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HomeMy WebLinkAbout07-67 • Resolution No. 07-67 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH THE ELGIN AREA CHAMBER OF COMMERCE 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 Purchase of Service Agreement on behalf of the City of Elgin with the Elgin Area Chamber of Commerce for economic development activity,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: March 14, 2007 Adopted: March 14, 2007 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk s/Jennifer Quinton Jennifer Quinton, Deputy City Clerk • PURCHASE OF SERVICE AGREEMENT THIS AGREEMENT is made and entered into this 1%day of , 2007, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as the "City"), and Elgin Area Chamber of Commerce, an Illinois not-for- profit organization (hereinafter referred to as the"Chamber"). WHEREAS, the City of Elgin, Illinois has determined it to serve a beneficial public purpose to foster economic growth within the community through the expansion and redevelopment of existing business and industry; and WHEREAS, the City of Elgin has further determined it to serve a beneficial public purpose to foster economic growth through the attraction of new business and industry; and WHEREAS, the Chamber has developed an economic development program to be implemented by the Economic Development staff(hereafter referred to as the "ED"); and 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 Chamber shall provide all of the services pursuant to the terms and conditions and on the dates and times as described in the document entitled Chamber of Commerce— Scope of Services for 2007 Purchase of Service Agreement, attached hereto as Exhibit A and made a part hereof(such services including the terms, conditions, dates and times are hereinafter referred to as the "Subject Services"). In the event of any conflict between the provisions of this agreement and the provisions in Exhibit A, the provisions of this agreement shall control. The Chamber represents and warrants that the Chamber has the skills and knowledge necessary to conduct the Subject Services provided for in Exhibit A and that the Subject Services set forth in Exhibit A are integral parts of this agreement and may not be modified, amended or altered except by a written amendment to this agreement agreed to and executed by both parties hereto. 2. The Chamber shall address all inquiries and requests made pursuant to this agreement to the Assistant City Manager of the City or his designee. 3. In connection with the Subject Services to be performed on other than City properties, the Chamber warrants and-agrees to maintain all facilities and equipment used in the performing of the Subject Services in a clean, sanitary and safe condition and free from defects of every kind whatsoever. Chamber agrees and warrants that the Chamber will periodically inspect all of such facilities and equipment for such purposes. Chamber also warrants that the Chamber and Chamber's facilities and equipment used in the performing of the Subject Services are not now, nor shall be during the term of this agreement in violation of any health, building, fire or zoning code or regulation or other applicable requirements of law. In connection with the Subject Services on properties owned or controlled by the City, Chamber agrees and warrants to use, and to cause persons participating in the Subject Services to use, Through proper supervision and control, all facilities with due care, and to report all defects in or damage to any such facilities, and the cause thereof, if known, immediately to the Assistant City Manager of the City. 4. The City shall reimburse the Chamber for the Subject Services under this agreement the total amount of One Hundred Thirty Thousand Seven Hundred Twenty Dollars ($130,720). Such payment by the City to the Chamber shall be made in 4 installments of Thirty-two Thousand Six Hundred Eighty Dollars ($32,680). The first aforementioned installment payment shall be made following the execution of this agreement. The second aforementioned installment payment shall be made on or before April 1, 2007. The third installment shall be made by July 1, 2007. The fourth installment shall be made by October 1, 2007. However, the fourth installment payment shall not be made prior to 30 days after the Chamber's submission of the budget document and audited financial statement documents referred to in paragraph 6 of this agreement. The City will commit $76,000 in additional funding for the Enhancing Elgin Marketing Program, matching$45,000 in Chamber and Private Contributions. 