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98-74 Resolution No. 98-74 RESOLUTION AUTHORIZING EXECUTION OF A 1998 STATEWIDE PRESERVATION CONFERENCE AGREEMENT WITH LANDMARKS PRESERVATION COUNCIL OF ILLINOIS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, be and is hereby authorized and directed to execute a 1998 Statewide Preservation Conference Agreement on behalf of the City of Elgin with Landmarks Preservation Council of Illinois for the 19th Annual Statewide Preservation Conference, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: March 25, 1998 Adopted: March 25, 1998 Omnibus Vote: Yeas 5 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk l 1998 STATEWIDE PRESERVATION CONFERENCE AGREEMENT BETWEEN LANDMARKS PRESERVATION COUNCIL OF ILLINOIS AND THE CITY OF ELGIN The Landmarks Preservation Council of Illinois (hereafter known as LPCI) and the City of Elgin enter into an agreement for the purposes of conducting the 19th annual statewide preservation conference. PURPOSE The statewide conference is an educational and training vehicle sponsored by LPCI to provide technical assistance to local preservationists and the programs they represent. The conference is also intended to allow preservationists the opportunity to meet, discuss preservation issues, and create coalitions. The conference is open to all interested individuals within and outside Illinois and the Midwest although it is focused on Illinois preservation issues. Finally, the conference location changes each year, alternating between a Chicago-area location and other statewide locales, to provide communities the opportunity to highlight the preservation work accomplished and their future preservation plans, and to serve as a thematic focus for the conference educational sessions. RESPONSIBILITIES Each party in this agreement has specific responsibilities, both financial and organizational to ensure the success of the conference. In order to achieve the goals of this agreement the City of Elgin (hereafter known as Elgin) with the Conference Planning Committee (hereafter known as the Committee) agree to the following responsibilities with the ensured rights: 1. Contracts: EIgin and the Committee understand and agree that they have no authority to enter into any contracts or agreements on LPCI's behalf in the absence of written approval from LPCI. To the extent that LPCI is or may be liable on any contracts entered into by Elgin and the Committee in the absence of LPCI's written approval, Elgin agrees to indemnify LPCI. 2. Financial Contributions: Elgin and the Committee understand and agree to contribute certain financial resources to ensure the success of the conference. These financial responsibilities of Elgin and the Committee are as follows: a. Elgin will process the necessary application for a pass-through grant awarded by the Illinois Historic Preservation Agency specifically for a portion of the costs incurred by LPCI to organize and cosponsor the conference. b. Elgin and the Committee agree to match or exceed the grant amount of approximately $5,000.00 through local fundraising and sponsorship for costs incurred by LPCI to organize and conduct the conference. This amount does not include in-kind donations garnered by Elgin or the Committee for use at conference events. 3. Conference Planning: Elgin and the Committee agree to provide substantial support and assistance in the conference planning process including: a. selecting and securing venues for workshops, tours, meals, and other events; b. tour development and execution; c. volunteer recruitment and; d. acquisition , rental, or use of equipment required at venues such as slide projectors, VCRs, microphones, chairs and tables, table skirts, workshop signage. In order to achieve the goals of this agreement LPCI agrees to the following responsibilities with the ensured rights: 1. Program Content: The parties agree that LPCI has the sole right to approve any and all aspects of program content for the 1998 conference. While Elgin and the Committee should recommend speakers, tours, and other programs, the parties agree that LPCI must agree in writing to scheduling these events. The parties agree to work together in a timely manner to ensure that conference program planning is effective. 2. Keynote Speaker: The parties agree that LPCI has the sole right to approve the 1998 conference keynote speaker. While Elgin and the Committee should recommend keynote speakers relevant to the conference theme, no speaker shall be selected without the written consent of LPCI. The parties agree to work together in a timely manner to ensure that conference keynote speakers selection is appropriate. 3. Conference Brochure: The parties agree that LPCI must approve in writing any and all aspects of Iayout, design, and printing of the 1998 conference brochure. While Elgin and the Committee should recommend materials for inclusion, no material shall be published in the brochure without the written approval of LPCI. The parties agree to work together in a timely manner to ensure that conference brochure production is appropriate and completed and ready for printing no later than June 1, 1998. 