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Home My WebLink About12-104 Resolution No. 12-104 RESOLUTION AUTHORIZING EXECUTION OF A LETTER AGREEMENT WITH THE VILLAGE OF HOFFMAN ESTATES, VILLAGE OF HANOVER PARK AND HANOVER TOWNSHIP TO CO-SPONSOR A JULY FOURTH CELEBRATION BE IT RESOLVED that David J.Kaptain,Mayor,be and is hereby authorized and directed to execute a letter agreement on behalf of the City of Elgin with the Village of Hoffman Estates, Village of Hanover Park and Hanover Township dated June 4, 2012, to co-sponsor a July Fourth Celebration to be held at and adjacent to the Sears Centre Arena,Hoffman Estates,Illinois,a copy of such letter agreement being attached hereto. s/David J. Kaptain David J. Kaptain, Mayor Presented: June 13, 2012 Adopted: June 13, 2012 Vote: Yeas: 5 Nays: 1 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk jE3 rREPOPP'TTO Alkl-'YOR & I'VE"IMBEERS, "F CCIT_ ELGIN THE CITY IN THE SUBURBS" AGENDA ITEM: A MEETING DATE: June 13, 2012 ITEM: Agreement with Hoffman Estates for Fourth of July Fireworks Event ($22,000) OBJECTIVE: Co-sponsor Fourth of July fireworks to provide residents of all the communities with a high quality event. RECOMMENDATION: Approve the agreement with Hoffman Estates. BACKGROUND Elgin provided the community with a free fireworks display at the Elgin Sports Complex at a cost of approximately $64,000. The city did not provide any amenities to accompany the fireworks display such as food vendors or any other festival-related activities. With the expansion of the Highlands Golf Course it was no longer possible to hold fireworks at the Sports Complex. That, coupled with the economic downturn, caused the city to cease hosting a fireworks display. During the March 21, 2012 Committee of the Whole meeting, the city council discussed a pro- posed partnering with Hoffman Estates for a Fourth of July fireworks display at the Sears Cen- tre. The city council voted to approve allocating $15,000 toward fireworks and instructed staff to meet with Hoffman Estates and the other partnering local governmental organizations to move forward with participating in the event. Since that time, staff has met with Hoffman Estates, Hanover Township and Hanover Park to determine the support services each could provide for the event. By contributing money, staff and equipment, each community is bringing various resources to the event that will help pro- vide residents of all the communities with a high quality event. Elgin's sponsorship will enable its residents with a quality fireworks celebration without the ex- pense of producing our own event and provide the city's business community and cultural arts organizations with the opportunity to garner exposure with a greater regional audience. 1 Assuming these communities all choose to continue the partnership, a more formal committee made up of representatives from each community will be established immediately following this year's event. This committee will begin planning the event for 2013 with the idea of making this an annual, regional event designed to help market this northwest suburban corridor area and the participating communities. OPERATIONAL ANALYSIS Although the festival will take place from July 4-8, the participation from the partnering com- munities is focused on the Fourth of July and events leading up to and including the fireworks display. Each cash contribution from the partnering communities will go toward presenting the largest fireworks display in the northwest suburban area. Each community will also provide ad- ditional in-kind services to handle the anticipated increased attendance from all of the commu- nities. As is outlined in the agreement, Hanover Township is contributing $5,000 cash, plus additional services such as traffic support, public works support in equipment and clean-up. Hanover Park is providing $10,000 cash, plus additional services including five police officers, one ambulance and staff,ten public works employees and street sweeper. Hoffman Estates is providing police, paramedics, food and beverage vendors, carnival, live main stage entertainment, free parking and public works staff. Hoffman Estates estimates its cost for the entire four day event is approximately$100,000. In addition to providing cash sponsorship at a level of$15,000, the following are additional re- sources the city of Elgin has proposed to provide: Four police officers on the July 4 only $2,210 Fire department paramedic services 11160 Entertainment for small stage (6 performers @ $300-$350 each) 2,000 Supervision for restitution workers July 3, 5 and 8 1,000 Incidental 630 10 CERT Volunteers; 5p.m. — 11 p.m. --------- ELGIN STAFF COST ESTIMATES $ 7,000 ELGIN CASH CONTRIBUTION $15,000 Total $22,000 It should be noted that the original discussions with Hoffman Estates included additional re- quests for support from the city, including Type III barricades, street sweepers, portable light towers, golf carts/gators, fencing and a portable diesel fuel truck. Because much of the city's equipment and staff are already being used for the Fourth of July parade, the city declined the request for these additional services. The additional costs to provide these services would have required substantial overtime charges. 