08-206 • a 'A
Resolution No. 08-206
RESOLUTION
AUTHORIZING EXECUTION OF A SPECIAL EVENT CO-SPONSORSHIP
AGREEMENT WITH THE HISPANIC HERITAGE COALITION FOR FIESTA SALSA
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Ed Schock, Mayor, and Diane Robertson, City Clerk, be and are hereby authorized and
directed to execute a Special Event Co-Sponsorship Agreement on behalf of the City of Elgin
with the Hispanic Heritage Coalition for Fiesta Salsa activities be held on September 13, 2008, a
copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: August 27, 2008
Adopted: August 27, 2008
Vote: Yeas: 4 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
SPECIAL EVENT CO-SPONSORSHIP AGREEMENT
THIS AGREEMENT made and entered into this 0, 2 day of August, 2008,
by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter
referred to as the "City") and the Hispanic Heritage Coalition, an Illinois not-for-profit
corporation (hereinafter referred to as "HHC");
WITNESSETH
WHEREAS, the HHC operates the Hispanic Heritage Coalition, P.O. Box 1432,
Elgin, Kane County, Illinois; and
WHEREAS, the HHC has proposed an event in the form of a festival called Fiesta
Salsa for September 13, 2008.
WHEREAS, HHC's Fiesta Salsa will be held at Festival Park on Saturday, September
13, 2008 in Elgin, Illinois (hereinafter referred to as the "Subject Special Event"); and
WHEREAS, Elgin Municipal Code Chapter 13.25 provides for the co-sponsorship of
special event between the City and certain organizations; and
WHEREAS, HHC meets the criteria established by the Elgin Municipal Code for
eligibility for co-sponsorship of special events; and
WHEREAS, HHC has requested that the City co-sponsor the Subject Special Event;
and
WHEREAS, the City has determined that the Subject Special Event will attract
additional interest in the center city area and will assist in promoting further
redevelopment of the center city area; and
WHEREAS, the City's City Council has further determined that it is in the best
interests of the City to co-sponsor the Subject Special Event with the HHC in accordance
with the terms and conditions of this Co-sponsorship Agreement; and
4. HHC shall be strictly liable for the acts of its volunteers, officers and employees
and HHC to the fullest extent permitted by law shall indemnify, defend, and hold
harmless the City, its officers, employees, agents, boards and commissions from
and against any and all claims, suits,judgments, costs, attorney's fees, damages or
other relief arising out of or in any way connected with the Subject Special Event
or any acts or omissions of the HHC, its agents, volunteers or employees.
Nothing herein shall diminish or obviate the HHC duty to defend the City. In the
event of any action against the City or its officers, employees, agents, boards or
commissions covered by the foregoing duty to indemnify, defend and hold
harmless such action shall be defended by legal counsel of the City's choosing.
The provisions of this paragraph shall survive any termination and/or expiration
of this Agreement.
5. HHC shall also provide, without cost to the City, the insurance required pursuant
to Elgin Municipal Code Section 13.25.070 naming the City as a primary, non-
contributory coinsured with limits of not less than $1,000,000 combined single
limit per occurrence for bodily injury and property damage with a general
aggregate limit of not less than $2,000,000. This insurance shall apply as primary
insurance with respect to any other insurance or self-insurance programs afforded
to the City. There shall be no endorsement or modification of this insurance to
make it excess over other available insurance, alternatively, if the insurance states
that it is excess or pro rata, it shall be endorsed to be primary with respect to the
City.
6. In consideration of the HHC being solely responsible for conducting the Subject
Special Event and for all costs associated with the Subject Special Event as
provided herein, the parties understand and agree that the HHC shall be entitled to
retain any income received from the Subject Special Event.
HHC shall also provide, without cost to the City, the dram shop insurance
required pursuant to Elgin Municipal Code Section 13.25.080 naming the City as
a coinsured with limits of not less that $1,000,000 with such proof of insurance
stating that it shall not be terminated or suspended without at least thirty(30) days
prior written notice to the City. All alcohol sales must end at 10:30 p.m. on
Saturday, September 13, 2008.
12. HHC at its sole cost shall apply for and obtain all necessary permits. Any
entertainment and use of amplifiers shall be in compliance with all applicable
laws and regulations, and shall end at 11:00 p.m. on Saturday, September 13,
2008.
13. City shall be responsible for providing 15 port-o-lets, (2) 30-yard dumpsters, 5
hand washing units, 65 garbage bins, 5 grease containers, and 5 cases of trash bag
liners, the total cost contributed by the City not to exceed $3,180. The HHC shall
be responsible for all other sanitary facilities, necessary electrical power and litter
facilities, litter control and clean-up.
14. The City shall provide, at its sole cost, Land Management staff for clean-up
before and after the event on Festival Park. The costs for Land Management
Department service for the City of Elgin will not exceed $3,240.
15. The City shall provide, at its sole cost, barricades, street sweeper equipment and
Public Works staff for barricade set-up and street sweeping for the parade. The
costs for the Public Works Department service for the City of Elgin will not
exceed $4,562.
16. The City shall not charge HHC a rental fee for the use of Festival Park for the
Subject Special Event.
17. No car stereo contest shall be permitted during the Subject Special Event.
18. Nothing contained in this Agreement shall be construed to relieve the HHC, its
officers, agents or employees, as well as any other participants in the Subject
By ? /k0 Cam- - By
Ed Schock, Mayor Its 1c2,5 /SQ eha I r
Attest: Attest:
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August 21, 2008 - ` ;=' �;<. `;
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TO: Mayor and Members of the City Council — �_, -
FROM: Olufemi Folarin, City Manager
Randy Reopelle, Parks and Recreation Director
SUBJECT: Co-Sponsorship Agreement with the Hispanic Heritage Coalition
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider entering into a Co-Sponsorship Agreement with the Hispanic Heritage
Coalition for activities related to Fiesta Salsa.
RECOMMENDATION
It is recommended that the City Council approve the Co-Sponsorship Agreement with the
Hispanic Heritage Coalition for Fiesta Salsa activities in an amount not to exceed $22,956.
BACKGROUND
Fiesta Salsa, which includes a parade, admission-free outdoor festival with music, contests, and
children's activities, is scheduled to take place on Saturday, September 13, 2008 at Festival Park.
Since 1999, Fiesta Salsa's attendance has increased substantially and this year's crowd is being
estimated at 8,000 as well-known entertainers have been booked.
Since 1999, the Hispanic Heritage Coalition has coordinated the activities of Fiesta Salsa. The
Hispanic Heritage Coalition is a tax-exempt, not-for-profit organization committed to providing
opportunities for Elgin's residents to learn about and celebrate Hispanic Heritage. To help offset
the high cost involved with providing these activities, the Hispanic Heritage Coalition is
requesting co-sponsorship from the City.
The main elements of the agreement are as follows:
1. The City shall waive the fees associated with the rental of Festival Park. These fees will
not exceed $100.
2. The City shall cover the costs to provide police officers for Parade street closures and for
Fiesta Salsa event security. These costs will not exceed $7,800.
Co-Sponsorship Agreement with the Hispanic Heritage Coalition
August 21, 2008
Page 2
3. The City shall cover the costs to provide one fire inspection by the Fire Marshall and one
health inspection by the Code Department at a cost not to exceed $414.
4. The City shall provide one fire truck and three firefighters for a maximum of 12 hours at
a cost not to exceed $3,660.
5. The City shall cover the costs to provide two 30-yard dumpsters, 15 port-o-lets, 65 waste
containers, five hand-washing units, five grease containers, and five cases of trash bag
liners. These costs will not exceed $3,180.
6. The City shall cover the costs to provide Land Management staff for clean-up before,
during and after the event at Festival Park. These costs will not exceed $3,240.
