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04-149 Resolution No. 04-149 RESOLUTION AUTHORIZING EXECUTION OF A HEMMENS CULTURAL CENTER PROMOTIONAL AGREEMENT WITH WLUP FM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that David M.Dorgan,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute a Promotional Agreement on behalf of the City of Elgin with WLUP FM for sponsorship of the Performing Arts Season at the Hemmens Cultural Center, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: June 9, 2004 Adopted: June 9, 2004 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk PROMOTIONAL AGREEMENT THIS AGREEMENT is hereby made and entered into this 9 rAt day of .j v NE , 2004, by and between the CITY OF ELGIN, ILLINOIS, a municipal corporation (hereinafter referred to as "City" ) and WLUP FM Bonneville International Corporation, a Utah Corporation, (hereinafter referred to as "Loop" ) . WHEREAS, City owns and operates a theater commonly known as the Hemmens Cultural Center; and WHEREAS, the parties hereto have each determined it to be in their best interests to enter into an agreement by which Loop shall provide sponsorship for the aforementioned Hemmens Cultural Center. NOW, THEREFORE, in consideration of the mutual; promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the parties hereto hereby agree as follows : 1 . City shall provide Loop with logo placement in 250, 000 editions of the City' s season brochure next to the sponsored show. 1 2 . City shall provide Loop with a half page ad in the sponsored show program. 3 . City shall provide space at the Loop sponsored show for a booth and/or exit sampling of products . 4 . City shall provide Loop with six (6) ticket per show for each of the four performances of the sponsored show for station use. 5 . City shall provide Loop thirty (30) tickets to the sponsored show for on-line ticket give-away promotion. 6 . City shall provide Loop with logo placement and hyperlink on the Hemmens' website next to the sponsored show until the show runs . 7 . City shall provide Loop with logo placement on all print advertising done for promotion of the sponsored show. 8 . City shall provide Loop admission for up to 36 people to Sponsor Only Reception the night of the show. 9 . Loop shall provide City ten (10) 10-second promotional announcements directing listeners to the Loop' s website for the on- line give-away promotion. 10 . Loop shall provide a two (2) week on-line give-away promotion with logo and link to Hemmens website . 11 . Loop shall provide one (1) Loop Scoop database newsletter mailed to 30 , 000 Loyal Loopers . 12 . Loop shall be on-site for the night of the show including the Loop vehicle, two (2) promotional staffers, and station premiums for give-away. 13 . Loop shall provide a listing on wlup. com concert page for a minimum of four (4) weeks . 14 . This agreement shall be subject to and governed by the laws of the State of Illinois . Venue for the resolution of any disputes and the enforcement of any rights arising out of or in connection with this agreement shall be in the Circuit Court of Kane County, Illinois . 15 . The terms of this agreement shall be severable . In the event any of the terms or conditions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect . 16 . This agreement shall not be construed so as to create a joint venture, partnership, employment, or other agency relationship between the parties hereto except as specifically provided herein. 17 . This agreement shall terminate on 2 , 2005 . CITY OF ELGIN 97 . 9 The Lao _ By By C , Ci y Manag r � �'' Attest : Atte City Clerk F:\Legal Dept\Agreement\Hemmens-Loop 97 9 FM.doc -2- City of Elgin Agenda Item No.g \--\ 'ft; ; „�TE D EEC L trt G .i'is. .4011 May 5, 2004 I N r11 t #81 • FINANCIALLY STABLE CITY GOVERNMENT TO: Mayor and Members of the City Council EFFICIENT SERVICES, AND DUALITY INFRASTRUCTURE FROM: David M. Dorgan, City Manager b Gilbert Feliciano, Community Relations/Outreach Coordinator SUBJECT: Community Needs Assessment PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to enter into a contract with the United Way of Elgin for the purposes of a community needs assessment. The needs assessment study results will provide the City, United r. Way of Elgin, and the community at-large with concrete and tangible data regarding the perceived needs of the community with respect to various quality of life issues including, but not limited to, performance of City government, and health, educational, housing, recreational and diversity issues. RECOMMENDATION It is recommended that the City Council approve the contract with United Way of Elgin and authorize them to contract with O'Connor Research and Action (ORA) to conduct a Community Needs Assessment of citizen opinions for $ 20,650. BACKGROUND The City allocated funding in the 2004 Budget for a community needs assessment study. Per a recommendation by the United Way the study will be prepared by ORA. The United Way of Elgin is considered the de facto leader with respect to community-based organizations and non- profit social service agencies. Because of their critical role in the community, and per City Council direction, it was determined they would lead the project, rather than the City, of coordinating the logistical details of this effort. On April 22, 2004, the Board of Directors of United Way of Elgin formally approved a collaborative effort with the City of Elgin and ORA as the lead company in producing said Community Needs Assessment Study. ORA would work closely and directly with the United Way of Elgin, the City of Elgin and United Way's Community Needs Assessment ad hoc Committee. The results are directly influenced by the City Council's nine (9) Strategic Goals. Community Needs Assessment May 6, 2004 Page 2 rk The proposed study would involve focus groups, statistical indicators, information/referral data and a community survey. ORA will be facilitating a scientific needs assessment survey of a statistically valid random set of residents, including the Hispanic population, on City services and quality of life issues in Elgin. The United Way of Elgin will contract with ORA. A special emphasis will be placed on the Hispanic population of Elgin which is presently estimated at forty percent (40%). In addition, considerable time will be spent with the African American and Laotian communities. Focus groups are one of the most effective methodologies in this community because of the cultural and language barriers present in other methodologies such as telephone and written surveys. It is expected that many of these questions will focus on quality of life issues. The survey would be conducted during the summer and the results would be available for review by the end of the first quarter 2005. Furthermore, the use of the needs assessment study in making decisions is critical toward the City Manager's Office goal of using performance measures as a method by which to judge the efficiency and effectiveness of City Services. An important aspect of this study is the coalescing of other external collaborating materials such as Census 2000 information, 2002 Community Survey and other relevant studies conducted in Elgin. ORA was contacted and asked to provide a proposal (attached) to conduct the study. In addition, ORA was asked to give special attention to the Latino population because of their unique language and cultural barriers. ORA has proposed a cost of$41,300 for the Community Needs Assessment. United Way of Elgin and the City of Elgin will share costs equally. Costs were cut with the use of a local volunteer base and the utilization of the City of Elgin's Hispanic Outreach Coordinator. It was felt that should more focus groups be needed, a revised cost amount would be required and considered. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED A community task force has been established by the United Way in order to oversee the project. This task force is represented by numerous not-for-profit and cultural agencies. 012 FINANCIAL IMPACT A total of $35,000 was budgeted for this project in the 2004 Riverboat Fund, account number 275-0000-791.30-99, Miscellaneous Professional Services, project number 039580, Community Needs Assessment. ORA's proposed fee of$41,300 for the study is inclusive of all costs. It is being recommended that the City contract with the United Way for initial amount of$20,650. There are sufficient funds available in the account for this purpose. `.\�`�q, �I,EGAL IMPACT V �' i�An agreement will need to be prepared. elk Community Needs Assessment May 5,2004 Page 3 ALTERNATIVES 1. Approve a contract with United Way of Elgin for a Community Needs Assessment study of residents. 2. Do not proceed with a contract with United Way of Elgin for Community Needs Assessment study of residents. Respectfully submitted for Council consideration. DMD/gf Attachments ri rik O'Connor Research &Action, Inc. 2800 Rolling Meadows Drive ,� 1 6 2f�e,o4 Naperville, Illinois 60564 630-355-5263 March 15, 2004 Lynne Bosley President United Way of Elgin 2022 Larkin Avenue Elgin, IL 60123 847-741-2259 Dear Lynne, Thank you for the opportunity to prepare a proposal for you and the Community Needs Assessment Committee (CNC). My proposal is attached. As President of O'Connor Research & Action, I am the appropriate individual who is authorized to negotiate and sign a contract on behalf of O'Connor Research & Action. I am also the individual who can supply additional information. Robert J. O'Connor, Ph.D. President, O'Connor Research &Action 2800 Rolling Meadows Drive Naperville, IL 60564. Phone: 630-355-5263. I have worked on three needs assessments projects, the last being the needs assessment for United Way of Lake County, Illinois. I have over 15 years of experience in working with United Ways and other nonprofit organization. I bring both strong research expertise and excellent communications skills to the task. The full proposal follows. 