The URL can be used to link to this page

Home My WebLink About08-206 • a 'A Resolution No. 08-206 RESOLUTION AUTHORIZING EXECUTION OF A SPECIAL EVENT CO-SPONSORSHIP AGREEMENT WITH THE HISPANIC HERITAGE COALITION FOR FIESTA SALSA BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Ed Schock, Mayor, and Diane Robertson, City Clerk, be and are hereby authorized and directed to execute a Special Event Co-Sponsorship Agreement on behalf of the City of Elgin with the Hispanic Heritage Coalition for Fiesta Salsa activities be held on September 13, 2008, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: August 27, 2008 Adopted: August 27, 2008 Vote: Yeas: 4 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk SPECIAL EVENT CO-SPONSORSHIP AGREEMENT THIS AGREEMENT made and entered into this 0, 2 day of August, 2008, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as the "City") and the Hispanic Heritage Coalition, an Illinois not-for-profit corporation (hereinafter referred to as "HHC"); WITNESSETH WHEREAS, the HHC operates the Hispanic Heritage Coalition, P.O. Box 1432, Elgin, Kane County, Illinois; and WHEREAS, the HHC has proposed an event in the form of a festival called Fiesta Salsa for September 13, 2008. WHEREAS, HHC's Fiesta Salsa will be held at Festival Park on Saturday, September 13, 2008 in Elgin, Illinois (hereinafter referred to as the "Subject Special Event"); and WHEREAS, Elgin Municipal Code Chapter 13.25 provides for the co-sponsorship of special event between the City and certain organizations; and WHEREAS, HHC meets the criteria established by the Elgin Municipal Code for eligibility for co-sponsorship of special events; and WHEREAS, HHC has requested that the City co-sponsor 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's City Council has further determined that it is in the best interests of the City to co-sponsor the Subject Special Event with the HHC in accordance with the terms and conditions of this Co-sponsorship Agreement; and 4. HHC shall be strictly liable for the acts of its volunteers, officers and employees and HHC to the fullest extent permitted by law shall indemnify, defend, and hold harmless the City, its officers, employees, agents, boards and commissions from and against any and all claims, suits,judgments, costs, attorney's fees, damages or other relief arising out of or in any way connected with the Subject Special Event or any acts or omissions of the HHC, its agents, volunteers or employees. Nothing herein shall diminish or obviate the HHC duty to defend the City. In the event of any action against the City or its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the City's choosing. The provisions of this paragraph shall survive any termination and/or expiration of this Agreement. 5. HHC 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 $1,000,000 combined single limit per occurrence for bodily injury and property damage with a general aggregate limit of not less than $2,000,000. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the City. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or pro rata, it shall be endorsed to be primary with respect to the City. 6. In consideration of the HHC 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 the HHC shall be entitled to retain any income received from the Subject Special Event. HHC 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 coinsured with limits of not less that $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. All alcohol sales must end at 10:30 p.m. on Saturday, September 13, 2008. 12. HHC at its sole cost shall apply for and obtain all necessary permits. Any entertainment and use of amplifiers shall be in compliance with all applicable laws and regulations, and shall end at 11:00 p.m. on Saturday, September 13, 2008. 13. City shall be responsible for providing 15 port-o-lets, (2) 30-yard dumpsters, 5 hand washing units, 65 garbage bins, 5 grease containers, and 5 cases of trash bag liners, the total cost contributed by the City not to exceed $3,180. The HHC shall be responsible for all other sanitary facilities, necessary electrical power and litter facilities, litter control and clean-up. 14. The City shall provide, at its sole cost, Land Management staff for clean-up before and after the event on Festival Park. The costs for Land Management Department service for the City of Elgin will not exceed $3,240. 15. The City shall provide, at its sole cost, barricades, street sweeper equipment and Public Works staff for barricade set-up and street sweeping for the parade. The costs for the Public Works Department service for the City of Elgin will not exceed $4,562. 16. The City shall not charge HHC a rental fee for the use of Festival Park for the Subject Special Event. 17. No car stereo contest shall be permitted during the Subject Special Event. 18. Nothing contained in this Agreement shall be construed to relieve the HHC, its officers, agents or employees, as well as any other participants in the Subject By ? /k0 Cam- - By Ed Schock, Mayor Its 1c2,5 /SQ eha I r Attest: Attest: I 71112-1 - - I ,,. -.),------ A 6..."Ng_.. lb r:.._.— • �. 'to�rL` _. (, J City Clerk 4.. .,,,,,,,,,,..„ , .._,,., ...,,.4-4. :....:- . .