HomeMy WebLinkAbout09-145 . •
Resolution No. 09-145
RESOLUTION
REPEALING RESOLUTION NO. 09-18 AND AUTHORIZING
EXECUTION OF AN AGREEMENT WITH THE DOWNTOWN NEIGHBORHOOD
ASSOCIATION AND BREAKAWAY EVENT PRODUCTIONS
FOR THE ELGIN CYCLING CLASSIC RACE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Resolution No. 09-18 adopted on January 28,2009 be and is hereby repealed.
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS,that Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby
authorized and directed to execute an agreement on behalf of the City of Elgin with the Downtown
Neighborhood Association and Breakaway Event Productions for the Elgin Cycling Classic Race,a
copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: June 10,2009
Adopted: June 10,2009
Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
5/28/09
AGREEMENT
ELGIN CYCLING CLASSIC
THIS AGREEMENT is hereby made and entered into this jr' day of "SliN-, 2009,
by and between the City of Elgin, Illinois, a municipal corporation, (hereinafter referred to as
"City") and Breakaway Event Productions, LLC, a Wisconsin Limited Liability Company and
the Downtown Neighborhood Association, an Illinois corporation.
WHEREAS, the Downtown Neighborhood Association (hereinafter referred to as
"DNA"), of 2 Douglas Avenue, Elgin, Kane County, Illinois has requested an event of the
International Cycling Classic (hereinafter called "Stage") to promote cycling in the community,
attract visitors and stimulate economic activity in the downtown; and
WHEREAS, the DNA is desirous of serving as the Local Organizing Committee and in
its role as the Local Organizing Committee, shall work with an event producer to promote this
Stage of the International Cycling Classic; and
WHEREAS, Breakaway Event Productions, LLC producers of the International Cycling
Classic, of 400 E. Silver Spring Drive, Suite 202, Milwaukee, Wisconsin (hereinafter referred to
as "BEP") pursuant to DNA's request is desirous of producing a Stage in downtown Elgin,
Illinois on behalf of DNA; and
WHEREAS, pursuant to BEP's willingness to produce a Stage of the International
Cycling Classic in downtown Elgin,the DNA has proposed special events to the City in the form
of a Stage of the International Cycling Classic also to be known as the Elgin Cycling Classic in
2009 on July 12, 2009, and in 2010 and 2011 on the first Sunday of the International Cycling
Classic Series in 2010 and 2011, to be conducted in part in the downtown area of the City
(hereinafter referred to as the "Subject Special Events"); and
WHEREAS,DNA has requested that the City co-sponsor the Subject Special Events; and
WHEREAS, the City has determined that the Subject Special Events will attract
additional interest in the downtown area of the City and will assist in promoting further
redevelopment of the city; and
WHEREAS, Elgin Municipal Code Chapter 13.25 provides for co-sponsorship of special
events as set forth in the City of Elgin Special Event Co-sponsorship Guidelines; and
WHEREAS, the City's City Council has further determined that it is in the best interests
of the City to co-sponsor the Subject Special Events with the DNA in accordance with the terms
and conditions of this Co-sponsorship Agreement; and
WHEREAS, the City is a home rule municipality as defined in Article VII Section 6a of
the 1970 Constitution of the State of Illinois; and
WHEREAS, a home rule unit may exercise any power and perform any function
pertaining to its government and affairs; and
WHEREAS, the co-sponsorship of the Subject Special Events and promoting the further
interest in redevelopment of the City's downtown area pertains to the government and affairs of
the City.
WHEREAS, the City, DNA and BEP have each determined it to be in their best interests
to conduct the Subject Special Events within the City.
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. The foregoing recitals are hereby incorporated into this agreement in their entirety.
2. BEP agrees and confirms that the DNA has been awarded a Stage of the International
Cycling Classic to be held in the City of Elgin, Illinois on Sunday, July 12, 2009 from
9:00 a.m. to 9:00 p.m., and on the first Sunday of the International Cycling Classic Series
conducted in 2010 and 2011, from 9:00 a.m. to 9:00 p.m. Setup for each of the events
shall commence no later than 6:00 a.m. BEP shall advise the City and DNA of the
specific dates for the Subject Special Event in 2010 and 2011 no later than February 1,
2010 for the Subject Special Event in 2010 and no later than February 1, 2011 for the
Subject Special Event in 2011. The specific dates for the Subject Special Events in 2010
and 2011 shall be subject to the City's approval, which approval shall not be
unreasonably withheld.
3. BEP shall provide whatever consultation and/or advice possible to the DNA to facilitate
the successful implementation of this agreement. Such contributions shall include, but
shall not be limited to, creative marketing, technical and planning expertise, as well as
installation,administration, and logistics services.
4. BEP shall provide the logistical infrastructure of the Subject Special Events, including,
promoting and marketing the overall event series, securing United States Cycling
Association officials, obtaining permits and coordination with applicable governing sport
bodies including USA Cycling, course equipment and set-up, all race-related support
services, securing contestants event prizes and medical services.
5. The DNA shall provide services related to management of the Subject Special Events,
including but not limited to, local promotion and marketing, securing sponsors, on-site
management and organization, coordination of volunteers, trash removal, race site clean
up, street closure notices, and staff management reasonably necessary and to the best of
its ability to conduct the Subject Special Events which shall occur on July 12, 2009, and
in 2010 and 2011 on the first Sunday of the International Cycling Classic Services
conducted in 2010 and 2011.
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6. The Subject Special Events shall proceed pursuant to the route that is attached hereto as
Attachment A.
7. The DNA shall apply for and obtain special event permits for each of the Subject Special
Events as provided for under Elgin Municipal Code Chapter 13.25. The DNA shall be
solely responsible for the fees and costs identified in Elgin Municipal Code
Chapter 13.25 entitled "Special Events in Public Places".
8. A. The City, in consideration of BEP's production of the Subject Special
Events, shall provide payment to BEP in the amount of$35,000 for the Subject Special
Event in 2009, $27,500 for the Subject Special Event in 2010 and $27,500 for the Subject
Special Event in 2011 for total payments from the City to BEP of $90,000. The
payments from the City to BEP for each of the three Subject Special Events shall be paid
by the City to BEP in installments. The first installment in the amount of$15,000 for the
July 12, 2009 Subject Special Event has already been previously advanced by the City to
BEP. The second installment in the amount of $5,000 for the July 12, 2009 Special
Event shall be paid within fourteen (14) days of the execution of this Agreement. The
third installment in the amount of$15,000 for the July 12, 2009 Subject Special Event
shall be paid by the City to BEP no later than July 12, 2009. The first installments in the
amount of$13,750 for the 2010 and 2011 Subject Special Events shall be paid by the
City to BEP no later than March 1, in 2010 and 2011. The second installments in the
amount of$13,750 for the 2010 and 2011 Subject Special Events shall be paid by the
City to BEP no later than the dates of the Subject Special Events in 2010 and 2011.
B. The City, in consideration of DNA's role in managing and coordinating
the Subject Special Events, shall provide payment to DNA in the amount of$5,000 for
each of the three Subject Special Events for total payments from the City to DNA of
$15,000. The $5,000 payment for the July 12, 2009 Subject Special Event shall be paid
by the City to DNA no later than July 12, 2009. The $5,000 payments for the 2010 and
2011 Subject Special Events shall be paid by the City to DNA no later than the dates of
the Subject Special Events in 2010 and 2011.
9. The City at its expense shall provide street closure barricades, port-o-lets, hand washing
units, police, street sweeping, traffic rerouting and no parking signs for the Subject
Special Events as appropriate in City's sole discretion.
10. In conjunction with the Subject Special Events permit applications the DNA shall submit
to the City a security plan to be approved by the City's Chief of Police with an
acknowledgment that any changes to the security plan must be submitted to the Chief of
Police in writing five (5) business days before each of the Subject Special Events. The
number of police officers and the duration of the special police detail for the Subject
Special Events shall be determined by the City's Chief of Police.
11. The DNA shall employ reasonable efforts to secure event sponsorships to provide
additional funding for the Subject Special Events. DNA shall use its best efforts to
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conduct fund raising to defray expenses of whatsoever nature associated with or arising
out of the Subject Special Events. DNA agrees to report all revenues and final expense
costs to the City immediately following, and no more than thirty (30) days after, the
Subject Special Events through a final budget. In the event there is a surplus of funds
(total revenues minus total expenses excluding in-kind contributions); the City shall be
reimbursed a maximum of$15,000 for each of the three Subject Special Events within 30
days after each of the Subject Special Events.
