HomeMy WebLinkAbout98-60 Resolution No. 98-60
RESOLUTION
AUTHORIZING EXECUTION OF A SPECIAL EVENT
COST SHARING AGREEMENT WITH THE
ELGIN FEST COMMITTEE, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Kevin Kelly, Mayor, and Dolonna Mecum, City
Clerk, be and are hereby authorized and directed to execute a
Special Event Cost Sharing Agreement on behalf of the City of
Elgin with the Elgin Fest Committee, Inc . for a festival to be
held on July 17 and 18, 1998, a copy of which is attached
hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: March 11, 1998
Adopted: March 11 , 1998
Omnibus Vote: Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
SPECIAL EVENT COST SHARING AGREEMENT
THIS AGREEMENT made and entered into this day
of March, 1998, by and between the CITY OF ELGIN, an Illinois
municipal corporation (hereinafter referred to as the "City" )
and ELGIN FEST COMMITTEE, INC. , an Illinois not-for-profit
corporation (hereinafter referred to as "Elgin Fest" ) .
WITNESSETH
WHEREAS, Elgin Fest is an Illinois not-for-profit
corporation located in Elgin, Kane County, Illinois; and
WHEREAS, Elgin Fest has proposed a special event in
the form of a festival for July 17 and 18, 1998, to be
conducted on Grove Avenue between Chicago Street and Spring
Street, DuPage Court, the Fox River, the former NBD parking
lot, and the city lot next to the Crocker Theater (hereinafter
referred to as the "Subject Special Event" ) ; and
WHEREAS, Elgin Municipal Code Section 13 . 25 . 020A
requires special events to be sponsored and conducted by
not-for-profit corporations or associations or by public
bodies; and
WHEREAS, Elgin Fest has requested that the City share
the cost of the Subject Special Event; and
WHEREAS, the City has determined that the Subject
Special Event will attract additional interest in the center
city area and will assist in promoting further redevelopment of
the center city area; and
WHEREAS, the City Council has further determined that
it is in the best interests of the City to share in the costs
of the Subject Special Event with Elgin Fest in accordance with
the terms and conditions of this cost sharing agreement; and
WHEREAS, the City of Elgin is a home rule
municipality as defined in Article VII Section 6a of the 1970
Constitution of the State of Illinois; and
WHEREAS, a home rule unit may exercise any power and
perform any function pertaining to its government and affairs;
and
WHEREAS, the cost sharing of the Subject Special
Event and promoting the further interest in redevelopment of
the City' s center city area pertains to the government and
affairs of the City of Elgin.
NOW, THEREFORE, for and in consideration of the
mutual promises and undertakings contained in this agreement,
and for other good and valuable consideration, the receipt and
sufficiency of which is hereby acknowledged, the parties hereto
agree as follows :
1 . That the foregoing recitals are hereby
incorporated into this agreement in their entirety.
2 . That the City and Elgin Fest hereby agree to
share the cost of the proposed Elgin Fest on July 17 and 18,
1998 . The Subject Special Event will be located on Grove
Avenue between Chicago Street and Spring Street, DuPage Court,
the Fox River, the former NBD parking lot, and the city lot
next to the Crocker Theater and shall be conducted between the
hours of 6 : 00 p.m. and 10 : 00 p.m. on July 17 and 12 : 00 noon and
10 : 00 p.m. on July 18, 1998 .
2
3 . That Elgin Fest shall be responsible for applying
for and obtaining a special event permit as provided for under
Elgin Municipal Code Chapter 13 . 25 . Notwithstanding the City' s
cost sharing of the Subject Special Event, the parties hereto
understand and agree that Elgin Fest shall be solely
responsible for conducting the Subject Special Event and for
all costs associated with the Subject Special Event including
but not limited to the fees and costs identified in Elgin
Municipal Code Chapter 13 .25 entitled "Special Events in Public
Places" . Additionally, notwithstanding the City' s cost sharing
of the Subject Special Event, Elgin Fest agrees that pursuant
to this agreement and pursuant to the provisions of Elgin
Municipal Code Section 13 . 25 . 090, that Elgin Fest shall be
strictly liable for the acts of its agents, volunteers,
officers and employees and that Elgin Fest to the fullest
extent permitted by law shall indemnify and hold harmless the
City, its officers, agents and employees from any claims, suits
or liability whatsoever including, but not limited to, any
court costs or reasonable attorney' s fees arising out of or in
any way connected with the Subject Special Event or any acts or
omissions of Elgin Fest, its agents, volunteers, officers or
employees . Elgin Fest shall also provide, without cost to the
City, the insurance required pursuant to Elgin Municipal Code
Section 13 . 25 . 070 naming the City as a primary,
non-contributory coinsured with limits of not less than
$500, 000 per occurrence and excess coverage of not less than
3
$5,000, 000 covering general liability including personal injury
and property damage.