1 Scope of Services 1. Focus Groups I would begin with focus groups. I would develop the moderator's guide for the focus groups with staff and CNC input. I would facilitate the focus groups. There would be up to 31 focus groups. • Eight focus groups would be conducted with employees of major corporations, at various levels in the company. • Five focus groups would be conducted with service providers, including executives and front-line workers. • Four focus groups would be conducted with clients, those who receive services from the service providers. • Three focus groups would be conducted with community leaders and funders. • Up to eight focus groups would be conducted with the Hispanic community. I would assist United Way of Elgin and the CNC in finding a bilingual person to moderate the Hispanic focus groups and provide te' Hispanic outreach for the Community Survey. • Given the importance of the Hispanic community I have budgeted $3360 for the Hispanic outreach part-time position, splitting it evenly between focus groups and outreach for the Community Survey. • In addition, I think it would be important to have up to three focus groups for the African-American community. My approach to focus groups includes a short questionnaire so that some preliminary data can be tabulated. These short questionnaires also function as pilot surveys to test questions before designing the community survey. Of course, participants will primarily be discussing open-ended questions introduced by the moderator. It may not be possible to convene community leaders into focus groups. Should that happen, I would conduct up to 10 one-on-one interviews to ensure we received input from key community leaders. This would be an optional proposal depending on the ability to schedule community leaders into focus groups Moderator's Guide: $1,500. Cost of Focus Groups: $6,200. rik Cost of Leadership Interviews: $2,000. 2 Cost of Hispanic Outreach for focus groups: $1,680. 2. Statistical Indicators. I would gather key statistical indicators from Federal, state and local sources as another empirical set of measures to supplement perceptions of need. Some indicators may be available from United Way of Elgin's most recent fund distribution process as a result of receiving information from the agencies. For example, there may be waiting lists and data on how long the wait is for receiving services. Cost of gathering statistical indicators: $3,000. 3. Information and Referral Data. I would look at information and referral data as a behavioral measure of needs in the community. If the Community Crisis Center has categorized and tabulated the calls they have received, that data would be very useful. Being able to "14 measure actual behavior is almost always more powerful than survey responses. If this approach works, United Way of Elgin would be able to track changing needs between major needs assessments. I would look at the past six months of calls to the information and referral line. Cost of I & R data and analysis: $1500. 4. The Community Survey. I would design the questionnaire, using the findings from the focus groups to design the questions. I would look to the CNC for their suggestions. There would be both open-end and structured questions in the questionnaire. Demographic questions would be included, at the end of the questionnaire, to allow breaking out the data by income, ethnicity, education, zip code and other key demographics. This is important because we may find that perceptions of the needs may vary substantially by these demographic factors. I propose a mail survey for the Community Survey. The recent literature on surveying lower-income residents in a community suggests that mail surveys are most likely to generate responses from lower income populations. In addition, mail surveys are generally less expensive than telephone surveys. 