99-11 Resolution No. 99-11
RESOLUTION
AUTHORIZING EXECUTION OF A SERVICE AGREEMENT WITH
THE ELGIN SYMPHONY ORCHESTRA ASSOCIATION
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
Symphony Orchestra Association for youth programming and
operational support, a copy of which is attached hereto and
made a part hereof by reference.
s/ Robert Gilliam
Robert Gilliam, Mayor Pro Tem
Presented: January 27 , 1999
Adopted: January 27 , 1999
Omnibus Vote : Yeas 5 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
SERVICE AGREEMENT
THIS AGREEMENT is made and entered into this /`'/ day of 1999, by and
between the ELGIN SYMPHONY ORCHESTRA ASSOCIATION, a not-for-profit organization,
(hereinafter referred to as the "ESO")and the CITY OF ELGIN, Illinois, a municipal corporation,
(hereinafter referred to as the "CITY"); and
WHEREAS, The City of Elgin,Illinois has determined it to serve a beneficial public purpose to
maintain the Elgin Symphony Orchestra as the largest cultural organization in the Fox Valley and as
Illinois's largest symphony orchestra outside the City of Chicago; and
WIEREAS, The City has further determined it to serve a beneficial public purpose to assure
that its youth are extended a diverse offering of stimulating activities which provide potential life-long
benefit; and
WHEREAS, The ESO provides over 10,000 tickets each season to residents of Elgin, and
draws over 17,000 ticketing patrons into Elgin each season; and
WHEREAS, the ESO provides over 10,000 students each season with stimulating musical
experiences.
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. The City shall pay to.the ESO the sum of$183,000 on or before January 31, 1999.
2. The ESO shall address all initial inquiries and requests made pursuant to this agreement
to the Management Assistant in the City Manager's office.
3. The ESO shall apply$75,000 of the aforementioned $183,000 to Youth Initiatives. In
exchange, the ESO shall provide youth programs, including, but not limited to,Petite
Musique, Elgin Financial Center Foundation Kids Konzerts, In-School Music Program,
Apprentice Program, and the Homeschool Subscritpion series.
4. The ESO shall apply$30,000 to office and salary expenses related to their location at
20 DuPage Court, including their new box office. In exchange, ESO shall maintain and
operate a box office in the center city area throughout the year.
5. The ESO shall apply$53,000 to general operational expenses.
6. The ESO shall apply$25,000 to the SCORE! (Students Creating Opera to Reinforce
Education)program, designed in conjunction with Hamilton Wings.
7. The ESO shall provide a written report detailing the disbursement of$183,000. This
report shall be submitted by September 30, 1999 to the Elgin City Council and shall
include, but not be limited to, a summery of public performance offerings, gross tickets
sold, activities offered for youth, attendance numbers for said activities, and a
breakdown of$4", 00 iii office expenses.
45-3 eon
8. The ESO shall be granted an additional 10% discount on Hemmens usage fees,
including hall rates, labor and equipment charges, should it hold more than 15
performances in a calendar year at the Hemmens Cultural Center.
9. The City shall have the right to review all accounting records related to the use of the
$183,000, given 72 hours notice, and at a time agreed upon by both parties.
10. The ESO shall indemnify and hold City harmless from and against any and all claims for
damages, suits, causes of action or any and all other liability which may arise out of or
in connection with the performance of this agreement or other operations as a result of
any negligent actions by the ESO.
11. This Agreement shall be in full force and effect from January 1, 1999 through
December 31, 1999.
IN WITNESS WHEREOF, the parties hereto have executed this agreement on the date and
year written above.
CITY OF ELGIN
a municipal corporation
By
Kevin Kelly
Attest: Mayor
In
City Clerk
ELGIN SYMPHONY ORCHESTRA ASSOCIATION
a not-for-profit corporation
BY
Michael Pastreich
Executive Director
City of Elgin Agenda Item No.
January 4 , 1999
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Elgin Symphony Orchestra Support and
Purchase of Service Agreement
PURPOSE
The purpose of this memorandum is to provide information to
the Mayor and members of the City Council to consider a
Purchase of Service Agreement with the Elgin Symphony Orches-
tra (ESO) for youth programming and general operational
support .
BACKGROUND
The 1999 Budget includes $183 , 000 for ESO support, with
$148 , 000 from the Riverboat Fund designated for ESO support
• and youth initiatives and $35, 000 from the General Fund
Cultural Arts Commission budget . At their January 11 meeting,
the Cultural Arts Commission will be considering the expendi-
ture of $35, 000 from their General Fund budget to support ESO
operations .