5. The Chamber shall apply the monies to be paid by the City to the Chamber pursuant to the preceding paragraph hereof solely to operating expenses such as staff salary and benefits, meeting expenses, and expenses associated with the Subject Services to be provided by the Chamber pursuant to this agreement. 6. The Chamber shall complete, maintain and submit to the Assistant City Manager of the City, or his designee, any and all records, reports and forms relating to the Subject Services in this agreement as requested by the City. Without limiting the foregoing, the parties further agree as follows: A. The Chamber shall provide a budget to the City which shall reflect the projected distribution of funds received from the City pursuant to this agreement during the term of this agreement. The budget shall be submitted to the Assistant City Manager of the City prior to any payment by the City. B. The Chamber shall provide written performance reports detailing the disbursements of the monies to be paid by the City to the Chamber pursuant to this agreement. The reports shall be provided to the City quarterly on March 31, 2007; June 30, 2007; September 30, 2007; and December 31, 2007. C. The City has the right to review all accounting records of the Chamber related to the use of the monies to be paid by the City to the Chamber pursuant to this agreement upon 72 hours advance notice from the City to the Chamber. D. The Chamber shall have an audit performed on its financial statements for the year ending December 31, 2007. The audit must be performed by an independent certified public accountant recognized in good standing by the American Institute of Certified Public Accountants and licensed in the State of Illinois. The Chamber shall provide the City with two copies of the said audited financial statement along with the management letter and any other correspondence related to internal control matters on or before July 15, 2007. These statements shall be submitted to the Assistant City Manager at City Hall, 150 Dexter Court, Elgin, Illinois 60120-5555. 7. In the event this agreement is terminated, or in the event the Subject Services for which the City funds provided herein are to be applied are discontinued, or the Chamber ceases its operations prior to December 31, 2007, the Chamber shall refund to the City on a prorated per diem basis the funds paid hereunder for the portion of the year remaining after any such termination or for the portion of the year the Subject Services were not conducted. 8. Chamber agrees and warrants that the Chamber has procured all licenses, permits or like permission required by law to conduct or engage in the Subject Services provided for in this agreement, and that the Chamber will procure all additional licenses, permits or like permission hereafter required by law during the term of this agreement, and that the Chamber will keep same in full force and effect during the term of this agreement. Chamber shall perform the Subject Services with due care and in compliance with all applicable legal requirements. 9. The City of Elgin shall be recognized as a sponsor of the Chamber and shall receive the benefits of sponsorship consistent with the level of support provided in this agreement. At a minimum, the City's support shall be acknowledged on all print materials promoting the Chamber's organization, press releases, radio advertising, web page information and event program(s) through the following mandatory funding identification statement: "Funding for the organization is provided in part through the City of Elgin". Three samples of this acknowledgement shall be provided to the City. A logo provided by the City to the Chamber shall be used for this purpose. 10. In all printed materials in which a City seal or logo is deemed appropriate, approval by the Public Information Officer of the City is required prior to printing. 11. The term of this agreement shall commence from the date of the execution hereof and continue through December 31, 2007. 