12. The DNA shall at its expense respond to all inquiries from the Subject Special Events
participants.
13. The DNA shall at its expense provide for all volunteer marshals for the Subject Special
Events.
14. The DNA shall at its expense provide for all reasonably necessary organization and
conduct for the Subject Special Events except as otherwise specifically provided herein,
including but not limited to hospitality services and exhibit areas provided in conjunction
with the Subject Special Events.
15. The DNA shall at its expense provide up to ten(10)hotel rooms and accommodations as
necessary for event officials, BEP, its employees, agents and volunteers for each of the
Subject Special Events. BEP must request said hotel rooms, including the number of
rooms being requested, at least thirty (30) in advance of each of the Subject Special
Events.
16. The DNA shall at its expense provide two (2) meals for approximately forty-five (45)
race staff and officials on the day of each of the Subject Special Events.
17. The DNA shall at its expense provide 300 bottles of water on the day of each of the
Subject Special Events.
18. The DNA at its expense shall publicize the location of all major parking areas in all of its
advertisements, flyers and posters regarding the Subject Special Events.
19. DNA at its expense shall solely be responsible for conducting and cleaning-up of the
refuse generated from the Subject Special Events. Any costs associated to the clean-up
after the Subject Special Events the City should incur shall be billed to DNA.
20. BEP at its expense shall be solely responsible for all prize monies associated with the
Subject Special Events. DNA shall provide $2,000 in cash for the prizes for each of the
Subject Special Events.
21. In the event that DNA decides to conduct a U-23 race in conjunction with the Subject
Special Events, the DNA at its expense shall be solely responsible for all prize monies
associated for said U-23 races.
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22. The DNA shall be solely and strictly liable for the acts of its volunteers, officers and
employees and DNA to the fullest extent permitted by law shall 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
arising out of or in any way connected with the Subject Special Events or any acts or
omissions of the DNA, its agents, volunteers or employees. Nothing herein shall
diminish or obviate the DNA duty to defend the City. In the event of any action against
the City or 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
termination,completion and/or expiration of this Agreement.
23. BEP shall be solely and strictly liable for the acts of its volunteers, officers and
employees and BEP to the fullest extent permitted by law shall 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
arising out of or in any way connected with the Subject Special Events or any acts or
omissions of the BEP, its agents, volunteers or employees. Nothing herein shall diminish
or obviate the BEP duty to defend the City. In the event of any action against the City or
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 termination,
completion and/or expiration of this Agreement.
24. The DNA shall recognize the City as a sponsor of Subject Special Events 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 this acknowledgment shall be provided to the City for its prior
approval. A logo provided by the City shall be used for this purpose.
25. BEP at its expense shall provide each the City and DNA with a certificate of general
liability insurance for each of the Subject Special Events naming the City and DNA 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 and
DNA.
26. DNA at its expense shall provide each the City and BEP with a certificate of general
liability insurance for each of the Subject Special Events naming the City and BEP 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
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($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 and
BEP.
27. This agreement or any part thereof will not be assigned or transferred by DNA or BEP to
any person, firm, corporation, or partnership.
28. This agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties.
29. The failure of any 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.
30. 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.
31. In the event BEP breaches this agreement or any material term or provision thereof, BEP
shall refund any funds paid by City to BEP upon 30 days written notice. BEP 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 BEP breach of this agreement.
32. A. Notwithstanding anything else to the contrary in this Agreement, the
parties understand and agree that the fiscal year of the City is the 12 month period ending
December 31 of each year. The obligations of the City under any contract for any fiscal
year are subject to and contingent upon the appropriation of funds sufficient to discharge
the obligations which accrue in that fiscal year and authorization to spend such funds for
the purposes of the contract. 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, then this Agreement shall terminate as of the last day of the
preceding year, or when such appropriated and authorized funds are exhausted,
whichever is later, without liability to the City for damages, penalties or other charges or
any other relief whatsoever on account of such termination.
B. In the event sufficient funds are not appropriated and authorized by the
City for the 2010 and/or 2011 Subject Special Events and this Agreement is thereby
terminated pursuant to the preceding Section 32A hereof, the City will provide BEP and
DNA written notice thereof on or before January 15,2010 and/or January 15,2011.
C. In the event sufficient funds are not appropriated and authorized by the
City for the 2010 and/or 2011 Subject Special Events and this Agreement is thereby
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terminated pursuant to the preceding Section 32A hereof,the City agrees not to otherwise
sponsor or co-sponsor a different bike race in the City of Elgin in 2010 or 2011, including
but not limited to an ABR or USA cycling event. For the purpose of this section, the
City's sponsoring or co-sponsoring of a different bike race shall mean the City providing
monetary financial assistance to a third party entity other than BEP to conduct a bike race
in the City of Elgin in 2010 or 2011.
D. In the event sufficient funds are not appropriated and authorized by the
City for the 2010 and/or 2011 Subject Special Events and this Agreement is thereby
terminated pursuant to preceding Section 32A hereof, DNA agrees not to otherwise
sponsor or co-sponsor a different bike race in the City of Elgin in 2010 or 2011,including
but not limited to an ABR or USA cycling event. For the purpose of this section, DNA
sponsoring or co-sponsoring of a different bike race shall mean DNA providing monetary
financial assistance to a third party entity other than BEP to conduct a bike race in the
City of Elgin in 2010 or 2011.
33. 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.
Notwithstanding anything to the contrary in this agreement, with the sole exception of the
monies the City has agreed to pay to BEP and DNA pursuant to Section 8 hereof, no
action shall be commenced by either BEP or DNA against the City for monetary
damages.
34. 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.
35. This agreement is the sole agreement between the parties hereto. There are no other
agreement.agreements, either written or oral, which modify or affect the terms of this
This agreement shall not be modified or amended without the written agreement of the
parties hereto.
36. Time is of the essence of this agreement.
37. All notices and other communications to be an given hereunder bypartyto the other
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parties shall be in writingand sent bypersonal delivery, overnight courier with evidence
rY �
of receipt, or certified or registered mail, return receipt requested, postage prepaid,
addressed:
If to the City:
City of Elgin
150 Dexter Court
Elgin,IL 60120
Attention: City Manager
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•
With a Copy to:
City of Elgin
150 Dexter Court
Elgin,IL 60120
Attention: Corporation Counsel
If to BEP:
Breakaway Event Productions
400 E. Silver Spring Drive
P g
Suite 202
Milwaukee,WI 53217
Attention: Michael Garrison
If to DNA:
Downtown Neighborhood Association
2 Douglas Avenue
Elgin, IL 60120
i Attent on: Tonya Hudson
or at such other address as the parties may designate to the other parties by written notice
in the manner herein provided. Any such notices or election shall be effective upon
delivery, if personally delivered, one day after delivery if by overnight courier, or two
days after depositing same in the United States mails.
38. This agreement may be executed in any number of counter-parts, each of which counter-
part, when executed and delivered, shall be deemed to be an original and all of the
counter-parts taken together, shall constitute one in the same instrument. Facsimile
signatures or electronic signatures shall be sufficient for the purposes of executing this
agreement.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS THEREOF, the parties hereto have entered into and executed this agreement as of
the date and year first written above.
CITY OF ELGIN DOWNTOWN NEIGHB RHOOD
ASSOC ON
By �� B
City Man er Its.x e
Attest:
City Clerk
BREAKAWAY EVENT PRODUCTIONS,
LLC
By
Its 1 ; b>r
F:\Legal Dept\Agrecmcnt\Cycling Classic 2009-clean-5-28-09.doc
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ATTACHMENT A
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,`•4 of E4�'' Memorandum
City of Elgin
`*,�p'•..,., ,,:rye t
Date: June 19, 2009
To: Mary Giffort, Paralegal
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 09-145, Adopted at the June 10, 2009, Council Meeting
Enclosed you will find the agreement listed below. Please retain a copy for your records. If you
have any questions please feel free to contact our office 847-931-5660 and we will do our best to
assist you. Thank you.
• Resolution 09-145 Adopted Repealing Resolution No. 09-18 and Authorizing Execution
of an Agreement with the Downtown Neighborhood Association and Breakaway Event
Productions for the Elgin Cycling Classic Race