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HomeMy WebLinkAbout98-47 Resolution No. 98-47 RESOLUTION AUTHORIZING EXECUTION OF A SERVICE AGREEMENT WITH THE ELGIN AREA CHAMBER OF COMMERCE FOR FUNDING OF MARKETING INITIATIVES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Kevin Kelly, Mayor, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute a Service Agreement on behalf of the City of Elgin with the Elgin Area Chamber of Commerce for funding in the amount of $15, 000 for marketing initiatives, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: February 25, 1998 Adopted: February 25, 1998 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk SERVICE AGREEMENT THIS AGREEMENT is made and entered into on this ;,'4- day of Q�, , 1998, by and between the ELGIN AREA CHAMBER OF COMMERCE, a not-for-profit organization, (hereinafter referred to as the "Chamber") and the CITY OF ELGIN, Illinois, a municipal corporation, (hereinafter referred to as the "CITY") 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, Illinois 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 marketing initiatives to promote Elgin as a desirable location for businesses to build and expand; and NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, the parties hereto hereby agree to fund the following marketing initiative in total amount not to exceed $15,000: 1. Development of an Internet site and geographical information system designed to provide businesses with digitally formatted information regarding development sites, maps and community demographics. Payment shall be made upon completion of the project unless otherwise mutually agreed upon by the parties. IN WITNESS WHEREOF, the parties hereto have executed this agreement on the date and year written above. CITY OF ELGIN, a municipal corporation B y Kevin Kelly Mayor Attest: l'(' C /7 cam-.-- City Clerk ELGIN AREA CHAMBER OF C CE, a not-for- it c ation BY Larry Narum Chairman of the Board OF Et.0 `.` i �Ai.„1 � Agenda Item No. (2, City of Elgin IU, February 53, 1998 TO: Mayor and Members of the City Council FROM: Joyce A Parker, City Manager SUBJECT : Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information regarding the renewal of a Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau. BACKGROUND Since 1984, the Elgin Area Convention and Visitors Bureau has provided marketing and promotional support of the tourism and convention industries in and around Elgin. The opening of the Elgin Riverboat complex presented new opportunities for the City and the Bureau. Three million people per year pass through the Pavilion and one of the Bureau ' s goals is to encourage visiting nearby theatres, restaurants and attractions . The development agreement between the City and the Elgin Riverboat Resort re- quires space at the Pavilion be available to take advantage of this major port of entry for visitors . Staffing at the Visitors ' Center in the Pavilion with people who are familiar with the community is critical . The impression on visitors of having a friendly, helpful information resource on restaurants, lodging, neighborhoods and other attractions in Elgin can only be accomplished with helpful, knowledgeable individuals . A formal Purchase of Service Agreement was initially adopted by the City Council in October, 1995 . The Bureau is