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HomeMy WebLinkAbout5.a. 2005 Service Agreement with Leprechaun Days CommitteeCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION Special City Council Meeting Date February 15, 2005 AGENDA ITEM: Service Agreement with Leprechaun AGENDA SECTION: Days Committee Department Head Report PREPARED BY: Dan Schultz, Parks &Recreation Director AGENDA-NO. ATTACHMENTS: Service Agreement APPROVED BY: RECOMMENDED ACTION: Motion to approve the 2005 Service Agreement with the Leprechaun Days Committee ACTION: ISSUE In February of 2004, the City Council approved a Special Event Policy that was adopted to see that in -kind services provided by the City to special event coordinators were being used in an efficient and effective manner BACKGROUND In 2004 City staff coordinated the Leprechaun Days celebration with the assistance of community volunteers, because there was not a group organized as per the special event policy to run the event Staff informed Council that after coordinating the event in 2004, that staff would assist interested community members in getting organized to coordinate the celebration as a community driven committee The attached service agreement is the same service agreement signed by past Leprechaun Days and Halloween Event coordinators SUMMARY The new committee working to organize the 2005 Leprechaun Days Celebration has provided staff with necessary documentation required in the City's special event policy including committee bylaws, proof of insurance, request for City services, meeting agendas and meeting m inutes Staff did not receive a financial report from the n ew committee, as they were not financially involved in the 2004 event Staff is recommending the City Council approve the 2005 Service Agreement with the Leprechaun Days Committee SERVICE AGREEMENT BETWEEN THE CITY OF ROSEMOUNT AND LEPRECHAUN DAYS COMMITTEE THIS AGREEMENT is made the day of February, 2005 by and between the City of Rosemount, a Minnesota municipal corporation (hereinafter referred to as "City") and Leprechaun Days Committee, a Minnesota association (hereinafter referred to as "Leprechaun Days WITNESSETH: WHEREAS, for a number of years Leprechaun Days has conducted an annual civic community festival known as Leprechaun Days (hereinafter referred to as "The Community Festival'), and WHEREAS, the city council of the City has determined that it is in the best interest of the City and its citizens to promote the City and its businesses and to provide recreational opportunities for its residents by entering into a contract with Leprechaun Days to conduct the Community Festival in 2005, NOW, THEREFORE, on the basis of the premises and the mutual covenants and agreements hereinafter set forth, it is agreed as follows- Leprechaun Days will organize and conduct, in cooperation with the city staff, the Community Festival for 2005, which shall run for ten days which shall be agreed upon by Leprechaun Days and the city council, in accordance with practices and standards of such festivals conducted in past years Services shall include the recruitment, selection, training, and managing of such employees and volunteers as are necessary to conduct the Community Festival, and shall include but not be limited to a. advertising and promotions including the design, production and distribution of buttons, flyers and posters, and the development and installation of signs and banners, securing all necessary governmental permits and seeking approval of street closings and other required City action, soliciting financial support from individuals, businesses and organizations including sponsorships of certain events, and d conducting the following events or arranging for them to be conducted by other cooperating organizations, provided that events may be deleted or added with the approval of the city council 1) Medallion Hunt 23) Amusement Rides 2) Tnke, Bike and Scooter Races 24) Wet N' Wild Day 3) Penny Scramble 25) Teen Bowling at City Limits 4) Bathtub Race 26) Kvam's Softball Tournament 5) Bingo 27) Public Ice Skate 6) Bowl for D ARE 28) Hamster and Gerbil Races 7) Puppets in the Park 29) BBQ Beef and Corn on the Cob Feed at 8) Fishing Derby the Legion 9) Music in the Park 30) Euchre Tournament 10) Run for the Gold 31) $100 Days Bowling at City Limits 11) Rosemount Family Fitness Walk 32) Family Fun Day at Cub Foods 12) Bench Press Contest 33) Toilet Bowl Races 13) Grand Day Parade 34) Steak Fry at the Legion 14) Mid Summer Faire 35) Classic Car Show 15) Family Fun Night 36) Aviation Extra-, aganza 16) Ice Cream Social/Resource Fair 37) Fun Pet Show 17) 500 Tournament 38) Wheel Chair Basketball Tournament 18) Leprechaun Days Entertainment 39) Root Beer Floats at Legion 19) Fireworks Display 40) Teen Battle of The Bands 20) Sneaky Pete's Garden Tractor Pull 41) Karaoke at Legion 21) Kiddie Parade 42) Sit Down Breakfast at Legion 22) Blarney Stone Hunt 2 Leprechaun Days will undertake the work of this agreement as an independent contractor, and Leprechaun Days officers, employees, volunteers, and agents shall not be deemed agents or employees of the City for any purposes including, but not limited to, income tax withholding, workers' compensation and unemployment compensation As consideration for the services provided by Leprechaun Days, the City will pay momes received as contributions in support of the Community Festival The amount actually paid will be limited to the amount of such contributions received The City will advise Leprechaun Days, on request, of the status of funds received and funds reasonably expected to be received 4 Leprechaun Days will maintain liability insurance providing the following coverages Commercial general liability with personal injury limits of not less than $1,000,000 per occurrence and a general aggregate limitation of not less than $2,000,000 The City of Rosemount will be named as additional insured on all such policies and proof of insurance will be provided to the City 2 All services and activities conducted by Leprechaun Days shall be on a nondiscriminatory basis and in full compliance with all state and federal civil and human rights laws, regulations and rulings 6 Those possessing current peddlers /solicitors' licenses cannot be part of Leprechaun Days or Mid Summer Faire events unless they have registered with Leprechaun Days and have been approved by the committee CITY OF ROSEMOUNT Ez William Droste, Mayor Linda Jentink, City Clerk LEPRECHAUN DAYS to Leprechaun Days Treasurer :A Leprechaun Days Chair