13-93 Unsigned Resolution No. 13-93
RESOLUTION
AUTHORIZING EXECUTION OF A LETTER AGREEMENT
WITH THE VILLAGE OF HOFFMAN ESTATES, VILLAGE OF HANOVER PARK
AND HANOVER TOWNSHIP TO CO-SPONSOR
A JULY FOURTH CELEBRATION
BE IT RESOLVED that David J.Kaptain,Mayor,be and is hereby authorized and directed to
execute a letter agreement on behalf of the City of Elgin with the Village of Hoffman Estates,
Village of Hanover Park and Hanover Township dated April 24,2013,to co-sponsor a July Fourth
Celebration to be held at and adjacent to the Sears Centre Arena,Hoffman Estates,Illinois,a copy of
such letter agreement being attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 26, 2013
Adopted: June 26, 2013
Vote: Yeas: 6 Nays: 3
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
• Fully executed copy of the letter was never received by the Clerk's Office
Resolution No. 13-93
RESOLUTION
AUTHORIZING EXECUTION OF A LETTER AGREEMENT
WITH THE VILLAGE OF HOFFMAN ESTATES, VILLAGE OF HANOVER PARK
AND HANOVER TOWNSHIP TO CO-SPONSOR
A JULY FOURTH CELEBRATION
BE IT RESOLVED that David J.Kaptain,Mayor,be and is hereby authorized and directed to
execute a letter agreement on behalf of the City of Elgin with the Village of Hoffman Estates,
Village of Hanover Park and Hanover Township dated April 24, 2013,to co-sponsor a July Fourth
Celebration to be held at and adjacent to the Sears Centre Arena,Hoffman Estates,Illinois,a copy of
such letter agreement being attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 26, 2013
Adopted: June 26, 2013
Vote: Yeas: 6 Nays: 3
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
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Phone: DateL T' Time By
April 24, 2013
Mayor David Kaptain Mayor Rodney S. Craig
City of Elgin Hanover Park Village Hall
150 Dexter Court 2121 West Lake Street
Elgin, Illinois 60120 Hanover Park, IL 60133
Supervisor Brian P. McGuire
Hanover Township
250 S. Route 59
Bartlett, IL 60103
Re: 2013 Fourth of July Celebration
Dear Gentlemen:
This letter confirms an agreement wherein the City of Elgin, the Village of Hanover Park,
Hanover Township and the Village of Hoffman Estates have agreed to continue to co-sponsor a
July Fourth Celebration to be held at and adjacent to the Sear's Centre Arena.
All residents of the participating communities shall have free admission to the July Fourth
Celebration. Additionally, participating community logos will be included on printed materials,
the website and welcome signage at the festival. All participating communities shall work
together on festival sponsorship.
It is understood the Village of Hoffman Estates will arrange for a fireworks display for the
evening of July 4, 2013, with an alternate date of July 7, 2013. The Village of Hoffman Estates
will also provide police, paramedics, financial services, food and beverage vendors, carnival, live
entertainment, and parking at levels consistent with past July 4th celebrations.
Hoffman Estates and Elgin will finalize police service contributions for those particular
communities closer to the event based upon final plans for traffic control, parking, and site
security. Police contribution for Hanover Park and Hanover Township are outlined in their
sections below.
It is understood the City of Elgin will provide Fifteen Thousand Dollars ($15,000.00) to the
Village of Hoffman Estates to help offset celebration costs (fireworks display); a paramedic crew
on July 4th, and a paramedic crew on two of the following dates, July 3, 5,6 or 7. Elgin will also
provide their Fire Department gator during the event. Elgin will help provide
cultural/community entertainment and marketing services for the event similar to 2012.
4th of July Celebration Agreement Page 2 of 4
It is understood the Village of Hanover Park will contribute Ten Thousand Dollars ($10,000.00)
to the Village of Hoffman Estates to help offset celebration costs (fireworks display); five (5)
police officers 4:00 pm to midnight July 4, 2013; one ambulance and staff 8:00 pm to midnight
July 4, 2013.
It is understood Hanover Township will contribute Ten Thousand Dollars ($10,000) to the
Village of Hoffman Estates to help offset celebration costs (fireworks display); traffic support
and related services;; marketing support; and planning support.
