98-32 Resolution No. 98-32
RESOLUTION
AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT
WITH ELGIN PROUD AND BEAUTIFUL, INC .
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
Purchase of Service Agreement on behalf of the City of Elgin
with Elgin Proud and Beautiful, Inc . for anti-littering,
beautification and promotional activities, a copy of which is
attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: February 11, 1998
Adopted: February 11, 1998
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
i
PURCHASE OF SERVICE AGREEMENT
CITY OF ELGIN, ILLINOIS/ELGIN PROUD AND BEAUTIFUL, INC.
1 . On this day of 1998 , the City of Elgin,
Illinois , a milnicipal corporatioYeautiful,(hereinafter referred to as
"City" ) , and. Elgin Proud and Inc . (hereinafter
referred to as "EPB" ) , in consideration of the mutually agreed
upon covenants contained herein, and for other good and valu-
able consideration the sufficiency of which is hereby acknowl-
edged, do hereby enter into this agreement for the purchase of
certain services, as stipulated below.
2 . City hereby agrees to pay to EPB the sum of $5, 800 .
3 . EPB hereby agrees to provide the following services on or
before December 31 , 1998 :
A. Set specific plans and guidelines for 1998
activities .
B. Maintain database of volunteers .
C. Meet monthly to finalize specific project
details of locations, dates , budget prepara-
tion, etc .
D. Select target volunteer groups to assist with
_ projects .
E . Act as "coordinator" for specific projects .
F . Promote events such as "Earth Day" , the
"Adopt-A-Highway" program, Keep America Beau-
tiful Month (April) and CURE river clean-up.
G. Perform a Planting Project to improve a des-
ignated location aesthetically by planting
trees and landscaping.
H. Identify activities/projects which warrant
news releases and write copy for same.
I . Prepare an EPB Newsletter.
J. Prepare articles for the Elgin Spirit commu-
nity newsletter as appropriate .
K. Provide informational updates for Elgin City
Council and Elgin Area Chamber of Commerce as
appropriate.
L. Research possibilities of Foundation and/or
Grant funding.
M. Continue with testing of EPB ' s Pre-school
curriculum with Kane County, U-46 and ECC .
N. Conduct a City-wide clean up w/CURE .
O. Participate in future City HHW Programs as
approved.
Failure to perform the above services to the reasonable satis-
faction of the Mayor of the City shall result in a termination
of this agreement and the refund of the $5, 800 consideration,
(plus reasonable costs and attorney' s fees , in the event City
is required to litigate to retrieve said funds) as and for
liquidated damages .
ELGIN PROUD AND BEAUTIFUL, INC
By
Cindy Bla 1
President
CITY OF ELGIN, a municipal
corporation
By
Mayor
Attest:
00`."—
City Clerk
MDM0152 .A/COWMEMO. 98/JAN28
City of Elgin
Agenda Item No.
January 13, 1998
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT : Purchase of Service Agreement With
Elgin-Proud and Beautiful, Inc.
PURPOSE
The purpose of this memo is to provide the Mayor and members
of the City Council with information to consider approval of
the Purchase of Service Agreement with Elgin Proud and Beauti-
ful .
BACKGROUND
The City of Elgin has contributed funds to Elgin Proud and
• Beautiful (EPB) for several years . Funds are again available
through the Boards and Commissions section of the 1998 budget .
The support is structured as a Purchase -of Service Agreement
with the City. Attached is the Purchase of Service Agreement
which outlines a list of proposed EPB activities to benefit
Elgin during the coming year.
Also attached is-- a- copy of the 1997 EPB Financial ..Report and
the proposed 1998 EPB Budget. We note EPB was honored in 1996
for their ongoing efforts with an Elgin Image Award for
creating a cleaner, more beautiful Elgin.
