HomeMy WebLinkAbout05-211 Resolution No. 05-211
RESOLUTION
AUTHORIZING EXECUTION OF A SPECIAL EVENT CO-SPONSORSHIP AGREEMENT
WITH THE DOWNTOWN NEIGHBORHOOD ASSOCIATION
FOR THE ELGIN CYCLING CLASSIC BIKE RACE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that
Olufemi Folarin,City Manager,and Dolonna Mecum,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 Downtown Neighborhood Association for the Elgin Cycling Classic Bike Race,a copy of which
is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: June 22, 2005
Adopted: June 22, 2005
Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT is hereby made and entered into this 22/V/xlay of
2005, by and between the City of Elgin, Illinois, a municipal corporation, ereinafter
referred to as "City") and the Downtown Neighborhood Association, an Illinois corporation
(hereinafter referred to as"DNA").
WHEREAS, City and DNA have each determined it to be in their best interests to
conduct an organized bicycle racing event within the City (hereinafter referred to as
"Event").
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, the sufficiency of which is hereby acknowledged, the parties hereto hereby
agree as follows:
1. DNA shall provide all services, including but not limited to, administrative
services, production, recruitment of contestants, advertising, securing sponsors, on-site
management and organization, coordination of volunteers, marketing, providing for
sanctioned officiating, coordination with applicable governing sport bodies, trash removal,
race site clean up, and staff management reasonably necessary and to the best of its ability to
conduct Event which shall occur on August 7, 2005. The Event shall proceed pursuant to the
route and schedule attached hereto as Attachment A.
2. The City in consideration for DNA conducting Event shall pay DNA an
amount not to exceed $19,000. City shall pay to DNA a deposit of$10,000 by July 1, 2005
and the balance of$9,000 by July 29, 2005.
3. DNA shall employ reasonable efforts to secure event sponsorships to provide
additional funding for Event.
4. DNA shall adhere to the expenditures of the budget attached hereto and made
a part hereof as Attachment"B".
5. DNA shall respond to all inquiries from Event participants.
6. City shall provide street closure barricades, street closing notices, necessary
municipal facilities, police, street sweeping, traffic rerouting and no parking signs as
appropriate in City's sole discretion for a not-to-exceed amount of$15,081 (Attachment C).
7. DNA shall provide for all volunteer marshals.
8. DNA shall provide for all reasonably necessary Event organization and
conduct except as otherwise specifically provided herein, including but not limited to
hospitality services and exhibit areas provided in conjunction with Event.
9. DNA shall provide all hotel rooms and accommodations as required for Event
officials, DNA, its employees, agents and volunteers.
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10. DNA shall provide City with a certificate of general liability insurance
naming the city as primary,noncontributory coinsured with limits of not less than one million
dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury
and property damage with a general aggregate limit of not less than two million dollars
($2,000,000). Such certificate shall provide that the insurance shall not be terminated or
renewed for any reason without thirty(30) days' advance written notice to the city.
11. This agreement or any part thereof will not be assigned or transferred by
DNA to any person, firm, corporation, or partnership that acquires ownership or management
of DNA.
12. This agreement shall not be construed so as to create a partnership, joint
venture, employment or other agency relationship between the parties.
13. The failure of either party hereto to comply with the terms and conditions
hereof because of force majeure such as an act of God, strike, war, fire, earthquake, act of
public enemies, action of federal or state authorities or for any reason beyond the reasonable
control of such party, shall not be deemed as a breach of this agreement.
14. In the event DNA breaches this agreement or any material term or provision
thereof, DNA shall refund any funds paid by City to DNA upon 30 days written notice. DNA
shall not be entitled to any funds from City in the event of such a breach and the City may
pursue all relief available to it under the law as a result of any DNA breach of this agreement.
15. City may terminate this agreement for any reason. In the event City
terminates this agreement for any reason other than breach by DNA or force majeure City
shall be required to provide DNA with fourteen (14) days written notice of such termination.
In the event City terminates this agreement for any reason other than breach by DNA, DNA
shall within thirty(30) days from the notice of termination return all funds paid hereunder by
the City not expended by DNA as of the date of the notice of termination.
16. On or before July 1, 2005 DNA shall provide City with a public relations and
advertisement schedule.
17. On or before July 8, 2005 DNA shall provide City with sponsor updates, a
course layout for Event, including but not limited to a site plan for the start and finish areas
of Event.
18. On or before July 15, 2005 DNA shall provide City with a certificate of
insurance as provided for herein, updated sponsorship and media reports and coordinated
setup details for Event.
19. On or before July 22, 2005 DNA shall provide City with final plans,
including but not limited to an event timetable and agenda.