4. Publicity: The parties agree that LPCI must approve in writing any and all publicity and printed conference materials. 5. Local Transportation: If local transportation is needed, Elgin and the Committee agree to abstain from entering contracts on behalf of LPCI without the written approval of LPCI. 6. Conference Expenses: LPCI agrees to pay for the following: a. the conference brochure, including the design, printing, and mailing thereof provided that LPCI has authorized in writing the design and printing; b. all speaker honoraria and costs; c. facility rental fees provided that LPCI has authorized in writing the use of such facilities and the expenditures associated therewith. Bills or invoices for facility rental fees should be submitted by the merchant directly to LPCI for payment; d. meal costs associated with conference events such as Friday lunch, Awards Dinner, Affinity Breakfast, and Saturday Luncheon as outlined in the conference brochure provided that LPCI has authorized such costs in writing. All bills or invoices for meal costs should be submitted by the merchant directly to LPCI for payment. A representative of the City of Elgin will serve on the Conference Planning Committee and his/her signature will suffice to represent the interests of the Committee and Elgin. '�� 1 . /. 4 3 . O City rElg'/ Date 3` 1$ R$ Conference Planning Committee Date Ilk4A4,tr....,e4„ a. 0,,,,,,,,e .il, 7,,i/ Landmarks Preservation Council of Illinois Date oF Etc, '� Agenda Item No. City of Elgin g March 4, 1998 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: 1998 Statewide Preservation Conference in Elgin PURPOSE The purpose of this memorandum is to provide information to the Mayor and members of the City Council on the upcoming 1998 Statewide Historic Preservation Conference and to request approval for a grant to sponsor the conference. BACKGROUND Elgin has been chosen to host the 19th Annual Statewide Preservation Conference to be held on September 17-20, 1998 . The conference is sponsored by the Landmarks Preservation Council of Illinois (LPCI) in Chicago and the Illinois rm. Historic Preservation Agency (IHPA) in Springfield. The statewide conference is an educational and training forum to provide technical assistance to local preservationists and the programs they represent . The conference is also intended to allow preservationists the opportunity to meet and discuss preservation issues . Around 400 preservation professionals from around the state are expected to attend the conference . Although the conference will focus on Illinois issues, it is open to anyone interested in preservation. The conference location changes every year, alternating between a Chicago-area location and other statewide locales. The conference will continue to enhance the momentum and motivation that Elgin and its older, established neighborhoods have in preserving their historic resources . By using these resources as a forum for discussion, the community stands to benefit through increased awareness and new partnerships with organizations and individuals around Illinois . Events are proposed to be held at locations within Elgin like the Masonic Temple on Chicago Street, Elgin Historical Museum, Elgin Academy, various downtown churches, and Elgin Community College. The overnight lodging of participants for the conference will greatly benefit local hotels, motels and restaurants. Statewide Preservation Conference March 4, 1998 Page 2 To ensure the success of the conference, Elgin is asked to enter into an agreement through a grant with LPCI , outlining specific financial and organizational responsibilities . The City will be provided with the opportunity to match or exceed an amount of $5, 000 . 00 as part of the grant agreement . As part of the organizational commitment, a broad-based Conference Planning Committee has already been created. The committee will be responsible to coordinate activities like sessions and workshops, awards ceremonies, tours, and logistical issues like volunteer coordination, venue selection and registration of delegates. A list of committee members is attached. A copy of the draft agreement to be considered between LPCI and the City of Elgin is attached. COMMUNITY GROUPS/INDIVIDUALS CONTACTED The Elgin Heritage Commission, the Elgin Area Convention and Visitors Bureau, neighborhood groups and individuals interested in Elgin' s preservation activities and heritage have offered their support to facilitate the hosting of the conference . jL FINANCIAL IMPACT The local share of $5, 000 will be provided from the Elgin Heritage Commission ' s budget of $18, 000, Account No. 010-1902-709. 80-04 . ,c6 LEGAL IMPACT 7 , None . RECOMMENDATION It is recommended that the City Council approve the request to match or exceed the grant amount of $5, 000 to endorse Elgin' s hosting of the 19th Statewide Preservation Conference . • -spectfully subm' tted, 42 . i.yce A. Parker City Manager