3 There are two possible approaches to drawing a random sample. One would involve asking a utility or local government to generate a random set of potential respondents and their home addresses. The other, which I used in Lake County, was to find a direct marketing firm that could generate a random sample of residents. I propose to send a postcard letting respondents know that the survey is coming. I would also follow up three times with a reminder with the questionnaire enclosed. In addition, an inexpensive incentive might be worthwhile to increase response rates. This could be as simple as a brief directory or guide to accessing services in the community. To reach the Hispanic community, more might be required. I have found that Hispanic households are less likely to respond to traditional surveys, even when the survey has been translated into Spanish. Using existing institutions in the community, I would augment the statistically oriented survey with an opportunistic distribution of surveys to the Latino population. As the surveys came in, I would take them to a data entry vendor I have used previously. Once data entry is complete I would load the data into SPSS, a statistical package of programs, and analyze the data. I would then write a comprehensive report that would include data from the Community Survey, the focus groups, the statistical indicators and all the data mentioned above. I would include possible action implications, as I have found that even when people disagree, listing action implications helps organizations think through and implement action steps. Breakout of Community Survey Costs: Designing Questionnaire: $1500. Drawing Sample: $400 Design and Printing: $4300. Three mailings and returns: $6977. Data entry: $1500. Hispanic Outreach: $1,680. Incentive (Optional): $2,000. Data Analysis: $2,500. Comprehensive Report Using All Available Data: $3,000. PowerPoint Presentation: $1,600. Total Cost of the Needs Assessment: $41,300. 4 This is the "not-to-exceed amount." As such, it assumes 31 focus groups, 10 leadership interviews and an optional incentive to cost no more than $2000. Bringing the Data Together. Having talked with several United Ways that have conducted needs assessments, there is a critical point at the end of the process where United Ways have difficulties. A thorough needs assessment generates several streams of data. If there are differences in the findings, the steering committee and staff can be overwhelmed by the complexity of the data. Organizations can freeze up at this point and choose one data source rather than synthesize the information. I would provide several simple decision rules to help work through the complexity, at no additional cost. Qualifications I have worked with United Ways and other nonprofits as a consultant for nearly four years, providing needs assessment services, strategic planning and market research. I have provided research services to United Ways for nearly 20 years. I l have many repeat customers who approach me unsolicited for proposals. Timing Issues: Given the April start, it will be a challenge to complete the focus groups before June 9. The focus group findings are a major input and precursor to the development of the Community Survey. One critical decision in this project is when the Community Survey should be sent out to Elgin area residents. Allowing time for designing the questionnaire, the materials and the printing, it is likely that the Community Survey would go in the field in August. That may not be the best timing due to people taking vacations. We may want to consider fielding the survey in September. Whether the survey is fielded in August or September, it will be difficult to prepare draft recommendations in August. The detailed timeline follows. 5 Proposed Timeline for Community Needs Assessment Task Date Completed Meet with CNC April 30, 2004 Develop moderator's guide for focus May 12 groups Begin to gather statistical indicators May 12 Recruit and schedule focus groups May 14-June 4 Conduct focus groups May 26-July 9 Report on focus groups July 16 Develop draft questionnaire for June 18-30 Community Survey Final version of Community Survey July 12 Fielding of survey, first mailing July 30 Complete inventory of statistical July 30-August 23. indicators Cut-off for receiving surveys August 27 Data entry complete September 14 Analysis of data from survey September 30 Report on survey October 13 Final report October 27 Presentation to the City of Elgin November 10 Project completed January 1 Logistics. United Way of Elgin may be able to recruit experienced facilitators from one of your corporate accounts or from a local college to conduct some focus groups on a volunteer basis. I would be willing to train those volunteers on the discussion guide we will be using. I am assuming that United Way staff would help recruit the focus group participants and help find a meeting space for a focus group of about 12 to 15 participants. In some instances the workplace would provide a suitable room. Also, I would look to United Way staff to help find a bilingual individual who would serve as the Hispanic outreach person, able to run focus groups and reach out to the Hispanic community and deliver surveys to the community. This person could either report to me or to United Way of Elgin staff. Thanks again for the opportunity to bid on the Community Needs Assessment for United Way of Elgin and the area it serves. Robert O'Connor, Ph.D. O'Connor Research & Action 6 • CITY OF ELGIN, ILLINOIS eiihn TAX/COLLUSION/DEBARMENT/PREVAILING WAGE AFFIDAVIT State of 1 , :; r t, ss. County of 6 .A/GL/'' / > > , being first duly sworn deposes and says: That s/he is 13:,�, s c ci..