20. DNA shall hold harmless, defend and indemnify City, its agents, employees,
volunteers and assigns from and against any and all causes of action, suits, claims for
damages, and any and all other liability of whatsoever nature arising out of or in connection
with DNA or its agents, employees or volunteers, negligent or reckless performance of this
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agreement. In the event of any action against City, its officers, employees or agents covered
by the foregoing duty to indemnify, hold harmless and defend, such action shall be defended
by counsel of City's choosing. The provisions of this paragraph shall survive any
termination and/or expiration of this agreement.
21. DNA shall use its best efforts to conduct fund raising to defray expenses of
whatsoever nature associated with or arising out of Event. DNA shall provide City with a
written report of such efforts and of Event no later than August 5, 2005.
22. On or before September 30, 2005, DNA shall provide the City a detailed
written financial report which includes an accounting of all income or other funds received
by DNA in connection with the Event and all expenses incurred by DNA for the Event and
also provides specific expenditure, vendor, service or product received, invoice, check
number and copies of all cancelled checks. For the purposes of such financial report and
accounting, the monies paid by the City to DNA pursuant to Section 2 hereof shall be
deemed to be part of the income received by DNA in connection with the Event but the
expenses incurred by the City referred to in Section 6 hereof shall not be deemed to be
expenses incurred by DNA for the Event. The City shall also have the right to audit the
records of DNA regarding the Event. In the event that income and other funds received by
DNA for the Event exceed the expenses incurred by DNA for the Event (the "Profit"), DNA
shall pay to the City on or before October 15, 2005 such Profit up to the amount of the
monies paid by the City to DNA provided for in Section 2 hereof and the expenses incurred
by the City referred to in Section 6 hereof.
23. This agreement shall be subject to and governed by the laws of the State of
Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out
of or in connection with this agreement shall be in the circuit court of Kane County, Illinois.
24. The terms of this agreement shall be severable. In the event of any of the
terms or provisions of this agreement are deemed to be void or otherwise unenforceable for
any reason,the remainder of this agreement shall remain in full force and effect.
24. This agreement is the sole agreement between the parties hereto. There are
no other agreements, either written or oral, which modify or affect the terms of this
agreement. This agreement shall not be modified or amended without the written agreement
of the parties hereto.
25. The City shall be recognized as a sponsor of Event and shall receive the
benefits of sponsorship consistent with the level of support provided. At minimum, the
City's support shall be acknowledged in print materials promoting the organization or
event, radio advertising, Web page information and event program(s). Three samples of
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this acknowledgment shall be provided to the City for its prior approval. A logo provided
by the City shall be used for this purpose.
26. Time is of the essence of this agreement.
IN WITNESS THEREOF, the parties hereto have executed this agreement as of the day
and written below.
PAgreed and accepted on this 2 day of , 2005.
City Of Elgin Downtown Neighborhood Association
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By �_ � � By
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Attest:
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City Clerk
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ATTACHMENT B
PROJECTED BUDGET: ELGIN INTERNATIONAL BIKE RACE 2005
INCOME AMOUNT DETAILS
City- Event Service Agreement $ 14,000.00 Plus City services per proposal and event application B 15,081 ATTACHMENT C
Sesquicentennial Comm. Grant $ 2,000.00
Participation Fees $ 6,000.00 Estimated 300 participants @$20/each
5,000.00 (Bank donation)
TOTAL PROJECTED INCOME $ 27,000
EXPENSES
Administrative
Prize Money $ 15,150.00 Will find sponsorship
Sanctioning fees $ 900.00
Race Director in-kind by Dave Koldos
Officials fees $ 1,500.00
Supplies - ink, paper, phone, etc. $ 300.00
Applications $ 1,200.00
Insurance $ 600.00
Promotions\Advertising
Advertising -Velo News $ 700.00 1/4 page
Advertising -Windy City Sports $500.00
Advertising -local/regional newsapers $3,500.00 Will find local media sponsor
Advertising - radio $ 2,000.00
Posters & Flyers $ 475.00 100 posters @ $1.00 each, $100 for mailing to USA cycling members
Day-Of Expenses
Velotech Stage $ 1,350.00 $1200 + mileage
Race announcer $ 300.00 $200 + lodging, travel
Participants numbers $ 400.00 400 @ $1.00 each, may get excess Fox Trot numbers
T-Shirts $ 762.00 150 @ $5.08 each
Awards-trophies/medals, champagne,flowers $ 1,000.00
Lunch/refreshments for workers $ 375.00
$ 31,012.00
CITY OF ELGIN SPECIAL EVENT CO-SPONSORSHIP GUIDE ,
CO•-SPONSORSHIP COST WORK SHEET ATTACHMENT C
Please note: Equipment is based on availability and rates are subject to change.
ITEM OF SUPPORT REQUESTED COST TO CITY MANHOURS/UNITS TOTAL COST
PER UNIT REQUESTED
20 Yard Dumpster $275
30 Yard Dumpster $375
Port-o-lets $75 6 $ 450.00
Handicapped Port-o-lets $100 2 $ 200.00
Handwashing Units $100 4 $ 400.00
Cardboard Garbage Receptacles n/c
Trash bag liners $30/case of 100
Parks Labor $41.60-$62.70/hr 2 x 12 hours $1,504.80
Public Works Labor
(i.e., traffic control, etc.)