.An EPB Newsletter is mailed annually to individuals and
businesses to publicize highlights of the program (copy
attached) . Volunteers and sponsors participated with a
city-wide clean-up with CURE. School children were involved
with several tree planting programs . EPB has helped promote
the City' s curbside recycling program, the Adopt-A-Highway
program and the County paint exchange program.
EPB _is now completing a Preschool Program involving a series
of projects to introduce recycling and reuse to preschoolers .
A training seminar was held at Elgin Community College for
area preschool teachers to prepare for a "field test" of the
• program prior to final publication. Statistics were collected
and the program was reevaluated incorporating the suggestions
from the teachers . Publication and distribution is scheduled
prior to Earth Day.
EPB Purchase of Service Agreement
January 13, 1998
Page 2
EPB volunteers and their mascot (Captain Clean-Up) visited
several block parties during National Night Out . EPB members
also assisted the City at 'the HHW collection event at ECC .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
0" FINANCIAL IMPACT
'In 1998, there is $5, 800 budgeted in account number
010-1902-709. 80-07 Boards and Commissions - Elgin Proud and
Beautiful.
I\;LEGAL IMPACT
4(\
,_None .
ALTERNATIVES
None .
RECOMMENDATION
• It is recommended that they Mayor and City Council authorize
the approval of the Purchase of Service Agreement with Elgin
Proud and Beautiful, Inc. in the amount of $5, 800 .
Respectfully submitted,
David L. Lawry,
Director of Pub is Works
gice Parker
City Manager
GWM:mg
Attachments
ELGIN PROUD AND BEAUTIFUL
FINANCIAL REPORT
ACTUAL VERSUS BUDGET
YEAR ENDED 12/31/97
ACTUAL BUDGET
SUPPORT:
GOVERNMENTAL SUPPORT $5, 800 . 00 $5, 800 . 00
PUBLIC SUPPORT 100 . 00 100 . 00
ANNUAL MEETING . 00 500 . 00
TOTAL SUPPORT $5, 900 . 00 $6, 400 . 00
• EXPENDITURES :
ADVERTISING / MARKETING $1, 595 . 10 $3 , 000 . 00
ANNUAL MEETING . 00 500 . 00
AUDIT / FEES PAID 255 . 00 300 . 00
AWARDS . 00 100 . 00
COMMUNITY PROJECTS 3 , 509 . 67 4, 000 . 00
INSURANCE . 00 100 . 00
PRESCHOOL PROGRAM 1, 155 . 93 500 . 00
PRINTING 482 . 69 500 . 00
MISCELANEOUS OPERATING 84 . 69 200 . 00
RESERVE FOR CONTINGENCIES . 00 200 . 00
TOTAL EXPENDITURES . $7 , 083 . 08 $9 , 400 . 00
EXCESS EXPENDITURES OVER SUPPORT $1, 183 . 08
CHECKING ACCT BALANCE 1/1/97 5 , 033 . 72
CHECKING ACCT BALANCE 12/31/97 $3 , 850 . 64
ELGIN PROUD AND BEAUTIFUL
BUDGET - 1998
SUPPORT
GOVERNMENTAL SUPPORT $5, 800 . 00
PUBLIC SUPPORT 100 . 00
TOTAL SUPPORT $5, 900 . 00
EXPENDITURES
ADVERTISING / MARKETING $2 , 000 . 00
AUDIT / FEES 300 . 00
AWARDS 100 . 00
COMMUNITY PROJECTS 4, 000 . 00
INSURANCE 100 . 00
MISCELLANEOUS OPERATING 100 . 00
PRESCHOOL PROGRAM 1, 000 . 00
PRINTING 500 . 00
RESERVE FOR CONTINGENCIES 200 . 00
TOTAL EXPENDITURES $8 . 300 . 00
EXCESS EXPENDITURES OVER SUPPORT $2, 400 . 00
CHECKING ACCOUNT BALANCE 1/1/98 3 . 850 . 64
CHECKING ACCOUNT BALANCE 12/31/98 $1, 450 . 64