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HomeMy WebLinkAbout00-71 Resolution No. 00-71 RESOLUTION AUTHORIZING EXECUTION OF A SERVICE AGREEMENT WITH THE DOWNTOWN NEIGHBORHOOD ASSOCIATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, 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 Downtown Neighborhood Association to provide support for the development and enhancement of the center city, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: March 8 , 2000 Adopted: March 8 , 2000 Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk SERVICE AGREEMENT THIS AGREEMENT is made and entered into on the /.S77/ day of March, 2000, by and between the DOWNTOWN NEIGHBORHOOD ASSOCIATION, and Illinois not-for-profit organization, (hereinafter referred to as the "DNA") and the CITY OF ELGIN, Illinois, a municipal corporation, (hereinafter referred to as the "CITY") . WHEREAS, the City has determined it to serve a beneficial public purpose to provide support for the development and enhancement of the center city; and WHEREAS, the DNA is a membership-based organization formed to create, support, and sustain revitalization efforts in downtown Elgin. WHEREAS, the revitalization of Downtown Elgin will result in increased property values and increased job opportunities; and WHEREAS, the City is a home rule unit which may exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, the revitalization of Downtown Elgin including increased property values and job opportunities therein pertains to the government and affairs of the City. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, the parties hereto agree as follows : 1 . The City shall pay to DNA the total sum of Sixty Thousand Dollars and no/100ths ($60, 000) to be made in three equal payments of Twenty Thousand Dollars and no/100ths ($20 , 000) . The first payment will be made following the execution of this agreement . The second payment shall be made by June 1, 2000 . The third payment shall be made by September 1, 2000 . 2 . DNA shall address all inquiries and requests made pursuant to this agreement to the City' s Director of Economic Development and Business Services . 3 . DNA Shall apply the $60 , 000 contribution to operating expenses such as staff salary and benefits, rent, meeting expenses, and expenses associated with sponsorship of community events . 4 . DNA shall reapply to the main street program during the summer of the year 2000 . 5 . DNA shall hire a Marketing and Public Relations Coordinator by February 1, 2000 . 6 . Representatives of DNA shall meet not less than quarterly with representatives of the New Century Partnership of Elgin and the Elgin Area Chamber of Commerce . 7 . DNA will assist the City in updating and distributing the Downtown Directory. 8 . DNA shall implement, sponsor and/or assist in various community events to be held in Elgin ' s center city. 9 . DNA shall provide a written report detailing the disbursement of $60, 000 . This report shall be provided to the City Council by January 2001 and shall include program activity. 10 . Quarterly activity reports summarizing services provided shall be provided to the City Council before each draw of the contract, with a mid-year and year end presentation to the Mayor and City Council . 11 . The City shall have the right to review all accounting records related to the use of the $60, 000 , given 72 hour notice, and at a time agreed upon by both parties . 12 . To the fullest extent permitted by law, DNA agrees to and it shall indemnify, defend and hold harmless the City, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgements, costs, attorney' s fees, damages or other relief, arising out of or resulting from or through or alleged to arise out of any negligent acts or omissions of DNA or its officers, employees or agents in the Performance of this agreement . Nothing herein affects DNA' s duty to defend the City. In the event of any action against the City, its officers, employees, agents, boards and commissions covered by the foregoing duty to indemnify, and defend and hold harmless, such action shall be defended by legal counsel of the City' s choosing. 