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Home My WebLink About88-0309 EACVB CAS- 188 VOLUME LIII RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE ELGIN AREA CONVENTION AND VISITORS BUREAU BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that James J. Cook, City Manager, and Marie Yearman, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with the Elgin Area Convention and Visitors Bureau for a working partnership agreement to support convention and visitors bureau operations, a copy of which is attached hereto and made a part hereof by reference. s/ George Van De Voorde - George VanDeVoorde, Mayor Presented: March 9, 1988 Adopted: March 9, 1988 -- Vote: Yeas 6 Nays 0 Recorded: Attest: s/ Marie Yearman Marie Yearman, City Clerk AMENDMENT TO CONTRACT BETWEEN CITY OF ELGIN AND ELGIN AREA CONVENTION AND VISITORS BUREAU IT IS HEREBY AGREED that Section IIB of the contract between the City of Elgin and the Elgin Area Convention and Visitors Bureau is amended to read as follows: "B. Funds shall be transferred to the Bureau quarterly as follows: One quarter of the amount budgeted shall be due February 1st of each year. One quarter of the amount budgeted shall be due April 1st of each year. One quarter of the amount budgeted shall be due July 1st of each year. One quarter, less 5% of the amount budgeted, shall be due October 1st of each year. The balance of the funds actually collected, after deducting amounts paid, shall be due February 1st of each year. If more has been paid than actually collected, it will be deducted from the quarterly pay- ment due on that date." Date: 1 0\3► \r a CITY OF ELGIN, a municipal ELGIN AREA CONVENTION AND corporation, VISITORS BUREAU r B f '' By ,l/7 o J � )a. y Manager ..,, Attest: Attest: aoz_x_,....41-61--toi-a-A._ City Clerk (SEAL) (SEAL) WORKING PARTNERSHIP AGREEMENT TO SUPPORT CONVENTION AND VISITORS BUREAU OPERATIONS Whereas, the City of Elgin (hereafter City) is an Illinois municipal corporation and a home rule unit pursuant to the Constitution and laws of the State of Illinois; and Whereas, the Elgin Area Convention and Visitors Bureau (hereaf- ter Bureau) is a corporation organized under the Illinois General Not For Profit Corporation Act to encourage, foster, promote and stimulate conventions and tourism in the Elgin area; and Whereas, the City and the Bureau desire to work together to enlarge and improve convention and tourism activity and usage of the Hemmens Auditorium; Now, therefore, in consideration of the mutual promises, cove- nants and conditions contained herein, the parties agree as follows: I. MEMBERSHIP A. The City shall be represented on the Board of Directors of the Bureau which shall total thirteen members, by four appointees of the Mayor and City Council. Membership on the Board may be increased by amending the bylaws to accommodate representation of additional municipalities as they become funding sources. Representation of additional cities shall be limited to one member for each additional city. One additional City member shall be added for each two members from new municipalities. As many as two of the four members may be members of the City Council, and the successors to the four members appointed by the Mayor and members of the City Council shall also be appointed by them. B. Other members will be selected as follows: Three members shall be appointed by the Elgin Area Chamber of Commerce. The remaining six positions shall be appointed by the existing Board of Directors. C. Members shall serve for a term of two years; however seven initial appointments shall be for a term of one year and six initial appointments shall be for a term of two years; thereafter all terms shall be for two years . D. Directors may serve no more than three consecutive terms, after which a period of at least one year shall elapse before any person is eligible again to serve as a Director. II. BUpC,eE',r- PROCESS AND FINANCIAL SUPPORT A. The City agrees to provide financial support to the Bureau in an amount equal to fifty (50) percent of the , . • - , 9t which is levied in the amount of t ree and one-half (3 1/2) percent, beginning in January 1988 . The City agrees to use the remaining fifty percent to fund a portion of the operations expense of the Hemmens Auditorium. Both parties recognize that charging total operating costs of the Hemmens to the " '=" i-jeu4: y r gee scale would seriously diminish the ability to sch dlkC1e conventions and programs . B. Funds shall be transferred to the Bureau quarterly as follows: One quarter of the amount budgeted shall be due April 1st of each year. One quarter of the amount budgeted shall be due July 1st of each year. One quarter of the amount budget shall be due October 1st of each year The balance of funds actually collected, after deducting amounts paid, shall be due February 1st of each year. C. The Bureau shall provide to the City by September 1st of each year a proposed budget which shall reflect objects of expenditure plus sources of financing, and identify programs and activities planned for the next year. The Bureau also agrees to apply for appropriate financing which may be available from the State of Illinois, or other sources, to support and expand its services. The City and the Bureau agree to cooperate in special events, performances and activities designed to support and encourage growth of tourism and conven- tion activity, including but not limited to: A. Updating and printing of promotional tourism related materials for the area. B. Promote annual events and programming for area visibility. C. Provide visitor information at the visitor center(s) . D. Advertise local events through regional and state publications. E. Incorporate the Hemmens facility and events in the Bureau advertising program. Individual expenditures shall be determined by the Bureau, but shall total not less than $1 ,000 annually. F. Support charter service to the extent permitted by the PACE/METRA system and bureau operational guidelines. G. Provide information and educational training designed to teach self promotion techniques to tourism businesses. The Bureau also agrees to provide a financial report to the City on a quarterly basis, which shall show all income and expenses on a line item basis. III. TERMINATION OF THIS AGREEMENT Either the City or the Bureau may terminate this agreement in writing ninety days prior to the expira- tion date of the then current term of the agreement subject to implementation through adoption of budgets by both parties. The effective term for this agree- ment shall be from January 1 to December 31 of each year. CITY OF ELGIN ELGIN AREA CONVENTION AND VISITORS BUREAU By /GGf_xGei t �e: Attest 1 ,�,� , 1 Attest ,/11/ j OlOokladi