Community Promotion and Tourism

Village Hall Village of Lombard 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Community Promotion and Tourism Trustee Laura Fitzpatrick, Chairperson, President Keith Giagnorio, Alternate Chairperson, Jill Payne, Marguerite Micken, Colleen Whittington, France Langan, Connie Sichrovsky, Robyn M. Pike and Joe Orsolini Ex-Officio Members: Yvonne Invergo - Lombard Chamber of Commerce; Skip Strittmatter - DuPage Convention & Visitors' Bureau; Jerry Cohen - Yorktown Merchants' Association; Mary Eckhoff - Embassy Suites; Mike Cantrell - Extended Stay Deluxe; Adam Delude - Stay Inn; Jerry Evans - Hyatt Place; Karen Borris - Marriott Fairfield Inn; Amy Kowallis - Homestead Village; Frank Balisteri - Comfort Suites; Cynthia Ivey - Marriott Residence Inn; Eileen Libb - Towne Place Suites; Mike Feigenbaum - The Westin Hotel Tuesday, April 30, 2013 7:00 PM Village Hall - L22 1.0 Call to Order and Pledge of Allegiance The meeting was called to order at 7:06 p.m. by Chairperson Trustee Laura Fitzpatrick. Chairperson Fitzpatrick led the Pledge of Allegiance. 2.0 Roll Call Present 7 - Trustee Laura Fitzpatrick, Jill Payne, Marguerite Micken, Colleen Whittington, France Langan, Connie Sichrovsky, and Robyn Pike Also present: Skip Strittmatter, Executive Director of the DuPage Convention & Visitors Bureau; Nicole Aranas, Assistant Village Manager, and Staff Liaison, Joelyn Kott. 3.0 Public Participation None. 4.0 Approval of Minutes A motion was made by France Langan, seconded by Robyn M. Pike, to approve the March 12, 2013 minutes. The motion passed by a unanimous vote. Village of Lombard Page 1 Community Promotion and Tourism Minutes April 30, 2013 5.0 Unfinished Business 130116 Strategic Planning Session Revision of the Hotel/Motel Grant Application. A meeting was held with Trustee Fitzpatrick, DCVB Executive Director, Skip Strittmatter, Assistant Village Manager, Nicole Aranas and staff liaison, Joelyn Kott. The group perused a number of different applications from other agencies regarding grants and Ms. Aranas presented a revised grant application. This was reviewed point by point and Ms. Aranas explained that it is an aggregate of alot of different applications. Trustee Fitzpatrick asked the Committee to read through guidelines , purpose and intent. France Langan suggested that everything that we do doesn’t attract hotel stays so some applicants may be shocked to see this on the application. You might see overnight stays during Lilac Time, added Colleen Whittington, and although you might not see overnight stays for some events you might see people eating in restaurants, shopping or spending other money in the Village. It was discussed that the intent of the dollars is tourism and this is what the hotel/motel tax dollars should be spent on. Ms. Aranas commented that to promote tourism and overnight stays or getting people to come to the community might not be the most effective use of the money but the intent is there. The overnight stay concept is important because of the fact that the money comes from the hotels. Chairperson Fitzpatrick added that the Committee can accept this for right now and when we get the grant applications, we can rate them and use a scoring grid so we can very objectively decide who gets money. Depending on how competitive the grants are, we can weigh them accordingly. Mr. Langan suggested that if we ask for particular weeks of data from the hotels regarding overnight stays, we could get the Star report from the hotels and then compare the data to the events that are being held or receiving grants. The Committee discussed ways of finding out how people learned of the events and if they are staying in the community. It was determined that this may be difficult to do. Strittmatter suggested that entry surveys could be done by high school kids who could do surveys at entrance to events. Mr. Langan added that television channels sometimes will survey people. The grant application form was reviewed and the Committee made additional suggestions to improve the form. Funding-stresses that this is strictly a reimbursement grant program. Budget-need two years in arrears of budget of the event and must submit online with the application. Want Finance Department to do the budget and have it able to be uploaded online. Funding-cap-up to 50% of the total event’s budget. Looking at all application wording-Committee will also leave some funding available for the Committee to fund new ideas, etc. of the committee and the DCVB. Need audit included with the budget which must be submitted with the budget during the next two years. Committee will approve a draft of the grant application-Committee to meet in Village of Lombard Page 2 Community Promotion and Tourism Minutes April 30, 2013 early August. Then schedule the workshop and make the deadline for application granted window for about six weeks. August meeting-approve application & press for new program (August 6 meeting date.) Schedule workshop and have it taped for future on streaming video. 10 week window for grant applications-October 15 application deadline. WORKSHOP-Fundraising section, Special Events application-how to do special events, etc. January-awarding of grants. GRANT APPLICATION FORM Just going over the application form for content-no formatting-also need to attach budget, insurance and the letter of organization for non-profit status, per Ms. Aranas. Mr. Langan suggested that the organization attach their marketing plan to the grant applications. Chairperson Fitzpatrick suggested that the Village could ask the Lombard Park District to bring in their information on Lilac Time to share info on where their visitors come from. Connie Sichrovsky inquired as to what is “local market”? Chairperson Fitzpatrick indicated that it should say it would be someone from 50 miles or more. 6.0 New Business None. 7.0 Other Business None. 8.0 Information Only Ms Aranas asked new members to do their Open Meetings Act training . All of the new members need to do the training or there is a fine involved, according to Chairperson Fitzpatrick. Open Meeting Act-because of the meeting and Open Meetings Act, we need to change the location of the meeting so the public can get in, suggested Aranas. Perhaps Community Room for the future? Mr. Langan shared that the Taste of Glen Ellyn was included in Money Mailer . Ms. Strittmatter shared info regarding the DCVB. She reported that 40 Army reunion planners were entertained in DuPage. They represented large numbers of people. Next week they are involved in the travel hospitality showcase, part of National Tourism Week-May 9 Colleen Whittington added that at this year’s LTC Spooktacular , Radio Disney will be there, courtesy of 5/3 Bank. Village of Lombard Page 3 Community Promotion and Tourism Minutes April 30, 2013 9.0 Adjournment A motion was made by Colleen Whittington, seconded by France Langan, to adjourn the meeting at 8:25 p.m. The motion passed by a unanimous vote. Village of Lombard Page 4