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06-108 Resolution No. 06-108 RESOLUTION APPROVING FUNDING FOR THE 2006 EMPLOYEE APPRECIATION OUTING BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that the City of Elgin hereby approves and authorizes the City Manager to expend funds for the 2006 Employee Appreciation Outing in an amount not to exceed$21,000. s/Ed Schock Ed Schock, Mayor Presented: May 10, 2006 Adopted: May 10, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk April 27, 2006 City of Elgin Employee Appreci 150 Dexter Ct. A -,J: OL-Cak pr LeorJ Elgin ,lL 60120 Dear City of Elgin Employee Appreci, Thank you for placing your 2006 order. This letter is to confirm the order listed below: Group Name City of Elgin Employee Appreci Confirmation Number 1909 Game Date Thursday, August 17, 2006 Game Time 6:30 PM Opponent West Michigan Deposit Amount Due 2,353.50 Deposit Due By Wednesday, April 5, 2006 /AS A P � Special Incentive Deadline Thursday, June 8, 2006 Tickets must be purchased by Thursday, July 6, 2006 "^Y Please refer to your contract for your order details. * If you have not done so already,please pay your NON-REFUNDABLE deposit by the date listed above. The ticket deposit will be deducted from your balance due. If you have booked a picnic,the picnic fee is in addition to any ticket or catering costs. * Acceptable forms of payment include Visa, MasterCard,American Express, Discover, check or cash. * If you reserved your tickets at a discounted price, keep in mind that you will be billed on the number of tickets purchased,not the number of tickets reserved. Thus,the price of your tickets may change if your group decreases the amount of tickets needed. * We are again offering a special incentive for the 2006 season. If we receive payment in full for your group order more than ten weeks prior to your game date,you will receive four complimentary undated tickets for any game in the 2006 season,based on availability. * If you would like to pick up your tickets, PLEASE CALL at least ONE DAY IN ADVANCE in order for your tickets to be ready for pick-up. * Preferred parking is available for$2 per vehicle. This must be purchased in advance. * If you will be arriving on a bus and the driver is attending the game,he/she will need a ticket. * Please inform us if anyone in your party has special needs as addressed by the Americans with Disabilities Act. * All ticket sales are final. If you have any questions or concerns, please contact me at the phone number or e-mail address below. Once again, thank you for supporting Cougars baseball! R[ AY .D2OB 00 .„;coo: Michael Patterson "y mpatterson@kanecountycougcr Kane County Cougars 34W002 Cherry Lane Geneva,IL 60134 Phone: (630)232-8811 Fax:(630)232-8815 www.kccouciars.com ;44;4. 7AT£ % -tvIt-N. 11"— •- 2006 Kane County Cougars Picnic Contract & Dates to Remember �u City of Elgin Employee AppreciOtAp w o Game Date: August 17,2006 • !,.„.r Game Time: 6:30 PM PICNIC SCHEDULE: BEVERAGES: 5:00 PM FOOD: 5:30 PM PICNIC ENDS: 7:00 PM Thank you for reserving your picnic with the Kane County Cougars.We are sure you will enjoy your event. Please be aware of the dates listed below. Once you have taken care of these,we willl take care of the rest!!!! Put tickets and picnic area on hold Done Pay deposit April 5,2006 Deadline to purchase tickets July 6,2006 Call Cougars to give picnic menu July 27, 2006 Last day to give guaranteed number for picnic August 14, 2006 Important Picnic Notes * If your picnic is under a tent,the minimum group size and the minimum number of meals is 50. • If your picnic is on the deck, the minimum group size is 100 and the minimum number of meals is 100 or 80%of the number of tickets purchased,whichever is larger. * There is no charge for general parking. Preferred parking passes are available for$2 per vehicle. Contact the ticket office to purchase preferred parking passes prior to your game date. * Gates open two hours prior to game time. * Game tickets and picnic passes are required to enter the ballpark and picnic site. " The$150.00 picnic fee is a non-refundable separate fee and is NOT applied to the final picnic food invoice. * The picnic invoice will be mailed to you approximately one week after the event,and is due 10 days upon receipt. • A 6.5%sales tax will be added to your final picnic invoice. * No outside food or beverage is allowed inside the ballpark. • If you wish to continue beverage service after the picnic ends,a$50.00 per server fee plus additional consumption,will be added to your picnic invoice.This arrangement must be made at least three days prior to your event. If the request is made less than three days before the event,the fee will be$60.00 per server. * A cash bar is available for a$50.00 fee,with the cash bar ending at the conclusion of the picnic.A cash bar CANNOT be continued after the picnic ends. * Cancellation of any picnic must be made in writing at least 21 days prior to the event;however,all ticket sales are final and the picnic fee is non-refundable. * In order to properly prepare for the event,we must have a guaranteed number of attendees no later than three working days prior to the event. Each person you guarantee will be billed at the"Meal Price". If no guarantee is received three days prior to the event,we will use the number of tickets you purchased as your guarantee. If your guarantee does decrease from the number of tickets purchased, all unused picnic passes MUST be returned to the ticket office prior to the game date or you will be responsible for paying for