00-43 •
Resolution No. 00-43
RESOLUTION
AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE 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 the
promotion of conventions and tourism in the Elgin area, a copy
of which is attached hereto and made a part hereof by
reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: February 23 , 2000
Adopted: February 23 , 2000
Omnibus Vote : Yeas 6 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
This agreement is hereby made and entered into this r. day ofC , 2000 by and
between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as "City") and
the Elgin Area Convention and Visitors Bureau, an Illinois nonprofit corporation(hereinafter
referred to as "Bureau").
WHEREAS, the 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 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 installments of$100,000 each on February 15,
2000 and July 15, 2000.
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
appointed representative to the Elgin Area Convention and Visitor Bureau. One report and
summary shall be submitted on or before June 15, 2000 and one report on or before
December 15, 2000.
4. Bureau shall provide City's appointed representative to the Elgin Area Convention and
Visitor Bureau with any such further financial information it may have upon the written
request of the appointed representative to the Elgin Area Convention and Visitor Bureau.
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, 2000 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, 2000 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. No funds shall be
t
•
distributed by Bureau to any person, group, organization, corporation or beneficially in
contravention to the constitutional prohibitions of the Constitution of the State of Illinois.
8. The term of this agreement shall commence on January 1, 2000 and shall expire on
December 31, 2000; 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,
2000, 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 which is not due to the
default or breach of this agreement by Bureau prior to December 31, 2000, 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 or otherwise unenforceable for any
reason, 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 •F ELGIN
AO
By i. / L _ Date
'- 'ity Manager
Attest:
Aiy4L.ARLA l
City Clerk
ELGIN AREA CONVENTION
• : VISITORS BUREAU
B :l►_' ..4,.__/ Date/ / z9
Its ' . - - ' 'Ally, !' "
•
•
OFE�
,�
'�- City of Elgin Agenda Item No.
4A
ORATED I -
February 9, 2000
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
rft.
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
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 theaters, restaurants and attractions . The
development agreement between the City and the Elgin Riverboat
Resort requires space 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 . Providing a friendly,
courteous resource to visitors regarding 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 .
•
Elgin Area Visitor & Convention Bureau
Purchase of Service Agreement
February 9, 2000
Page 2
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.
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
partnerships 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) regarding Elgin and the
immediate 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 Hemionus Auditorium, the New Century
Partnership for Elgin, Downtown Neighborhood Association and
the Parks and Recreation Department 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 June 30, 2000 .
- The agreement can be terminated by either party with 30 days
written notice.
ti
•
Elgin Area Visitor & Convention Bureau
Purchase of Service Agreement
February 9, 2000
Page 3
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.
dOZNANCIAL IMPACT
Funding for the proposed agreement in the amount of $200, 000 was
included in the 2000 Budget in the Elgin Riverboat Fund, account
number 275-0000-791 . 80-03, Contributions - Elgin Area Convention
and Visitors Bureau.
The 2000 Budget also includes a portion (43 . 75%) of hotel/motel tax
receipts collected, budgeted at $150, 000, to fund the Bureau' s
operations (account number 010-0902-709 . 80-03) . The tax plus the
PSA provides total support of $350, 000 .
An/EGAL IMPACT
None.
ALTERNATIVES
The City Council could approve the agreement as drafted, edit the
agreement or decline to provide support to the Elgin Area
Convention and Visitors Bureau.
RECOMMENDATION
It is recommended that the Purchase of Service Agreement continue
with the Elgin Area Convention and Visitors Bureau and be
approved for a term of one year.
Respectfully submitted,
Joy A. arker
City Manager
ruk JIM NOWICKI/ai
Attachment