HomeMy WebLinkAbout06-140 Resolution No. 06-140
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: July 26,2006
Adopted: July 26, 2006
Vote: Yeas: 5 Nays: 1
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT is hereby made and entered into this I ; wday of J Uf.:(
2006 by and between the City of Elgin, Illinois, a municipal corporation, (hereinafter
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 reap nably necessary and to the best of its ability to
conduct Event which shall occur on August°, 2006.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$14,000 on or before August 4, 2006.
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. (At tachment 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 21, 2006 DNA shall provide City with a public relations
and advertisement schedule.
17. On or before July 19, 2006 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 27, 2006 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 27, 2006 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
2
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, 2006.
22. On or before September 30, 2006 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, 2006such 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.
Agreed and accepted on this le day of VUI. 2006.
City of Llgin bovvraown Neigiiou
4
By 1r0_, _ By
Olufemi 71111 7/WO�i
City Manag,r
Attest:
TV‘4kuv,A2 /32-c-444,—
City Clerk
F:\Legal Dept\Agreement\Bike Race-Revised 6-28-05.doc
4
Elgin Cycling Classic Criterium
August 6th 2006
www.elgincyclingclassic.com
> 12,500.00 in prize money and over 3200.00 in cash primes.
> ..challenging 1KM course in the heart of downtown Elgin.
> Two Cat. 5 races so everyone can race.
> Pro. 1/2 Race Feature. Medals to top 3 finishers in each category.
Time Race Length Places Total Purse Primes Entry Fee
8:00AM Cat. 5 race A 20 min. plus 2 laps 3 Medals 20.00
8:30AM Cat. 5 race B 20 min. plus 2 laps 3 Medals 20.00
9:00AM Mens Cat.4 40 min. plus 4 laps 8 750.00 300.00 20.00
10:00AM Masters 40/50 40 min. plus 4 laps 8 1250.00/500.00 300/200.00 20.00
11:00AM Women 35+ Cat.4 40 min. plus 4 8 600.00 150.00 20.00
12:00 Noon Kids Races one to 'A lap 5 Trophies/Ribbons
12:30 PM Juniors 13/16 yr. 20 min. plus 2 laps 3 Medals 10.00
1:00PM Men 30+ 40 min. plus 4 laps 8 750.00 300.00 20.00
2:00PM Women Cat.1/2/3 40 min. plus 4 laps 10 2300.00 500.00 25.00
3:00PM Men Cat. 3 40 min. plus 4 laps 15 2500.00 500.00 25.00
4:00PM Pro. 1-2 60 min. plus 4 laps 20 5000.00 1000.00 35.00
On line registration at: www.active .com
Day of race registration opens at 7:00AM in the lower level of the Spring St. parking deck. Parking in
the deck and surrounding city center. Registration closes 15 minutes prior to each event.
Add 5.00 to above fees for day of race registration.
Held under USCF Permit Pending. Masters 40/50 scored separately for overall and primes.
Make checks payable to "Elgin Cycling Classic".
Directions: I-90 exit Elgin Route 31 South to Kimball St. go east across the river to Dundee Ave. then
turn right on Dundee to Highland Ave. right on Highland to parking deck on your left(watch your bike
as the clearance in the deck is only 7 feet). Parking is also available in the civic center parking lot
downtown off of Douglas Ave.
Contacts: Betsy Coutour @ 847-741-3561 or Dennis Jurs @ 847-975-3828
Sponsoring club: Team Mack Racing 1
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BUDGET PROJECTIONS FOR THE ELGIN CYCLING CLASSIC 2006
INCOME 2006 projected
Public Sector Support
City- Event Service Agreement $ 14,000.00 plus in-kind services or 14,532
Private Sector Support
Event Sponsors $ 5,000.00
Participation Fees $ 8,250.00
TOTAL PROJECTED INCOME $ 27,250.00
EXPENSES
Prize Money $ 14,625.00
Sanctioning fees $ 900.00
Officials fees $ 800.00
Applications $ 700.00
Insurance $ 420.00
Coordination, supplies $ 2,000.00
PromotionslAdvertising
Advertising - local/regional newspapers $ 1,000.00
Advertising - radio $ 500.00
Posters & Flyers $ 300.00
Street Banners & Signage $ 500.00
Day-of Expenses
Velotech Stage $ 1,900.00
Race announcer $ 500.00
Neutral Support--Campagnolo $ 250.00
Participants numbers $ 355.00
T-Shirts $ 1,000.00
Awards-trophies/medals, champagne, flowers $ 500.00
Volunteers $ 500.00
Website update and maintenance $ 400.00
Straw Bales $ 100.00
TOTAL Expenses: $ 27,250.00
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 APPROVED REQUEST TOTAL COST
PER UNIT REQUESTED (Filled in by City)
• 20 Yard Dumpster $275
30 Yard Dumpster $375
Port-o-Iets $75 5 5 $375.00
Handicapped Port-o-lets $100 2 2 $ 200.00
Handwashing Units $100 3 3 $ 300.00
Cardboard Garbage Receptacles n/c 10 10 NC
Trash bag liners $30/case of 100
Parks Labor $41.60-$62.70/hr 2 x 12 hrs 2 x 12 hrs $1,504.80
Water Hook-up $
Public Works Labor
(i.e.,traffic control, etc.)