12. This agreement shall not be construed so as to create a partnership,joint venture, employment or other agency relationship between the parties hereto. Chamber understands and agrees that the relationship of the Chamber to the City arising out of this agreement shall be that of an independent contractor. It is expressly agreed and understood that the Chamber and the Chamber's officers, employees and agents are not employees of the City and are not entitled to any benefits or insurance provided to employees of the City. 13. If either party violates or breaches any term of this agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek administrative contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party by reason of any default, fails to within fifteen (15) days after notice terminate this agreement. Notwithstanding the foregoing, or anything else to the contrary in this agreement, no action shall be commenced by the Chamber against the City for monetary damages. In the event any legal action is brought by the City for the enforcement of any of the obligations of the Chamber in this agreement and the City is the prevailing party in such action, the City shall also be entitled to recover from the Chamber reasonable interest and reasonable attorney's fees. 14. Notwithstanding any other provision hereof, the City may terminate this agreement at any time upon thirty (30) days prior written notice to the Chamber. In the event this agreement is so terminated, the Chamber shall be paid for services actually performed, and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not in any event exceed the total amount set forth under paragraph 4 above. Additionally, in the event this agreement is so terminated, the Chamber shall immediately cease the expenditure of any funds paid to the Chamber by the City and shall refund to the City any unearned or unexpected funds. 15. To the fullest extent permitted by law, Chamber agrees to indemnify, defend and hold harmless the City, its officers, employees, agents, boards and commissions from and against any and all claims, suits,judgments, costs, attorney's fees, damages or other relief, including but not limited to worker's compensation claims, in any way resulting from or arising out of the performance of this agreement and/or the Subject Services. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City's choosing. The provisions of this paragraph shall survive any expiration and/or termination of this agreement. 16. The Chamber shall provide,pay for and maintain in effect, during the term of this agreement, comprehensive automobile liability insurance covering all owned, non- owned and hired motor vehicles used in connection with the Subject Services with limits of not less than $500,000 per occurrence for damages to persons or property. The Chamber shall also provide, pay for and maintain in effect, during the term of this agreement, worker's compensation insurance in the amounts required under the laws of the State of Illinois. At the request of the City the Chamber shall provide to the City certificates of insurance regarding the insurance required to this paragraph. 17. No official, director, officer, agent or employee of the City shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this agreement. 18. In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. 19. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the City. 20. The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion hereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 21. This Agreement and its exhibits constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof. 22. This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois. 23. The Chamber certifies hereby that it is not barred from bidding on a public contact as a result of a violation of 720 ILCS5/33E et seq. or any similar state or federal statute regarding bid rigging. 24. As a condition of this contract, the Chamber shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request (775 ILCS 5/2-105. 25. All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail,postage prepaid, addressed as follows: As to the City: As to Chamber: City of Elgin Elgin Area Chamber of Commerce 150 Dexter Court 31 S. Grove Avenue Elgin, IL 60120-5555 Elgin, IL 60120 Attention: Sean Stegall Assistant City Manager With a copy to: William A. Cogley, Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120-5555 26. This agreement is and shall be deemed to/construe to be a joint and collective work product of the City and the Chamber and, as such, this agreement shall not be construed against the other party, as the otherwise purported drafter of same, by any court of competent jurisdiction in order to resolve any inconsistency, ambiguity, vagueness or conflict, if any, of the terms and provisions contained herein. 27. This agreement shall be binding on the parties hereto and their respective successors and permitted assigns. This agreement and the obligations herein may not be assigned by the Chamber without the express written consent of the City which consent may be withheld at the sole discretion of the City. IN WITNESS WHEREOF, the undersigned have entered into executed this agreement on the date and year first written above. CITY OF ELGIN, a municipal ELGIN AREA CHAMBER OF COMMERCE Corporation Byt _ _ • By 41,1 City M. .ger Attest: City Clerk Exhibit A Elgin Area Chamber of Commerce Scope of Services 2007 The Chamber shall follow its Years 2005-2008 prioritized four-year strategy focusing on five priorities: Workforce Development, Business Retention & Expansion, Enhancing the Elgin Area, Business Recruitment and Transportation & Development. 