Labor $45.70-54.00/hr 2 x 2 hours $ 216.00
Equipment Flusher Truck $ 54 /hr. 1 x 1 hour $ 54.00
Street Sweeping Services 6
Labor $48.60/hr 1 x 4 hours $ 194.40
Equipment $45.60/hr 1 x 4 hours $ 182_AO
Police Services $55 per hour 18 officers x 12 hrs $11,880.00
Hemmens Services
Labor/Tech $24.45 / hour
Senior Tech $36.60 / hour
Hemmens Rental / Fri - Sun
Entire Bldg $343 / hour
Stage $160 / hour
Exhibition Hall $287 / hour
Hemmens Equipment
Trucks: $33.50 / day
Portable Sound System: $53.50
Battery Podium: $53.50
Padded Chairs (for use inside only) $1.35
Metal Folding Chairs (for use inside only) $0.80
Folding Tables (for use inside only) $4.40
Microphones $20.10
Lectern / Podium $13.40
TOTAL $15,081.60
.1,OF
E
" Agenda Item No.
City of Elgin
%I.EDE0ti E
June 17, 2005 (.
G
TO: Mayor and Members of the City Council
N
FROM: Olufemi Folarin, City Manager
Randy Reopelle, Parks & Recr tion Director ANM Cl/inTU6AIiNCIPPnirt UNITIES
FC>Fx Al..1..,1T111.':N!w
SUBJECT: Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider a Co-sponsorship Agreement with the Downtown Neighborhood
Association for the Elgin Cycling Classic Bike Race.
RECOMMENDATION
It is recommended that the City Council approve the agreement with the Downtown
Neighborhood Association to organize and conduct the Elgin International Bike Race on Sunday,
August 7, 2005, for a not-to-exceed amount of$34,081 in financial and in-kind support.
BACKGROUND
The bike race, formerly known as the Four Bridges of Elgin, was first held in 2000. The race
attracted over 100 racers from all over the world and drew spectators numbering approximately
1,500. The first attempt was so successful that the second (2001) and third-year (2002) events
received national attention for Elgin and grew in popularity with both professionals and Elginites
in the field.
After a two year hiatus, members of the downtown business community, Downtown
Neighborhood Association (DNA), and active citizens in the Northeast Neighborhood
Association (NENA) are ready to join forces to revive this successful bike race, once again
bringing bikers and spectators to the City of Elgin.
Attached is a proposed agreement. The following are the main elements of the agreement
between the City and the Downtown Neighborhood Association:
1. The City shall be responsible for expenses in an amount not-to-exceed $15,081
for the provision of a) personnel services ($13,794), and; b) port-o-lets, hand
washing units, and street sweeping($1,287) as detailed in attachment C.
2. The City will provide $19,000 as the event sponsor and shall be recognized as
such on all printed event material and displays.
3. The Downtown Neighborhood Association will be responsible for the promotion,
coordination, management and staffing of the event.
r ,..,
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Co-sponsorship Agreement with DNA for the Elgin International Bike Race
June 17, 2005
Page 2
4. The Downtown Neighborhood Association will provide insurance naming the
City as a primary, non-contributing co-insured with excess coverage of not less
than $2,000,000 covering general liability, including personal injury and property
damage.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Downtown Neighborhood Association,Northeast Neighborhood Association
FINANCIAL IMPACT
There are sufficient funds budgeted ($1,287) and available ($1,287) in the General Fund, "Misc.
Services-City Co-sponsored Special Events," in account number 010-0801-709.45-99, project
number 030127, to cover the cost of the port-o-lets, hand washing units and street sweeping
equipment. The $19,000 cash contribution will require the use of special project funds as it was
not budgeted. Funding is available in the Riverboat Fund, account number 275-0000-791.47-00
(Special Events Expense) where $106,069 is available.
Operational support not to exceed $13,794 from City departments will be covered within their
General Fund departmental operating budgets as follows: Police $11,880 from Overtime Salary
account number 010-2308-731.01-02, Parks $1,504 from Overtime Salary account number 010-
3371-764.01-02, Public Works $410 from Overtime Salary account number 010-3321-753.01-
02.
EGAL IMPACT
V1/4191None.
ALTERNATIVES
1. Approve the agreement with the Downtown Neighborhood Association to organize and
conduct the Elgin International Bike Race on Sunday, August 7, 2005 for a not-to-exceed
amount of$34,081 in operational and in-kind support.
2. Do not approve the agreement with the Downtown Neighborhood Association to
organize and conduct the Elgin International Bike Race on Sunday, August 7, 2005 for a
not-to-exceed amount of $34,081 in operational and in-kind support, thus not allowing
the Elgin International Bike Race to be held.
Respectfully submitted for Council consideration.
JG
Attachments