4 . That in consideration of Elgin Fest being solely
responsible for conducting the Subject Special Event and for
all costs associated with the Subject Special Event as provided
herein, the parties understand and agree that Elgin Fest shall
be entitled to retain any income received from the subject
special event.
5 . That in conjunction with the special event permit
application Elgin Fest shall submit to the City a security plan
to be approved by the Chief of Police with an acknowledgement
that any changes to the security plan must be submitted to the
Chief of Police in writing five (5) business days before the
event. Such security plan shall include a system of badges,
plastic bracelets or other such approved device so as to
identify persons 21 years of age or older authorized to
purchase and consume alcohol . The parties hereto shall each
provide for the payment of fifty percent (50%) of the cost as
determined by the City of the direct and reasonable costs
incurred by the City to provide additional police, public works
and paramedic services for the special event, provided,
however, Elgin Fest' s share of such costs shall not exceed
$2 ,000 . Elgin Fest shall provide such fifty percent (50%)
payment to City within thirty ( 30) days of written demand for
payment by City. Such estimated cost shall be determined in
the sole discretion of the City. The number of police officers
and the duration of the special police detail for the special
4
event shall be determined by the Chief of Police. Such
security plan shall also include Elgin Fest providing at its
sole cost between 8 and 15 additional private security staff at
the subject special event during the hours of 6 : 00 p.m. to
10 : 00 p.m. on Friday, July 17 , and 12 : 00 noon and 10 : 00 p.m. on
Saturday, July 18, 1998 .
6 . That Prairie Rock as part of Elgin Fest at its
sole cost shall apply for and obtain a Class I liquor license.
Prairie Rock as part of Elgin Fest shall be the vendor under
such Class I . license which shall actually conduct and be
responsible for all liquor sales . Prairie Rock as part of
Elgin Fest shall also provide, without cost to the City, the
dram shop insurance required pursuant to Elgin Municipal Code
Section 13 .25 . 080 naming the City as a co-insured with limits
of not less than $1, 000, 000 with such proof of insurance
stating that it shall not be terminated or suspended without at
least thirty ( 30) days prior written notice to the City.
7 . That Elgin Fest at its sole cost shall apply for
and obtain all necessary permits, including amplifier permits,
for any entertainment to be conducted in conjunction with the
special event. Any entertainment and use of amplifiers shall
be in compliance with all applicable regulations .
8 . That Elgin Fest at its sole cost shall be
responsible for providing all toilets and other sanitary
facilities, necessary electrical power and litter facilities,
litter control and clean-up.
5
9 . That nothing contained in this agreement shall be
construed to relieve Elgin Fest, its officers, agents or
employees, as well as any other participants in the Subject
Special Event from complying with all applicable laws and
regulations of the City, State and the United States, including
but not limited to obtaining any other permits or approvals as
required by law.
10 . That this agreement shall not be deemed or
construed to create an employment, joint venture, partnership
or other agency relationship between the parties hereto.
IN WITNESS WHEREOF, the parties hereto have executed
this agreement on the date and year first written above.
CITY OF ELGIN ELGIN FEST COMMITTEE, INC.
By -_ By C B' '
Kevin Kelly, Ma r I-f s
Attest: Attest:
gd��� —
City Clerk '
6
City Of Elgin Agenda Item No.
February 19, 1998
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Special Event Agreement with the
Elgin Fest Committee
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider a
cost-=sharing agreement with the Elgin Fest Committee, Inc . for
Elgin Fest 198 .
BACKGROUND
Representatives from the Elgin Fest Committee, Inc . have
submitted a City of Elgin Special Event Application to hold
Elgin Fest 198 downtown on July 17 and 18, 1998 . The Elgin
Fest Committee, Inc . is comprised of Elgin residents and
• business owners (member list attached) . Elgin Fest will cele-
brate the rich diversity of Elgin by offering events and
activities designed to showcase the downtown area and to raise
funds for local youth groups . An event budget is attached.
Staff from Parks and Recreation, Police and Fire have met with
the committee to review event logistics and budget .
Events are planned to take place on Grove Avenue (between
Chicago Street and Spring Street) , DuPage Court, the Fox
River, former NBD parking lot and the public city parking lot
next to the Crocker Theatre . The festival will consist of
music, poetry readings, bingo, food, alcohol, Power Boat
Regatta (outboard power boats) on the river, arts and crafts
show, face painting and laser light shows at the end of each
evening. The festival will run from Friday, July 17 from 6 : 00
p.m. - 10 : 00 p.m. through Saturday, July 18 from 10 : 00 a.m. -
10 : 00. P.M.