the meals. " If you select an All You Can Eat menu and the number of actual attendees the day of the event is less than 90%of the guaranteed number,we will take 10%off your guaranteed number. For example: If you guarantee 200 people and 160 attend the picnic,you will be billed for 180 meals. " We reserve the right to require a credit card number at the time of reservation.If payment is not received within 30 days of the picnic invoice,your credit card will be charged the balance. * Tent location is subject to change according to your final guaranteed number and availability. After reviewing the above guidelines please sign the portion below and fax or mail a copy to: Kane County Cougars Catering Department 34W002 Cherry Lane, Geneva, IL 60134 FAX: 630-232-8815 City of Elgin Employee App e i August 17 1909 Signature -/ �; / Date S / ` ) • - Confirmation Number 1909 Contact Number CT067851 ' Kane County Cougars VI tkir. 34W002 Cherry Lane, Geneva,IL 60134 Phone : (630)232-8811 Fax : (630)232-8815 www.kccougars.com E-Mail: info©kanecountycougars.com Contract For: City of Elgin Employee Appreci Group Sales - Must be paid in full by July 6, 2006 Item Quantity Item Price Extended Price Reserved Seats 1,100 $8.00 $8,800.00 Game Date 08/17/06 Picnic Fee 1 $150.00 $150.00 Game Day Thursday Processing Fee 1 $3.50 $3.50 Game Time 6:30 PM $0.00 $0.001 Opponent . West Michigan $0.00 $0.00 i Picnic I Yes $0.00 $0.00 ! Color • Picnic Time 5:00 PM- 7:00 PM Subtotal $8,953.50 Tent Location Hs, BK,sm 1,2,3,6,7,WG! Comments Credit Card Number Expiration Date We City of Elgin Employee Appreci agree(s)to pay the Kane County Cougars for the order indicated above. Payment Record Group Rep City of Elgin Employee Appreci Pmt Group Name City of Elgin Employee Appreci Method Check# CC Type Date Amount Address 150 Dexter Ct. I-- City Elgin State IL Zip 60120 $0.00 Phone# 630-931-5538 Date April 27,2006 $o.00, Fax# E-mail deleon_o@cityofelgi $0.00, Cougars Rep Michael Patterson $0.00+ $0.00' OF EL \y Agenda Item No. City of Elgin X417 E r April 21, 2006 l /fr TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager N Sean R. Stegall, Assistant Cityer Mana g g RECREATIONAL LEISURE AND CULTURAL OPPORTUNITIES FOR ALL CITIZENS SUBJECT: 2006 Employee Appreciation Outing PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider funding a 2006 Employee Appreciation Outing RECOMMENDATION ;m* It is recommended that the City Council approve the funding of a 2006 Employee Appreciation Outing event in an amount not to exceed $21,000. BACKGROUND In 2002 the City Council approved an Employee Appreciation Outing to the Kane County Cougars Game and Picnic. The event was offered to all full-time and permanent part-time employees. Eight hundred seven City employees and guests attended the event in 2002 and it was a great success. We have not held an employee appreciation event since that time. We would like to offer this Employee Appreciation Outing event to the Kane County Cougars Game this year to approximately 1100 active City employees which include all full-time/part- time and seasonal employees. A tentative date has been set for Thursday, August 17, 2006. Each active city employee as of June 1 will receive one free ticket to the Baseball Game/Fire Works and all you can eat picnic from 5:00 p.m. to 7:00 p.m. Each employee will have the opportunity to enter a drawing to throw the first pitch. Employees can purchase additional tickets for$18.95 each. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None 2006 Employee Appreciation Outing April 21, 2006 Page 2 NANCIAL IMPACT There are sufficient funds budgeted ($300,383) and available ($226,000) in the General Fund, Special Projects account number 010-6902-719.89-02, project number 030141 to purchase approximately 1100 tickets for the Kane County Cougars Game and to fund the 2006 Employee Appreciation Outing in an amount not to exceed $21,000. 1\1\34/L'EGAL IMPACT None ALTERNATIVES 1. Approve the 2006 Employee Appreciation Outing to the Kane County Cougars Game and Picnic in an amount not to exceed $21,000. 2. Do not approve the 2006 Employee Appreciation Outing to the Kane County Cougars Game and Picnic in an amount not to exceed $21,000. Respectfully submitted for Council consideration. SRS/od Attachment s�► .. Employee preciation ,..... (6---11, ' Yt Outing with the Cougars dr COt44 Av tell VS. r re tuLL �► IC1IIGA -`� 1Ø #71CAF5 Al °U.G8� TM Thursday, August 17th. Picnic 5:00-7:00 p.m. Gametime 6:oo p.m. , -vParking is free! 411# For more info, '�` 4:`" 3 1a r 71, A =tai ...- call the Cougars at 630-232-8811. 'i * .-r • A ,g.. .;, :, ,„, Directions to the '04141111111_© co Kane County —0i N7r _..� ._. ,.; , ,1, 4., Events Center 0 ji 1, f From 1-88:Tike(-88 to the s , f Farnsworth Ave. North exit, © ,�.�,y4,0 5 miles north to Cherry \$4�/•�� Lane,left to the stadium. itiiik ,- From 1-90:Take 1-90 to © / +! II fi, Y Route 59 South, to Route i`."� 1IIk Kirk Roadw il tirizir iles to CheryLtI . to stadium1 :Take I-29to-88 West tothe0 Ave. North exit, s r _ /.---- 5 miles north to Cherry i {; /" - L 7 Lane,left to stadium. i� m o 0 I iikto ,, \,;\ , 7 H t ‘\di if kp �i 1` ,' � +��.�5,�" Kane County Cougars 34W002 Cherry Lane ' Don't miss the all-u-can eat picnic! o(Jc\St- Geneva, Illinois 60134 630-232-8811 !#16. Name: # of tickets: Each employee receives 1 ticket. Each additional ticket is $18.95. Make checks payable to City of Department: Elgin. Return order by June 30th. 0 Enter me in the drawing for a "First Pitch". Return this form to your department representative.