„,..,,,, e, 4 �A n . -5. ,-,i.. , ,.: August 21, 2008 - ` ;=' �;<. `; R Y€ S TO: Mayor and Members of the City Council — �_, - FROM: Olufemi Folarin, City Manager Randy Reopelle, Parks and Recreation Director SUBJECT: Co-Sponsorship Agreement with the Hispanic Heritage Coalition PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into a Co-Sponsorship Agreement with the Hispanic Heritage Coalition for activities related to Fiesta Salsa. RECOMMENDATION It is recommended that the City Council approve the Co-Sponsorship Agreement with the Hispanic Heritage Coalition for Fiesta Salsa activities in an amount not to exceed $22,956. BACKGROUND Fiesta Salsa, which includes a parade, admission-free outdoor festival with music, contests, and children's activities, is scheduled to take place on Saturday, September 13, 2008 at Festival Park. Since 1999, Fiesta Salsa's attendance has increased substantially and this year's crowd is being estimated at 8,000 as well-known entertainers have been booked. Since 1999, the Hispanic Heritage Coalition has coordinated the activities of Fiesta Salsa. The Hispanic Heritage Coalition is a tax-exempt, not-for-profit organization committed to providing opportunities for Elgin's residents to learn about and celebrate Hispanic Heritage. To help offset the high cost involved with providing these activities, the Hispanic Heritage Coalition is requesting co-sponsorship from the City. The main elements of the agreement are as follows: 1. The City shall waive the fees associated with the rental of Festival Park. These fees will not exceed $100. 2. The City shall cover the costs to provide police officers for Parade street closures and for Fiesta Salsa event security. These costs will not exceed $7,800. Co-Sponsorship Agreement with the Hispanic Heritage Coalition August 21, 2008 Page 2 3. The City shall cover the costs to provide one fire inspection by the Fire Marshall and one health inspection by the Code Department at a cost not to exceed $414. 4. The City shall provide one fire truck and three firefighters for a maximum of 12 hours at a cost not to exceed $3,660. 5. The City shall cover the costs to provide two 30-yard dumpsters, 15 port-o-lets, 65 waste containers, five hand-washing units, five grease containers, and five cases of trash bag liners. These costs will not exceed $3,180. 6. The City shall cover the costs to provide Land Management staff for clean-up before, during and after the event at Festival Park. These costs will not exceed $3,240. 7. The City shall cover the costs for Public Works to provide barricades, street sweeper equipment and staff for barricade set-up and street sweeping for the parade. These costs will not exceed $4,562. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT The total cost to the City for materials and services associated with the Hispanic Heritage Coalition agreement is $22,956. There are sufficient funds budgeted ($60,000) and available ($5,443) in the General Fund, "Misc. Services-City Co-sponsored Special Events," account number 010-0801-709.45-99, project number 039759 to cover the cost of: $5,081 for the port-o- lets, hand washing units, dumpsters, fire truck, bag liners, grease containers, barricades, and street sweeping equipment. Operational support not to exceed $17,775.24 from City departments will be covered within their General Fund departmental operating budgets as follows: Police $7,800 from Overtime Salary account number 010-2308-731.01-02; Land Management $3,240 from Overtime Salary account number 010-3371-764.01-02; Public Works $3,837 from Overtime Salary account number 010-3321-753.01-02; Fire Department $2,622 from Overtime Salary account number 010-2802-735.01-02; and Code $276 from Overtime Salary account number 010-1606-717.01-02. The $100 rental fee for Festival Park will also be waived. . LEGAL IMPACT None Co-Sponsorship Agreement with the Hispanic Heritage Coalition August 21, 2008 Page 3 ALTERNATIVES 1. The City Council may choose to approve the Co-Sponsorship Agreement with the Hispanic Heritage Coalition for Fiesta Salsa activities in an amount not to exceed $22,956. 2. The City Council may choose not to approve the Co-Sponsorship Agreement with the Hispanic Heritage Coalition for Fiesta Salsa activities in an amount not to exceed $22,956. Respectfully submitted for Council consideration. ob attachments Co-Sponsorship Agreement with the Hispanic Heritage Coalition August 21, 2008 Page 4 CITY OF ELGIN SPECIAL EVENT CO-SPONSORSHIP GUIDE 2008 FIESTA SALSA CO-SPONSORSHIP COST WORK SHEET Please note:Equipment is based on availability and rates are subject to change.Other fees may apply. APPROVED COST MANHOURS REQUESTED ITEM OF SUPPORT REQUEST QUANTITY TO CITY UNITS (Filled in TOTAL PER UNIT PER UNIT REQUESTED by City) COST 20 Yard Dumpster $295 0 $0 30 Yard Dumpster $415 2 $830 Port-o-lets $85 10 $850 Handicapped Port-o-lets $110 5 $550 Handwashing Units $110 5 $550 Grease Containers(incl.disposal) $50 5 $250 Gargabe Receptacles(64 gal.carts) $0 40 trash/25 recycling $0 Trash bags liners case of 100 $30 5 I $150 Total $3,180 COST Land Management Services TO CITY (trash bins,water hook-up) PER HOUR Labor $45 72 hrs. _ $3,240 Equipment 0 0 $0 Total $3,240 Public Works Services (Street sweeping,barricades) Barricade Rental $500 $500 Barricade Labor $55.62 52 hrs. $2,892 Street Sweeper Labor $55.62 1 @5 hrs $278 Parking/Route closure $55.62 3 @ 4 hrs. $667 Equipment(street sweeper)! $45 5 hrs. $225 Total $4,562 Fire Dept.Services Fire Inspectors $69 1 @ 2 hrs. $138 Fire Fighter(s) $69 3 @ 12 hrs. $2,484 Fire Truck $1,176 $1,176 Total $3,798 35 hrs.-Parade Police Services 85 hrs.-Festival Police Officers I $65 I 120 hrs. I I $7,800 Total $7,800 Code Depart.Services Code Inspector I $69 I1 @ 4 hrs. I I $276 Total $276 Miscellaneous Festival Park Rental I I $100 I I $100 TOTAL COST FOR THE EVENT $22,956