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HomeMy WebLinkAbout23-0403 Fox Trot Co-Sponsor Lions ClubSPECIAL EVENT CO-SPONSORSHIP AGREEMENT THIS AGREEMENT is hereby made and entered into this _3rd_ day of _April_, 2023_, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City") and Elgin Lions Club Foundation an Illinois not -for -profit_ (hereinafter referred to as the "Co -Sponsor"). WHEREAS, the City and Co -Sponsor have each determined it to be in their best interests to enter into an agreement by which each party hereto shall provide co-sponsorship for a special event commonly known as The Elgin Valley Fox Trot to be conducted on June 4, 2023 in an area comprised of 300 Grove Avenue, Elgin, IL, 60120 (hereinafter referred to as "Event"); and WHEREAS, Elgin Municipal Code Chapter 13.25 provides for the co-sponsorship of Special Events between the City and certain organizations; and WHEREAS, the City has determined that the Event will benefit the residents of the City of Elgin, and will attract additional interest in and assist in promoting the City of Elgin; and WHEREAS, the City's City Council has further determined that it is in the best interests of the City to co-sponsor the Event with Co -Sponsor 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 Event pertains to the government and affairs of the City. 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. The foregoing recitals are hereby incorporated into this Agreement in their entirety. 2. The Co -Sponsor shall conduct the Event and provide any related activities or services as described in and pursuant to Co -Sponsors "Special Event Co -Sponsorship Application" attached hereto and made a part hereof as Exhibit A (the activities associated with conducting the Event, including terms, conditions, dates and times, and location, are hereinafter referred to as the "Event Activities"). In the event of any conflict between the provisions of this Agreement and the provisions in Exhibit A hereto, the provisions of this Agreement shall control. The Co -Sponsor represents and warrants that the Co -Sponsor has the skills, knowledge, and resources necessary to conduct the Event and the Event Activities provided for in Exhibit A in a reasonable and workmanlike manner, and that the Event Activities set forth in Exhibit Aare 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. 3. The City agrees to award to Co -Sponsor support and funding having value in a total amount not to exceed _$15,000 (hereinafter the "Award"). Two-thirds (2/3) of the Award, said amount representing a value of $10,000 shall be in the form of in -kind support services (e.g., police, fire, public works clean-up and trash removal, etc.) from the City, and one- third (1/3) of the Award, said amount being $5,000 , shall be in the form of direct Event funding in matching funds. The foregoing notwithstanding, the parties understand and agree that the amount of the Award shall in no event exceed fifty percent (50%) of the total estimated cost of the Event. 4. This Agreement shall commence and be effective from the date of execution hereof by both parties hereto, and continue through the completion of the Event in accordance with Exhibit A and the submission of the final report by Co -Sponsor unless sooner otherwise terminated as provided for herein. 5. In connection with any Event Activities to be performed on other than City -owned properties, Co -Sponsor warrants and agrees to maintain all facilities and equipment used in the performance of this Agreement in a clean, sanitary, and safe condition and free from defects of every kind whatsoever. Co -Sponsor agrees and warrants that Co -Sponsor will periodically inspect all such facilities and equipment for such purposes. Co -Sponsor also warrants that Co -Sponsor and Co-Sponsor's facilities and equipment used in the performing of this Agreement 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 performance of this Agreement on properties owned or controlled by the City, Co -Sponsor agrees and warrants to use, and to cause persons acting on Co-Sponsor's behalf, 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 City. 6. The Co -Sponsor shall comply with all of the requirements, terms and conditions of the City's Special Event Co -Sponsorship Program and Chapter 13.25 of the Elgin Municipal Code. The Co -Sponsor shall apply the money to be paid by the City to the Co -Sponsor pursuant to the preceding paragraph hereof solely to fund the Event and Event Activities identified in Exhibit A and no funds from the grant provided pursuant to this Agreement shall be used by the Co -Sponsor for operating expenses or for any purchase of permanent equipment, capital improvements, construction, or for the payment of any previous year's deficit. 7. Co -Sponsor shall assume all expenses designated as the responsibility of Co - Sponsor as are included in Exhibit A and outlined in the proposed budget submitted by Co -Sponsor relative to the Event. 8. Co -Sponsor will be the sole solicitor for sponsors of the Event, and will retain all sponsorship money received. 2 9. Co -Sponsor shall complete, maintain, and submit to the Assistant to the City Manager of the City any and all records, reports, and forms relating to the services and activities in this Agreement as requested by the City. Without limiting the foregoing, the parties further agree as follows: A. Co -Sponsor shall provide a budget to the City which shall reflect the projected income and expenses related to this Event. Such budget shall also reflect the projected distribution of funds received by the City pursuant to this Agreement. The budget shall be submitted to the Assistant to the City Manager prior to any payment or provision of in -kind services by the City. B. The City shall be entitled to review all accounting records of Co -Sponsor related to this Event and the use of funds paid by the City to the Co -Sponsor pursuant to this Agreement upon 72 hours advance notice from the City. C. The Co -Sponsor shall provide a project schedule setting forth all significant milestones and deadlines for the completion of the same relating to the conducting of the Event. Co -Sponsor shall adhere to and comply with the project schedule provided to the City. Co -Sponsor shall communicate to the City and provide a progress report upon the completion of a milestone, and shall provide further updates to the City with respect to progress on milestones and deadlines upon request. Co-Sponsor's failure to meet the deadline provided in the project schedule for a milestone shall be grounds for the cancellation, termination, or suspension, in whole or in part, of this Agreement by the City. D. Within sixty (60) days following the completion of the Event, the Co -Sponsor shall complete and submit to the City a final report in a form as required by the City. 10. In the event this Agreement is terminated, or in the event the Event for which the City funds provided herein are to be applied is discontinued for any reason, the Co -Sponsor shall refund to the City any funds that had been provided to Co -Sponsor, and shall reimburse the City the fair value of any in -kind services provided by the City, within sixty (60) days of the date of termination or the scheduled date of the Event, whichever is sooner. 