The following are the main elements of an agreement proposed
by the Elgin Fest Committee, Inc .
1 . Elgin Fest Committee, Inc . has requested that the City
share the costs to provide police for event security.
Security will need to ' be provided during event hours :
July 17 , 6-10 pm and July 18, 12noon-10pm. The costs for
the police service are proposed to be ' shared 50/50 with
the total for Elgin Fest Committee, Inc . not to exceed
$2 , 000 . Any additional security costs above the estimat-
ed $4 , 000 will be the City' s responsibility.
Special Event Agreement w/ Elgin Fest Comm
February 19, 1998
Page 2
2 . The committee has requested the City provide a paramedic
for the event . A paramedic will need to be provided
during the event hours : July 17, 6-10 p.m. and July 18,
12 noon-10 p.m. The costs associated to the City to
provide the paramedic service will be $400 . 00 .
3 . The Parks and Recreation Department can provide barri-
cades to the Elgin Fest Committee, Inc . for use during
this event at no cost .
4 . The Elgin Fest Committee, Inc . will provide insurance
naming the City as a primary, non-contributing co-insured
with excess coverage of not less than $5, 000, 000 covering
general liability, including personal injury and property
damage . A liquor license and Dram Shop insurance will be
provided by Prairie Rock naming the City as an additional
insured with limits of not less than $1, 000, 000 .
Additional pending permits and permission will be required as
follows :
Parking: Former NBD lot (Kane County owner) , ECC lot,
Larkin High School and Elgin High School .
Laser light show: Fire Department approval and
• participating downtown building owners .
Power Boat Regatta: Permits from the Illinois Department
of Natural Resources, Grand Victoria Casino and the Coast
Guard.
Insurance : Dram Shop Insurance and General Liability
Insurance .
Liquor License : Class I special event liquor license
must be obtained by Elgin Fest Committee, Inc .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Elgin Fest Committee, Inc . ; Prairie Rock representatives;
Elgin Chamber of Commerce; New Century Partnership for Elgin.
(711FINANCIAL IMPACT
-The cost of providing security and paramedic services for the
two-day event are estimated at $4 , 400 , depending on regular or
overtime status of assigned personnel . The Elgin Fest Commit-
tee and the City will share these costs 50/50 , with the total
for the Elgin Fest Committee, Inc . not to exceed $2 , 000 .
Funding for the Police Department and Fire Department person-
nel is located in 1998 Police budget, account number
• 010-2308-731 . 01-02 , and Fire Department budget account number
010-2804-735 . 01-02 , respectively. Sufficient funds exist to
cover these expenditures .
Special Event Agreement w/ Elgin Fest Comm
February 19, 1998
Page 3
LEGAL IMPACT
A special event agreement with Elgin Fest Committee, Inc . will
be prepared if the City Council determines to participate in a
cost sharing arrangement .
ALTERNATIVES
1 . Financial participation by the City estimated at $2 , 400 .
2 . ' No financial participation by the City with The Elgin
Fest Committee, Inc . assuming 1000 of the event costs .
RECOMMENDATION
It is- recommended the Mayor and members of the City Council
authorize the preparation of a cost sharing agreement for this
event as presented in option #1 for the liquor license and
financial contribution of $2 , 400 toward the Police and Para-
medic services only.
Respectfully submitted,
OA
• Monica Meyers
Director of Parks & ecreation
_ 1 (�2-
J ce Parker
City Manager
jc
•
. Feb-19-98 02 : 44A P _ 01
•
ELGIN TEST Committee
Dean Fitzsimmons
Chris Matus
Caesar Kalinowski
Tina Kalinowski
Beverly Bakes
Carol Puckett
Jennifer de Jesus
• Pat Maynard
Kathleen Dunbar
Stuart Chaseman
Cyndi Morgan
Fcb- 19-98 02 : 23A P - 02
ORDI
RIEKE OFFICE INTERIORS
Ms. Jane Cordes
City of Elgin
Special Events Co-Ordinator
FAX: 931-6144 February 18, 1998
Re: Elgin Fest
Dear Jane:
The Elgin Fest Committee is requesting support from the City of Elgin for
our July 17-18, 1998 event in the following areas:
•
Police $2,000
Paramedics (first aid) $ 400
Barricades for street closures
(from Parks & Rec.)
