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95-123 Resolution No. 95-123 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH ELGIN SYMPHONY ORCHESTRA ASSOCIATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute a purchase of service agreement on behalf of the City of Elgin with Elgin Symphony Orchestra Association for youth performances at the Hemmens Auditorium, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: June 14 , 1995 Adopted: June 14 , 1995 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk PURCHASE OF SERVICE AGREEMENT mvkf`THIS AGREEMENT is made and entered into this day of aw, 1995, by and between Elgin Symphony Orchestra Association, an Illinois not-for-profit corporation, (hereinafter referred to as "Elgin Symphony" ) and the City of Elgin, Illinois, a municipal corporation, (hereinafter referred to as "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 . Elgin Symphony shall perform the following programs at the Hemmens Auditorium, Elgin, Illinois, on or before June 1, 1995 : four "Petite Musique" concerts for 1-3 grade students and six "Kids Konzerts" for grade 4-6 students . The programs shall be designed to be educational . 2 . City shall pay the sum of $50, 000 to Elgin Symphony on or before June 30, 1995 . 3 . Elgin Symphony shall acknowledge funding of the programs by City and the Elgin Cultural Arts Commission on all publicity materials . Elgin Symphony shall supply City with copies of the above-mentioned publicity materials . 4 . Elgin Symphony shall submit a "Financial and Evaluation Report" to City on forms provided by City on or before December 31, 1995 . 5 . Elgin Symphony shall, upon request, make available to City financial records for the year in which the payment provided for herein was received from the City. City shall be allowed access to any and all financial documents that pertain to this agreement. 6 . The payment described herein shall not be used by Elgin Symphony for any purchase of permanent equipment, capital improvements or construction, payment of any previous year' s deficit, activities outside of the geographic boundaries of the State of Illinois, or subsidy for an individual ' s academic study. 7 . No person shall, on the grounds of race, color, religion, national origin, sex, disability or sexual preference be denied participation in, be denied benefits of, or be otherwise subjected to discrimination under any activity, including employment, supported in whole or in part by funds provided pursuant to this agreement. 8 . Elgin Symphony shall indemnify, hold harmless, and defend City, its agents, servants and employees, and each of 1 them against any and all lawsuits, claims for damages, demands, liabilities, losses, and expenses, including, but not limited to, participants and spectators, or any death at any time resulting from injury or any injury to any spectators, or any damage to any property which may arise or which may be alleged to have arisen out of, or in connection with, the programs described herein. 9 . This agreement shall not be construed so as to create a partnership, joint venture, agency or employment relationship between the parties hereto. 10 . The terms of this agreement shall be severable. In the event that any of the terms or provisions of this agreement are found to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect. CITY OF ELGIN By City Manager Attest: City Clerk ELGIN SYMPHONY ORHESTRA ASSOCIATION BY Its -2- • in : Agenda Item No. March 10, 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Elgin Symphony Orchestra Proposal PURPOSE The purpose of this memorandum is to present to the Mayor and members of the City Council the Elgin Symphony Orchestra ' s proposal for special 1995 $50,000 funding. BACKGROUND The 1995 City Budget has set aside $50,000 to the Elgin Sym- phony Orchestra for operations and youth initiatives funded from Riverboat revenues . This special funding is in addition to the $35, 000 that has been the customary annual support from the General Fund. This special funding comes at an opportune time as the ESO is currently facing cutbacks from Federal and State funding, corporate sponsors, and foundation giving. The programming that is most vulnerable to elimination due to the cutbacks in support is their Petite Musique and Kids Konzerts . It is the ESO's proposal to use this special funding to maintain these youth programs . The four Petite Musique Concerts for 1-3 grade children and the six Kids Konzerts for 4-6 grade students fit into critical key elements of youth initiatives . These programs are specif- ically designed . to be .educational and tailored to be outreach opportunities. These programs start in the school with infor- mation packets and audio tapes to prepare students for the concert experience which is held at our Hemmens Auditorium . These concerts reach over 8,000 students. annually. Mayor and Members of the City Council March 10 1995 Page 2 • COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT Funds for these special ESO programs are included in the Elgin Riverboat Fund #275-0000-791-80-11. A detailed budget for this program is attached. This funding is in addition to the $35, 000 budgeted under Boards and Commissions Cultural Arts Commission budget that is their customary annual support from the City. LEGAL IMPACT None. RECOMMENDATION The recommendation is to approve the Elgin Symphony Orchestra youth initiative proposal for the special 1995 funding from • Riverboat revenue and to direct staff to develop the appropriate purchase of service agreement. Respectfully submitted, Greg Bayor, Director Parks and Recreation- Dept. 1 Ric and B. Helwig City Manager GB/kb ESOCONCE.RT/COWMEMO/MAR22 Eoin Symphony Omhestra Marcene Linstrom Robert Hanson Executive Director Music Director January 31, 1995 Greg Bayor Director of Parks and Recreation 31 South Grove Elgin, IL 60120 Dear Greg: The Board of Directors, Musicians, Staff and patrons of the Elgin Symphony Orchestra are gratified that .the ESO was included in the Five Year Pro- jection of extra support recently adopted by the city. Recent cutbacks from federal and state funding, corporate sponsors and foundation giving, . pose a serious threat to our operation and this extra support at this time is of critical importance. The $50,000 appropriated for "ESO Operations and Youth Initiatives" fits especially well into our needs. We have been very proud of our 4 Petite Musique Concerts for 1-3 grade children and our 6 Kids Konzerts for 4-6 grade students. These programs are genuine educational and outreach en- deavors. Teachers receive packets and audio tapes to help prepare the students for the concert experience. The concerts are held at Hemmens Auditorium and have attracted 8,000 to 10,000 participants each year. Paul Patterson, music supervisor of District U-46 has often said that this is the only experience many of the students will ever have of attend- ing a symphony concert in a concert hall. With the inevitable cutbacks with which we are confronted, the Petite Musique and Kids Konzerts are elements of our program that may be the most vulnerable. I am enclosing the budget for these programs for your information as you will see. this is a considerable program. We have a number of other educational and outreach programs that we hope to continue and expand. They include ensemble performances on the schools, Family Concerts, and the Young Virtuosi Competition in connection with the Elgin Fine Arts Festival. Thank you for your consideration of this information. The ESO would like to use the $50,000 additional support from the City of Elgin to maintain and improve our Educational Programs which we believe to be a geniune "Youth Initiative." Sincerely yours, Marcene Linstrom Executive Director Elgin Community College •1700 Spartan Drive •Elgin, IL 60123-7193 7081888-7389 Elgin Symphony Orchestra Petite Musique & Rids Ronzerts Program Budget, 1995 Income Petite admissions (2300 @ $3) .$6,900 9.32% Rids admissions (5700 @ $3) 17,100 23.11% Contributed' Income 50,000 67.57% Total Income $74,000 100.00% Direct Costs Orchestra members Petite (4 concerts) $17,797 23.62% Rids (6 concerts) 25,661 34.05% Music Director (10 concerts) 4,000 5.31% Guest Artists 4,000 5.31% Program Director 5,000 6.63% Librarian/Personnel Mgr 400 0.53% Hall Rental 4,400 5.84% Admission tax (8000 studets) 2,000 2.65% Music rental 2,800 3.72% Mailings 6,000 7.96% Concert Programs 2,000 2.65% Educational Packets 800 1.06% Props and costumes 500 0.66% • Total $75,358 100.00% Indirect Costs $18,839 Note: Additional youth oriented programs presented by the Elgin Symphony Orchestra include Family Concerts, In-School programs, and the Young Virtuosi Competition.