13 . In the event this agreement is terminated or in the event the programs for which the City funds provided herein are to be applied are discontinued or DNA ceases its operations prior to December 31, 2000 , DNA shall refund to the City on a prorata basis the funds paid hereunder for the portion of the year remaining after any such termination or for the portion of the year such programs of DNA operations were not conducted. • 14 . This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 15 . This Agreement shall be in full force and in effect from the date of its execution through December 31, 2000 . IN WITNESS WHEREOF, the parties hereto have executed this agreement on the date and year written above . CITY OF ELGIN, a municipal corporation By ce--&' Attest : kg44-21^^4P City Clerk Downtown Neighborhood Association of Elgin, a not- for-p o c p ration By Kevin Nelson Executive Director A • OF FC' Agenda Item No. City of Elgin goy I Al ift)FF�'v March 8 , 2000 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Downtown Neighborhood Association Purchase of Service Agreement PURPOSE The purpose of the memorandum is to provide information to the Mayor and members of the City Council to consider a Purchase of Service Agreement with the Downtown Neighborhood Association (DNA) for 2000 . BACKGROUND The Downtown Neighborhood Association is a grass-roots, membership- based organization formed to create, support, and sustain revitalization efforts in downtown Elgin. Members include downtown businesses, civic and social service organizations, property owners, residents, surrounding residential neighborhoods and others interested in downtown revitalization. Currently, the DNA has 90 members . DNA' s first meeting was held in December 1997 and the group was formally recognized as an Illinois 501c (3) not-for-profit organization in April 1998 . In DNA' s brief existence, it has become very active in reaching out to the community and bringing together many downtown interests . The Downtown Neighborhood Association is modeled after the Main Street Program, a revitalization strategy employed in many Illinois communities and cities nationwide . As part of the 2000 Budget process, the Downtown Neighborhood Association (DNA) requested and was granted $60, 000 from the City for program support . DNA had proposed that this funding be utilized to support the following programs : • Main Street Designation - Elgin has been instructed to reapply to the Main Street Program due to a shift in supervision of the program from the Lieutenant Governors office to the Department of Commerce and Community Affairs . The re application process will occur during the summer of 2000 . • Marketing and Public Relations Coordinator - This position was filled in January, by Ms. Beth Ferrara. • Coordinate efforts with other downtown organizations - The DNA will meet at least quarterly with the New Century Partnership and Chamber of Commerce representatives to foster communication and coordination of efforts . Downtown Neighborhood Association PSA March 8 , 2000 Page 2 • Update Downtown Directory - DNA will assist the City with updating the Downtown Directory. • Downtown event sponsorship - The DNA will implement and/or 1 beheld in the center in multiple community events to ce ter city. Attached is the 2000 funding request from DNA including a projected three-year budget . City Staff in conjunction with DNA Executive Director Kevin Nelson has drafted a Purchase of Service Agreement . The proposed agreement is designed to establish the public purpose for City support and provides a mechanism for DNA' s accountability for the use of public funds . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The proposed agreement was drafted in conjunction with the DNA Executive Director Kevin Nelson. FINANCIAL IMPACT Funding of $60, 000 is included in the 2000 Budget, Account Number 010-0902-709 . 