1. Workforce Development Initiatives proposed for Year 2007 The Chamber shall: a) Continue as an active participant of the River Valley Investment Development Board (hereinafter referred to as the"Workforce Investment Board (WIB)"), the primary workforce oversight agency of the State of Illinois. b) Continue collecting labor market information; wage, benefit and salary data, and other pertinent data from existing sources. c) Coordinate on Elgin's behalf with county, state and federal workforce agencies. d) In coordination with the WIB Marketing committee, continue the marketing of the Elgin Area workforce and training partners of the"One-Stop" partnership and its"Business Solutions Strategy," providing coordinated services to employers. e) Continue to facilitate the workforce and training requests made by new and existing Elgin employers. f) Use the Workforce Development Committee, to assist in item a)through e). 2. Business Retention & Expansion Initiatives proposed for Year 2007. The Chamber shall: a) Visit a minimum of 25 specific businesses and industries where retention efforts will likely be most productive. b) Conduct no less than three round tables with Elgin employers, to be coordinated with the City. c) Prepare an annual report for 2007 to the City of Elgin in the first quarter of 2008. 3. Enhancing Elgin Initiatives proposed for Year 2007. The Chamber shall: a) Raise a minimum of$45,000, matching the City's commitment of $76,000.(See Item 4 above.) b) Provide staff support, as necessary, to steer the process. c) Extend the Enhancing Elgin Campaign. A proposed Project Schedule for the Enhanced Elgin Campaign is attached hereto as Exhibit B. The tasks for the fourth year of the Enhancing Elgin Campaign shall consist of those tasks in Exhibit B listed in the Months of January 2007 through December 2007. The Chamber shall provide the City a written report regarding the completion of the Enhancing Elgin Campaign on or before January 31, 2008. The Chamber shall also make a presentation to the City Council regarding the Enhancing Elgin Campaign at a time as requested by the City. For the services related to fourth year of the Enhancing Elgin Campaign the City shall pay to the Chamber the lump sum of$76,000 for all fees, costs and expenses related thereto. Such payment shall be made by the City to the Chamber within thirty(30) days of the execution of this agreement. 4. For the Year 2007, The Transportation & Development Committee of the Chamber shall: a) Budget$1,000 for the committee. b) Develop, in conjunction with City staff, a program of work for 2007. 5. Business Recruitment Initiatives proposed for Year 2007. The Chamber Shall: a) Attend three trade shows: The Spring and Fall Chicago shows of the International Council of Shopping Centers (ICSC), The ICSC Spring Convention and the Association of Industrial Real estate Brokers (AIRE)fall event. b) Continue to write and distribute quarterly press releases highlighting Elgin. c) With the Business Recruitment Committee, continue to assist the city staff with retail, commercial and industrial recruitment. d) The Business Recruitment Committee will develop a target industry strategy, focusing on the Retail sector, in conjunctions with city planners. 6. In order to complete item one through five Chamber volunteers will contribute more than 2,000 hours of time, based upon actual hours logged in the years, 2003, 2004, 2005 and 2006. 7. Other Economic Development(ED) activities and reports not specified under the above mentioned committees. The Chamber shall: a) Continue to collaborate with the City of Elgin to develop a strategy for attracting desirable retail businesses to the Randall Road Corridor. This includes, but not limited to, reviewing current marketing data and actively marketing the Randall Corridor to various corporate retail representatives. b) Continue to respond to prospective and existing business inquiries on a daily basis, providing data, information and technical advice regarding business growth and development. c) Continue the maintenance of an Elgin employer database. This database provides the information to produce industrial reports, including a manufacturing list, on any of the eight SIC/NAIC sectors. d) Maintain the building and sites