99-53 Resolution No. 99-53
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 Joyce A. Parker, City Manager, and Dolonna
Mecum, 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 marketing and
promotional support of the tourism and convention industries in
and around Elgin, a copy of which is attached hereto and made a
part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: February 24 , 1999
Adopted: February 24, 1999
Omnibus Vote: Yeas 6 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
WHEREAS, the City of Elgin(hereinafter referred to as"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(hereinafter referred to as "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:
NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained
herein, the sufficiency of which is hereby acknowledged,the parties hereto agree as follows:
1. City shall pay Bureau the sum of$200,000 in semi-annual installments of$100,000 each on
February 15, 1999 and July 15, 1999.
2. Bureau shall provide not less than one person for not less than seventy (70) hours in each
seven (7) day period during the term of this agreement to answer questions and provide
promotional materials to the general public at the Grand Victoria Visitor Information Center.
3. Bureau shall provide not less than two(2)reports and summaries of its activities to the City's
Budget Officer. One report and summary shall be submitted on or before June 15, 1999 and
one report on or before December 15, 1999.
4. Bureau shall provide City's Budget Officer with any such further financial information it
may have upon the written request of the City Budget Officer.
5. Bureau shall conduct good faith efforts to obtain additional funding from other sources for
its operations.
6. Bureau shall expend the sum of not less than $35,000 on or before December 15, 1999 on
materials,advertisements,and promotions directed at the advancement of tourism in the City
of Elgin.
7. Bureau shall expend the sum of not less than $35,000 on or before December 15, 1999 to
develop and fund a program designed to provide funds to Elgin based not-for-profit
organizations which, in the reasonable discretion of Bureau shall contribute to the promotion
and advertisement of investment and tourism in the City of Elgin.
8. The term of this agreement shall commence on January 1, 1999 and shall expire on
December 31, 1999 provided, however, that either party hereon may terminate this
agreement upon thirty (30) days written notice.
9. In the event this agreement is terminated by the Bureau for any reason prior to December 31,
1999, Bureau shall refund to the City all unexpended funds provided to Bureau by City
within fifteen(15) days of the date of said termination and the City shall not be obligated to
pay any further sums to Bureau.
10. In the event this agreement is terminated by the City for any reason prior to December 31,
1999, Bureau shall be allowed to retain all unexpended funds for promotions and
advertisement established prior to notice of termination under paragraphs 6 and 7 above.
11. This agreement shall be subject to and governed by the laws of the State of Illinois.
12. The terms of this agreement shall be considered to be severable. In the event that any of the
terms of this agreement shall be deemed to be void otherwise unenforceable, the remainder
of the agreement shall remain in full force and effect.
13. This agreement shall not be construed so as to create a partnership,joint venture, agency or
employment relationship between the parties hereto.
CIT OF ELGIN
B i..�%' I • Date
Ci Manager
Attest:
City Clerk
ELGIN AREA CONVENTION
AN Pi ISITORS BUREAU
BY 4 ��I/. Date� 7/<
Its Rillifer
Agenda Item No.
�, City of Elgin s ( I
Sri �
February 4 , 1999
TO: Mayor and Members of the City Council
FROM: Joyce A Parker, City Manager
SUBJECT: Purchase of Service Agreement with the
Elgin Area Convention and Visitors Bureau
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information regarding the
renewal of a Purchase of Service Agreement with the Elgin Area
Convention and Visitors Bureau.
BACKGROUND
Since 1984 , the Elgin Area Convention and Visitors Bureau has
provided marketing and promotional support of the tourism and
convention industries in and around Elgin. The opening of the
Elgin Riverboat complex presented new opportunities for the City
rft. and the Bureau. Three million people per year pass through the
Pavilion and one of the Bureau' s goals is to encourage visitors
to frequent nearby theatres, restaurants and attractions . The
development agreement between the City and the Elgin Riverboat
Resort requires space to be made available at the Pavilion to
take advantage of this major port of entry.
Staffing the Visitors Center in the Pavilion with people who are
familiar with the community is critical . The impression that is
given to visitors of providing a friendly, courteous resource on
restaurants, lodging, neighborhoods and other attractions in
Elgin is necessary in ensuring they make a return visit .
A formal Purchase of Service Agreement was initially adopted by
the City Council in October, 1995 . The Bureau is primarily
funded from a portion of the City' s hotel/motel tax, State of
Illinois grants and Ventures publication advertising revenues .
Highlights of the proposed agreement include :
- Staffing of the Welcome Center to promote Elgin, with either
volunteers or paid staff, for a minimum of 70 hours per
week. Merchandise promoting Elgin will be available for
sale .
- The Bureau is to provide semi-annual activity reports .
- The City has the right to request any additional information
as it feels necessary to verify the Bureau' s performance.
.PSA - Elgin Area Convention and Visitors Bureau
February 4, 1999
Page 2
rk - The Bureau will submit a timely annual financial report and
an annual performance report for review by the City.
- The agreement is to be for a term of one year.
- The Bureau will continue efforts at fund raising and part-
nerships with the private sector to support its operation.
- A minimum of $35, 000 of the $200, 000 is to be spent for
promotional material/advertising -- printed brochures,
newspaper, radio, and television -- on Elgin and the immedi-
ate area.
- A program has been developed with $35, 000 of the $200, 000 to
go toward matching grants for Elgin based not-for-profit
organizations, attractions, and events . These grants are to
be used for promotional materials/advertising.
- The Bureau is to continue working closely with the City of
Elgin, particularly the Hemmens Auditorium, the New Century
Partnership for Elgin, and the Parks and Recreation Depart-
ment in all promotional endeavors .
In exchange for these services, the City will provide :
"` - Two equal installments totaling $200, 000 are to be made to
the Bureau, $100, 000 after passage of the agreement and
$100, 000 on July 15, 1999 .
- The agreement can be terminated by either party with 30 days
written notice .
This agreement will allow the Bureau to support the needed costs
involved with creating a first-class image campaign for the city
and the area.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Elgin Area Convention and Visitors Bureau.
FINANCIAL IMPACT
Funding for the proposed agreement in the amount of $200, 000 was
included in the 1999 Budget in the Elgin Riverboat Fund, account
number 275-0000-791 . 80-03 , Contributions - Elgin Area Convention
and Visitors Bureau.
The 1999 Budget also includes a portion (43 . 75%) of hotel/motel
tax receipts collected, budgeted at $150, 000, to fund the Bu-
reau' s operations (account number 010-0902-709 . 80-03) . The tax
low plus the PSA provides total support of $350, 000 .
•
, $SA - Elgin Area Convention and Visitors Bureau
February 4 , 1999
Page 3
LEGAL IMPACT
None.
ALTERNATIVES
The City Council could approve the agreement as drafted, edit the
agreement or decline to provide support to the Elgin Area Conven-
tion and Visitors Bureau.
RECOMMENDATION
It is recommended that the Purchase of Service Agreement continue
with the Elgin Area Convention and Visitors Bureau and be ap-
proved for a term of one year.
Res ectfully submitted,
(14241.4---
Jo ce . Parker
City Manager
JRN/ai
Attachment
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