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Boards & Commissions Supporting Documents - 09/28/2010 - Board of TrusteesITEM 10.1'. C> Of OAt 4P �^ TIT 7j�t"73 _. - AGENDA ITEM Regular Board of Trustees Meeting of September 28, 2010 SUBJECT: Sports Core - Hiring of Two New Positions FROM: David Niemeyer, Village Manager BUDGET SOURCE/BUDGET IMPACT: Sports Core Fund RECOMMENDATION: Motion to authorize staff to advertise for and hire a part-time Sales/Marketing Coordinator and Catering Coordinator. Background/History: Staff is recommending hiring of two new part-time positions for the Sports Core for the 2011 budget year. The two new positions are a sales /marketing coordinator and catering coordinator. The duties for these two new positions are attached. We estimate the cost for these two new positions at approximately $45,000 per year. It is hoped that additional revenues generated by these two new positions (clubhouse bookings, B and T memberships) will pay for most of the cost of these 2 new positions. The Sales/Marketing Coordinator is a needed position that has been discussed for some time. Recreation organizations like the Oak Brook Park District have multiple employees performing this function. We do not have anyone with the time or skills on staff to do significant outreach for new members and B and T users. The person holding this position will also be preparing a marketing plan for the B and T and develop the brochure, ads, web site material and other marketing materials. They will also solicit sponsorships for Village functions such as the Taste of Oak Brook. The part-time Catering Coordinator is a position the Village used to have when we had Village staff run the B and T. Staff will be proposing that in 2011, the Village have multiple caterers at the B and T clubhouse rather than an exclusive contract with Calihan Catering. This should increase the usage and revenues for the clubhouse. However, it means we will have to have an on -site staff person coordinate B and T bookings. Recommendation: Authorize staff to advertise for and hire a part-time Sales/Marketing Coordinator and Catering Coordinator. V�n AG -2 PT Spts Core positions 9 -28 -1 O.doc SALES & MARKETING COORDINATOR — SPORTS CORE NATURE OF WORK Under Sports Core Administrative direction, this position is responsible for the development and implementation of the Sports Core marketing development and membership retention program. Principle function is to act as liaison between the Sports Core and the membership, non - residents, Oak Brook and area business owners, and partner agencies to retain existing members and business and attract new memberships and new business consistent with Village goals. Under general direction of the Sports Core Director, incumbent develops strategies to encourage membership growth and retention. Develops marketing programs, advertising and public relations campaigns, and develops tools to capture and measure overall improvement needs of the Sports Core and Sports Core facility. This position proactively anticipates and addresses issues, problems and opportunities facing the Sports Core including banquet and events, golf, tennis, swimming, and field usage. ESSENTIAL JOB FUNCTIONS Establishes and maintains an ongoing marketing plan; oversees development of a "branding" program for the Sports Core; encourages membership through marketing and advertisement campaigns; and provides creative approaches to rejuvenate and retain memberships. Conducts market research analysis and surveys to identify alternate programs and strategies to promote the Sports Core. Develops and coordinates marketing and public relation materials designed to retain membership and attract new members and events. Promotes the qualities of the Bath and Tennis Club, the Sports Core, and the Village locally, within the Chicago metro area and nationally in order to increase the Sports Core's position as a premier facility. Responsible for developing and maintaining strong relationships residents, businesses, Oak Brook Park District, press, contractors and consultants of the Sports Core Facility, and independent business owners. Makes presentations to Oak Brook residents and community groups. Attends special events in and around Oak Brook to promote Sports Core. Conducts meetings with related event coordinators and persons and businesses in related fields, and writes and creates press releases, ad copy, web site updates and videos where appropriate. Recruit banquet facility users. Maintains awareness of banquet facility trends through reading related periodicals and economic packages offered by competing jurisdictions. Recommends appropriate action, including but not limited to pricing, by the Bath and Tennis Club. Develops and manages a program of corporate sponsorship where appropriate for various activities including Polo and special events; such as the Taste of Oak Brook. Keeps Sports Core administration advised of emerging trends, needs and market conditions. Prepares monthly activity report for the Sports Core Director listing program goals, attainment and problems encountered. Coordinates customer surveys and program evaluations. MARKETING COORDINATOR Page I oft Performs other duties as assigned or required. General supervision by the Sports Core Director or designee appointed by the Village Manager. DESIRABLE KNOWLEDGE, ABILITIES AND SKILLS Ability to read, research and analyze publications, finance documents and government laws and regulations. Ability to write reports, business correspondence, manuals and draft policies and procedures. Ability to effectively represent the Village and make presentations and respond to questions from a variety of groups. Ability to establish and maintain working relationships with individuals and groups, work within time constraints and prioritize work; perform duties with initiative and minimum of supervision. Ability to write, speak and understand business English. DESIRABLE TRAINING AND EXPERIENCE Bachelor's degree from an accredited college or university with a concentration in business, emphasis in marketing preferred or related field required. Significant computer experience in Word, Power Point, Excel, social media and standard desktop publishing programs required. Minimum of two years experience in marketing, development or public relations environment required. WORKING CONDITIONS The incumbent functions primarily in a work - station environment. This position requires a sighted individual (i.e., vision corrected to 20/20) for computer usage and significant English reading skills. This incumbent must be reasonably ambulatory and possess a normal level of manual dexterity. The position further requires an individual with normal hearing (i.e., hearing corrected to normal ranges) for interacting with local government officials, property owners /managers, real estate professionals, general public, business operators and other interested groups, both on the telephone and in person, in and outside the office. PAY GRADE Part-time (non- exempt), $22.00 (plus or minus) per hour depending on qualifications plus ability to receive bonuses. Village Manager Date MARKETING COORDINATOR Page 2 of 2 PLEASE POST VILLAGE OF OAK BROOK PART -TIME CATERING COORDINATOR Part -Time position for Catering Coordinator. Responsible for the day -to -day operations for the Oak Brook Bath and Tennis Club catering office. Provides information on services to prospective clients interested in holding a function where food and beverages are required. Assists in the planning, organizing and publicizing of special member events. High School diploma or equivalent required. Good organizational skills with attention to detail along with excellent communication skills, computer knowledge, financing and accounting knowledge and flexible time availability preferred. Food and beverage operations experience required. Potential for limited vacation benefits; some event planning may include gratuities. Salary range: $16.00 to $20.00 per hour, depending on qualifications. Position open until filled. Forward resume with cover letter to: Blaine Wing Assistant Village Manager Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 E.O.E.