We appreciate the labor and expense which the City of Elgin would be
committing for this event. We are confident that Elgin Fest is a worthwhile
investment for the city, and you have our commitment that it will be an event in
which Elgln can take pride.
Sincerely,
Chris Matus
Chairman
• 1998 ElginFest
80O N. STATE STREET • ELGIN, IL. 6Q:1 23 (847)622-871 1 • FAX (647)622-9750
ELGIN FEST
STATEMENT OF REVENUE AND EXPENDITURES
CASH BASIS
1998 BUDGET
-YEAR TO DATE-
ANN BDGT VAR
REVENUE:
Sponsorship $42 , 000 . 00
Donations 6,000 . 00
Fee Income 37 ,000 . 00
TOTAL REVENUE 85, 000 . 00
COST OF SALES
Band ( $13, 000 . 00)
• Electric ( 1, 000 . 00)
Police * (2 ,000 . 00)
Shuttle ( 1,000 . 00)
Lazer light show ( 12 ,000 . 00)
Trash & Restrooms (5, 700 .00)
Boat Show (25, 000 . 00)
Tickets & Bands (400 . 00)
First Aid ** 0
TOTAL COST OF SALES ( 60, 100 .00)
GROSS PROFIT 24,900 . 00
* Additional City contribution for Police $2 ,000 .00
** City contribution for First Aid $ 400 . 00
•
ELGIN FEST
STATEMENT OF REVENUE AND EXPENDITURES _
CASH BASIS
1998 BUDGET
-YEAR TO DATE-
ANN BDGT VAR
OPERATION EXPENDITURES
T-Shirts ( 3,200 . 00)
Advertising ( 15, 500 . 00)
Office. Expense ( 1 , 000 . 00 )
Postage ( 400 . 00)
TOTAL OPERATING EXPENDITURES (20, 100 . 00)
NET INCOME FROM OPERATIONS 4 , 800 . 00
OTHER INCOME & EXPENDITURE
• TOTAL OTHER INCOME & EXPENDITURE 00
-------- -
NET INCOME (LOSS) 4, 800 . 00
•
SPECIAL EVENT APPLICATION
Recd in Special Event Office
J . Name of Organization L L.L,,,J f-�-ST ( l�ry►%Yl►i►►=l= �NG
2 . Tax ID #
3 . Address
4 . Name of Applicant/Contact
5 . Address F�> �►4 1=� �i,C�ii�� ii: . [Z.
6 . Phone (day) 947 E-Z2. 9-7U (evening) ':�47
7 . Event Name
8 . Event Description T 7-74E Q4f- Ta',l�er--1Ty OF-
70 S XAnom'
T 6:-w -k\) ;,�ww AVp 12 :5,EWj1,F rrt= yoV77,1 t��� , ?�s ivc� n/,vns
• 9 . Is event a fund raiser? ( ) No ()<) Yes If yes, describe
beneficiary:
LCtf,l JW�-W CP&,WIZ T7finJc, i !E;E-
10 . Event Date(s) �j 7 q<� — 7/13 /21S
11 . Event Hours_ 7/►7A/ 7A/23 -A)Am
12 . Expected Attendance L /i Location:� '✓ t
N� f max;
13 . Will food/beverages be served/sold? ( ) -No ( ) yes 'f ya,
describe: !�
14 . Will alcohol be served/sold? ( ) No ( Yes If yes,
complete attached application and list prices, cup sizes,
and describe plan to control the sale or serving of alcohol
to minors :
12>—D UUc TD 70-4-, G>F
• J;LCO�C) _ g a;f\)q ..G K-VZ 1/. CUP S1 2-;k-- i-,V/LL Te7- /O
15 . Will itinerant merchants be selling retail merchandise?
( ) No (X) Yes If yes, describe: nn _
�itr0 •�21 S � Sttr,�!S
ETC- �7'Q- �TY�l� P-r}f`�/�JL� 1� C✓ti'✓T
16 . Will power be needed? ( ) No (k) Yes If yes, will power be
brought in by applicant? (X) No ( ) Yes If no; describe
needs and sources
'- 1�c� � �/`/ C7r✓ �iJ �T �F�•Yl'r/tl�> r 72ri���/ t3�.r•4.