databases for Chamber members and Challenge 21 investors. Continue distributing building and site information for other Elgin properties through a license agreement with Loopnet.com. e) Maintain data on the Elgin market to address prospect requests. Information is maintained on demographics, wage, salary and benefit information, labor information and other data gathering as required. f) Provide technical support to DNA, as requested by Ray Moller, City Economic Development Director. g) Provide additional support to the City staff, including attendance at Development Review Team meetings. h) Continue to provide monthly and quarterly ED reports to City representatives and an annual report to the City Council. i) Maintain formal relationship with the Kane County Economic Advisory Commission and staff. j) Maintain formal relationship with the WIB. k) Represent the City at required DCEO functions. I) Prepare and conduct the annual economic development sessions of the Elgin Leadership Academy. m) Other duties as circumstances require. 8. The Chamber shall facilitate the activities and meetings of the Economic Development Council (EDC)and the Economic Development Advisory Council (EDAC). The Ed staff shall function consistent with the budget provided as Attachment A. ATTACHMENT B Enhancing Elgin Campaign Media Plan for 2007 • ELGIN 2007 FORECAST Media Publkailon Info. n .•Tr'rr'YJ♦nW=EMII June-07 EMESIZE =MMETM October-07 November-07 December-07 Total Daily Herald Kane Pg.,4C approx.2 per month;WebTlle 53,693.82 53,693.82 13,693.82 $3,693.82 13,693.82k.IM $3,693.82 53,314.57 $36,179.70 Kene Coun � •• ComCast Cable Schaumburg/Mt.Prospect/Bartlett(:30) $2,690.00 $2,690.00 $2,690.00 $2,690.00 $2,690.00 " " $2,690.00 $0.00 S24,210.00 r 2(AO)spots anytime W-F SA-10A;2 spots 11.111111111.1 WOO 52,700.00 12,700.00 WO $0.00 $2,700.00 $0.00 $2,700.00 $0.00 So.00 S 10,800.00 anytime W-F 3P-SP L $2,567.00 5700.00 $700.00 $700.00 S700.00 $700.00 _ $700.00 $700.00 3700.00 S700.00 $8,867.00 (:30)31-F 3 spots en-10Ai 410A-31';3 3P-7P; S0.00 S0.00 $0.00 SO.00 S0.00 50.00 $0.00 S0.00 S 13,950.00 $13,950.00 27P-12A - -- .. - .- S".00 $0.00 WOO _ $0.00 woo $5,994.00 • S20,000.00 -- $20,000.00 S0.00 $0.00 $28,950.82 $11,28232 $9,713.62 S8,58232 57.083.82 S10,903.07 $7,083.82 S11,212.32 S7.083.82 017,96457 S120,000.70 2007 BUDGET S120,000.00 r2=231 $120 000.70 MONTH MEDIA SIZE/COLOR 'i 2" '® SIZE/COLOR 1 a 1 ■ SIZE/COLOR1:13:r1.2=111 ---- Y m° 1/2 P0,4C;Web Tile Kane County,Summer Fun Section 3 U693.82 Daily Herald 1/2 Pg.,4C;Web Tile Kane County 2 $3,693.82 SchauConsCast Prospect/Bartlett Bartle Schaumburg/Mt. Cable prospecV6ertlett(:3D) 2'6 per month 12,690.00 ComCast Cable ProspecV Partlett( ) 256 per month $2,690.00 s t 2 A pouts anytime W-F SA- 1 $2,700.00 WQI 0 $0.00 10:;6 2 spots anytime im W3P-Y Bus Advertising 1/2 Pg.,4C 1 S700.00 Rub AdvertW ng 1/2 Pg.,4C 1 5700.00 WLIT o SO.00 WLIT 0 Soso MIIIMMINEMIIMMIIIMEMIIIIMMENINMEM==.1111.1 s, 1/2 Pg.,4C 0 $0.00 y, S0.0o -- Production S0.00 Production S0.00 TOTAL S0.00 TOTAL , $9,783.82 TOTAL $7,083.82 F - --immil Daily Herald 1/2 P0.4c;Web Tile Kane County 2 $3,693.82 OCTOBER Daily Herald 1/2 Pg.,4C;Web Tile Kane County 2 $3,693.82 ComCast Cable Schaumburg/Mt. 256 per month S2.690.00 ComCast Cable Schaumburg/Mt. 256 per month S2,690.00 Prospect/Bartlett(:30) Prospect/Bartlett(30) ---- WGN 0 f0.00 WGN 2(so)spots anytime W-F SA-toA: 1 $2,700.00 -- == 2s.its a Ime W-F3p-BP Bus Advertising 1/2 Pg,4C 1 $700.00 Bus Advertising 1/2 Pg.,4C 1 $700.00 WLIT 0 So.00 WLIT o So.00 - '' 0 -- Production S0.00 Production S0.00 TOTAL So.o0 TOTAL $8,582.32 TOTAL S 11,28232 1 1/2 Pg.,4C;Web Tile Kane 1/2 Po,4C;Web Tile Kane 1/2 Pg.,IC;Web Tile Kane MARCH Daily Herald County 2 53,693.82Nimilm Daily Herald County County 53,693.82 NOVEMBER Daily Herald 1R Pg.,4C;Web Tile Kane County 2 33,693.82 Schaumburg/Mt. Schaumburii/Mt. Schaumbur0/ltt. ComCast Cable Prospect/Bartlett( ) 256 per month 12.690.00 ComCast Cable Prospect/Bartlett(:30) 256 per month $2,690.00 ComCast Cable Prospect/Bartlett(30) 256 per month $2,690.00 WGN a S0.00 r 0' S0.00 $0.00 Bus Advertising $2,567.00 Bus Advertising 1/2 Pg.,4C 1 $700.00 Bus Advertising in Pg.,IC 1 $700.00 WRIT o S0.00 WLIT o S0.00 WLIT o So.00 0 So.00 w .., ,.