Labor Barricade Installation $45.70-54.00/hr 2 x 2 hrs 2 x 2 hrs $ 216.00
Equipment Flusher Truck $'_ 54 /hr. 1 x 1 hr 1 x 1 hr $ 54.00
Street Sweeping Services 7'
Labor $48.60/hr 1 x 4 hrs 1 x 4 hrs $ 194.40
Equipment $45.60/hr
1 x 4 hrs 1 x 4 hrs $ 182.40
Fire Dept. Services $63 per hour
Police Services $63 per hour 18 x 12 hrs 18 x 12 hrs $11,505.40
Hemmens Services
Labor/Tech $24.45 / hour "
gl
61 Senior Tech $36.60 / hour
i ce. Hemmens Rental/Fri-Sun �h'.
T
Entire Bldg $343 / hour ~.
` ` $160 / hour Off
Stage
,..1....-;:,, F
Exhibition Hall $287 / hour
Hemmens Equipment
Trucks: $33.50 / day
t- Portable Sound System: $53.50
Battery Podium: $53.50
Padded Chairs (for use inside only) $1.35 1..:
Metal Folding Chairs (for use inside only) $0.80 ' 1
Folding Tables (for use inside only) $4.40
Microphones $20.10 ''
Lectern / Podium $13.40
TOTAL 111111111111N $14,532.00
CyoFE(C
Agenda Item No.
City of Elgin
. \ I,,
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Mfiw
June 9, 2006
- i
TO: Mayor and Members of the City Council
,' rrrreatu ua! I cisure rnd
FROM: Olufemi Folarin, City Manager cY+�=+��i t t,Y rtianrt i for.911 Ciirxzrs
Randy Reopelle, Parks & Recre tion Director
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 6, 2006, for a not-to-exceed amount of$33,532 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 absence, the event was reestablished last year as the Elgin Cycling Classic, and
was scheduled in conjunction with the Fine Arts Festival. The event was well run and, due to
sponsorship solicitations, $7,056.12 was refunded back to the City.
Members of the downtown business community, Downtown Neighborhood Association (DNA),
and active citizens in the Northeast Neighborhood Association (NENA) will join forces to plan
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 DNA:
•
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 2
1. The City shall be responsible for expenses in an amount not-to-exceed $14,532
for the provision of a) personnel services ($13,420), and; b) port-o-lets, hand
washing units, and street sweeping ($1,112) 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. DNA will be responsible for the promotion, coordination, management, and
staffing of the event. As such, the DNA shall provide to the City the following:
• Public relations and advertisement schedule on or before July 3, 2006;
• Sponsor update on or before June 23, 2006; and
• Course layout for Event, including but not limited to a site plan for the
start and finish areas on or before June 23, 2006.
4. DNA 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.
It should be noted that the DNA has stated in its proposed budget for the event that it will secure
a minimum of $10,000 in sponsorship funding to assist in covering expenses. The City will
review the sponsor update that is due on or before June 23, 2006, to confirm the amount raised
and make a final determination to proceed as a sponsor of the Event.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Downtown Neighborhood Association and Northeast Neighborhood Association
OFINANCIAL IMPACT
There are sufficient funds budgeted ($1,112) and available ($1,112) in the General Fund, "Misc.
Services-City Co-sponsored Special Events," in account number 010-0801-709.45-99, project
number 039677, 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 sufficient funds are available.
Operational support not to exceed$13,420 from City departments will be covered within their
General Fund departmental operating budgets as follows: Police $11,505 from Overtime Salary
account number 010-2308-731.01-02, Parks $1,505 from Overtime Salary account number 010-
3371-764.01-02, Public Works $410 from Overtime Salary account number 010-3321-753.01-
02.
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 3
\Nit/LEGAL IMPACT
None.