17 . Will water be needed? No ( ) Yes If yes , will water be
brought in by applicant? ( ) No ( ) Yes If no, describe
needs and sources
18 . Will signs/banners be hung? ( ) No Yes If yes, att h a
map designating locations
19 . Will there be entertainment/music? ( ) No ('x) Yes If yes,
attach schedule
20 . will temporary structures be built? ( ) No (,<) Yes If yes,
• describe
/�� /��l�zi� 5Tr'?Ei4=
(S-Ae'? � I/�i d.'V PA6C �►:t I`•
21 . Describe set up & tear down schedule, include dates & times
ILL
�z V, .1 ��47
TID LvCf-v- 0,\` �'c i R�II,`�. �1t_�C� t./N21Dcf L'�/ c;�,' y '--o 7F,✓t
VAr4S 71p it-i5 - 7/njc�S
22 . Does your event require. a street closure? ( ) No (X) Yes
If yes, attach map noting streets and closure locations and
note times and dates of closures .
c44
PLEASE NOTE: IF YOU ARE REQUESTING A STREET CLOSURE,
BARRICADES FOR YOUR EVENT WILL NEED TO BE PICKED UP FROM
• THE PARK & RECREATION OFFICE PRIOR TO YOUR EVENT, AND
RETURNED SHORTLY THEREAFTER.
2 3 . Security Plan ��,�.y POL,
• U4 L �i�J TD A!5r i 7-.
24 . Parking Plan ( � tiDiGrn;c� AIL . T`/ I"M1/�X-1 o�U
g,JJ GJ T V AaLA- i' z4,N" I.GT GN P c.
n-
25 . Restroom Plan
26 . 'Trash Collection & Removal Plan 1\;1&) TL.1 QCV L),e J'F�-C( peT7>
�� !f��f�S+r /�'�C`��'✓�f ��r��f- {blr�✓JT"y�JC-�. T/r�'YDL`c� I*l��iUC/N-Li17`"
27 . Publicity Plan 114&' SCI IN J&Z—c I&Q> ��C� S, ScWES /iv-
I—OLO U/yt/r}iuL
28 . Attach additional maps , drawings, or written information
you feel is necessary to process your application. ,
Submit this application to Jane Cordes, Special Event
Coordinator in the Elgin Parks and Recreation Department at 31
South Grove Ave . , Elgin, 60120 . . For more information call ( 708)
931-6625 .
Note : Some permits will require an application or user fee
( food, temporary structure, alcohol, itinerant merchant, water,
electric, banner installation, etc . )
WAIVER: Approval of this application will reserve for the above
mentioned applicant/organization the requested event date/place
providing all requirements outlined by the City of Elgin have
been met. If the special event request is approved, the sponsor
shall assume full responsibility for compliance with all
conditions, fees, or any cost associated with damage to City
property, cleanup by City Crews, or any other additional City
expense caused by this event. The applicant/organization agrees
to hold harmless the City of Elgin, its employees, agents , or
any person or groups therewith affiliated for any personal
injuries, items lost or stolen, or damage to property not owned
by the City of Elgin.
•
Applicant ' s Signature Date /--X57/`Y7
ELGIN FESTIVAL COMMITTEE, INC.
• for
ELGIN FEST '98
Fest Dates: July 17 & 18, 1998
Fest Hours: July 17-, 1998 - 6:00 p.m. to 10:00 p.m.
Security: We would pay for the appropriate number of Elgin
Police in accordance with the laws and ordinances
of the City of Elgin for a special event of this
nature. We will request the aid of the Explorers as
well. All those choosing to consume alcohol will
have to wear wrist bands, which will be placed on
by our staff or an officer only after ID's have been
checked.
Food: Food vendors will be set up down Grove Ave.
from E. Chicago St. (approx.) to the Crocker
Theater. A number (?) of tables and chairs will be
placed at various locations along this same route
for diners' use.
Alcohol: The hours of service will be the same as the
• festival hours. Consumption of alcohol will be
confined to one or two areas. Only those
individuals wearing appropriate wrist bands will
be allowed alcoholic beverages.
Tickets: Tickets will be sold for all food and beverages
• (including alcoholic). Price to be determined.
Power: Power will be provided by ComEd.
Insurance: We have insurance through K&K which handles
same for special events of this type.
Restrooms: To be provided by us through Waste Management
or like company.
Sanitation: We will provide sanitation services through a local
company from the beginning to the end of the
event.
Parking: Please see attached map.
Transportation: Shuttles will be provided from various outlying
parking lots. Larkin H.S., Elgin H.S. (old & new).
ENTERTAINMENT PLANNED:
Children: Variety of events and games provided by MEGA
EVENT and the Fox Valley Fine Arts Commission.
Adults: Poetry readings, music and storytelling by local
artists throughout the hours of the festival.
Seniors: We are planning bingo + for the elderly.
Family: Known bands and local musicians Friday and
Saturday night. Tunnel Vision Boat Regatta on the Fox.
Plastic duck race. Arts and Crafts, Face painting etc.
�"a SU-