-. , So.00 $0.00 Production S2o,000.0o Production MMEIMM S0.00 Production IIII $o.o0 TOTAL S28,950.82 TOTAL $7,083.82 TOTAL S7,083.82 I/2 Pp.,4C;web file Kane 1/2 Pp,4C;wee The Kane Dolly Herald Count, 2 53,693.82 Dairy Herald County $3,314.57 DECEMBER Rally Herald 2 $3,31+s7 Schaumburg/Mt Schaumbur9/Mt. ComCast Cable h osoect/6a.tlett( ) 256 per month $2,690.00 ComCast Cable Prospect/Bartlett( ) 256 per month 12,690.00 ComCast Cable $0.00 2(31.0)spots anytime W-F SA WGN 10A;2 spots anytime W-F 1 $2,700.00 WGN2(AO)spots anytime W-F SA- 1 $2,700.0o WGN 0 50.00 8P 10A;2 spots anytime W-F 3P-8P Bus Advertising 1/2 Pg.,4C 1 S700.00 Bus Advertising 1/2 P0,4C 1 $700.00 Bus Advertising 1/2 Pg,4( 1 S700.00 . o $0.00 WLIT o f0.00 WLIT (30)M-F3 spots 6A-IOA 410A- 4 313,950.00 3e 3 3P-7e 2 7P-12A 0IIIMINEIEZEI El•In-Courier News 0 $0.00 Production $0.00 Production S0.00 S0.00 TOTAL S 11,282.32 TOTAL $10,903.07 TOTAL S 17,964.57 Totab S40,233.14 4-Month Totals S36,353.03 Month Totals S43,41453 Grand Total S120'.,70 Prepared by Da 2/7/07 Page 1 ,c4OFF s ��to, City of Elgin Agenda Item No. - _r � February 23, 2007 in n TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager S,er 74(,r j) Raymond H. Moller, Director of Economic Development and Bus iness siness Services SUBJECT: Elgin Area Chamber of Commerce Purchase of Service Agreement for 2007 PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider a Purchase of Service Agreement with the Elgin Area Chamber of Commerce (Chamber)for 2007. RECOMMENDATION It is recommended that the City Council approve the Purchase of Service Agreement with the Elgin Area Chamber of Commerce in the amount of$206,720. BACKGROUND The Elgin Area Chamber of Commerce was chartered in 1908 as the Elgin Commercial Club. Since that time, the Chamber has served the Community with the mission to be "the collective voice of commerce" as it "maintains and improves the economic environment, and provides leadership »for improving the quality p g of life in the Elgin area". The q Y Chamber has a professional staff of 7.5 employees. The adopted 2007 budget for the Elgin Area Chamber is $ 895,762. The City provides direct financial support for economic development activities of the Chamber. The economic development budget for the current year is attached. The Chamber continues to be a vital partner in local economic growth through efforts to retain and expand existing businesses and attract new businesses to the area. Within the 2007 budget, $130,720 was earmarked for the Elgin Area Chamber of Commerce to serve as a partner with the City in addressing Elgin's economic development needs. In addition to funding projects for economic development, $76,000 is budgeted in 2007 for the Enhancing Elgin Marketing Project. An additional $45,000 will be secured for the Image Enhancement project from both Chamber and private resources. PSA with Elgin Area Chamber of Commerce February 23, 2007 Page 2 The Chamber of commerce, working with City staff, proposes that this funding be utilized to support the following programs: 1. Business Retention and Expansion Efforts The Chamber will retain the Business Retention Committee; and continue the strategy of focusing on specific businesses and industries where retention efforts will likely be most productive. 2. Workforce Development Initiative Workforce development initiatives, including labor market analysis, wage and benefit survey, and maintaining the Workforce Development Committee to oversee and coordinate program efforts with other workforce development agencies, such as U-46, Elgin Community College, the Illinois Department of Employment Security, Kane County, and Judson College. 3. Enhancing Elgin Continue implementation of the Enhancing Elgin Marketing Program. Its purpose is to educate regional businesses, regional realtors, various other agencies, and the general public about the positive growth climate and quality of life of Elgin. 4. Transportation and Development Examine new development area within the eastern and western boundaries of the City. The role of the committee is to work with both the City and County to project commercial and industrial growth areas so that transportation and other infrastructure issues can be addressed. 5. Business Recruitment Continue working with prospective new businesses that are interested in relocation to Elgin. The Chamber will be the lead agency in promoting and marketing Elgin in the development community. As business locations within Elgin turn over, the Chamber will work with property owners and the City to develop options for re-use or redevelopment of the site. 6. Other Economic Development Activities a. Respond to daily information requests b. Maintain employer data base c. Maintain building and site data base d. Technical support for Downtown Neighborhood Association e. Regularly meet with City of Elgin staff PSA with Elgin Area Chamber of Commerce February 23, 2007 Page 3 f. Provide monthly and quarterly reports to City Council g. Interact with the Kane County Economic Development Advisory Commissions, World Business Chicago, and other economic development groups and agencies h. Coordinate the activities of the Economic Development staff The funding from the City ($76,000) for the Enhancing Elgin program will end with the 2007 budget allocation. A Purchase of Service Agreement has been drafted by the Elgin Area Chamber of Commerce President and the City staff for City Council consideration. The agreement is designed to establish the public purpose for City support and proves a mechanism for accountability of the Chamber and the Economic Development Council for the use of public funds. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The proposed agreement was drafted in conjunction with the Elgin Area Chamber of Commerce. 71h9NANCIAL IMPACT The cost of the agreement with the Chamber will total $206,720. There are sufficient funds budgeted ($206,720) and available ($206,720) in the Riverboat Fund, Contributions, account number 275-0000-791.80-02 to fund this agreement. Mil/LEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to approve the agreement as drafted. 2. The City Council may choose not to provide support to the Elgin Area Chamber of Commerce. Respectfully submitted for Council consideration. RHM/j r Attachment Elgin Area Chamber of Commerce 2007 Budget Economic Budget Total Development Challenge 21 Membership Special Events 07 Elgin Breakfast Rotary 330 270 - - 600 Elgin County Club 250 250 250 250 1,000 Elgin Hispanic Network - - 63 23 75 IACCE - - 245 105 350 ICSC Associate Membership 60 40 - - 100 Illinois Development Council 210 140 - - 350 Illinois Hispanic Chamber - - 275 - 275 Illinois State Chamber 125 125 125 125 500 International Economic Development Council 261 174 - - 435 Kiwanis Club of Elgin - - 298 128 425 Loop Net 261 174 - - 435 Mid-America Economic Development Council 150 100 - - 250 Mid-West Real Estate 36 24 - - 60 Rotary Club of Elgin 185 333 148 74 740 South Elgin Chamber-Trade 138 - 138 - 275 US Chamber - - 400 - 400 US Hispanic Chamber - - 30D - 300 Other 500 50D - 1,000 Total Dues&Subscriptions Expense 2,745 2,599 2,884 783 9,010 Equipment Lease 101 404 1,010 505 2,020 Office Supplies 550 2,200 5,500 2,750 11,000 Telephone Expense 1,750 1,750 1,750 1,750 7,000 Maintenance Expense 500 2,000 5,000 2,500 10,000 Cleaning Services,Fire, Copier,Post Meter,Window,Carpet,Computer Meetings Expense 1,250 1,250 1,250 1,250 5,000 Newsletter Expense 1,000 1,00D 9,000 9,000 20,000 Professional Development - - - - - Professional Fees Board Retreat(2) 1,000 3,000 1,000 1,000 6,000 Borhart,Speilmeyer(Audit) 1,625 1,625 1,625 1,625 6,500 V.K.P.R. - 875 875 875 875 3,500 Total Professional Fees 3,500 5,500 3,500 3,500 16,000 Promotional Expense Trade Shows . 4,000 3,000 - - 7,000 Marketing 2,000 1,000 5,50D 50D 9,000 Promotional Materials(CD,slip sheets,etc) - - - - - ED Directory Advertising - - - - ED Various Advertising(Site Selection Mag,etc.) - - - - - Membership Marketing - - - - Other - - - Total Promotional Expense 6,000 4,000 5,500 500 16,000 Postage and Shipping Exp 450 1,800 4,500 2,250 9,000 Rent 3,000 3,000 10,000 4,000 20,000 Travel Expense 2,880 2,880 1,080 360 7,200 Misc 500 109 400 1,000 2,000 Total Travel Expense 3,380 2,980 1,480 1,360 9,200 Special Events Expense - - - 68,300 68,300 detail-follows Web Site Development 750 750 750 750 3,000 Other Expense - - - Total Expense 147,189 321,199 171,334 238,040 877,762 Net Ordinary Income (844) (7,074) 122,441 (92,765) 21,758 Other Expense-Depreciation 3,600 900 9,000 4,500 18,000 Net Income (4,444) (7,974) 113,441 (97,264) 3,758 Page 2 of 2 Elgin Area Chamber of Commerce 2007 Budget 2007 Special Events Budget Special Event Income Expense Net Annual Meeting 24,000 15,000 9,000 Business to Business Expo 2,000 100 1,900 Cabin Fever Expo 19,000 7,500 11,500 EARN 800 - 800 FBI 7,200 4,200 3,000 Harvest Gold Expo 8,000 1,500 6,500 Golf Outing 45,000 16,000 29,000 Good Morning Elgin 3,000 1,000 2,000 Hablanos Expanol Expo 9,000 3,500 5,500 Human Resources - - - 14,000 - Leadership Academy14,000 Networking Scramble 2,500 2,000 500 STAR 2,000 - 2,000 Thanksgiving Luncheon 7,000 3,000 4,000 Women's Council - - - Special Events-Other 500 500 - Total Special Event $ 144,000 $ 68,300 $ 75,700 Comparison of 2005 and 2006 Budget 2006 Projections 2006 Budget 2007 Income 922,520 882,839 899,520 Expenses 905,119 879,954 895,762 Net Income $ 17,401 $ 2,885 $ 3,758 Year End Cash Balances for 2004,2005 and 2006 • 2006 Projected 2005 2004(1) $ 231,663 $ 223,845 $ 165,500 (1)Retired debt at year end.January 2005 cash balances increased to$254,865. 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