80-14 . VP6VLEGAL IMPACT None . ALTERNATIVES The City Council could approve the agreement as drafted, edit the agreement or decline to provide support to the Downtown Neighborhood Association. RECOMMENDATION It is recommended that the City Council approve the Purchase of Service Agreement in the amount of $60, 000 with the Downtown Neighborhood Association. Re ectfully submitt , 6/2 J e A. Parker City Manager SLP Attachments DOWNTOWN NEIGHBORHOOD ASSOCIATION BUDGET Profit and Loss Year 1 Year 2 Year 3 Year 4 Projected Projected Projected 1999 2000 2001 2002 Income : Fund raising 3 , 300 6, 100 5, 400 7, 000 Grants 64 , 500 65, 000 60, 000 50, 000 In-Kind Contributions 12 , 780 13 , 500 14 , 000 17, 000 Interest Income 225 400 600 900 Membership Dues 3 , 600 6, 000 6, 900 12 , 000 Program Fees 3 , 800 8, 000 8 , 000 10 , 000 Sponsorship Income 6 , 000 10, 000 7, 000 11, 000 Special Service Area 0 0 41, 590 42 , 825 Total Income 94,430 109, 000 143 , 490 150, 725 Expenses : Annual Meeting 1, 500 1, 750 2 , 500 3 , 000 Business Card 100 50 50 0 Capital Equipment 4 , 500 0 1, 000 0 Contract Labor 3 , 000 2, 000 4 , 200 2 , 000 Contributions 400 500 1, 500 1, 500 Correspondence 5, 000 0 0 0 Dues and Subscriptions 550 600 800 1, 000 Education and Training 1, 000 1, 000 1, 500 1, 500 Equipment Rental 150 150 200 200 Fiesta Salsa 11, 980 11, 000 11, 500 12 , 000 Flyers 600 600 1, 000 1, 200 Hiring Expenses 2 , 660 400 0 0 Insurance 700 700 1, 000 1, 000 Marketing 4 , 000 5, 000 11, 000 12, 600 Miscellaneous 70 150 290 575 Office Supplies 6 , 000 1, 000 1, 500 1, 600 Office Move 1, 000 0 0 0 Payroll Expenses 27, 000 64, 000 74, 000 77, 600 Postage and Delivery 900 1, 000 2, 000 2 , 200 Postcards 400 500 500 600 Printing and Reproduction 1, 000 1, 300 2 , 000 2 , 200 Professional Fees 1, 500 950 1, 500 1, 600 Program Expenses 1, 000 1, 800 3 , 000 4 , 000 Rent 3 , 800 7, 200 7, 200 7, 200 Restaurant 1 Recruitment 5, 000 0 0 0 Restaurant Consultant 5, 000 0 0 0 Ribbon Cutting 80 100 250 300 Supplies 440 600 1, 000 1, 200 Taxes 1, 200 1, 400 2 , 000 2 , 500 Travel 800 1, 000 1, 500 1, 500 Uncategorized Expenses 0 500 1, 000 1, 000 Utilities 1, 600 2, 000 3 , 000 3 , 400 Window Wonderland 1, 500 1, 750 2, 000 2 , 250 Contingency 0 0 4 , 500 5, 000 Total Expenses 94,430 109, 000 143, 490 150, 725 Mission The Downtown Neighborhood Association of Elgin is a coalition that represents the interests of the individuals and organizations with a presence in downtown Elgin. The Association's purpose is to foster a center of activity and ensure economic stability for the heart of Elgin through communication, education, promotion and economic revitalization. Our Vision Our vision for a preferred downtown Elgin is a destination where the community works, lives, and enjoys the arts, quality entertainment, outstanding restaurants and delightful shopping experiences all in the unique atmosphere of historic Elgin on the Fox River. It is a place where people desire to live in renovated loft residences and new up-scale condominiums. Property owners enjoy 100% occupancy of office, retail, and residence space. They prosper with the demand for space at market rates and reinvest their profits in their properties. The infrastructure is"tech ready." All Internet and computer connections and power are more than adequate to handle the growing number of tech businesses locating downtown. Those who work downtown enjoy a real sense of community and the conveniences of a downtown location. Many travel on Metra from Chicago and other suburbs. Parents kiss their children goodbye as they bring them to a first-rate child care center one block from their office. Others drop clothing at the dry cleaners and get in twenty-minute work out at the local recreation center before starting their day. Workers settle into their workstations that are the envy of any intemet/computer-based business in the world. They have 24-7 access to the Internet and clients from around the world. During the noon hour, the streets are filled with people on their way to the bank, bookstore, and drug store or to lunch. They wait in a short line to be seated at fabulous restaurants that provide quick lunchtime service. Regulars ask for their favorite server and greet the owner and other familiar patrons. Some get their lunch "to go" and sit in the park, enjoy the open spaces and take in the sun. Youth breathe life into the community while attending the performing arts high school and college at downtown campuses. The arts would be an active part of people's daily life. Workers and visitors attend an artist's workshop and see new and unique statues and pieces in the attractive sculpture garden. Families congregate at weekly events and monthly festivals. They enjoy an outstanding library and a stroll along the riverfront. They meet with friends for summer concerts under the stars or listen to symphonic music. On bright winter days, parents sip hot cocoa as they admire their children's skill on the ice rink. Bicyclists trail of the bike path and park their bicycles next to others in front of a small café. They order beverages and catch up with old friends. They go for a short walk and browse the windows of boutiques vowing to return the next day to shop. They get back on their bicycles and head off into one of the surrounding neighborhoods on a historic bike tour. The nighttime brings excitement, music, dancing and dining. A little jazz, a little blues, a little Cajun, a little Italian. Anything you desire. A foreign film, the latest flick, old-time favorites, late into the evening, entertainment for everyone. There is no fear, there is no crime and parking is just around the corner. The short walk from your car to your destination is a delightful experience of sights, sounds, and smells. You pass a boutique, a bakery, a coffee shop, friends sipping tea, discussing a new author at an outside café and the Riverboat sounds its horn. You observe a "citizen guide" giving directions to a visitor. The local beat officer passes you, smiles and greets you with a "good afternoon." You think to yourself that coming downtown is always such a pleasurable experience. You can't wait for the holiday season to begin to see how vendors will light up the downtown. Our Goals The goals of the Downtown Neighborhood Association of Elgin are to: 1. Be the "Keeper of the Vision" for Downtown Elgin. 2. Pull together and coordinate the many Downtown Elgin stakeholders and constituents. Promote partnerships by encouraging participation and collaboration of members, business leaders, civic and neighborhood organizations, elected officials, governmental and quasi-government entities and concerned citizens. 3. Provide a united and authoritative voice on Downtown issues. 4. Cultivate the leadership required to implement necessary actions. 5. Garner resources—staff, volunteers, funding —to successfully implement the revitalization effort. 6. Market and promote the positive images of Downtown Elgin, i.e., central location, historic architecture, bike path, Fox River, diverse restaurants, sense of community. 7. Diminish the misconceptions, (i.e., crime, safety, parking, nothing to do) by acting aggressively to: • provide a sense of safety • market available parking and cultivate additional parking where necessary • promote downtown businesses and events. 8. Establish a high-quality physical image for Downtown Elgin and capitalize on the uniqueness of Elgin's historic architecture and riverfront. Work to improve facades, design, signs, and streetscapes. 9. Implement an outreach program that heightens the Elgin-community's awareness of the mission of the Downtown Neighborhood Association and the benefits a thriving downtown provides to all Elgin property owners. Downtown is a major asset to Elgin and the Fox Valley. 10. Support and assist efforts to improve Elgin's riverfront and with other capital improvement projects as deemed important for the overall revitalization of downtown. 11. Develop and execute programs designed to expand the Downtown Neighborhood Association's membership base and identity, pursue and develop financial resources of a diverse nature for long- term operations. 12. Provide member services and business development support programs that will enhance members' property values, increase sales and leasing revenues, and promote continued entrepreneurial and business expansion opportunities in Downtown Elgin. 13. Work with the City to effectively manage Downtown Elgin's existing public spaces, facilities and amenities in an ongoing effort to enhance the comfort and enjoyment of downtown employees, consumers and visitors. 14. Work one-on-one with downtown stakeholders and prospective downtown residents, property owners and businesses to address their needs and hold their hand through the process, i. e. facade improvement, grease traps, signs. 15. Provide equal and fair representation of the varied interests of the downtown community. 16. Avoid duplication of efforts. 17. Make the downtown"tech ready" in order to recruit and support high tech businesses. This effort can be accomplished by assisting the Technology Action Team. 18. Promote and emphasize cultural opportunities in a variety of medium throughout downtown venues like art galleries, exhibits and shows at Hemmens, sculpture gardens, and outdoor concert series. Pt Elgin will maintain itself as a cultural leader for the Fox Valley. ')owntown Neighborhood Association 999 General List of Accomplishments • Wring of Executive Director • Setting up an office first at 15 South Spring Street and expanding to 164 Division Street#1 • Apply to the Illinois Main Street Program • Develop the Main Street Objectives(Design,Economic Restructuring,Organization,Promotions) • Organized and Sponsored Fiesta Salsa and Salsa Challenge • Co-sponsored Revitalization Tour with ABODE • Held Second Annual Window Wonderland • Sponsored Elgin Fest,Fine Arts Fest,Fox Trot,Brew Fest,4th of July Parade,and the GPA House Tour • Provided Feedback,insight and Information for Downtown Riverfront Plan • Conducted a Marketing Survey of Downtown Businesses • Coordinated Ffforts with the City,the Chamber of Commerce,and New Century Partnership • Previewed various Downtown Design Videos • Sponsored an Out-To-Lunch Program • Developed a website and newsletter for announcing DNA events and programs • Developed an online building directory listing available property in downtown • Organized Forums to discuss the proposed Family Recreation Center • Inform Membership about development issues and projects like the Premier Flowers Site,the Crocker Theatre, • the redevelopment of Tower and Professional Buildings,The Burritt Building,among others • Coordinated efforts for Restaurant Recruitment,a Technology Action Team,and Business Recruitment • Engaged in Information Sharing with other downtown communities in the metropolitan area and throughout the country • Developed a Resource Council of stakeholders with an interest in downtown development • Engage in Information Dissemination regarding progress in downtown covering topics such as parking issues,public works services,assistance programs,safety,building rehabilitation and business activity Downtown Neighborhood Association 03/02J00 Profit and Loss January through December 1999 Jan-Dec'99 Ordinary Income/Expense Income Fundraising Abode House Walk 1,718.22 Fiesta Salsa 250.00 Fundraising-Other 1,534.25 Total Fundraising 3,50247 Grants 60,000.00 In-Kind Contributions 6,400.00 Interest Income 115.84 Membership Dues 3,044.00 Program Fees Downtown Revitalization Tour 370.00 Fiesta Salsa 984.00 Total Program Fees 1,354.00 Sponsorship Income Fiesta Salsa 3,876.00 Speaking Fee 50.00 Window Wonderland 2,609.00 Sponsorship Income-Other 1,919.55 Total Sponsorship Income 8,454.55 Total Income 82,870.86 Expense Contributions Fiesta Salsa 250.00 Contributions-Other 45.00 Total Contributions 295.00 Dues and Subscriptions 591.25 Education&Training 1,315.00 Hiring Expense 3,174.75 Insurance 955.00 Marketing Advertising 540.00 Newsletter 4,=.81 Total Marketing 5,095.81 Miscellaneous 69.22 Office Supplies Office Move 545.24 Office Supplies-Other 5,806.35 Total Office Supplies 6,351.59 Payroll Expenses 25,836.78 Postage and Delivery Meeting Announcement 40254 Newsletter 64.06 Window Wonderland 101.20 Postage and Delivery-Other 510.32 Total Postage and Delivery 1,078.12 Printing and Reproduction Business Cards 33.50 Fiesta Salsa 518.18 Meeting Announcement 320.29 Window Wonderland 439.10 Printing and Reproduction-Other 654.60 Total Printing and Reproduction 1,975.67 Downtown Neighborhood Association 03/02/00 Profit and Loss January through December 1999 Jan-Dec'99 Professional Fees Accounting 429.17 Fiesta Salsa 2,z.00 Legal Fees 61250 Total Professional Fees 3,265.67 Program Expense Annual Meeting 1,253.70 Downtown Revitalization Tour 49205 Fiesta Salsa 6,889.85 Fine Arts Festival 25.00 International Development Confe 280.00 Mainstreet Lunch 580.05 Restaurant Recruitment 3,5i.00 Window Wonderland 3,525.58 Total Program Expense 16,379.23 Rent 2,600.00 Ribbon Cutting 64.10 Supplies 243.36 Taxes 581.41 Travel&Ent Travel 860.23 Total Travel&Ent 860.23 Uncategorized Expenses 0.00 Utilities Internet 140.00 Newspaper 97.35 Phone 1,554.18 Water 93.41 Total Utilities 1,884.94 Total Expense 72,668.13 Net Ordinary Income 10,207 73 Net Income 10,202.73