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Home My WebLink About13-93 Unsigned Resolution No. 13-93 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 April 24,2013,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 and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: June 26, 2013 Adopted: June 26, 2013 Vote: Yeas: 6 Nays: 3 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk • Fully executed copy of the letter was never received by the Clerk's Office Resolution No. 13-93 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 April 24, 2013,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 and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: June 26, 2013 Adopted: June 26, 2013 Vote: Yeas: 6 Nays: 3 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk pfilioNsoARAN° for. M '— of 1111 %- El Telephoned ❑ Returned your call , ■ Came in El Will call again ❑ Please return the call ❑ See me Message:_ , _ .�... . _ Phone: DateL T' Time By April 24, 2013 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: 2013 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 continue to co-sponsor a July Fourth Celebration to be held at and adjacent to the Sear's Centre Arena. All residents of the participating communities shall have 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. All participating communities shall work together on festival sponsorship. It is understood the Village of Hoffman Estates will arrange for a fireworks display for the evening of July 4, 2013, with an alternate date of July 7, 2013. The Village of Hoffman Estates will also provide police, paramedics, financial services, food and beverage vendors, carnival, live entertainment, and parking at levels consistent with past July 4th celebrations. Hoffman Estates and Elgin will finalize police service contributions for those particular communities closer to the event based upon final plans for traffic control, parking, and site security. Police contribution for Hanover Park and Hanover Township are outlined in their sections below. 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); a paramedic crew on July 4th, and a paramedic crew on two of the following dates, July 3, 5,6 or 7. Elgin will also provide their Fire Department gator during the event. Elgin will help provide cultural/community entertainment and marketing services for the event similar to 2012. 4th of July Celebration Agreement Page 2 of 4 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, 2013; one ambulance and staff 8:00 pm to midnight July 4, 2013. It is understood Hanover Township will contribute Ten Thousand Dollars ($10,000) to the Village of Hoffman Estates to help offset celebration costs (fireworks display); traffic support and related services;; marketing support; and planning support. The communities agree that they will contribute public works equipment and staffing and/or volunteers as outlined below: Public Works related items/equipment sought for supporting the Fest: - Type III Barricades - Street Sweeper - Light Towers - Golf Carts/Gator Carts - 2-3 each 25-35KW Quiet Generators - Pick-up trucks w/drivers for towing trailered equipment Labor Assistance from Supporting Agencies: • Tuesday, July 2, 2013 (7:30AM— 1:30PM) Picking up light towers, generators, golf/gator carts and barricades from other agencies. Assistance setting up tables/chairs, installing snow fencing, positioning trash cans, positioning portable toilets and general prep work. Elgin: 2 drivers; 8 personnel or community service personnel Hanover Park: 10 personnel Hoffman Estates: 12 personnel • Wednesday, July 3, 2013 (7:30AM— 1:30PM) & (3:00PM—7:00PM) Picking up light towers, generators, golf/gator carts and barricades from other agencies. Assistance finalizing site set up; setting up tables/chairs, installing snow fencing, positioning trash cans, positioning portable toilets, vendor utility hook up assistance, general prep work and site clean-up. Elgin: 8 personnel or community service personnel Hanover Township: 5 personnel Hoffman Estates: 12 personnel • Thursday, July 4,2013 (10:30AM— 11:30PM) Personnel capable of operating a trash truck compactor and deploying equipment Trash control duties,traffic control devise deployment/removal,light tower deployment/take-down. Elgin: 3 personnel Hoffman Estates: 7 personnel 4th of July Celebration Agreement Page 3 of 4 • Friday, July 5, 2013 (5:00AM—9:00AM+/-) Site/area clean-up. Elgin: 20 personnel or community service Hanover Park: 10 personnel Hanover Township: 5 personnel Hoffman Estates: 12 personnel • Saturday, July 6, 2013 (5:00AM—9:00AM +/-) Site/area clean-up. Elgin: 12 personnel or community service Hoffman Estates: 12 personnel • Sunday, July 7, 2013 (5:00AM—9:00AM +/-) Site/area clean-up. Elgin: 12 personnel or community services Hoffman Estates: 12 personnel • Monday,July 8, 2013 (5:00AM—2:00PM) Site/area clean up and Fest take down. Return light towers, generators, golf/gator carts, barricades to owners. Snow fence removal, table/chair stacking, return all supplies to HEPW facilities. Elgin: 3 drivers; 6 personnel or community services Hanover Township: 5 personnel Hoffman Estates: 12 personnel All participating units of government will provide an on-site representative to be physically present at the Sears Centre Arena from 4:00 pm to midnight on July 4, 2013. 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 @cityofelgin.org 4th of July Celebration Agreement Page 4 of 4 Ms. Barb Keselica, Special Events and Community Engagement Coordinator Office: 847-531-7056 Cell: 847-417-6959 E-mail: Keselica be 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 Hanover Township contact personnel will be: James Barr, Township Administrator Cell: 815-751-4000 Email: JBarr @Hanover-Township.org Tom Kuttenberg, Community Relations Manager Cell: 630-408-4938 Email: TKuttenberg @Hanover-Township.org All contributions to the Village of Hoffman Estates will be paid on or before June 22, 2013. Sincerely, William D. McLeod Mayor City of Elgin Village of Hanover Park Accepted: Accepted: Title: Title: Date: Date: Hanover Township Accepted: Title: Date: