as far as possible. People need to be shuttled from their locations to the park. The dinner has been placed on hold pending cost estimates and menu selection. Until the timeline for events approaches, no commitments from wild life agencies, etc. are expected. It was remarked the local hotels are requesting volunteers not get involved with their serving people at events. They will be permitted to distribute souvenirs. Dr. Hallam said volunteers are needed to take tickets from spouses at each event. Fifty (50) people are expected for the dinner at the Belleview Biltmore Hotel for the Peter Block Dinner and transportation needs are to be addressed. The Fundraising Committee will distribute information regarding sponsored breaks. D. Hospitality Julie Murphy requested committee members encourage sponsors to donate delegate’s conference bags and items for them. It was remarked the Convention Visitors Bureau may be able to supply plastic bags, but canvass bags are preferred. It was suggested sponsors put their logo on one side of the bag, and the conference logo on the other. Ms. Murphy noted she cannot solicit sponsors for minimal donations until the committee determines the larger needs for the convention. She requested feedback regarding tours of various government buildings, and if it is acceptable to allow people from the tourism industry to answer questions and promote their facilities to conferees. It was noted the Convention Visitor’s Bureau will have an exhibit inside the Harborview Center that requires an exhibit fee. Ms. Murphy said 800 people are expected to eat lunch in downtown within a one hour span. Along with the regular patronage, suggestions are welcome regarding ideas to accommodate all of them. E. Volunteers It was requested committee members supply their requests for volunteers in writing, including how many, which event, the time of the event, contact names for volunteers, expectations of volunteers, and required attire. An orientation will be given to them prior to each event. They will be responsible for their own transportation. It is anticipated the City Manager will make a statement regarding City employees’ participation in the convention and if and how they will be compensated for volunteering. The wording will be approved by the Human Resources Department to avoid violation of fair labor and union rules. It was suggested: 1) department heads distribute policies regarding their employees’ participation; 2) implementing 4-hour shifts to ensure proper coverage at each event; 3) clarification is needed as to City employees performing the same type of job on a volunteer basis as they would normally perform while at their regular jobs; 4) volunteers outside the City become involved in the convention; 5) a disclaimer be placed on applications signed by volunteers to eliminate the City’s liability for injury; 6) referring to City employees who volunteer as “Conference Staff”, and others outside the City as “Volunteers”; 7) having a “ready room” available for orientation of volunteers, equipment, and other conference needs; and 8) a determination is needed regarding volunteer time for SAMP employees. Discussion ensued regarding T-shirts and polo shirts for volunteers. It was discussed and suggested Conference Staff wear one color and Volunteers another, with standard khaki pants. It had been suggested at the last meeting that staff performing work such as setting up tables or working outside need not wear polo shirts or uniforms that could become soiled. It was suggested each job specify the uniform to be worn. F. Logistics/Communications Kelly Legg requested input regarding which volunteers receive cellular telephones. It was suggested using radio rather than cellular phones due to the high costs associated with cellular phones and the quick response time of radios. Volunteers will report to the ready room for assignments and can get a radio if needed. Ms. Legg will ensure a limited number of cellular phones are available in addition to radios. Consensus was pagers are not required. It was suggested sponsors donate cellular phones and air time. Ms. Legg said a designated telephone number can be set up to disperse information regarding room changes for meetings or other activities. Concierges also can be advised of the number. It was requested committee members provide Ms. Legg with any required hotlines. G. Transportation Bill Horne distributed a handout regarding updated transportation requirements. He said he is close to awarding a transportation contract from the hotel to events. He requested members provide him with transportation needs to include before and after the conference. A “drop dead” date will be established in April in order to publish a route, pick up times, etc. He will continue to update members as information is obtained and plans developed. Sherilla Pittman will compile all known information regarding the conference on the City’s Project Manager software. It was requested an e-mail be sent to department directors asking if they are interested in providing tours to conferees, and contact persons for those tours. It was noted there is limited time for tours unless conferees plan time before and after the convention date, or before or after regular City work hours. Consensus was to further discuss this issue at the next meeting. Item 4 - Next Steps/Next Meeting The next meeting is scheduled for December 8, 1998, at 1:30 p.m. The location is to be announced. Adjournment The meeting adjourned at 3:21 p.m.