The ESO is the largest orchestra in the state outside of the
City of Chicago. With over 27, 000 ticketed patrons each year
to a variety of concerts, the presence of ESO in the community
helps establish Elgin as a- regional center for the performing
arts . ESO estimates - that approximately 10, 000 of these
patrons are from Elgin, with another 17, 000 being drawn from
outside of Elgin. In addition to these programs, ESO, in
partnership with the City, has provided a variety of programs
to school children in Elgin (i . e . , Petite Musique, Kidz
Konzerts, In-School Music Program, Apprentice Program, and a
new Home School Subscription series) . ESO' s commitment to the
Elgin community is apparent through the continued use of the
Hemmens Cultural Center as the symphony' s home base and the
move of ESO ' s executive offices to downtown in August, 1996 .
A new feature of the Symphony' s program is a collaboration
with Hamilton Wings to implement a music development program
designed for at-risk youth. Students Creating Opera to
Reinforce Education! (SCORE) will provide the opportunity for
• 60 at-risk students, age 10 to 13 , to work with professional
singers, composers, instrumentalists, writers, . designers and
theatre technicians to create, develop, produce and perform an
original opera. The ESO will apply $25, 000 of the City' s
contribution to this program.
ESO PSA
January 4 , 1999
Page 2
• A Purchase of Service Agreement has been drafted by the ESO
Executive Director and City staff for City Council considera-
tion. The agreement is designed to establish. the public
purpose for City support and provides a mechanism for ESO ' s
accountability for the use of public funds . ESO has prepared
a report to the City detailing the use of the $150 , 000 funding
in 1998 . Also included in the agreement is a provision
granting an additional loo discount for Hemmens usage, if ESO
uses the facility more than 15 times in a calendar year. This
provision provides an incentive to ESO to continue to utilize
the Hemmens as their home base .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The proposed agreement was drafted in conjunction with the ESO
Executive Director, Michael Pastreich.
FINANCIAL IMPACT
Total funding of $183 , 000 is located in the 1999 General Fund
and Riverboat Fund budgets . The Cultural Arts Commission has
recommended using $35, 000 of their allocation from the General
Fund budget (account number 010-1902-709 . 80-10) . The River-
boat Fund (account number 275-0000-791 . 80-11) contains the
remaining . $148 , 000 for ESO support and youth initiatives .
0 Sufficient dollars exist to fund the PSA with the ESO.
�W V/ LEGAL IMPACT
None .
ALTERNATIVES
The City Council could approve the agreement as drafted, edit
the agreement or decline to provide support to ESO.
RECOMMENDATION
It is recommended that the City Council approve the Purchase
of Service Agreement with the Elgin Symphony Orchestra .
Respectfully submitted,
io Y Manager
ce Parker
t Mana
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dkn/dkm
Elgin Symphony Orchestra
• 20 DuPage Courl, Elgin, IL 60120-6424 • Pboue (847 888 0404 Fax (847) 888 - 0400
Rober!Hanson-Music Direclor Aficbael Pastreicb-Ereculive Director Ronald.9.Ablinan-President
October 7, 1998
Mr. Eric Stuckey
City of Elgin
150 Dexter Court
Elgin, EL .60120
Dear Eric,
Please find enclosed the Elgin Symphony Orchestra's final report to the City of Elgin
regarding the disbursement of$150,000. This financial support from the City of Elgin, in addition
to the use of the downtown office space, is instrumental in bringing the music of the Elgin
Symphony Orchestra to the people of our community.
Please feel free to call if you have any questions. Once again, thank you for your support.
• Sincerely,
,
Michael Pastreich
Executive Director
i
•
Elgin Symphony Orchestra
• 20 DuPage Court, Elgin, 1L 60120-6424 • Phone (847) 888 - 0404 Fax (847 888 - 0400
Robert Hanson-Music Director Aficbae/Pastreicb-Executive Director Rona/d.9.Ab/man-President
Report to the City of Elgin
Disbursement of$150,000
$75,000 Youth Initiatives
Family Concerts $27,662
Homeschool Subscription Series $2,063
In School Music Program $1,583
Kids Konzerts $25,912
Petite Musique $17,780
Total $75,000
$30,000 Box Office (office and salary expenses)
Box Office Coordinator $20,000
Box Office Supplies $2,500
Payroll Tax $1,535
Ticketing Software System $2,760
• Software Support Fee $2,155
Software Training $1,050
Total 30,000
$45,000 General Operational Expenses
Total operational expenses for the 1997-98 season exceeded $1,000,000.
Summary of Public Performances
For a summary of the Elgin Symphony Orchestra's public performances during the 1997-98
Season, please refer to the enclosed brochure. The ESO also performed a large number of
educational programs and several concerts in the park, including the opening of the Elgin Fine
Arts Festival.
Gross Attendance
Classic Series 9,922
Pops Series 3,244
Family Series 1,133
Holiday Concerts 3,013
Activities Offered for Youth Attendance
• Kids Konzerts (6 performances) 7,200
Petite Musique (4 performances) 2,600
Home School Student Program 156
In School Music Program - 4 performances 665
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