2 Hoffman Estates has paid to print 200,000 flyers, some of which will be inserted into all 35,000 city of Elgin water bills at a cost of$1,750 which Hoffman Estates is covering. In addition, Hoff- man Estates provided the city with posters, signage and 5,000 additional fliers. In addition, the Elgin will be recognized on all ads, brochures, banners and signage during the event. Were the city to host its own Fourth of July fireworks display, the costs would likely be greater than the $64,000 the city most recently spent on its last fireworks display. The additional costs associated with accommodating a new location and attendant increase in staffing costs would push the costs for the event higher. INTERESTED PERSONS CONTACTED Hoffman Estates, Hanover Park, Hanover Township. FINANCIAL ANALYSIS In 2008, the city spent approximately $64,000 to present a 15-20 minute fireworks display. This cost is inclusive of the fireworks as well as police, fire and land management personnel wages and benefits. This was a standalone event and did not include any type of festival or entertain- ment. Today's costs for the same show would be more due to increases in personnel costs and the additional expense of finding a new location for the event. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-6902-719.89-02 503500 $20,000 $20,000 LEGAL IMPACT None. ALTERNATIVES The city council can choose to not enter into an agreement with Hoffman Estates. NEXT STEPS Execute the agreement. All kk 3 Originators: Cherie Murphy, Assistant to the City Manager for Community Engage- ment Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A. Agreement with Hoffman Estates kk 4 June 1, 2012 Mayor David Kaptain Mayor Rodney S. Craig City of Elgin Hanover Park Village Hall 150 Dexter Court 2121 West Lake Street Elgin, Illinois 60120 Hanover Park, IL 60133 Supervisor Brian P. McGuire Hanover Township 250 S. Route 59 Bartlett, IL 60103 RE: 2012 Fourth of July Celebration Dear Gentlemen: This letter confirms an agreement wherein the City of Elgin, the Village of Hanover Park, Hanover Township and the Village of Hoffman Estates have agreed to cosponsor a July Fourth Celebration to be held at and adjacent to the Sear's Centre Arena. It is understood the Village of Hoffman Estates will arrange for an expanded fireworks display for the evening of July 4, 2012, with an alternate date of July 7, 2012. The Village of Hoffman Estates will also provide police, paramedics, food and beverage vendors, carnival, live entertainment, free parking and public works staff at levels consistent with past July 4th celebrations. All residents of the participating communities shall be guaranteed free admission to the July Fourth Celebration. Additionally, participating community logos will be included on printed materials, the website and welcome signage at the festival. It is understood the City of Elgin will provide fifteen thousand dollars ($15,000.00) to the Village of Hoffman Estates to help offset celebration costs (fireworks display); restitution staff and supervision on July 3, 5 and 8, 2012; paramedics and four (4) police officers on July 4, 2012; live entertainment services on July 4 and 7, 2012; public works support services; and marketing resources. It is understood the Village of Hanover Park will contribute ten thousand dollars ($10,000.00) to the Village of Hoffman Estates to help offset celebration costs (fireworks display); five (5) police officers 4:00 pm to midnight July 4, 2012; one ambulance and staff 8:00 pm to midnight July 4, 2012; ten (10) public works employees and sweeper eight (8) hours on July 3, 2012 and eight (8) hours on July 5, 2012. 4th of July Celebration Agreement June 1, 2012 Page 2 of 4 It is understood Hanover Township will contribute five thousand dollars ($5,000.00) to the Village of Hoffman Estates to help offset celebration costs (fireworks display); traffic support and related services; public works support in equipment and clean up; marketing support; and planning support. All participating units of government will provide an on site representative to be physically present at the Sears Centre Arena from 12:00 pm to midnight on July 4, 2012. This representative must be authorized to make operational decisions on behalf of the unit of government. Village of Hoffman Estates contact personnel will be: Mr. Dan O'Malley, Deputy Village Manager Office: 847-781-2602 Email: dan.o'malley @hoffmanestates.org Ms. Emily Kerous, Mayor's Director of Operations Cell: 224-325-2290 Email: Emily.Kerous @hoffmanestates.org City of Elgin's contact personnel will be: Ms. Cherie Murphy, Assistant to the City Manager for Community Engagement Office: 847-931-5667 Cell: 847-343-0043 E-mail: Murphy c(ab-cityofelgin.org Ms. Barb Keselica, Special Events and Community Engagement Coordinator Office: 847-531-7056 Cell: 847-417-6959 E-mail: Keselica b(a_cityofelgin.org Village of Hanover Park's contact personnel will be: Police Chief David Webb Office: (630) 823-5501 Mobile: (630) 878-7872 Email: DWebb @HPIL.org 4th of July Celebration Agreement June 1, 2012 Page 3 of 4 Hanover Township contact personnel will be: James Barr, Township Administrator Cell: 630-837-0301 Email: JBarr @Hanover-Township.org Tom Kuttenberg, Community Relations Manager Cell: 847-888-8329 Email: TKuttenberg @Hanover-Township.org All contributions to the Village of Hoffman Estates will be paid on or before June 22, 2012. Very truly yours, William D. McLeod Mayor City of Elgin Accepted: Title: Date: Village of Hanover Park Accepted: Title: Date: Hanover Township Accepted: 4th of July Celebration Agreement June 1, 2012 Page 4 of 4 Title: Date: