HomeMy WebLinkAbout02-321 Resolution No. 02-321
RESOLUTION
AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH
THE CHILDREN' S THEATRE OF ELGIN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Olufemi Folarin, Interim City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute a Purchase of Service Agreement on behalf of the City of
Elgin with the Children' s Theatre of Elgin for the production of
"Robin Hood" , "Annie Jr. " and two unnamed productions, a copy of
which is attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: September 25 , 2002
Adopted: September 25 , 2002
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
PURCHASE OF SERVICE AGREEMENT
THIS AGREEMENT is made and entered into this .t,ND day of OC r ,2002,by and between
the City of Elgin,Illinois, a municipal corporation, (hereinafter referred to as the"City")
and the Children's Theatre of Elgin, and Illinois not-for-profit corporation, (hereinafter referred to as
"Children's Theatre").
WITNESSETH:
WHEREAS,the Children's Theatre of Elgin has proposed to conduct show productions of
"Robin Hood"on October 24,25,26,and 27,2002; "Annie Jr."on April 3,4,5,and 6,2002; and an
unnamed production on October 23,24,25,and 26,2003; and an unnamed production on March 18,19,
20, and 21,2004.
WHEREAS,the Children's Theatre has requested that the City share the cost of the subject
productions by paying an amount not to exceed$10,000 of the costs and charges incurred related to the
use of The Hemmens for each of four(4)productions; and
WHEREAS,the City has determined that the proposed show productions by the Children's
Theatre will attract additional interest in the Center City area and will assist in promoting further
activities in the Center City; and
WHEREAS,the City Council has further determined that it is in the best interests of the City to
share in the costs of the subject show productions with the Children's Theatre in accordance with the
terms and conditions of this Purchase of Service Agreement; and
WHEREAS,the City of Elgin is a home rule municipality as defined in Article 7, Section 6A of
the 1970 Constitution of State of Illinois; and
WHEREAS, a home rule unit may exercise any power and perform and function pertaining to its
governmental and affairs; and
WHEREAS, a cost sharing of the subject show productions and promoting further interest in the
City's Center City area pertains to the government and affairs of the City of Elgin.
Now,therefore, for and in consideration of the mutual promises and undertakings contained in
this agreement,and for other good and valuable consideration,the sufficiency of which is hereby
acknowledged,the parties hereto agree as follows:
1. That the foregoing recitals are hereby incorporated into this agreement in their entirety.
2. That pursuant to the terms of this agreement the City and the Children's Theatre hereby
agree to share the cost of the production of:"Robin Hood"at the Hemmens Cultural Center
on October 24,25,26,and 27,2002,"Annie Jr."on April 3,4,5,and 6,2003 and an unnamed
production on October 23,24,25,and 26,2003 and an unnamed production on March 18,
19,20, and 21, 2004 as specifically provided for herein.
•
3. That concurrently with the execution of this Purchase of Service Agreement the parties
agree to enter into Lease Agreements for the Hemmens Cultural Center providing for the
lease of Hemmens Cultural Center all as set forth in Exhibit 1 hereto, charges for the
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productions scheduled for October, 2003 and March, 2004 will be provided to the
Children's Theatre upon provision of the titles of those productions as soon as available.
4. That in conjunction with the subject productions the City agrees to pay an amount not to
exceed$10,000 of the costs and charges related to the use of the Hemmens for each of the
productions. The city's agreement to absorb up to$10,000 of the costs and charges related
to the use of the Hemmens for each of the productions shall be the sole and only costs to the
City for the subject shows.
5. That notwithstanding the City's agreement to pay certain costs the show productions as
provided herein, and the Children's Theatre's agreement to produce the productions, the
parties hereto understand and agree that the Children's Theatre shall be solely responsible
for conducting the shows. Children's Theatre shall hold harmless and indemnify City,its
employees, agents, officers, boards and commissions from and against any and all suits,
causes of action,claims for damages,and any and all other liability of whatsoever nature,
including,but not limited to,attorney's fees,arising out of or in connection with Children's
Theatre's negligent performance of the terms of this agreement. City shall hold harmless
and indemnify Children's Theatre of Elgin, its employees, agents, officers, boards and
commissions from and against any and all suits,causes of action,claims for damages,and
any and all other liability of whatsover nature arising out of or in connection with the City's
negligent performance of the terms of this agreements.
6. That this agreement shall not be deemed or construed to create an employment, joint
venture,partnership or other agency relationship between the parties hereto.
7. That in the event of any conflict between the terms of this Purchase of Service Agreement
and the terms of the Lease Agreement attached hereto as Exhibit 1 the terms of this Purchase
of Service Agreement shall control.
8. That within(60)days following the final performance for each production,the City shall
provide a statement to the Children's Theatre regarding each such production. Such
statement shall also identify the amount of box office receipts. Such statement shall identify
the amount of all the costs and charges related to the use of the Hemmens, which shall
include,but are not limited to,the admission surcharges set forth in Paragraph 8 of the lease
attached hereto and the box office charges, if any, as set forth in Paragraph 3 of the Rider
attached to the lease. The total amount of all costs and charges related to the use of the
Hemmens shall be reduced on such statement by an amount not to exceed$10,000 being the
City's agreed portion of such costs and charges as provided in the preceding Paragraph 4
hereof. The City shall pay the Children's Theatre the amount of box office receipts which
exceed all such costs and charges related to the use of the Hemmens, if any. Children's
Theatre shall be billed cost and charges not covered by the box office receipts. All
additional costs and charges shall be paid by the Children's Theatre by cash,money order
of certified check payable to the City,within thirty(30) days of billing, unless otherwise
expressly authorized in writing by the Lessor.
9. The Children's Theatre of Elgin shall endeavor to make participation available to at-risk
youth through(1)outreach to organizations and institutions serving at-risk and low-income
youth and(2)providing assistance to enable low-income youth to participate.
10. Children's Theatre shall provide reduced or waived registration fees to certain individuals
based on need. The degree and amount of such assistance shall be at Children's Theatre
discretion.
11. Children's Theatre of Elgin shall provide a report for each production including the
following information within thirty days.
1. total number of youth participating in production,
2. number of scholarships or financial assistance provided, including equivalent
financial value of such assistance,
3. total number of youth participating who reside in Elgin,
4. description of outreach methods.
12. Children's Theatre of Elgin shall provide the City Manager's Office written reports detailing
related expenses related to each production within sixty days after each production ends.
13. Children's Theatre of Elgin shall provide City with financial statements of the
organization's total operations. These statements shall be submitted on or before July 31
and December 3 of each calendar year covered by this agreement.
14. The fiscal year of the City is the twelve month period ending December 31. The obligations
of the City under any agreement for any fiscal year are subject to and contingent upon the
appropriation by the City Council of the City of funds sufficient to discharge the obligations
which accrue in that fiscal year and authorization to spend such funds for the purposes of
the agreement. If,for any fiscal year during the term of this agreement,sufficient funds for
the discharge of the City's obligations under the agreement are not appropriated and
authorized by the City Council of the City,then this agreement shall terminate on the last
day of the preceding year,or when such appropriated and authorized funds are exhausted,
whichever is later, without liability to the City of any kind including, without limitation,
damages,penalties or other charges on account of such termination.
IN WITNESS WHEREOF,the parties hereto have executed this agreement on the date and year first
written above.
CITY OF ELGIN, an Illinois CHILDREN'S THEATRE OF ELGIN,
municipal corporation an Illinois not-for-profit
corporation
,C1110
By y
Olufemi 11:0P- - Ackma�nn
Int- 'm ter President
Attest:
City Clerk
THE HEMMENS CULTURAL CENTER
Elgin,Illinois
Lease Agreement
This lease agreement is hereby made and entered into this 1st day of April,2002 by and between the City of Elgin,Illinois,a
municipal corporation(hereinafter referred to as"Lessor"),and Children's Theatre of Elgin ,a ,(hereinafter referred to
as"Lessee").
For and in consideration of the mutual promises and covenants contained herein,the sufficiency of which are hereby acknowledged,the
parties hereto agree as follows:
1. PREMISES
A) Lessor agrees to lease to Lessee that portion of The Hemmens Cultural Center building located at the Elgin Civic Center Plaza,Elgin,
Illinois described as follows:
LOCATION EVENT DATE FROM TO UNITS A RATE RENTAL
October 24,25,26,27,2002 "Robin Hood"
Estimated Building Rental Charges $ 9,576.00
Applicable Discount:Not-for-Profit(-35%) $(3,351.60)
Total Estimated Building Charges $6,224.40
Total Estimated Labor Charges $14,207.84
Total Estimated Equipment Charges $ 963.14
Total Estimated Charges $21,395.43
April 3,4,5,6,2003"Annie,Jr."
Estimated Building Rental Charges $ 9,540.00
Applicable Discount:Not-for-Profit(-35%) $(3,339.00)
Total Estimated Building Charges $ 6,201.00
Total Estimated Labor Charges $17,081.00
Total Estimated Equipment Charges $ 1,207.65
Total Estimated Charges $25,209.00
October 23,24,25,26,2003
Estimated Building Rental Charges $10,003.75
Applicable Discount:Not-for-Profit(-35%) $(3,501.31)
Total Estimated Building Charges $6,502.44
Total Estimated Labor Charges $14,915.71
Total Estimated Equipment Charges $ 1,009.25
Total Estimated Charges $22,427.40
March 18,19,20,21,2004
Estimated Building Rental Charges $ 9,973.50
Applicable Discount:Not-for-Profit(-35%) $(3,490.73)
Total Estimated Building Charges $ 6,482.77
Total Estimated Labor Charges $17,828.12
Total Estimated Equipment Charges $ 1,207.65
Total Estimated Charges $25,518.54
*ESTIMATES BASED ON SOLD-OUT SHOWS FOR PURPOSE OF BOX OFFICE SURCHARGE AND TICKET TAX. THE AMOUNT
IS INCLUDED IN"TOTAL ESTIMATED LABOR CHARGES".*
PLEASE NOTE:Every effort will be made to schedule auxiliary officers,however,if they are unavailable,Elgin Police Officers will be
scheduled at the rate of$44.00 per hour.
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13) The.facility is reserved for use by Lessee for the times and areas listed on the face of this Contract. Permission for the Lessee to use
the facility beyond the times listed,for whatever reason,is neither expressed nor implied in this Contract.
i) Rental of the Theatre includes: Stage,Auditorium,Dressing Rooms/Rehearsal Room,Lobby,Coat Check,Will Call,Loading
Dock and public restrooms.
ii) Rental of the Lobby includes:Lobby,Coat Check,Will Call,Loading Dock and public restrooms.
iii) Rental of the Exhibition Hall includes:Exhibition Hall,Kitchen,Loading Dock and public restrooms.
iv) Rental of the Entire Building includes: Stage,Auditorium,Dressing Rooms/Rehearsal Room,Lobby,Coat Check,Will Call,
Exhibition Hall,Kitchen,Loading Dock and public restrooms.
C) At no time shall Lessee be granted access to the Box Office,Main Office,private offices,Sound Equipment Room,mechanical/storage
areas or any area not normally associated with public events.
D) The decision to extend the usage time and/or area is solely at the discretion of Lessor.
E) Rentals set forth herein are estimates only and actual rentals may be greater based upon the actual services rendered and the rates in
effect on the date of the event as established by the City Council.The Lessee shall occupy and use said premises for stated purposes
and no other.
Deposit: On File
Insurance: On File
Tickets: Please Advise
Concessionaire: Please Advise
2. RENTAL
Lessee shall pay rent as provided herein.Rents shall include charges for building usage,equipment and services at rates set forth on
Page 1 which is attached hereto and made a part hereof.Rents shall be estimated at the time this agreement is executed(estimated
rentals)but may increase based upon actual use as provided herein(additional charges).
3. DEPOSIT
A) Lessee shall pay a deposit of$100.00 per day within 15 days of booking of the event or forfeit the date. This deposit shall not be
credited towards estimated rental,but shall be credited against any additional charges beyond the estimated rental or refunded. If the
event is cancelled,such deposit shall be refunded only if cancellation of any date or dates occurs no less than 180 days prior to the
event.
B) The total estimated rental,based upon anticipated usage at rates set forth on Page 1,is$
4. FEES
A) The Lessee also shall pay Lessor,on demand and at rates set forth on Page 1,such additional charges as may become due on account
of additional facilities,equipment,material or services furnished by the Lessor at the request of the Lessee or Lessee's designated
representative,or necessitated by the Lessee's occupancy hereinunder the compensation for which is not included in the rent or rents
specified above(See Page 1 for facility,services and equipment charges).
B) Such additional services,equipment or facilities include,but are not limited to,labor required for Lessee's use of facilities,such as
stage hands,stage manager or senior technician,ticket takers,security guards,and service charge(if used)for special equipment
required in setting up,operation and striking of event. The following designated representatives of Lessee may request such additional
services and or equipment,and such requests shall be deemed the request of the Lessee:
C) Lessor may also require Lessee to obtain and pay for additional facilities,equipment and services which, in the sole opinion of Lessor,
are necessary for the safe,orderly or efficient conduct of the event.Lessee shall be liable for the payment of any additional facility,
equipment or service requested by any employee,agent,contractor,assign or sublessee of Lessee.
5. FINAL PAYMENT
A) All additional charges shall be paid by cash,money order or certified check payable to the Lessor,within 30 days of billing,unless
otherwise expressly authorized in writing by the Lessor. A charge of 1%per month will be assessed on all accounts not paid within 30
days.
B) Lessee warrants and represents that neither it,nor any of its agents or employees on its behalf,either through Lessee's current name or
through any other designation,have incurred any outstanding unpaid debt to Lessor. Lessor may deny the use of any facilities to
Lessee until any such debt has been satisfied,and shall retain any funds paid by Lessee to Lessor pursuant to this or any other
agreement,toward the satisfaction of any such debt.
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O. LAN LELLA7MIN
•A) •
Lessee may cancel this agreement by serving written notice on Lessor not less than 180 days prior to the leased date(s)in which case
the Lessor shall refund Lessee's booking deposit.
B) In the event Lessee cancels any date or dates less than 180 days prior to the leased date(s)Lessee's deposit shall be forfeited.
C) If any event must be cancelled due to inclement weather,upon written agreement of the parties through their designated representative,
Lessee shall be charged only for rehearsal and set-up time as well as labor actually utilized based upon the then current fees for such
times as established by the City Council of the Lessor.
7. INSURANCE-INDEMNITY
A) Lessee shall indemnify and save harmless the Lessor from all loss,cost and expense arising out of any liability,including but not
limited to reasonable attorney's fees,or claim of liability for injury or damages to persons or property sustained or claimed to have
been sustained by anyone whomsoever,by reason of the operation,use or occupation of the facilities hereinabove described,whether
such use is authorized or not,or by any act or omission of Lessee or any of its officers,agents,employees,guests,patrons,or invitees,
and Lessee shall pay for any and all damage to the property of Lessor,or loss or theft of such property,done or caused by such person.
B) Not-less than 30 days prior to event,Lessee shall provide general liability claims for personal injury and property damage at the
premises described herein,naming Lessor as an additional insured party,with limits of not less than$1,000,000 per occurrence and
$1,000,000 in the aggregate. Such certificate shall provide that it may not be terminated without ten(10)days written notice to the
Lessor. Failure to submit such certificate by the deadline defined on Page 1 of this Contract shall result in cancellation of Lessee's
event.
C) The holder of such certificate shall be the same entity as the Lessee signing this Contract. Any deviation will render the certificate
invalid.
D) Under no circumstances shall Lessee,Lessee's representative,public or any other person involved with the event,directly or indirectly,
be allowed to occupy the facility until all of the insurance requirements set forth above are met.
8. ADMISSIONS SURCHARGE
A) A twenty-five cent per admission surcharge shall be collected from every person who pays an admission charge to any event at The
Hemmens. This surcharge shall be exclusive of any other applicable State or Federal surcharges and shall be collected at the time the
Lessee collects the admission charge.The Lessee shall be acting as trustee for and on account of the Lessor and shall pay over to the
Finance Director of the Lessor the surcharge under procedures prescribed by said Finance Director.
B) The Lessee agrees to inform the Lessor whether or not an admission fee shall be charged for the event. If Lessee fails to inform Lessor
to the contrary,it will be assumed that an admission fee will be charged and Lessee will be billed accordingly.
C) The Lessee of The Hemmens for any event subject to use admissions surcharge shall file surcharge returns showing surcharge receipts
received on forms prescribed by the Finance Director.The returns shall be due on or before the seventh day of the month following the
use of The Hemmens.
D) The Lessee agrees to inform Lessor of the total paid attendance at the event within three business days of the conclusion of the event.
If Lessee fails to inform Lessor of the total paid attendance,the Admissions Surcharge shall be based on a daily attendance of 1,200
paid admissions for the Theatre and 2,000 paid admissions for the Exhibition Hall and/or Entire Building.
9. LESSEE'S REPRESENTATIVE
A) The Lessee shall be present,or have a representative authorized to make decisions on behalf of Lessee,as described in Section 4,
paragraph B of this contract,present at The Hemmens Cultural Center during all times the facility is in use by Lessee.
B) The Lessee shall identify any and all additional representatives not listed in Section 4,paragraph B authorized to make decisions on
behalf of Lessee not less than seven days prior to the event.
C) If Lessee fails to identify authorized representative(s),the person whose name appears on the signature page of this contract shall be
the only person authorized to make requests of Hemmens staff regarding,but not limited to,the following:staffing,equipment and
facility access.
D) In the absence of Lessee or an authorized representative,access to The Hemmens Cultural Center shall be denied to all other persons
associated with the event,including the paying public. In such event,Lessee shall hold harmless and indemnify Lessor from and
against any and all liability of whatsoever nature,including but not limited to attorney's fees,arising out of or in connection with such
denial of access.
10. EQUIPMENT RECEIVING AND STORAGE
A) Arrangements for delivery of equipment or supplies for Lessee's event shall be made with The Hemmens'Technical Supervisor no less
than five business days prior to the event. Such effects shall include,but are not limited to,scenery,props,programs and concessions.
Deliveries on behalf of the Lessee shall be accepted at the Lessee's risk,and The Hemmens in no way assumes any responsibility
whatsoever for such effects.
B) Lessee shall be charged for storage of effects at the rate of$ per day equipment remains on premises beyond dates of
contracted rental unless expressly authorized in writing by Lessor.
C) The Lessor reserves the right to remove from the building all effects remaining in the building after the scheduled Lessee move-out
time and the right to store those items wherever it sees fit,in the name of The Hemmens or in the name of the Lessee,but at the cost,
expense and risk of the Lessee.The Lessor and its staff shall not be liable in any way for removing and storing,or for damages to,any
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Julal G11CeLS.
11. CONCESSIONS
A) Lessee shall inform Lessor if concessions will be sold during Lessee's event and types of items offered for sale.
B) Lessee shall enforce the restriction of food and beverage items in the Theatre. If Lessor determines that Lessee is not properly
enforcing this restriction to Lessor's standards,Lessor reserves the right to either hire ushers at Lessee's expense or terminate the sale
of concessions.
C) Lessor shall pay any and all cleaning charges associated with the sale of concessions. These charges will be in addition to what is
considered by Lessor to be standard cleaning.
D) Lessor reserves the right to prohibit the sale of certain items.
E) Lessor reserves the right to restrict sale of concessions to specific areas within The Hemmens.
F) Lessee bears sole responsibility for the payment of any and all applicable taxes.
12. ADVERTISING
A) Lessee agrees that all advertising of the event will be true and accurate.
B) Lessee agrees that all news releases,publicity materials,media announcements of any kind,printed or electronic,or other such public
notices issued shall refer to the venue only by the name"The Hemmens Cultural Center". Lessee further agrees to provide copies of
any such materials to Lessor for Lessor's approval prior to the public dissemination of such information.
13. TERMS OF OCCUPANCY
A) Lessee shall use and occupy said premises in a safe and careful manner and shall comply with all municipal,state,and federal laws and
rules and regulations pertaining to The Hemmens Cultural Center and all other rules and regulations prescribed by the Fire and Police
Departments and other governmental authorities,as may be in force and effect during the tenancy. Lessee shall not do any act or suffer
any act to be done during the term of this rental agreement which will in any way mar,deface,alter or injure any part of said Cultural
Center.
B) In case said premises or any part thereof shall be destroyed or damaged by fire or any other cause,or if any other casualty,strike or
other unforeseen occurrence not within Lessor's control,shall render the fulfillment of this lease by Lessor impossible,then and
thereupon this lease shall terminate and Lessee shall pay rental for said premises only up to the time of such termination of the rate
herein specified,and Lessee hereby waives any claim for damage or compensation should this lease be so terminated.
C) Lessee agrees that Lessor may,with or without cause,terminate this entire agreement at any time prior to the payment of Lessee in full
of the agreed rent. Unless such termination is on account of breach of or default on the part of the Lessee,the amount of rental paid by
Lessee shall be prorated to the date of such termination.
D) No more than 1,200 tickets or passes shall be issued per performance in the Theatre unless expressly authorized by Lessor in writing.
Failure to comply with this regulation will result in immediate cancellation of the event and/or a penalty to be paid by Lessee equal to
200%of the price of each ticket sold,given,or transferred in excess of 1,200,or$25.00 per such tickets,whichever is higher.
E) Lessee accepts the building,its furnishings,fixtures,and equipment in their present condition and state of repair and agrees that upon
the end of the term of which the building has been rented it will be vacated and surrendered up to Lessor in the same condition it is
now in.All repairs,replacements and clean-up required to return the building and its furnishings,fixtures and equipment to its present
condition shall be at the expense of the Lessee.
F) Lessee shall provide proof in writing not less than 30 days prior to performance that all applicable license and royalty fees have been
paid by Lessee.Failure to provide such proof shall be construed as a material breach of this agreement and may result in cancellation
of this agreement at Lessor's sole discretion. In the event of any such cancellation pursuant to this subparagraph,Lessor shall retain
any payments made by Lessee. Retention by Lessor of such payments shall not constitute a waiver of any and all rights to which
Lessor may otherwise be entitled by law.
G) Lessee shall assume all costs arising from the use of patented,trademarked,franchised or copyrighted music,materials,devices,
processes or dramatic rights used or incorporated in the event. Lessee shall indemnify,defend and hold harmless the City of Elgin,
The Hemmens Cultural Center,its officers employees and agents from any and all damages and/or costs,including legal fees,which
may arise out of or from claims of copyright infringement. Lessee warrants and represents that all applicable royalty,copyright and
license fees have been paid by Lessee.
H) Alcoholic beverages are prohibited except as arranged for through the Lessor's approved concessionaire.
I) Lessee may not sublease the building or any part thereof without express written permission of the Lessor.
J) Every provision of this contract shall be severable. If any term or provision is illegal,unconstitutional or otherwise invalid or
unenforceable,such illegality or invalidity shall not affect the legality or validity of the remainder of this contract.
K) Lessor shall not be liable for delays or losses by the postal service of any country,any delivery/courier service or failures by any other
form of information transmission,electronic or otherwise.
L) This Contract in no way constitutes partnership of any kind between Lessor and Lessee.
M) Lessor believes,to the best of its knowledge,that it is in compliance with the Americans with Disabilities act(ADA)of 1990,with
respect to permanent access accommodations. Lessee agrees that Lessee is responsible for non-permanent accessibility requirement,
including,but not limited to,seating accessibility,auxiliary aids for the visually,hearing and mobility challenged. Lessee agrees to
hold Lessor harmless and defend Lessor from any and all claims or damages resulting from Lessee's actions or those of its exhibitors,
contractors,agents,or actions of invitees which cause Lessor to be out of compliance with ADA.
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•� -•••. •-.•••••• .....•..»,,.,,..»,....,g....,..,..0 a.� 1.111,14r110 1.-71.41.V Vl auuiui . V CiWC lUl UiG C111UiL:CIUCUL Ul any Iignts anu Llle
• resolution of any disputes arising out of or in connection with this agreement shall be in the Circuit Court of Kane County,Illinois.
• Lessi a expressly consents to be subject to personal jurisdiction in all courts in the State of Illinois.
0) This contract shall not be binding on the parties until signed by the City Manager of the City of Elgin,Illinois.
In Witness whereof,the Lessor,by its representative,and Lessee have executed this agreement on the 1st day of April,2002 .
LESSOR
By:
Olufemi Folarin,Interim City Manager
LESSEE
I understand and agree to all terms and conditions of this contract.I also understand that all times and charges listed in this contract are
estimated amounts only,and that rates in effect at the time of the execution of this contract shall be charged.
Lessee Children's Theatre of Elgin
By Peter Askemann
Signature
Title 4 �
Address 1700 Spartan Drive
City, State,Zip Elgin,IL 60123
Phone(Bus.) 847-214-7152 (Res.)
•
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cs
0 OF El.`'� A enda Item No. L.opr City of Elgin g
.
August 23 , 2002 '
. _- �
N
TO: Mayor and Members of the City Council RECREATIONAL LEISURE AND CULTURAL OPPORTUNITIES
Fr/R AI I ,ITI,FNC
FROM: Olufemi Folarin, Interim City Manager
SUBJECT: Purchase of Service Agreement With
Children' s Theatre of Elgin
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider entering
into a Purchase of Service Agreement (PSA) with Children' s
Theatre of Elgin (CTE) for use of the Hemmens Cultural Center for
four (4) productions .
BACKGROUND
Children' s Theatre of Elgin' S (not-for-profit corporation)mission
to enhance the quality of life of children and their families by
providing performing arts education and making live theatre
accessible . Children' s Theatre of Elgin serves children living
in Elgin and the immediate surrounding areas who are between the
ages of 7 and 15 . Children are encouraged to participate as cast
or crew members as well as workshop participants .
A Purchase of Service Agreement for the performance season
covering productions in 2002 , 2003 and 2004 is proposed. Under
this Purchase of Service Agreement, the City would provide a
contribution not to exceed $10, 000 per production to be applied
to Hemmens charges . In return, Children' s Theatre of Elgin, in
addition to presenting the production, agrees to make
participation available to at-risk youth and provide reduced or
waived registration fees based on need. Under the proposed
Purchase of Service Agreement, CTE would stage four (4)
productions.
Children' s Theatre of Elgin would agree to:
1 . Present performances of four productions .
,
•
Purchase of Service Agreement Children' s Theatre
July 19, 2002
Page 2
2 . Shall endeavor to make participation available to at-risk
youth through:
1
A. Outreach to organizations and institutions serving at-
risk youth and low income youth.
B. Providing assistance to enable low-income youth to
participate .
3 . Shall provide reduced or waived registration fees to certain
individuals based on need.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Children' s Theatre of Elgin.
¶ /J} cIAL
IMPACT
E ' The Purchase of Service Agreement will obligate the City to
payments in Fiscal years 2002, 2003 and 2004 . Sufficient funds
exist in the 2002 budget, Account Number 010-0304-711 .47-03 for
the 2002 production. The 2003 and 2004 budget will need to
include the following amounts to cover the obligation of the PSA:
2003 Budget - $20, 000; 2004 Budget - $10, 000 .
LEGAL IMPACT
V0P61///
None.
ALTERNATIVES
1 . Approve Purchase of Service Agreement with the Children' s
Theatre of Elgin.
2 . Reject the Purchase of Service Agreement with the Children' s
of Elgin.
,
Purchase of Service Agreement Children' s Theatre
July 19, 2002
Page 3
RECOMMENDATION
It is recommended that the City of Elgin enter into a Purchase of
Services Agreement with Children' s Theatre of Elgin for four (4)
productions .
Respectfully submitted,
Olufemi Fo , in
Interim Cit - - -r
DKN/od
Attachment