11. Co -Sponsor agrees and warrants that notwithstanding any other provision of this Agreement that in connection with the performance of and/or the providing of services pursuant to this Agreement that Co -Sponsor shall comply with all applicable federal, state, city, and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, Co -Sponsor hereby certifies, represents, and warrants to the City that all of Co-Sponsor's employees and/or agents who will be performing and/or providing services with respect to this Agreement shall be legally authorized to work in the United States. Co -Sponsor shall also at its expense secure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful performance of this Agreement. Co -Sponsor shall also perform this Agreement. The City shall have the right to audit any records in the possession or control of Co -Sponsor to determine Co-Sponsor's compliance with the provisions 3 of this Agreement. In the event the City proceeds with such an audit, Co -Sponsor shall make available to the City Co-Sponsor's relevant records at no cost to the City and at Co-Sponsor's sole expense. 12. The. City of Elgin shall be recognized as a co-sponsor of the Event 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 Event which may be provided by Co -Sponsor. 13. In all printed materials in which a City seal or logo is deemed appropriate, approval by the Assistant to the City Manager of the City is required prior to printing. 14. This Agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. It is expressly agreed and understood that Co -Sponsor and Co-Sponsor's officers, employees and agents are not employees or agents of the City and are not entitled to any benefits or insurance provided to employees of the City. 15. If the Co -Sponsor violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the City shall have the right to seek such administrative, contractual, or legal remedies as may be suitable to the violation or breach; and, in addition, if Co -Sponsor by reason of any default, fails to within fifteen (15) days after notice thereof by the City to comply with the conditions of the Agreement, the City may terminate this Agreement. If the City violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and in the event the City, within fifteen (15) days after notice thereof by the Co -Sponsor demanding compliance, fails to comply with the terms and conditions of this Agreement, the Co -Sponsor, as its sole and exclusive remedy, may terminate this Agreement. Notwithstanding anything to the contrary in this Agreement or by implication or estoppel, with the sole exception of the money the City has agreed to pay the Co -Sponsor pursuant to paragraph 3 hereof, no action shall be commenced by the Co -Sponsor, any related agents, persons or entities, and/or any of their successors and/or assigns, 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 Co -Sponsor in this Agreement and the City is the prevailing party in such action, the City shall also be entitled to recover from the Co -Sponsor interest at the rate of nine percent (9%) per annum, plus attorney's fees at the rate of Two Hundred Fifty Dollars ($250.00) per hour, which Co -Sponsor agrees to be reasonable. Co -Sponsor hereby further waives any and all claims or rights to interest which it claims it may otherwise be entitled to pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 50111, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1 , et seq.), as amended. The parties hereto further agree that any action by the Co -Sponsor arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time barred. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 16. Notwithstanding any other provision hereof, the City may terminate this Agreement at any time upon thirty (30) days prior written notice to Co -Sponsor, without penalty and in its sole discretion. In the event this Agreement is so terminated, the Co -Sponsor shall only be paid C! for services and activities actually performed, and reimbursable expenses actually incurred prior to termination, except that any such reimbursement shall not, in any event, exceed the total amount set forth in paragraph 3 above. Additionally, in the event this Agreement is so terminated, the Co - Sponsor shall immediately cease the expenditure of any funds paid to the Co -Sponsor by the City and shall refund to the City any unearned or unexpended funds. 17. Pursuant to the provisions of Elgin Municipal Code Section 13.25.090, Co -Sponsor shall be solely and strictly liable for the acts of its volunteers, officers and employees. To the fullest extent permitted by law, Co -Sponsor 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 negligent actions or omissions of Co -Sponsor in connection herewith, including negligence or omissions or agents of Co -Sponsor arising out of the performance of this Agreement. 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 section shall survive any expiration, completion and/or termination of this Agreement. 18. Co -Sponsor shall provide, without cost to the City, the insurance required pursuant to Elgin Municipal Code Section 13.25.070. Co -Sponsor shall provide the City Manager's Office with a certificate of general liability insurance naming the City as a primary, non-contributory co- insured 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. Such insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the City. There shall be no endorsement or modification of such insurance to make it excess over other available insurance; alternatively, if such insurance states that it is excess or pro rata, it shall be endorsed to be primary with respect to the City. Co - Sponsor 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 services with limits of not less than $500,000 per occurrence for damages to persons or property. Co -Sponsor shall also provide, pay for, and maintain in effect, during the term of this Agreement, worker's compensation insurance in amounts required under the laws of the State of Illinois. At the request of the City Co -Sponsor shall provide to the City certificates of insurance regarding the insurance required in this paragraph. 19. Co -Sponsor shall reimburse and be liable to the City for any injury or damage to any City -owned property arising out of or in connection with or resulting from the Event. Co - Sponsor shall provide all payments provided for herein to City within thirty (30) days of written demand for payment by City. 20. Co -Sponsor at its sole cost shall apply for and obtain all necessary permits, except as may be otherwise agreed in writing by the City. 5 21. It is agreed and understood by the parties hereto that the police, fire, and public works services that may be provided by the City pursuant to the terms of this Agreement are general service only and that no special duties or obligations are intended, nor shall be deemed or construed to be created by this Agreement. It is further agreed and understood that this Agreement is not intended to, nor shall it be construed to alter, limit or constitute a waiver of any of the civil immunities afforded the City and/or its officials, officers, employees and/or agents pursuant to the Local Governmental and Governmental Employees Tort Immunity Act at 745 ILCS 10/1-101, et seq., as amended, or as otherwise provided by law, including, but not limited to, the Emergency Telephone System Act at 50 ILCS 750/0.01, et seq., as amended, and the Emergency Medical Services System Act at 210 ILCS 50/1, et seq. (the "Acts"), it being agreed that all the civil immunities, as set forth in such Acts, as amended, and/or as otherwise provided by law, shall fully apply to any claims asserted or which may be asserted against the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any actions of the parties pursuant to this Agreement. Without limiting the foregoing, it is further agreed and understood that the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any actions of the parties pursuant to this Agreement shall not be liable to any other person or entity for failure to provide adequate police protection or service, fire protection or service, rescue or emergency service, failure to suppress or contain a fire, failure to provide or maintain sufficient personnel, equipment or other fire protection facilities, failure to prevent the commission of crimes, failure to detect or solve crimes or the failure to identify or apprehend criminals, and/or for any act and/or omission in connection with the developing, adopting, operating or implementing any plan or system relating to the City's and/or Co-Sponsor's duties pursuant to this Agreement. Notwithstanding anything to the contrary in this Agreement, it is agreed and understood that no third party beneficiaries are intended or shall be construed to be created by the provisions of this Agreement, and it is the intention of the parties hereto that no action may be commenced by any person or entity against the City and/or its officials, officers, employees, agents, and/or other related persons or entity, for monetary damages for any alleged breach or failure to provide the services described in this Agreement. The provisions of this paragraph shall survive any expiration and/or termination of this Agreement. 22. 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. 23. 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, sexual preference, color, creed, national origin, marital status, or 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. 24. 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, sexual preference, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap, and Co - Con Sponsor shall comply with all laws, acts, and ordinances of the United States, the State of Illinois, and the City of Elgin relating thereto. Co -Sponsor further agrees to use its best efforts to ensure that the Event is accessible to persons with disabilities. 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. 25. The terms and provisions of this Agreement shall be severable. The parties intend and agree that, if any paragraph, sub -paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 26. This Agreement and its exhibits constitute 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 parry 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. 27. 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. 28. As a condition of this contract, Co -Sponsor 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). 29. As a condition of this Agreement, Co -Sponsor shall have in place a written substance abuse prevention program which meets or exceeds the program requirements in the 7 Substance Abuse Prevention Public Works Act at 820 ILCS 265/1, et seq. A copy of such policy shall be provided to the City prior to the entry and execution of this Agreement. 30. 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 Co -Sponsor City Manager ax a OAW � 4-1 . City of Elgin F-N�+ r' 1�%a r'% 150 Dexter Court a x `2-7 1. Elgin, IL 60120-5555 �1�,� .7-1 LL, 4a 0 1 Z 1 With a copy to: Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120-5555 31. Notwithstanding anything to the contrary in this Agreement, no action shall be commenced by Co -Sponsor, any related persons or entities, and/or any of their successors and/or assigns, against the City for monetary damages and the City shall not be liable for any such monetary damages. The provisions of this section shall survive any expiration, completion and/or termination of this Agreement. 32. This Agreement is and shall be deemed to construe to be a joint and collective work product of the City and Co -Sponsor 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. 33. 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 Co -Sponsor without the express written consent of the City which consent may be withheld at the sole discretion of the City. SIGNATURE PAGE FOLLOWS IN WITNESS WHEREOF, the undersigned have entered into executed this Agreement on the date and year first written above. CITY OF ELGIN CO-SPONSOR By City Manager Its Attest: Attest: U V'z�~ A�"- City Clerk Legal Dept\Agreement\Agr-Special Event Co-Sponsorship-Form-2-1-21doex 0 EXHIBIT A SPECIAL EVENT CO-SPONSORSHIP APPLICATION APPLICATION: SECTION 1-BASIC INFORMATION Applicant Name: Tim Williams Applicant Organization: Kenyon Farm Runners Title of Event: The Elgin Valley Fox Trot Date(s) of Event: June 4, 2023 Location of Event: 300 Grove Avenue, Elgin 60120 Two Line Description of the Event: The Elgin Valley Fox Trot is 10 a miles and 5K_race held each yearin Elgin (this will. be.the 461 consecutive running_of this popular community event). Total Amount Requested: $13,155 Address of Applicant: 38WO46 Heatherfield Dr. Elgin. IL 60124 Telephone: 847-477-9910 Email Address: slopoke3Qhotmaii.com Are you using a fiscal agent? If so, list that organization here: Elgin Lions Club Foundation rA ELGIN YRLL FUX TROT Elgin Valley Fox Trot 38WO46 Heatherfield Drive Elgin, Illinois 60124 eleinfoxtrotParnail.com 847-477-9910 March 3, 2023 Ms. Amanda Harris Director Cultural Arts & Special Events The City OF Elgin 100 Symphony Way Elgin, IL 60120-5570 SUBJECT: CO-SPONSORSHIP REQUEST...... ELGIN VALLEY FOX TROT Dear Amanda: Attached is the Application and corresponding documents requesting your consideration of the City of Elgin's Co - Sponsorship of the 46th annual Elgin Valley Fox Trot 10 Mile and 5K Races which will be held on June 4, 2023. This will be the 461h running of the Elgin Valley Fox Trot which, until 2019, was coordinated and funded entirely by the City of Elgin. Since 2020 The Kenyon Farm Runners, in coordination with the Elgin Lions Club, has been staging the event with the primary objectives of keeping the tradition of this well-known Elgin community event alive and raising funds for several (nine) Elgin non -profits. The City has been a key sponsor of the event since its inception and has helped to make the Elgin Valley Fox Trot an extremely strong brand, shining a bright favorable light on Elgin as a great place to live and do business. With your continued support, we believe the 461h Elgin Valley Fox Trot will be a huge success. Your Co -Sponsorship will have a profound impact on the participating non -profits which receive funding from the proceeds of this event. As we do with all our sponsors, we will offer the City recognition and other opportunities/benefits at the event and the festivities per the City's approval. Thank you very much for your consideration and assistance. Regards, Tim Williams & the Elgin Valley Fox Trot Team www.Elginfoxtrot.o. AMENOWL jWU oza e�raa vau�r FOX TROT 46th Elgin valley Fox Trot, June 5, 2023 Volunteer/Non-profit Organizations Group names --all 501Ici3: Boys & Girls Club of Elgin; Elizabeth Moe -Garcia; egarcia@becelgin.org; 630-673-3745 Erin Lions Club; bonklein52@gmail.com; 224-325-2705 Kiwanis Club of Elkin; Rick Poulton; rpoulton@prodigy.net; 847-977-4541 AID Elgin; Angela Cudmore; acudmore@aidcares.org Elgin Salvation Army; Rick Reigner; Richard.Reigner@usc.salvationarmy.org; 847- 802-2970 Walk to End Alzheimer's; Vicki Montgomery; Vmontgomery36@gmail.com; 847- 420-8393 Elgin Public Museum- Sharry Blazier; blazier_s@cityofelgin.org; 224-605-4916 Cal's Angels; Anna Culver; anna@calsangels.org; 630-292-4729 Friends of the Fox River; Gary Swick; greenswick@gmail.com; 815-370-0026 YEAROF2022 VXAR OF 2022 SECRETARY OF STATE JE WMTE PAM t MMMstlarem 4-1-M STATE OF IIJ.MON COMPMAnM Muir mm rais 11s Guaral i'Eot liar hnfbtCvpormm Act N 680M5.2 Il LAM ACQ PWgA1.TY OF fl ANNUAL avow ""'a'TBmARl�p -Rw. 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Maus sm ftth the =am m d sd&mmof all than asd ditraxoss of the axrlparatian as of the dale of IIAM013 COWORATIONS '1 W NAVE AT LEAST TUM (9) DIREL'TO=i If Ihm are l afikm aed/ar am lieu Mma dkeadoM you molt attach a last m this spoor some Ibm an other RaM94 ilWj) ad a ce). Ptassa wtise Lho ft a>ttabes as a[I alladmeaL 06-17-14 KAM COUNTY — IEam 6. P1e tnaait On Wcpmft boar whmae laftoW is mpmato the WOMBS qmfim (a) is this aorpom4an s CONDOMDUM Amodiadm as dished mtdsr the COmbMinkm Prapmty Adz (b) b this otfrpat d0D a COOMM&IM ROUMG CODPORATON ddbgd is Sc*m 216 of the Iasernai Revena Code of 19547 (0) Is fis cRgXo m a H0lMV l'#UM ASSOMTWN wbm* admvzmn a Comm lit Ooamuoity as ddlm d In Suhas tkm (c) of Swdm 9.102 of the Code at Cavil Ptocc&ft! Item 7. Pkm cmph to this h m. Iaao L TIM RVOIrr MIST BE SWAM BY A DULY AUTBORI2ED OFR= OF THE COBMRA7WNi R5M type ar prior the tmnc sad lftle of the aMw dp ng this Impm as "a as the aft a(dawn - - R=ACS AT �13 ORATION - DO NOT SDBWT A PHOTOCOPY « aw R +lA>AOIf J LYTtx. — — 0Lt7-U 2W WCVGI"MjWeralM MOM RAM M a 0377 xtmcmnnv IMMfM wr�'Rtiyr►Mi iw Mnlil�a�pMC i�LY! M/AY iYiN w�iwl l �7M p�itlas♦MtlarsllMfir PnRt .kt Mw YMn w�l.,lay aril � bfe MiRd�yMrAp�.4M MiR Ywi aa�n W �Mr� T41mw wsm IILDM Amuid Report GaMral Not For Profit Corporedhen Act ©� .)2, 69jaV 2m 0 3,56" C I w❑ ■ yec� A Is No Mr�YtagrMwraG9aF€IMl1+aM011t#tA tlaRT OYES W CR to 1M1raGls�Af aip116oYMIBCa iNfn11 0 YES 0? NO --vim The Elgin Lions Club Foundation P.O. Box 276, Elgin, IL 60121 Tex ➢D #32-0409368 February 22, 2023 Amanda Hams City of Elgin 150 Dexter Ct. Elgin, IL 60120 Hello Amanda, Here is a list of the current members of the Elgin Lions Club Foundation Board: President Edward L. Bates, 847-772-0853, elbateg@hotrnah cart. Treasurer William Klawitter, 847-695-2598, billklawdZ mcast.net Secretary James Beam, 847-695-0623, iarnes.beamiftoyncastmet Director Robert Fowler, 847-370-1621, lionbo, ggatt.net Director Bonnie Kleinmark, 224-325-2705, bonkIejn52 email. ohm SIX, Is Edward L. Bates, President Elgin Lions Club Foundation File Number 6885-935-2 J To all to whom these Presents Shall Come, Greeting. - I, Alexi Giannoulias, Secretary of State of the State of Illinois, do hereby certify that I ain the keeper of the records of the Department of Business Services. I certifij that ELGIN LIONS CLUB FOUNDATION, A DOMESTIC CORPORATION, INCORPORATE[) UNDER THE LAWS Or THIS STATE ON APRIL 19, 2013, APPEARS TO HAVE COMPLIED WITH ALL THE PROVISIONS OF THE: GENERAL NOT FOR PROFIT coRPORATION ACT OF'IHIS STATE.,, AND AS OF PHIS DATE, IS IN GOOD STANDING AS A DOMESTIC CORPORATION IN THE STATE OF ILLINOIS. In Testlmong Where0 f, I hereto set my hand and cause to be affixed the Great Seal of the State of Illinois, this 22ND day of FEBRUARY A.D. 2023 Authentication #: 2305304418 verifioW until 0212212024 AuttwtWo at: httgs4h-4ww.dsus.gov SECRETARY OF STATE Previous Event Examples Page 5 Elgin Valley Fox Trot 2022 1 2022 Payments f Notes Sponsors Name Amount Solicited by LiUna Local 582 $1,000.00 Lions Elgin Sweeper $500.00 Lions Smile Doctors $500.00 Lions Lexus $500.00 Lions Northwestern Medicine $250.00 Lions WR Meadows $100.00 Lions State Farm $100.00 Lions Sirin Denistry $100.00 Lions Lamp, Inc. $100.00 Lions Sub Total $3,150.00 Lions Share $1,575.00 Solicited by Lions -Paid to Lions 9 Volunteers' Share from Lions $1,575.00 Solicited by Lions -Paid to Group Fox Valley Orthopedics $2,500.00 Unsolicited New York Life $1,235.00 Kenyon Farm Runners TBK Bank $1,000.00 Unsolicited Ophthalmology Associates $1,000.00 Kenyon Farm Runners Gassensmith Realty $100.00 I Unsolicited Unsolicited The Jones Team Realtor $100.00 Kiwanis Beer half of profits $120.90 Sub Total $7,630.90 Net From Runners' Fees $10,001.67 Total for Volunteer Groups $17,632.57 Sponsors + excess runners' fees Each Volunteer Group (div 9) $1,959.17 Pay out Each Contributions made online with Runners' fees: Paid Directly to Organization B&G$171 AID $175 Lions $50 CaI's $20 Elgin Public Museum $80 Kiwanis $15 Previous Event Examples Page 4 ELGIN YNLLEY FOX TROT Hello 2022 Elgin Valley Fox Trot Volunteer Organizations, Thank you once again for your participation in this very successful event! Enclosed is a check for $1959.17, your "profits" from the 2022 event, a substantial increase from last year! Also, please notice the brief recap that is included, this form identifies the sponsors, the net from runners' fees, etc. To explain: Sponsors: per the original agreement, the organization that solicits the sponsor retains one-half of the amount and the remainder goes into a mutual "fund." As you can see, the Elgin Lions Club solicited many of the sponsors and shared one-half of those amounts with everyone else. The other sponsors were solicited by the Kenyon Farm Runners who expect no financial gain from this arrangement, the Kiwanis Club that graciously agreed to split their profits from the extra beer sales during the event, and many unsolicited sponsors that contacted the Fox Trot directly. These sponsors proved to be very lucrative and indicative of the growing popularity of the race ... we fully expect those contributions to continue and increase, some have already committed to 2023! Note that the more sponsors we have, the greater the check will be in the future. We encourage all of the volunteer groups to participate in this part of the arrangement. The increased success of 2022 can be attributed to the additional sponsorships! Net from runners' fees: after paying all of the bills associated with the race, this is the remaining amount from the various runners' payments for the two distances. The same as last year, we received a $5,000 credit from the City of Elgin for police, barricades, and more. We plan to ask Elgin to continue that amount and possibly increase the contribution as the expenses incurred from the city went up over $1000 from 2021. Contributions with runners' fees: six of the nine volunteer groups participated in this opportunity. At the time of registration, there is a list of organizations that the runners may voluntarily contribute to as a part of their registration process. For organizations, there is a simple form to fill out and the contributions can be sent by check or directly deposited. In the future, we recommend that everyone participate. All participating organizations should have already received those funds. Thank you for a job well done. We are already planning the June 4, 2023 races and utilizing nine volunteer groups again, but would appreciate having your commitment on continuing to be a part of this great community event ... please let us know! Tim and Ed ELGIN VALLEY wxMIT A ELGIN Previous Event Examples Page 3 NICE 11MM KATE O'LEARY Finished the 10 Mile Race at the Elgin Valley Fox Trot on June 5, 2022 Finish Time: 79:50 Pace: 7:59 per mile 1st of 1,000 Overall 1st of 500 Female CGNGRATULATICNS1 FINISHER 2022 .1. ELGIN "AcrrywTHS CONGRATULATIONSI 90011 VOILLEY TROT Previous Event Examples Page 2 2022 Fox Trot Sponsors OPHTHALMOLOGY AssociATES enb""� Diseases and Surgery of the Eye TRUE C LI*UNA!LO58AL2 le HURLEY & VOLK TBr,..--i,u BANK ORTHODONTICS Northwestern POWk Rt D PY F—It E DOC TORS MMedicine W04i)MM's MrIRKETS L.MP' ELGIEL�/11� 13 f%4==MALFm=M^1r== N THE C I'TY IN THE SUBURBS A CONDTAUCTIoN TRADITION GASSENSMITH SIRIN W. R. MEADOWS, 0 GROUP S :StA C 0 M PA S S EXPERIENCE AMAZING xTaN,irs pizz .4 (VJUDSON Z'e9leesAi 011�� Cliv 00Ur,-s-,P,5 downtown glie% lCrossfit h0c), j i -WA-GoLs I Arioch VIVA Health Care HEALTH thrivenc, WAIX To Wa cats ngels fishes wareness esearch Association for Individual Development Elgin Lions Club Kiwanis MOST GOOD DOING TI IV BOYS & Gnu's CLUB "We gervc... Or ELGIN Previous Event Examples Page 1 Press Release Contact: Tim Williams Phone: (847) 477-9910 38WO46 Heatherfield Drive Elgin, IL 60124 Phone (847) 477-9910 elginfoxtrot@gmail.com FOR IMMEDIATE RELEASE February 18, 2021 THE RACE IS ON! 44"t Elgin Valley Fox Trot 10 Mile Race is scheduled For June 6, 2021 The Elgin Valley Fox Trot will take place for the 44th consecutive year despite having to be run as a "virtual event" in 2020 due to the Covid-19 pandemic. A local running group, The Kenyon Farm Runners, has teamed with the Elgin Lions Club to stage the races on June 6, 2021 in Elgin. The events will include the traditional 10 Mile and 5K runs with both featuring new courses which incorporate a portion of the Fox River Trail north of downtown Elgin. Elgin Lions Club spokesperson, Ed Bates said, "As of this date, we plan that the Fox Trot will be an 'in -person' event. The health and safety of our participants, volunteers, vendors, community, and team members remains our top priority. Therefore, we will continue to monitor the Covid-19 situation and provide updates and alternatives, if necessary, as we get closer to the event date." Tim Williams, of the Kenyon Farm Runners said, "Our goal is to make the Elgin Valley Fox Trot the premiere 10 Mile race in the Chicago area. We plan to amp up the fun factor with a great postrace party, finisher medals, and awards ceremony. But please know, it is our goal to host the Elgin Fox Trot on June 6tn in the safest possible manner. Protocols are in place to ensure the health and safety of all." The 10 Mile race starts at 7:30 am and the 5K will begin at 7:40 am. Both courses offer some challenging hills and will take the runners through the streets on the north end of Elgin and onto the scenic Fox River Trail as they head back south to the finish. The post -race party will feature the awards presentation (5 year age group awards), music, food, refreshments, free massage therapy, vendor exhibits, and a beer tent. On line registration is now open at www.elg _.. Early registration fees for the 10 Mile Race are $45 and $30 for the 5K race. Online registration fees increase on March 15, 2021. Bates added, "Proceeds will benefit several local nonprofits. The Elgin Lions Club will spearhead the fundraising and we hope to raise a greater amount than previous years, but how much will depend on our ability to attract more sponsors and volunteers to support the event." For more information about the race or volunteer and sponsorship opportunities contact Ed Bates at elsinillinoislions(Ougmaii.com or Tim Williams at ,ginfoxtrot[a?gmail.com. # # # Event -End- Event Production History Tim Williams, Ed Bates, Rosey Valencia, and Chris McHugh as Race Directors/Volunteers 2009 Helping Hands 5K Beneficiary: The Boys & Girls Club of Elgin Paid Staff. 0 Volunteer Staff. 25 Participants: 125 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2010 Helping Hands 5K Beneficiary: The Boys & Gins Club of Elgin Paid Staff. 0 Volunteer Staff: 33 Participants: 139 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2014 Elgin Zombie Run Beneficiary: The Boys & Girls Club of Elgin Paid Staff: 0 Volunteer Staff: 100 Participants: 235 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2015 Elgin Zombie Run Beneficiary: The Boys & Gins Club of Elgin Paid Staff: 0 Volunteer Staff: 100 Participants: 275 Entry Fee: $30 - $45 Profit Distributed to Beneficiary: yes 2016 Elgin Zombie Run Beneficiary: The Boys & Girls Club of Elgin Paid Staff: 0 Volunteer Staff: 125 Participants: 352 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2017 Raceway Woods 5K Beneficiary: The Elgin Lions Club Paid Staff: 0 Volunteer Staff: 30 Participants: 100 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2018 Lions Heritage Fast 5K Dundee, IL Beneficiary: The Dundee Lions Club & Fish Pantry Paid Staff. 0 Volunteer Staff: 30 Participants: 100 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2019 Lions Heritage Feat 5K Dundee, IL Beneficiary: The Dundee Lions Club & Fish Pantry Paid Staff. 0 Volunteer Staff. 30 Participants: 120 Entry Fees: $30 - $45 Profit Distributed to Beneficiary: yes 2020 Elgin Valley Fox Trot Beneficiaries: Multiple Paid Staff 0 Volunteer Staff. 4 Participants: 295 (Virtual Run) Entry Fees: $30 - $55 Profit Distributed to Beneficiaries: no 2021 Elgin Valley Fox Trot Beneficiaries: Multiple Paid Staff 0 Volunteer Staff 125 Participants: 710 Entry Fees: $30 - $55 Profit Distributed to Beneficiaries: yes 2022 Elgin Valley Fox Trot Beneficiaries: Multiple Paid Staff: 0 Volunteer Staff. 140 Participants: 767 Entry Fees: $30 - $55 Profit Distributed to Beneficiaries: yes Co -Sponsorship Request Award Criteria Narrative (Page 3) nments if Volu Name Names rourse Sete 6 _ Outside Vendors 2 Slgnz/Cenes/Tspe 4 Table Set LIP2 Course Marshall Placement 2 Coordinator 1 Rreakdown/Cleanup 1s Breakdown 2 PO'b"Pld'2220 Psrkkufrrarne 3 Elgin Free Market 10 Set-up 2 Danny'.Pi— 10 Control 3 Breakdown 2 bhg zone 15 M 15 Breakdawn/Cleanup 15 Fend-Neseltalhvzone 6 Beer7erd/Serving 10 Food Pick up 2 security, 4 Food Serving 3 Set upstage" 2 Course Musa rralac 1W (Non -Profits) Setup Awards On Tables 1 92onas 10 each iron Timtet 4 MIe SPIit 3 NumberCeller 2 Runner/Post Results 2 E— 2 Starter 2 PresemAwards 4 Runner/Post Results 2 Distribute Awards 3 Announce Winners 2 Photograher 3 Water SratloM L31 2D Finish tine Refreshments 3 _ Pltk up Supplies 3 Setup A Setup 6 Monitoring &Staddng 2 Water Distribution 20 Breakdown/Cleanup 4 Breakdown/Cleanup 12 Realstrallan Race Day 6 Table Set up 6 leads 3 Pick up & Registration 6 lead Bikes 2 Breakdown/Clean up 6 Trail Runner/Walker 2 Eroamalmem rPAStnrHNnish 4 !!j!!t up 2 2 Answer Persons 4 Emcee 1 National Anthem 1 Breakdown 2 2023 Elgin Valley Fox Trot Registration is Now Open! (Elgin, IL) - Registration for the 46" Annual Elgin Valley Fox Trot 10 Mile and SK races, scheduled for June 4, 2023 in now open. We are pleased to announce that there will be some really cool new features for the race this year including a special reduced rate Youth Entry Fee, an enhanced post -race party, free (for personal downloading) on -course photographs of run- ners. race day entertainment. The USTAF Certified 10 Mile Course will once again run along the beautiful Fox River and around the Judson University campus. Proceeds from the race will benefit many area non-proflts which are listed on the event website. Register between now and December 31 (at 11:59 pm) to take advantage year end pricing. Once again The SK race fee for this year is offered at a special Youth Rate of an- V $20 for registered youth - ages 19 and under . For more information and registration visit elginfoxtrot.or0 Mere is the full registration fee breakdown: Elgin Valley Fox Trot 10 Miler: $45 • Nov 1, 2022 - Dec 31, 2022 $50 • Jan 1, 2023 - March 15 $55 • March 16 - April 30 $60 • May 1 - June 3 Elgin Valley Fox Trot 5K: $30 • Nov 1, 2022 - Dec 31, 2022 $35 • Jan 1, 2023 - March 15 $40 • March 16 - April 30 $45 • May 1 - June 3 Elgin Valley Fox Trot SK - Youth Rate: $20 • January 1 - June 4 The Elgin Valley Fox Trot organizers will continue to focus on guidance from local and state health and law enforcement officials to offer a running experience that is as safe as possible. Updates and announcements will be provided as neces• :dry. We are looking Forward to seeing you on June 4lh 2023 The Elgin Fox Trot Team 2023 Elgin Fox Trot -Operational Timeline )23 Post Card Malling Pick Up Tee shirts Plait Up Banners & Slgnage Put Signs on the Path Email "last fall -for Registration Wednesday MaV 11.2023 &3DPM Volunteer Meeting Email to All Particplmnts (Weather Update -Ciovid Update) Thursdevlune 1. 2023 Mark Caurses Pick up Fencing Friday June 2.2023 Dumpster0ellvery Part -a -Patties Delivered Barricade Delivery Pick Up Remal Truck Packet Pick up (Farmers Market 4PM- BP" Saturday June 3. 2023 Teen Delivery &Set up Table Delivery & Set-up Packet Pick up (Danny's Plea ]0AM-4PM) Set up Beer Garden Area Nang Runners Pickup Generstors Joe 4. 2023 5:3DAM Tlmine Service Amw:s 734AM SK RunnersTO Carnal, Packet Pickup Setup Cone Delivery 7:40AM Sk Ram Start(1WPorComl-EverylMlnute) Caurse Clod*Start 6:0111 Vendors Amve&Setup Water Setup At Finish line Sound Systems) Setup Tra icTeam Amves 'AS AM Spotter&Announcerin Place Mu,Ic PASet UP Ms Im Start AtTollway Other Volunteers Check -In Music Starts AtJudsm &NAM Volunteersto Positiomon Course 7r50AM BeerGarden Opens Registration/ Packet Pick up open Food Pick up Gear CheckOpens &WAM Results Tam Goes Uve 7AM Watersta*onanmursesetup WSAM Finishers Medals Set up for lD Mlle At Finish Une Music Starts Waco up Sesslons BASAM 5KWlnnem Announced Announcements 9:15AM 10 Mile Winners Announced 7.15AM Packet Pick up Regstmtlon Oases WAIDAM Course Closes Annaucemeras 1LLAAM Post Race Area Shut Down 10 Mile Runners To Comis Clean Up/Break Down 6wrkades Bad n Place 7:21AM Announcements Tmsh Picked Up 72SAM NationalAmhem FmchgRemoved - 7:2BAM Welcome Signoge Bemused Soundsrstems Pkkedup 7:30AM 10 Miles Rate Stan llW Per Corral -Eery minute) Genemrors Course Clocks9tmt Tabes& Chain Broken DownforPkk up Awards Set up In Registration Tent Tour Course To Ensure AB Tasks Are Complete Food Set Up Co -Sponsorship Request Award Criteria Narrative [Page 2] Registration opened and we were on our way to what promised to be another great Elgin Fox Trot race. But then the pandemic hit us and we had to cancel the race day event and instead held a "Virtual Fox Trot" race. Nearly 300 people ran from their homes and around their neighborhoods. It was disappointing, but the 43ro Annual Fox Trot did happen. The fees from those who did register just covered the expense of the registration site, the race tee shirt, and "swag" for the virtual runners. In turn, the $5,000 City sponsorship for in -kind was not needed nor provided. On June 6, 2021 with the $5,000 sponsorship from the City the 44th annual Elgin Valley Fox Trot was held. It was the first large public event held in Elgin since the onset of the pandemic. It was a beautiful morning. We had more than 700 runners, over 100 volunteers, a huge number of spectators, many local businesses providing in -kind services, and a great post -race party. All together sharing and participating in a great community event. The volunteers from the non -profits did outstanding work and the event turned a profit of over $15,000 which was distributed evenly to the nine participating organizations. For the 2022 event there were several changes including the USATF certification of the 10 miles course as a true exact distance (which is a distinction many elite runners consider before entering an event). A new youth rate of $20 for all registrants under the age of 20 was introduced and there was also new registration category to encourage local school participation and competition. The area school with the most race participants (Elgin High School 2022) was awarded the newly established "The Fox" traveling trophy for bragging rights and recognition. These changes helped to promote youth fitness and made the event even more financially accessible to a greater number of Elgin residents. In addition, in 2022 we expanded the packet pick-up times and partnered with the Downtown Neighborhood Association to participate in the Elgin Farmer's Market on Friday and Danny's Pizza on the Saturday before the race. By the numbers, the 2022 Fox Trot was more successful than 2021. We had 767 registered runners (compared to 711), our sponsorship money (including the $5,000 Elgin City sponsorship) and the "in kind" participation increased significantly over 2021. As a result, nearly $18,000 was distributed to the participating non-profit organizations .... despite higher expenses. These increases were particularly notable because in 2021 the Fox Trot was the only race on that date in the Chicago area, and in 2022 we were head -to -head with three other Chicago area major races. We believe that this is an indication that it won't be long before the Fox Trot is once recognized as the premiere 10 Mile event in the Chicago area. Key to making this event possible each year has been the financial sponsorship from the City of Elgin and the support/cooperation from City staff and Departments. Without assistance from the City it would be much more difficult to get others sponsors and organizations to commit to the event. In short, we believe the financial support and involvement by the City of Elgin gives the Fox Trot enhanced credibility which we have been able to leverage to attain a greater number of sponsorships, volunteers, runners, and spectators. The City of Elgin Co-sponsorship of $13,155 in 2023 will enable us cover expected increases in Police and Public Works expenses and make further enhancements (such as fencing, tents, tables and signage) which will make the event a much more pleasurable and impactful experience for the participants and spectators. In turn we believe that the Co-sponsorship investment by the City will provide a fantastic return on investment by providing a greater amount of funds to the non -profits not only this year but in years beyond. 2023 The Elgin Valley Fox Trot Co -Sponsorship Request Award Criteria Narrative (Page 1) The Elgin Valley Fox Trot is one of the oldest and consecutively held fitness and community events in the region. In its 461h year, the Elgin Fox Trot continues to be a very well -recognized and highly regarded brand event showcasing Elgin as a great place to live, work, and do business. The Elgin Valley Fox Trot is a 10 Miles and 5K running event that promotes fitness, community, and family. It is the most affordable (from a registration cost standpoint) event of its kind in the Chicago area and it is open to all ages, genders, ethnic, cultural, and religious backgrounds. It has long been considered one of the best and most challenging middle distance races in the Midwest. The Elgin Fox Trot attracts runners/walkers and their families from the Elgin community and across the region. It is seen as a very well organized and fun family event and as a result, we believe that the good vibe of the festivities shines a very positive light on Elgin. The Fox Trot had been conducted exclusively by the City of Elgin for the first 42 years (up until 2019) and was traditionally held on Memorial Day weekend. In late 2019 the City made the decision to temporarily suspend some special events (including the Elgin Fox Trot races) in order to assess whether or not it made sense to continue them in the future. In turn, Councilman John Steffen asked members of our local running group, the Kenyon Farm Runners (KFR), many who are big fans and regular participants of the Fox Trot, if they might have interest in taking over the race in order to keep the Elgin tradition going. Councilman Steffen knew that several of our KFR members had experience putting on special events, particularly race events. Up until 2019 the Fox Trot was conducted almost entirely by paid city staff and on a holiday weekend, which made it challenging for the city to cover its expenses with the revenue generated by the event. Since the KFR group did not have the resources to cover potential losses, they knew that the event model would need to change in order to make it financially feasible and at least break even. Several KFR members are very active with a variety of local non -profits and a plan was developed to invite those and other area non -profits to help us "staff' the event by tapping into their volunteer network. In turn, each participating organization would get an equal share of the surplus revenue "profit" from the event. We had positive responses and agreement to participate from the following partner groups: ■ Boys & Girls Club of Elgin ■ Walk to End Alzheimer's ■ Elgin Lion's Club • Elgin Public Museum ■ Kiwanis Club of Elgin ■ Cal's Angels ■ AID Elgin ■ Friends of the Fox River ■ Elgin Salvation Army Then we make some major changes to the 10 Mile course, which took most of it off the City streets and onto the Fox River trail, and also moved the event to the weekend after Memorial Day. Those two changes promised to result in significant operational savings. The last piece was the need for financial sponsors to help us break even. Key to making it happen was to first secure a sponsorship from the city of Elgin (we felt that if the City was on board it would help open the door to other donors). Elgin staff and Council agreed to support the race and awarded us a $5,000 in -kind sponsorship for the 2020 race. At that point we knew we had had the model and resources to make the project financially feasible. The Elgin Lions Club agreed to be our fiscal agent and we began the process of staging the 2020 Elgin Valley Fox Trot. 2023 Elgin Valley Fox Trot Race Directors/Committee Edward Bates 847-772-0853 :s� a)hotmail.com Chris McHugh 630-267-6144 chrisdmchugh@gmaii.com Rosey Valencia 847-710-4250 rosevvalenciaaalumni.nd.edu Tim Williams 847-477-9910 slopoke3&hotmail.com (Primary Contact) Organization(s) Background The Elgin Lions Club is a chapter of the Lions Clubs International, a service membership organization of over 1.4 million members worldwide. The Lions motto is "We Serve." The Elgin Lions Club primary focus concerns assisting U-46 students as well as adults with eye screenings and glasses. The Club also works with local schools on food collection drives that help stock the food pantry at the Community Crisis Center. Additionally, the Elgin Lions Club Foundation, a 501(c)3 organization, offers scholarships to the local public high schools. In 2021, the Elgin Lions are celebrating the club's 1001" anniversary of helping the citizens of Elgin. Contact: Ed Bates at elginillinoislions@gmail.com. The Kenyon Farm Runners is a group of approximately 75 runners/walkers and triathletes from the Elgin / South Elgin / St. Charles area. Their members range from beginner and recreational runners all the way through to competitive marathoners and triathletes. Their mantra is to have fun, promote fitness and life balance, and enjoy the company and camaraderie of other members. They run/walk/compete outdoors year-round. There are several group runs/events scheduled each week and new members are always welcome. There are no dues or group membership fees. They encourage new members to simply show up and join in the fun. Seasoned and competitive athletes or those just wanting to get off the couch every now and then will find a comfortable place and pace in this group. For more information about group run dates and times inquire at KFRathletes@Kmail.com Budget - Elgin Valley Fox Trot 2023 Revenue Runners' Fees 2023 Budget 2022Actual 10 mile fees (300/$50 each) $15,000 SK fees (500/$30 each) $15,000 Subtotal $30,0001 $28,244 Co -Sponsorship Revenue (City of Elgin) City workers including Police $8,000 $5,000 City Mai ling $525 $0 Fe ncing Rental @ Sta rt/Finish $600 $0 Sound System RentaIfor Start/Fini $500 $0 Street Barricade Rental $600 $0 Tents Rental IWO -16 @ $155 EA $2,480 $0 Longtable Rental -30 @ $11 EA $330 $0 Chair Rental -60 @ $2 EA $120 $0 Subtotal $13,1S51 $5,000 Sponsors Name LiUna Local582-Lions $500 $500 Elgin Sweeper -Lions $250 $250 Smile Doctors -Lions $250 Lamp, Inc. -Lions $50 $50 State Farm -Lions $50 $50 WRMeadows-Lions $50 $50 Northwestern Medicine -Lions $125 $125 Sirin Denistry-Lions $50 Lexus-Lions $500 $250 Chase Bank -Lions $2,500 First National Bank of Omaha -Lion $250 Engineered Components -Lions $500 Hoffer Fondation-Lions $500 Centro de Information $100 New York Life-AII $1,235 $1,235 TBK Bank $1,000 Fox ValleyOrthopedic-AII $3,000 $2,500 Gassensmith Realty -ALL $100 Ophthalmology Associates -ALL $1,000 Kiwani's BeerSales $125 $121 The Jones Team Realtor -ALL $100 Elgin Fire Fighters Local -All $500 IBEW LocaI117-AII $500 Elgin Trades Council -All $500 Illinois Orthopedic -All $1,000 Subtotal $12,235 $7,631 Ca rry Ove r from Previous Yea r $25 $800 Income Total 1 $55,4151 $41,675 Expenses Runner Specific 2023 Budget 2022Actual En Motive riimingServices $6,000 $5,046 T-Shirt (1000 @ $6 each) $6,000 $5,524 Medals (many 21-22 left) $900 $1,139 Awa rd Mugs and Trophies $840 $565 Post Race Beer $1,000 $665 Food/Water $200 $0 Misc $100 $475 Subtotai $15,040 $23,413 Race Essentials Portable Toilets(15/2/2) $1,750 $1,283 Disc Jockey $500 $300 Dumpster $500 $357 Trail markingsigns $500 $57 Truck Rental $200 $145 Kane CountyFPreserve $100 $100 Misc $100 $25 Subtotal $3,650 $2aV Marketing FacebookAds $200 $105 Website and address $200 $201 Signage $2,000 $680 Flyers $100 $43 Misc $100 Subtotal $2,600 s1,029 Co-Sponsorhip Request Expenses (City of Elgin) Cityworkers including Police $8,000 $6,329 City Mailing $525 $390 Fencing Rental@Start/Finish $600 $0 Sound System Rentalfor5tart/Finish $500 $0 Street Barricade Rental $600 $588 Tents Rental 1Ox10 -16 @ $155 EA $2,480 $0 Longtable Rental-30 @ $11 EA $330 $0 Chair Rental -60 @ $2 EA $120 $0 Subtotal $13,155 $7,307 Expensiv Tots! $34,4451 $24,017 I nco me Tota I Expense Total Carry over to next year Amount Distributed To Local Non Profits 2023 Budget 2022Actual $55,415 $41,675 $34,445 $24,017 $0 $25 $20,970 1 $17,633 SECTION 2- SIGNATURE If an application is awarded, the Awardee hereby agrees that: • The activities and services for which assistance is sought will be administered under the supervision of the applicant. • The applicant has read and will conform to the program guidelines. • The applicant will expend funds received as a result of the application solely on the project and programs described herein. • Any funds received under this application shall not be used to supplant any budgeted funds. • The applicant organization will comply with all laws, acts and ordinances of the United States, the State of Illinois and the City of Elgin, and further fares that no person will be excluded from participation or be denied the benefits of any program, activity or service on the basis of race, sex, sexual preference, color, religion, ancestry, age, national origin, or disability. The applicant further agrees to make every attempt to ensure the program is accessible to persons with disabilities. • The figures, facts and representations in this application, including all exhibits and attachments, are true and correct to the best of its knowledge and belief. • Failure to follow these guidelines will disqualify you for future grants. • Cancellation of funded projects will result in forfeiture of funds and funds must be returned within sixty (60) days of the scheduled event. Signature of Authorizing Official Date f March 1. 2023 Signature of Applicant Date