88-0309 EACVB CAS-
188 VOLUME LIII
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
THE ELGIN AREA CONVENTION AND VISITORS BUREAU
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that James J. Cook, City Manager, and Marie Yearman, City Clerk, be and are hereby
authorized and directed to execute an agreement on behalf of the City of Elgin with the
Elgin Area Convention and Visitors Bureau for a working partnership agreement to
support convention and visitors bureau operations, a copy of which is attached hereto and
made a part hereof by reference.
s/ George Van De Voorde
- George VanDeVoorde, Mayor
Presented: March 9, 1988
Adopted: March 9, 1988 --
Vote: Yeas 6 Nays 0
Recorded:
Attest:
s/ Marie Yearman
Marie Yearman, City Clerk
AMENDMENT TO CONTRACT
BETWEEN
CITY OF ELGIN AND ELGIN AREA CONVENTION AND VISITORS BUREAU
IT IS HEREBY AGREED that Section IIB of the contract between the City of Elgin and
the Elgin Area Convention and Visitors Bureau is amended to read as follows:
"B. Funds shall be transferred to the Bureau quarterly as follows:
One quarter of the amount budgeted shall be due February 1st of each
year.
One quarter of the amount budgeted shall be due April 1st of each
year.
One quarter of the amount budgeted shall be due July 1st of each year.
One quarter, less 5% of the amount budgeted, shall be due October 1st
of each year.
The balance of the funds actually collected, after deducting amounts
paid, shall be due February 1st of each year. If more has been paid
than actually collected, it will be deducted from the quarterly pay-
ment due on that date."
Date: 1 0\3► \r a
CITY OF ELGIN, a municipal ELGIN AREA CONVENTION AND
corporation, VISITORS BUREAU
r
B f '' By ,l/7 o J � )a.
y Manager ..,,
Attest: Attest:
aoz_x_,....41-61--toi-a-A._
City Clerk
(SEAL) (SEAL)
WORKING PARTNERSHIP AGREEMENT
TO SUPPORT CONVENTION AND VISITORS BUREAU OPERATIONS
Whereas, the City of Elgin (hereafter City) is an Illinois
municipal corporation and a home rule unit pursuant to the
Constitution and laws of the State of Illinois; and
Whereas, the Elgin Area Convention and Visitors Bureau (hereaf-
ter Bureau) is a corporation organized under the Illinois
General Not For Profit Corporation Act to encourage, foster,
promote and stimulate conventions and tourism in the Elgin area;
and
Whereas, the City and the Bureau desire to work together to
enlarge and improve convention and tourism activity and usage of
the Hemmens Auditorium;
Now, therefore, in consideration of the mutual promises, cove-
nants and conditions contained herein, the parties agree as
follows:
I. MEMBERSHIP
A. The City shall be represented on the Board of
Directors of the Bureau which shall total
thirteen members, by four appointees of the Mayor
and City Council. Membership on the Board may be
increased by amending the bylaws to accommodate
representation of additional municipalities as
they become funding sources. Representation of
additional cities shall be limited to one member
for each additional city. One additional City
member shall be added for each two members from
new municipalities. As many as two of the four
members may be members of the City Council, and
the successors to the four members appointed by
the Mayor and members of the City Council shall
also be appointed by them.
B. Other members will be selected as follows: Three
members shall be appointed by the Elgin Area
Chamber of Commerce. The remaining six positions
shall be appointed by the existing Board of
Directors.
C. Members shall serve for a term of two years;
however seven initial appointments shall be for a
term of one year and six initial appointments
shall be for a term of two years; thereafter all
terms shall be for two years .
D. Directors may serve no more than three
consecutive terms, after which a period of at
least one year shall elapse before any person is
eligible again to serve as a Director.
II. BUpC,eE',r- PROCESS AND FINANCIAL SUPPORT
A. The City agrees to provide financial support to
the Bureau in an amount equal to fifty (50)
percent of the , . • - , 9t which is levied in
the amount of t ree and one-half (3 1/2) percent,
beginning in January 1988 . The City agrees to
use the remaining fifty percent to fund a portion
of the operations expense of the Hemmens
Auditorium. Both parties recognize that charging
total operating costs of the Hemmens to the
" '=" i-jeu4: y r gee scale would seriously diminish the
ability to sch dlkC1e conventions and programs .
B. Funds shall be transferred to the Bureau
quarterly as follows:
One quarter of the amount budgeted shall be
due April 1st of each year.
One quarter of the amount budgeted shall be
due July 1st of each year.
One quarter of the amount budget shall be
due October 1st of each year
The balance of funds actually collected,
after deducting amounts paid, shall be due
February 1st of each year.
C. The Bureau shall provide to the City by September
1st of each year a proposed budget which shall
reflect objects of expenditure plus sources of
financing, and identify programs and activities
planned for the next year. The Bureau also
agrees to apply for appropriate financing which
may be available from the State of Illinois, or
other sources, to support and expand its
services.
The City and the Bureau agree to cooperate in special
events, performances and activities designed to
support and encourage growth of tourism and conven-
tion activity, including but not limited to:
A. Updating and printing of promotional tourism
related materials for the area.
B. Promote annual events and programming for area
visibility.
C. Provide visitor information at the visitor
center(s) .
D. Advertise local events through regional and state
publications.
E. Incorporate the Hemmens facility and events in
the Bureau advertising program. Individual
expenditures shall be determined by the Bureau,
but shall total not less than $1 ,000 annually.
F. Support charter service to the extent permitted
by the PACE/METRA system and bureau operational
guidelines.
G. Provide information and educational training
designed to teach self promotion techniques to
tourism businesses.
The Bureau also agrees to provide a financial report
to the City on a quarterly basis, which shall show
all income and expenses on a line item basis.
III. TERMINATION OF THIS AGREEMENT
Either the City or the Bureau may terminate this
agreement in writing ninety days prior to the expira-
tion date of the then current term of the agreement
subject to implementation through adoption of budgets
by both parties. The effective term for this agree-
ment shall be from January 1 to December 31 of each
year.
CITY OF ELGIN ELGIN AREA CONVENTION AND
VISITORS BUREAU
By /GGf_xGei t �e:
Attest 1 ,�,� , 1 Attest ,/11/ j OlOokladi