ALTERNATIVES
1. Approve the agreement with the Downtown Neighborhood Association to organize and
conduct the Elgin International Bike Race on Sunday, August 6, 2006, for a not-to-
exceed amount of$33,532 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 6, 2006, for a
not-to-exceed amount of $33,532 in operational and in-kind support, thus not allowing
the Elgin International Bike Race to be held.
Respectfully submitted for Council consideration.
JG
Attachments
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 4
AGREEMENT
THIS AGREEMENT is hereby made and entered into this day of
2006, by and between the City of Elgin, Illinois, a municipal corporation, (hereinafter 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 mutually 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 6, 2006. The Event shall proceed pursuant to the route attached
hereto as Attachment A.
2. The City in consideration for DNA conducting Event shall pay DNA the total sum
of$19,000. City shall pay to DNA a deposit of$10,000 by July 7, 2006 and the balance of
$9,000 by July 21, 2006.
3. DNA shall employ reasonable efforts to secure event sponsorships to provide
additional funding for Event.
4. DNA shall adhere to the requirements 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$14,532 (Attachment C).
7. DNA shall provide for all volunteer marshals.
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 5
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.
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 3, 2006 DNA shall provide City with a public relations and
advertisement schedule.
•
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 6
17. On or before June 23, 2006 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 18, 2006 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 21, 2006 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 agreement.
reement. 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 agrees to secure a minimum of
$10,000 in sponshorships and to return said sponsorship revenues to the City of Elgin
immediately following, and no more then 30 days after, the event. DNA shall provide City with a
written report of such efforts and of Event no later than August 1, 2006.
22. 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.
23. 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,
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 7
Web page information and event program(s). Three samples of 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.
Agreed and accepted on this day of , 2006.
City Of Elgin Downtown Neighborhood Association
By By
Olufemi Folarin
City Manager
Attest:
City Clerk
Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 8
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Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 9
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Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race
June 9, 2006
Page 10
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ATTACHMENT B
BUDGET PROJECTIONS FOR THE ELGIN CYCLING CLASSIC 2006
INCOME 2006 projected
Public Sector Support
City- Event Service Agreement $ 19,000.00 plus in-kind services o 14,532
Private Sector Support
Event Sponsors $ 10,000.00
Participation Fees $ 7,250.00
TOTAL PROJECTED INCOME $ 36,250.00
EXPENSES
Prize Money $ 14,625.00
Sanctioning fees $ 900.00
Officials fees $ 800.00
Applications $ 700.00
Insurance $ 420.00
Coordination, supplies $ 4,000.00
Promotions\Advertising
Velo News $ 550.00
Windy City Sports $ 750.00
Advertising - local/regional newspapers $ 4,000.00
Advertising- radio $ 1,000.00
Posters & Flyers $ 1,000.00
Street Banners & Signage $ 1,000.00
Day-of Expenses
Velotech Stage $ 1,900.00
Race announcer $ 500.00
Neutral Support--Campagnolo $ 250.00
Participants numbers $ 355.00
T-Shirts $ 1,000.00
Awards -trophies/medals, champagne, flowers $ 1,000.00
Volunteers $ 1,000.00
Website update and maintenance $ 400.00
Straw Bales $ 100.00
TOTAL Expenses: $ 36,250.00
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 APPROVED REQUEST TOTAL COST
PER UNIT REQUESTED (Filled in by City)
20 Yard Dumpster $275
30 Yard Dumpster $375
Port-o-lets
$75 5 5 $375.00
Handicapped Port-o-lets
$100 2 2 $ 200.00
Handwashing Units $100 3 3 $ 300.00
Cardboard Garbage Receptacles n/c 10 10 NC
Trash bag liners $30/case of 100
Parks Labor $41.60-$62.70/hr 2 x 12 hrs 2 x 12 hrs $1,504.80
Water Hook-up $
Public Works Labor
(i.e.,traffic control,etc.)
Labor Barricade Installation
$45.70-54.00/hr 2 x 2 hrs 2 x 2 hrs $ 216.00
Equipment Flusher Truck
$1 S4 /hr. 1 x 1 hr 1 x 1 hr $ 54.00
7
Street Sweeping Services
Labor $48.60/hr I /. hrs 1 x 4 hrs $ 194.40
Equipment $45.60/hr 1 x 4 hrs 1 x 4 hrs $ 182.40
Fire Dept.Services $63 Der hour
18 x 12 hrs 18 x 12 hrs $11,505.40
Police Services $63 per hour
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 $14,532.00