primarily funded from a portion of the City' s hotel/motel tax, State of Illinois grants and Ventures publication advertising revenues . Highlights of the proposed agreement include: - Staffing of the Welcome Center to promote Elgin, with either volunteers or paid staff, for a minimum of 70 hours per week. Merchandise promoting Elgin will be available for sale . - The Bureau is to provide semi-annual activity reports . • PSA - Elgin Area Convention and Visitors Bureau February 5, 1997 Page 2 - The City has the right to request any additional informa- tion as it feels necessary to verify the Bureau ' s perfor- mance . - The Bureau will submit a timely annual financial report and an annual performance report for review by the City. - The agreement is to be for a term of one year - The Bureau will continue efforts at fund raising and part- nerships with the private sector to support its operation. - A minimum of $35, 000 of the $200, 000 is to be spent for promotional material/advertising -- printed brochures, newspaper, radio, and television -- on Elgin and the immedi- ate area . - A program has been developed with $35, 000 of the $200, 000 to go toward matching grants for Elgin based not-for-profit organizations, attractions, and events . These grants are to be used for promotional materials/advertising. - The Bureau is to continue working closely with the City of Elgin, particularly the Hemmens Auditorium, the New Century Partnership for Elgin, and the Parks and Recreation Depart- ment in all promotional endeavors . In exchange for these services, the City will provide : - Two equal installments totaling $200, 000 are to be made to the Bureau, $100, 000 after passage of the agreement and $100, 000 on July 31, 1997 . - The agreement can be terminated by either party with 30 days written notice . This agreement will allow the Bureau to support the needed costs involved with creating a first-class image campaign for the city and the area . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Elgin Area Convention and Visitors Bureau. 74,‘FINANCIAL IMPACT Funding for the proposed agreement in the amount of $200, 000 was included in the 1998 Budget in the Elgin Riverboat Fund, account number 275-0000-791 . 80-03, Contributions - Elgin Area Convention and Visitors Bureau. The 1998 Budget also includes a portion (43 . 75%) of hotel/motel tax receipts collected, budgeted at $124 , 000, to fund the PSA - Elgin Area Convention and Visitors Bureau February 5, 1997 Page 3 Bureau ' s operations (account number 010-1902-709 . 80-03) . The tax plus the PSA provides total support of $324, 000 . I LEGAL IMPACT G' None . ALTERNATIVES The City Council could approve the agreement as drafted, edit the agreement or decline to provide support to the Elgin Area Convention and Visitors Bureau. RECOMMENDATION It is recommended that the Purchase of Service Agreement contin- ue with the Elgin Area Convention and Visitors Bureau and be approved for a term of one year . Respectfully submitted, 17(?/61 a es R. Nowicki &' nance Director . 7.--2 J e . Parker City Manager JRN/pm Attachment rl if r ELGIN AREA CONVENTION AND VISITORS BUREAU January 30, 1998 MEMO: Visitors Information Center Contract To: Ms. Joyce Parker, City Manager Mr. Kevin Kelly, Mayor Elgin City Council From: Diane Ramsay, Executive Director Attached you will find statistics on the operations of the Grand Victoria Casino Visitors Information Center. I hope you find the numbers a real compliment to the Elgin Area. I applaud Elgin's decision and forethought in making a very wise arrangement with the original developers of the project. Also included is a report on the special "grant program" that is included in our contract with the City of Elgin. Even though it started out slow, it continues to pick up speed and shortly will be maxed out annually. When that happens, we might have to adjust the procedure a little. The purpose of the having the bureau administer this program was to keep Elgin based, Not-For- Profit, performing groups from coming to the city council for financial assistance with their programing. The intent was to get additional area entertainment material in the Visitor Information Center and available to the general public. Thank you for your confidence in the Elgin Area Convention and Visitors Bureau. I will be available at your council meeting to address any of your concerns. 77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847) 695-7668 Customer Tracking Activities JAN FEBI MARL APRI MAYI JUN JUL AUG SEP] OCT NOV DEC YTD TOTAL People Serviced 3,939 3,804 3,826 4,489 4,090 3,945 4,476 4,309 3,731 4,320 3,198 3,159 47,286 175,242 Hotel Referrals 11 19 20 26 29 43 43 23 17 23 21 16 291 1,090 Restaurant Referrals 45 66 66 58 72 74 80 82 56 60 63 44 766 3,466 Attraction Referrals 19 32 29 47 62 79 66 66 99 58 36 29 622 2,335 Shopping Referrals 21 28 40 49 30 34 52 35 42 32 38 39 440 1,205 Gross Sales $975.25 $580.30 $364.45 $521.50 $1,077 $797.46 $812.15 $ 1,077.15 $ 936.55 $648.70 $1,209.45 $1,854.75 $10,854.71 $25,745.02 Weekly Walk In Traffic JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YTD WEEK 1 847 917 1,033 741 1,006 914 1,224 1,138 1,064 872 943 622 11321 WEEK 2 650 953 921 868 988 922 1,173 1,086 802 731 781 572 10447 WEEK 3 714 965 954 896 1,017 1,110 992 1,054 1,021 929 820 568 11040 WEEK 4 949 969 918 991 1,079 999 1,087 1,031 844 895 654 599 11015 WEEK 5 779 993 893 798 3463 TOTAL 3939 3804 3826 4489 4090 3945 4476 4309 3731 4320 3198 3159 47,286 Number of Brochures Disseminated Per Quarter Q1 Q2 Q3 Q4 YTD 1 Dept of Natural Res. 1,717 2,647 2,036 1,169 7,569 E.A.C.V.B. 10,138 12,422 16,786 11,405 50,751 Grand Victoria Casino 4,138 6,026 9,347 3,146 22,657 /997 Visitor Information Promotional Partners 3,893 6,338 10,832 4,333 25,396 Center Statistics State of Illinois 3,363 5,302 4,174 2,303 15,142 TOTAL 23,249 32,735 43,175 22,356 121,515 Customer Tracking ACTIVITIES JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YTD People Serviced 4,478 5,542 6,349 5,077 6,946 5,677 6,910 7,427 5,406 5,082 4,823 2,969 66,686 Hotel Referrals 40 39 36 40 52 58 48 39 55 37 26 31 501 Restaurant Referrals 127 116 122 82 130 118 115 131 154 115 154 106 1,470 Attraction Referrals 30 31 48 62 85 101 87 107 93 88 63 42 837 Shopping Referrals 22 19 33 31 37 35 39 46 44 23 30 29 388 Gross Sales $189.39 $267.79 $275.04 $132.11 $360.90 $830.60 $915.10 $571.35 $464.35 $729.65 $1,236.75 $1,084.55 $7,057.58 WEEKLY WALK-IN TRAFFIC !!9!M1 PFP Alf 0 ' DO RSA !I MI 1!!I : l1r F! f . WEEK 1 766, 1,311 1,194 1,404 1,260 1,565 1,931 1,544 1,582 1,306 983 727 WEEK2 1,265 1,232 1,124 1,075 1,451 1,348 1,792 1,613 1,458 1,236 1,149 641 WEEK3 1,354 1,360 1,296 1,420 1,432 1,335 1,690 1,555 1,249 1,275 933 697 WEEK4 1,093 1,639 1.295 1,178 1,302 1,429 1,497 1,346 1,117 1,265 980 904 WEEK 5 0 1,440 0, 1,501 0 0 1,369 0 778 TOTAL 4,478 5,542 6,349 5,077 6,946 5,677 6,910 7,427 5,406 5,082 4,823 2,969 NUMBER OF BROCHURES DISSEMINATED PER QUARTER YTD Promotional Partner 11,600 13,480 14,429 9,939 49,448 E.A.C.V.B. 11,700 15,550 13,934 6,802 47,986 / 995 VISITOR INFORMATION State of Illinois 8,600 5,300 5,284 3,314 22,498 CENTER STATISTICS Grand Victoria Casino 8,200 4,300 8,811 9,407 30,718 Dept. of Natural Resources 6,550 4,926 2,770 14,246 , TOTAL 40,100 45,180 47,384 32,232 164,896 CUSTOMER TRACKING ACTIVITIES JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YTD People Serviced 4,371 4,053 4,682 4,722 6,613 5,434 5,839 6,583 5,004 5,586 3,630 2,901 59,418 Hotel Referrals 21 25 38 19 27 22 40 48 34 33 21 11 339 Restaurant Referrals 108 137 124 123 100 112 108 96 111 107 77 46 1,249 Attraction Referrals 72 54 83 83 68 92 94 172 145 83 49 26 1,021 Shopping Referrals 24 35 44 39 38 29 44 56 33 38 41 42 463 Gross Sales $528 $268.85 $388.65 $410.15 $487 $793.80 $637.38 $561.42 $225.25 $825.82 $976.17 $3,339.70 ;$9,442.19 WEEKLY WALrr N I IAFFIC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 729 981 1,105 1,227 1,397 1,302 1,528 1,251 1,497 1,087 965 604 839 998 1,218 1,085 1,286 1,361 1,571 1,389 1,156 1,271 970 785 1,095 1,013 1,162 1,195 1,203 1,306 1,270 1,297 1,162 1,281 883 698 856 1,061 1,197 1,215 1,203 1,465 1,470 1,391 1,189 1,005 812 814 852 1,524 1,255 942 TOTAL 4,371 4,053 4,682 4,722 6,613 5,434 5,839 6,583 5,004 5,586 3,630 2,901 NUMBER OF BROCHURES DISSEMINATED PER QUARTER Q1 Q2 Q3 Q4 YTD Promotional Partners 7,747 15,260 14,158 4,477 41,642 E.A.C.V.B. 14,905 15,585 18,210 8,432 57,132 f996 LIicitor MAPPmaticn State of Illinois 3,665 5,361 5,193 2,799 17,018 Curter Statistics' Grand victoria Casino 8,863 6,642 8,349 6,364 30,218 Dept.of Natural Resource 1,502 2,153 1,684 1,285 6,624 TOTAL 36,682 45,001 47,594 23,357 152,634 DATABASE COMBINED 1997 GRANTS AWARDED 01/28/98 Information Provided by the Elgin Area Convention and Visitors Bureau 77 Riverside Drive, Elgin, IL 60120 (847) 695-7540 FAX:(847) 695-7668 COMPANY NAME1 NAME2 SAwardl Date1 $Award2 Date2 $Award3 Date3 $Award4 Date4 $Award5 Date5 SAward6 Date6 SAward7 Date7 SAward8 Date8 $Award9 Date9 $Award0 DateO TOTAL AAUW Joan Berna $6,297.86 09/29/97 $6,297.86 Children's Theatre of Patty $7,071.50 03/31/97 $7,071.50 Elgin Elgin Children's Chorus Ann Kepley $2,200.00 11/29/97 $1,081.00 11/29/97 $3,281.00 Elgin Citizens on Parade John R. Rothenberger $623.43 06/30/97 $623.43 Elgin Community Theatre Peggy Pipilis $740.00 07/31/97 $675.00 07/31/97 -$221.50 09/17/97 S473.40 10/31/97 $1,666.90 Elgin Enrichment Series Marcene J. Linstrom $3,481.25 01/31/97 $3,481.25 Elgin Fire Barn No. 5 Eric Hopp $449.77 07/31/97 -$80.62 05/06/97 $369.15 Museum Elgin Kickers Youth Jim Castner $950.00 03/31/97 $950.00 Soccer Club Elgin Public Museum Nancy Epping $213.75 03/31/97 $986.25 10/31/97 $1,200.00 Elgin Symphony Orchestra Julia Nicholas $2,000.00 09/15/97 $1,115.00 06/13/97 $3,115.00 Friends of Trout Park Susan Bohne $1,901.00 10/31/97 $1,901.00 Gifford Park Association, Dan Miller $1,972.56 08/15/97 $1,972.56 Inc. New Century Partnership Deborah Nier $2,000.00 06/30/97 $2,000.00 North End Benevolent Gil Nore $992.50 07/31/97 $992.50 Association Northeast Neighbors Reggie Stephens $3,160.00 03/31/97 $3,160.00 Association Total: $38,082.15 DATABASE COMBINED 1996 GRANTS AWARDED 01/28/98 Information Provided by the Elgin Area Convention and Visitors Bureau 77 Riverside Drive, Elgin, IL 60120 (847) 695-7540 FAX:(847) 695-7668 COMPANY NAME1 NAME2 $Awardl Date1 $Award2 Date2 SAward3 Date3 $Award4 Date4 $Awards Date5 $Award6 Date6 $Award7 Date7 SAward8 Date8 SAward9 Date9 $Award0 Date° TOTAL Children's Theatre of Peter Akemann $200.00 04/08/96 $5,400.90 04/08/96 $476.10 07/18/96 $6,077.00 Elgin Elgin Children's Chorus Ann Kepley $1,174.70 09\30\96 $1,174.70 Elgin Choral Union Robert Durnbaugh $200.00 09/09/96 $2,000.00 09/09/96 $2,200.00 Elgin Community Theatre Jon Kramp $200.00 07/09/96 $810.00 07/09/96 $473.00 09/09/96 -$9.00 10/02/96 -$62.00 10/17/96 $1,412.00 Elgin Fire Barn No. 5 Eric Hopp $200.00 04/08/96 $1,021.32 04/08/96 $1,221.32 Museun Elgin Historical Rachel Campbell $200.00 08/12/96 $1,757.70 08/12/96 $1,957.70 Society/Old Main Elgin Public Museun Nancy Epping $200.00 02/23/96 $1,165.00 02/23/96 $248.75 04/08/96 $651.60 11/27/96 $2,265.35 Gifford Park Association, Jean Bednar $650.00 07/18/96 $750.00 07/18/96 $243.75 09/09/96 $200.00 09/09/96 $750.00 09/09/96 $2,593.75 Inc. Larkin Center Lewis Whitlam-Jones $200.00 09/09/96 $1,580.15 09/09/96 $1,780.15 North End Benevolent Gil Nore $891.00 07/29/96 $551.52 10/31/96 $1,442.52 Association YWCA Camp Tu-Endie Wei Diane Lancour $200.00 07/15/96 $720.00 07/15/96 $920.00 Total: $23,044.49 DATABASE MAIL3 1995 GRANTS AWARDED ACCT 3-5250 01/28/98 Information provided by the Elgin Area Convention and Visitors Bureau 77 Riverside Drive, Elgin, IL 60120 (847) 695-7540 FAX:(847) 695-7668 COMPANY LAST NAME SAwardl Date1 SAward2 Date2 $Award3 Date3 $Award4 Date4 SAward5 Date5 $Award6 Date6 SAward7 Date7 $Award8 Date8 $Award9 Date9 SAward0 DateO Total AAUW Kaptain $200.00 08/31/95 $750.00 08/08/95 S650.00 08/08/95 $510.00 08/08/95 S3000.00 08/08/95 $5110.00 Children's Theatre of Elgin Ackemann $200.00 05/04/95 $375.00 05/04/95 $500.00 05/04/95 $500.00 05/04/95 $750.00 05/04/95 $150.00 05/04/95 $2475.00 Elgin Choral Union Durnbaugh $200.00 08/29/95 $2000.00 08/29/95 $2200.00 Elgin Community Theatre Kramp $200.00 02/15/95 $975.00 02/15/95 $625.00 06/02/95 $2000.00 07/07/95 -$221.70 $500.00 08/29/95 -$324.40 $500.00 09/20/95 -$99.20 -$52.23 $4102.47 Elgin Museum Consortium Epping $200.00 04/19/95 $946.20 04/19/95 $1146.20 Elgin Public Museum Epping $71.26 02/28/95 $131.51 02/28/95 $655.79 06/19/95 $2375.42 06/19/95 -$80.76 03/14/96 $3153.22 Elgin Symphony Orchestra Fitts $2250.00 08/07/95 $2250.00 Family Service Assn/Greater Elgin Nelson $200.00 06/29/95 $750.00 06/29/95 $950.00 Gifford Park Association, Inc. Bednar $200.00 08/29/95 $500.00 08/29/95 $2000.00 09/30/95 $2700.00 Independent Players Haefliger $200.00 07/07/95 $1930.41 07/07/95 $1932.75 07/07/95 $4063.16 Larkin Center Whitlam-Jones $200.00 06/13/95 S200.00 06/13/95 $700.00 06/13/95 $1100.00 North End Benevolent Association Nore $750.00 04/19/95 $396.00 08/29/95 $1146.00 Sister Cities Assoc./Elgin Warner $200.00 08/10/95 $1200.00 08/10/95 $1200.00 08/10/95 $2600.00 YWCA Camp Tu-Endie Wei Lancour $200.00 02/27/95 $365.81 02/27/95 $565.81 Total: $33561.86