Joint Village Board and Community Promotion and Tourism Committee

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, September 19, 2013 6:30 PM Lorraine G. Gerhardt Community Room Joint Village Board and Community Promotion and Tourism Village Committee President Keith Giagnorio Village Clerk Sharon Kuderna Trustees: Dan Whittington, District One; Mike Fugiel, District Two; Reid Foltyniewicz, District Three; Peter Breen, District Four; Laura Fitzpatrick, District Five; Bill Ware, District Six Laura Fitzpatrick, Chairperson Keith Giagnorio, Alt. Chairperson Marguerite Micken, Colleen Whittington, Jill Payne, France Langan, Connie Sichrovsky, Robyn Pike, Yvonne Invergo, Skip Strittmatter, Jerry Cohen, Mary Eckoff, Adam Delude, Cynthia Ivey, Bob Witkiewicz, Frank Balisteri, Amy Kowallis, Karen Boris, Jerry Evans, Eileen Libb and Mike Feigenbaum Joint Village Board and Community Minutes September 19, 2013 Promotion and Tourism Committee 1.0 Call to Order and Pledge of Allegiance The Special Meeting of the President and Board of Trustees of the Village of Lombard and the Community Promotion and Tourism Committee held on Thursday, September 19, 2013 in the Community Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 6:30 p.m. Village Clerk Sharon Kuderna led the Pledge of Allegiance. 2.0 Roll Call Present: President Keith Giagnorio, Clerk Sharon Kuderna, Trustees Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick and Bill Ware Community Promotion & Tourism Committee Members Present: Marguerite Micken, Colleen Whittington, Jill Payne, France Langan and Robyn Pike Others Present: Joe Orsolini, Chamber President arrived at 6:39 p.m. Staff Present: Acting Village Manager Tim Sexton Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Chief of Police Ray Byrne Fire Chief Paul DiRienzo Assistant Village Manager Nicole Aranas Executive Coordinator Carol Bauer 3.0 Public Participation 4.0 New Business 130433 Ordinance Amending Title 3, Chapter 36 - Local Tourism Grant Program Ordinance amending Title 3, Chapter 36 establishing a formal Local Tourism Grant Program and adopting program guidelines and a grant application. Staff is requesting a waiver of first reading. Trustee Fitzpatrick provided an overview of the committee's work on the grant program over the last four months. She spoke of the history of the committee and how the committee was changed from an Ad Village of Lombard Page 1 Joint Village Board and Community Minutes September 19, 2013 Promotion and Tourism Committee Hoc Committee to a Standing Committee of the Village. She asked the members of the committee to introduce themselves. She talked about the purpose of the meeting being to set guidelines for approving grant requests and setting qualifying factors for the requests. She indicated there was no established budget for the grant requests and how the committee has worked to establish a budget and set up an actual grant process. She spoke of Lilac Time being a time for many grant requests. She also noted that the committee reviewed various legislation with regard to Hotel Motel Tax funds and how they can be spent. She spoke of the committee wanting to use money the way it was intended to be used. She spoke about the 5013C requirements. She spoke of the Village being showcased if the Village is putting up the money. She also spoke of encouraging purchases within the Village. Assistant Village Manager Nicole Aranas reviewed the handouts and talked about the recommended provisions for the proposed Local Tourism Grant Program as follows: Purpose: Grant program is established to create a funding source for events or programs which promote tourism and conventions, or otherwise increase overnight stays. Eligibility: Applicants must be a not-for-profit organization or a governmental organization. Funding Mechanism: Grant is established as a reimbursement program, whereby monies are paid out after the project has been completed. Funding Limits: Maximum funding level has been limited to 50% of the organization's total event funding. Geographic Restriction: The event or some portion thereof must occur within the Village limits. First-time Events: First-time events will receive priority over repeat annual events. Funding Schedule: All grant applications for the annual program must be submitted simultaneously and evaluated comparatively in the year preceding the budget cycle. Post Event Summary: A post event summary must be completed after each grant award. Proposed application requirements recommended for the program include: Completion of grant application; Submittal of budgeting and financial documents for the current program year and two preceding years; Submittal of promotional materials from past events; Copy of the most recently completed agency audit; Post event summary form (not required for first time events); and Copy of recent federal IRS Form 990 (income tax exempt organization annual return) Village of Lombard Page 2 Joint Village Board and Community Minutes September 19, 2013 Promotion and Tourism Committee She then asked about specific parameters and what scope the Village Board wanted the program to have. Acting Village Manager Tim Sexton talked about the monies generated by the hotels. President Giagnorio asked how this would affect the Taste of Lombard. Trustee Fitzpatrick indicated the grant would pay for the Taste. Trustee Ware asked about the fireworks and the Lilac Parade. Trustee Fitzpatrick stated the Parade Committee had an overflow of money and she wanted to talk to them with regard to the grant program. President Giagnorio inquired about the sponsors of the Parade. Trustee Fugiel asked about the Rotary and Glenbard Boosters. Trustee Fitzpatrick indicated the committee will be planning some workshops to help organizations through the application process. She indicated the Board still had the final decision on the Grant Program. She noted that hotels will promote with a standard banner that will be provided to them. Trustee Ware asked about organizations applying if they were not a 5013C. Trustee Fitzpatrick spoke of first-time events having a priority. President Giagnorio questioned first-time events priority. Trustee Breen talked about small groups grant requests and hoping they spend the money the way they say they are going to spend it. Trustee Ware talked about the Village funding the fireworks. President Giagnorio felt the fireworks were a priority. Trustee Fitzpatrick indicated the fireworks were not part of the grant process and that they just needed receipts for the fireworks. Trustee Foltyniewicz spoke about the grant guidelines. Assistant Village Manager Aranas talked about the Ryder Cup event that did not occur in Lombard, yet it generated overnight stays in Lombard. Acting Village Manager Sexton spoke of a banner that will indicate an event is funded by the Village. Trustee Fitzpatrick talked about an article in the holiday PRIDE about having holiday out-of-town guests stay at Lombard hotels. Trustee Ware questioned the time limit to apply for a grant. Trustee Fitzpatrick talked about a two-month time to apply. President Giagnorio asked if past recipients would be notified of the workshops. Trustee Fitzpatrick indicated yes. Trustee Foltyniewicz spoke about what is best for Lombard. Colleen Whittington talked about the numbers of groups that requested full funding and did not look at any fundraising options. She felt that groups should look at doing some fundraising efforts as well . Trustee Foltyniewicz felt the proposed ordinance needed to have Village of Lombard Page 3 Joint Village Board and Community Minutes September 19, 2013 Promotion and Tourism Committee some tweaks. Enactment No: Ordinance 6874 5.0 Adjournment A motion was made by Trustee Breen and seconded by Trustee Whittington that the Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, September 19, 2013 in the Community Room of the Lombard Village Hall be adjourned at 7:20 p.m. Motion carried. Ayes: Whittington, Fugiel, Foltyniewicz, Breen, Fitzpatrick and Ware Nays: None Village of Lombard Page 4