7. The City shall cover the costs for Public Works to provide barricades, street sweeper
equipment and staff for barricade set-up and street sweeping for the parade. These costs
will not exceed $4,562.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The total cost to the City for materials and services associated with the Hispanic Heritage
Coalition agreement is $22,956. There are sufficient funds budgeted ($60,000) and available
($5,443) in the General Fund, "Misc. Services-City Co-sponsored Special Events," account
number 010-0801-709.45-99, project number 039759 to cover the cost of: $5,081 for the port-o-
lets, hand washing units, dumpsters, fire truck, bag liners, grease containers, barricades, and
street sweeping equipment. Operational support not to exceed $17,775.24 from City
departments will be covered within their General Fund departmental operating budgets as
follows: Police $7,800 from Overtime Salary account number 010-2308-731.01-02; Land
Management $3,240 from Overtime Salary account number 010-3371-764.01-02; Public Works
$3,837 from Overtime Salary account number 010-3321-753.01-02; Fire Department $2,622
from Overtime Salary account number 010-2802-735.01-02; and Code $276 from Overtime
Salary account number 010-1606-717.01-02. The $100 rental fee for Festival Park will also be
waived. .
LEGAL IMPACT
None
Co-Sponsorship Agreement with the Hispanic Heritage Coalition
August 21, 2008
Page 3
ALTERNATIVES
1. The City Council may choose to approve the Co-Sponsorship Agreement with the
Hispanic Heritage Coalition for Fiesta Salsa activities in an amount not to exceed
$22,956.
2. The City Council may choose not to approve the Co-Sponsorship Agreement with the
Hispanic Heritage Coalition for Fiesta Salsa activities in an amount not to exceed
$22,956.
Respectfully submitted for Council consideration.
ob
attachments
Co-Sponsorship Agreement with the Hispanic Heritage Coalition
August 21, 2008
Page 4
CITY OF ELGIN SPECIAL EVENT CO-SPONSORSHIP GUIDE 2008
FIESTA SALSA CO-SPONSORSHIP COST WORK SHEET
Please note:Equipment is based on availability and rates are subject to change.Other fees may apply.
APPROVED
COST MANHOURS REQUESTED
ITEM OF SUPPORT REQUEST QUANTITY TO CITY UNITS (Filled in TOTAL
PER UNIT PER UNIT REQUESTED by City) COST
20 Yard Dumpster $295 0 $0
30 Yard Dumpster $415 2 $830
Port-o-lets $85 10 $850
Handicapped Port-o-lets $110 5 $550
Handwashing Units $110 5 $550
Grease Containers(incl.disposal) $50 5 $250
Gargabe Receptacles(64 gal.carts) $0 40 trash/25 recycling $0
Trash bags liners case of 100 $30 5 I $150
Total $3,180
COST
Land Management Services TO CITY
(trash bins,water hook-up) PER HOUR
Labor $45 72 hrs. _ $3,240
Equipment 0 0 $0
Total $3,240
Public Works Services
(Street sweeping,barricades)
Barricade Rental $500 $500
Barricade Labor $55.62 52 hrs. $2,892
Street Sweeper Labor $55.62 1 @5 hrs $278
Parking/Route closure $55.62 3 @ 4 hrs. $667
Equipment(street sweeper)! $45 5 hrs. $225
Total $4,562
Fire Dept.Services
Fire Inspectors $69 1 @ 2 hrs. $138
Fire Fighter(s) $69 3 @ 12 hrs. $2,484
Fire Truck $1,176 $1,176
Total $3,798
35 hrs.-Parade
Police Services 85 hrs.-Festival
Police Officers I $65 I 120 hrs. I I $7,800
Total $7,800
Code Depart.Services
Code Inspector I $69 I1 @ 4 hrs. I I $276
Total $276
Miscellaneous
Festival Park Rental I I $100 I I $100
TOTAL COST FOR THE EVENT $22,956