�-t of the firm of the party making the foregoing bid and that the bidder is not barred from contracting with any unit or local government as a result of a violation of 720 Illinois Compiled Statutes, Section 5/33E-3 or 5/33E-4, as amended; and, no collusion or agreement among other bidders or prospective bidders to bid a fixed price or otherwise restrain freedom of competition by agreement has taken place; and, bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. The bidder also certifies that it shall comply, where applicable, with the Prevailing Wage Act 820 ILCS 130/0.01 et seq. Signature of Bidder, if an individual: Signature of Bidder, if a partnership: Subscribed and sworn to before me this ./` ./; day of !: , `0 i Signature of Bidder, if a corporation: My commission expires: / / President Secretary CITY OF ELGIN, ILLINOIS SEXUAL HARASSMENT- POLICIES AND PROGRAMS Effective July 1, 1993, every party to any contract with the City of Elgin and every eligible bidder is required to have written sexual harassment policies that include, at a minimum, the following information: • the illegality of sexual harassment a the definition of sexual harassment under state law • a description of sexual harassment, utilizing examples • a vendor's internal complaint process including penalties • the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission • directions on how to contract the department and commission • protection against retaliation as provided by Section 6-101 of the Human Rights Act I hereby affirm that the organization which .l represent has in place sexual harassment policies which include the required information set fourth above, and I hereby agree to furnish the City of Elgin - Human Resources Department with a copy of these policies if they so request. C,' Signature/Title f�}{'��_'��'�'.L-'� _�. t-: Company (..i ` i f _ 1 1.' '' /') �.. • Date _ IL tr 4t t t, t Sexual harassment is defined as follows: "Sexual harassment"means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when(1)submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment,(2)submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual,or(3)such conduct has the purpose or effect of substantially interfering with an individual's work peribrmance or creating an intimidating, hostile,or offensive working environment. Any questions by contracting parties or eligible bidders concerning compliance with these requirements should be directed to the City of Elgin- Human Resources Department at(847)931-5618. I hereby agree to fully indemnify and hold the City of Elgin harmless from any and all liability, loss, or damage, including costs of defense or claim, demands, costs of judgment against it arising from any sexual harassment complaint resulting from the act of any member of my organization in the performance of this contract. Signature/Title / Gc t-, r , t Company 0 k•-,{'; t,t: Date • -. • CITY OF ELGIN, ILLINOIS, BIDDER'S EMPLOYEE UTILIZATION FORM This report is required by the City of Elgin and must be submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action - City Contracts 1. Name and Address of Bidder Description of Project 2 0 c c-f S, ti i;frit/i.;F' _ N•4'ed.} /f 14...e.-J,i"IiN%1 t--t-t-L 0 C . 11 t 1_f� 1 C,:t i L L=1 11-, '£' i ✓i a 1 d:. GU(:' , / .1(ili Total Whites Blacks I lispanics Asians or American Minority Female CATEGORIES Employees Pacific Indians (M&F) (All Islanders Categories) M / F M / F M / F M / F M / t' Example: 18 3 5 3 2 4 I 55.6% 44.4% Managers (10/18) (8/18) a f C'fNea I o s TOTALS Signature of Company Official Title Telephone Number Date Signed Page (,) ,i.ii i f i tc_ i s �t� L S ASS S (..; of 2. Have you ever been awarded a bid by the City of Elgin? Yes 3. If the answer to question 42 is Yes, please submit a copy of the Employee Utilization Form that was submitted with your last successful, bid along with a fully completed copy of this form. 4. If the statistical data provided above shows underutilization of minorities and/or females, please submit, according to the guideline provided in the attached document, a written commitment to provide equal employment opportunity. rNOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action provisions of the City of Elgin, the City, amongst other actions, may cancel, terminate, or suspend the contract in whole or in part.