The communities agree that they will contribute public works equipment and staffing and/or
volunteers as outlined below:
Public Works related items/equipment sought for supporting the Fest:
- Type III Barricades
- Street Sweeper
- Light Towers
- Golf Carts/Gator Carts
- 2-3 each 25-35KW Quiet Generators
- Pick-up trucks w/drivers for towing trailered equipment
Labor Assistance from Supporting Agencies:
• Tuesday, July 2, 2013 (7:30AM— 1:30PM)
Picking up light towers, generators, golf/gator carts and barricades from other agencies.
Assistance setting up tables/chairs, installing snow fencing, positioning trash cans, positioning
portable toilets and general prep work.
Elgin: 2 drivers; 8 personnel or community service personnel
Hanover Park: 10 personnel
Hoffman Estates: 12 personnel
• Wednesday, July 3, 2013 (7:30AM— 1:30PM) & (3:00PM—7:00PM)
Picking up light towers, generators, golf/gator carts and barricades from other agencies.
Assistance finalizing site set up; setting up tables/chairs, installing snow fencing, positioning
trash cans, positioning portable toilets, vendor utility hook up assistance, general prep work and
site clean-up.
Elgin: 8 personnel or community service personnel
Hanover Township: 5 personnel
Hoffman Estates: 12 personnel
• Thursday, July 4,2013 (10:30AM— 11:30PM)
Personnel capable of operating a trash truck compactor and deploying equipment
Trash control duties,traffic control devise deployment/removal,light tower deployment/take-down.
Elgin: 3 personnel
Hoffman Estates: 7 personnel
4th of July Celebration Agreement Page 3 of 4
• Friday, July 5, 2013 (5:00AM—9:00AM+/-)
Site/area clean-up.
Elgin: 20 personnel or community service
Hanover Park: 10 personnel
Hanover Township: 5 personnel
Hoffman Estates: 12 personnel
• Saturday, July 6, 2013 (5:00AM—9:00AM +/-)
Site/area clean-up.
Elgin: 12 personnel or community service
Hoffman Estates: 12 personnel
• Sunday, July 7, 2013 (5:00AM—9:00AM +/-)
Site/area clean-up.
Elgin: 12 personnel or community services
Hoffman Estates: 12 personnel
• Monday,July 8, 2013 (5:00AM—2:00PM)
Site/area clean up and Fest take down. Return light towers, generators, golf/gator carts,
barricades to owners. Snow fence removal, table/chair stacking, return all supplies to HEPW
facilities.
Elgin: 3 drivers; 6 personnel or community services
Hanover Township: 5 personnel
Hoffman Estates: 12 personnel
All participating units of government will provide an on-site representative to be physically
present at the Sears Centre Arena from 4:00 pm to midnight on July 4, 2013. This representative
must be authorized to make operational decisions on behalf of the unit of government.
Village of Hoffman Estates contact personnel will be:
Mr. Dan O'Malley, Deputy Village Manager
Office: 847-781-2602
Email: dan.o'malley @hoffmanestates.org
Ms. Emily Kerous, Mayor's Director of Operations
Cell: 224-325-2290
Email: Emily.Kerous @hoffmanestates.org
City of Elgin's contact personnel will be:
Ms. Cherie Murphy, Assistant to the City Manager for Community Engagement
Office: 847-931-5667
Cell: 847-343-0043
E-mail: Murphy c @cityofelgin.org
4th of July Celebration Agreement Page 4 of 4
Ms. Barb Keselica, Special Events and Community Engagement Coordinator
Office: 847-531-7056
Cell: 847-417-6959
E-mail: Keselica be cityofelgin.org
Village of Hanover Park's contact personnel will be:
Police Chief David Webb
Office: (630) 823-5501
Mobile: (630) 878-7872
Email: DWebb @HPIL.org
Hanover Township contact personnel will be:
James Barr, Township Administrator
Cell: 815-751-4000
Email: JBarr @Hanover-Township.org
Tom Kuttenberg, Community Relations Manager
Cell: 630-408-4938
Email: TKuttenberg @Hanover-Township.org
All contributions to the Village of Hoffman Estates will be paid on or before June 22, 2013.
Sincerely,
William D. McLeod
Mayor
City of Elgin Village of Hanover Park
Accepted: Accepted:
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Hanover Township
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