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HomeMy WebLinkAbout99-11 Resolution No. 99-11 RESOLUTION AUTHORIZING EXECUTION OF A SERVICE AGREEMENT WITH THE ELGIN SYMPHONY ORCHESTRA ASSOCIATION 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 Service Agreement on behalf of the City of Elgin with the Elgin Symphony Orchestra Association for youth programming and operational support, a copy of which is attached hereto and made a part hereof by reference. s/ Robert Gilliam Robert Gilliam, Mayor Pro Tem Presented: January 27 , 1999 Adopted: January 27 , 1999 Omnibus Vote : Yeas 5 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk SERVICE AGREEMENT THIS AGREEMENT is made and entered into this /`'/ day of 1999, by and between the ELGIN SYMPHONY ORCHESTRA ASSOCIATION, a not-for-profit organization, (hereinafter referred to as the "ESO")and the CITY OF ELGIN, Illinois, a municipal corporation, (hereinafter referred to as the "CITY"); and WHEREAS, The City of Elgin,Illinois has determined it to serve a beneficial public purpose to maintain the Elgin Symphony Orchestra as the largest cultural organization in the Fox Valley and as Illinois's largest symphony orchestra outside the City of Chicago; and WIEREAS, The City has further determined it to serve a beneficial public purpose to assure that its youth are extended a diverse offering of stimulating activities which provide potential life-long benefit; and WHEREAS, The ESO provides over 10,000 tickets each season to residents of Elgin, and draws over 17,000 ticketing patrons into Elgin each season; and WHEREAS, the ESO provides over 10,000 students each season with stimulating musical experiences. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows: 1. The City shall pay to.the ESO the sum of$183,000 on or before January 31, 1999. 2. The ESO shall address all initial inquiries and requests made pursuant to this agreement to the Management Assistant in the City Manager's office. 3. The ESO shall apply$75,000 of the aforementioned $183,000 to Youth Initiatives. In exchange, the ESO shall provide youth programs, including, but not limited to,Petite Musique, Elgin Financial Center Foundation Kids Konzerts, In-School Music Program, Apprentice Program, and the Homeschool Subscritpion series. 4. The ESO shall apply$30,000 to office and salary expenses related to their location at 20 DuPage Court, including their new box office. In exchange, ESO shall maintain and operate a box office in the center city area throughout the year. 5. The ESO shall apply$53,000 to general operational expenses. 6. The ESO shall apply$25,000 to the SCORE! (Students Creating Opera to Reinforce Education)program, designed in conjunction with Hamilton Wings. 7. The ESO shall provide a written report detailing the disbursement of$183,000. This report shall be submitted by September 30, 1999 to the Elgin City Council and shall include, but not be limited to, a summery of public performance offerings, gross tickets sold, activities offered for youth, attendance numbers for said activities, and a breakdown of$4", 00 iii office expenses. 45-3 eon 8. The ESO shall be granted an additional 10% discount on Hemmens usage fees, including hall rates, labor and equipment charges, should it hold more than 15 performances in a calendar year at the Hemmens Cultural Center. 9. The City shall have the right to review all accounting records related to the use of the $183,000, given 72 hours notice, and at a time agreed upon by both parties. 10. The ESO shall indemnify and hold City harmless from and against any and all claims for damages, suits, causes of action or any and all other liability which may arise out of or in connection with the performance of this agreement or other operations as a result of any negligent actions by the ESO. 11. This Agreement shall be in full force and effect from January 1, 1999 through December 31, 1999. IN WITNESS WHEREOF, the parties hereto have executed this agreement on the date and year written above. CITY OF ELGIN a municipal corporation By Kevin Kelly Attest: Mayor In City Clerk ELGIN SYMPHONY ORCHESTRA ASSOCIATION a not-for-profit corporation BY Michael Pastreich Executive Director City of Elgin Agenda Item No. January 4 , 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Elgin Symphony Orchestra Support and Purchase of Service Agreement PURPOSE The purpose of this memorandum is to provide information to the Mayor and members of the City Council to consider a Purchase of Service Agreement with the Elgin Symphony Orches- tra (ESO) for youth programming and general operational support . BACKGROUND The 1999 Budget includes $183 , 000 for ESO support, with $148 , 000 from the Riverboat Fund designated for ESO support • and youth initiatives and $35, 000 from the General Fund Cultural Arts Commission budget . At their January 11 meeting, the Cultural Arts Commission will be considering the expendi- ture of $35, 000 from their General Fund budget to support ESO operations . The ESO is the largest orchestra in the state outside of the City of Chicago. With over 27, 000 ticketed patrons each year to a variety of concerts, the presence of ESO in the community helps establish Elgin as a- regional center for the performing arts . ESO estimates - that approximately 10, 000 of these patrons are from Elgin, with another 17, 000 being drawn from outside of Elgin. In addition to these programs, ESO, in partnership with the City, has provided a variety of programs to school children in Elgin (i . e . , Petite Musique, Kidz Konzerts, In-School Music Program, Apprentice Program, and a new Home School Subscription series) . ESO' s commitment to the Elgin community is apparent through the continued use of the Hemmens Cultural Center as the symphony' s home base and the move of ESO ' s executive offices to downtown in August, 1996 . A new feature of the Symphony' s program is a collaboration with Hamilton Wings to implement a music development program designed for at-risk youth. Students Creating Opera to Reinforce Education! (SCORE) will provide the opportunity for • 60 at-risk students, age 10 to 13 , to work with professional singers, composers, instrumentalists, writers, . designers and theatre technicians to create, develop, produce and perform an original opera. The ESO will apply $25, 000 of the City' s contribution to this program. ESO PSA January 4 , 1999 Page 2 • A Purchase of Service Agreement has been drafted by the ESO Executive Director and City staff for City Council considera- tion. The agreement is designed to establish. the public purpose for City support and provides a mechanism for ESO ' s accountability for the use of public funds . ESO has prepared a report to the City detailing the use of the $150 , 000 funding in 1998 . Also included in the agreement is a provision granting an additional loo discount for Hemmens usage, if ESO uses the facility more than 15 times in a calendar year. This provision provides an incentive to ESO to continue to utilize the Hemmens as their home base . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The proposed agreement was drafted in conjunction with the ESO Executive Director, Michael Pastreich. FINANCIAL IMPACT Total funding of $183 , 000 is located in the 1999 General Fund and Riverboat Fund budgets . The Cultural Arts Commission has recommended using $35, 000 of their allocation from the General Fund budget (account number 010-1902-709 . 80-10) . The River- boat Fund (account number 275-0000-791 . 80-11) contains the remaining . $148 , 000 for ESO support and youth initiatives . 0 Sufficient dollars exist to fund the PSA with the ESO. �W V/ LEGAL IMPACT None . ALTERNATIVES The City Council could approve the agreement as drafted, edit the agreement or decline to provide support to ESO. RECOMMENDATION It is recommended that the City Council approve the Purchase of Service Agreement with the Elgin Symphony Orchestra . Respectfully submitted, io Y Manager ce Parker t Mana - g dkn/dkm Elgin Symphony Orchestra • 20 DuPage Courl, Elgin, IL 60120-6424 • Pboue (847 888 0404 Fax (847) 888 - 0400 Rober!Hanson-Music Direclor Aficbael Pastreicb-Ereculive Director Ronald.9.Ablinan-President October 7, 1998 Mr. Eric Stuckey City of Elgin 150 Dexter Court Elgin, EL .60120 Dear Eric, Please find enclosed the Elgin Symphony Orchestra's final report to the City of Elgin regarding the disbursement of$150,000. This financial support from the City of Elgin, in addition to the use of the downtown office space, is instrumental in bringing the music of the Elgin Symphony Orchestra to the people of our community. Please feel free to call if you have any questions. Once again, thank you for your support. • Sincerely, , Michael Pastreich Executive Director i • Elgin Symphony Orchestra • 20 DuPage Court, Elgin, 1L 60120-6424 • Phone (847) 888 - 0404 Fax (847 888 - 0400 Robert Hanson-Music Director Aficbae/Pastreicb-Executive Director Rona/d.9.Ab/man-President Report to the City of Elgin Disbursement of$150,000 $75,000 Youth Initiatives Family Concerts $27,662 Homeschool Subscription Series $2,063 In School Music Program $1,583 Kids Konzerts $25,912 Petite Musique $17,780 Total $75,000 $30,000 Box Office (office and salary expenses) Box Office Coordinator $20,000 Box Office Supplies $2,500 Payroll Tax $1,535 Ticketing Software System $2,760 • Software Support Fee $2,155 Software Training $1,050 Total 30,000 $45,000 General Operational Expenses Total operational expenses for the 1997-98 season exceeded $1,000,000. Summary of Public Performances For a summary of the Elgin Symphony Orchestra's public performances during the 1997-98 Season, please refer to the enclosed brochure. The ESO also performed a large number of educational programs and several concerts in the park, including the opening of the Elgin Fine Arts Festival. Gross Attendance Classic Series 9,922 Pops Series 3,244 Family Series 1,133 Holiday Concerts 3,013 Activities Offered for Youth Attendance • Kids Konzerts (6 performances) 7,200 Petite Musique (4 performances) 2,600 Home School Student Program 156 In School Music Program - 4 performances 665 s: -