R-1380 - 06/10/2014 - TASTE - Resolutions Supporting Documents ITEM 6.F.5)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
June 10,2014
SUBJECT: Taste of Oak Brook Sponsorship Agreement
FROM: Art Osten Jr., Interim Village Manager
BUDGET SOURCE/BUDGET IMPACT: 816-79400
RECOMMENDED MOTION: Motion to Approve Resolution 2014-AG-MCD-TASTE-FRWKS-R-
1380, a Resolution Approving a Sponsorship Agreement Between the McDonalds Corporation and the
Village Of Oak Brook for McDonalds Corporation to Sponsor the Independence Day and Taste of Oak
Brook Fireworks Show.
Backgrotmd/Historv:
Every year the McDonald's Corporation co-sponsors the Village's Annual Taste of Oak Brook event
by making a generous donation to the Village of Oak Brook. Without this donation,this event would
not be able to take place. McDonald's also actively participates by giving away a free food or
beverage product and hosts a visit from Ronald McDonald.
The sponsorship agreement attached is the same agreement as in the past,just updated to reflect the
change in times and day/date.
McDonald's active participation and generous donation is a large reason and essential for the success
of the Taste of Oak Brook event.
Recommendation:
Staff recommends that the Village Board approve Resolution R-1380, approving the Sponsorship
Agreement between the Village of Oak Brook and McDonald's Corporation for Taste of Oak
Brook/Independence Day Fireworks Event.
RESOLUTION 2014-AG-MCD-TASTE-FRWRKS-R-1380
A RESOLUTION APPROVING A SPONSORSHIP AGREEMENT BY AND BETWEEN MCDONALDS
CORPORATION AND THE VILLAGE OF OAK BROOK FOR MCDONALDS CORPORATION TO
SPONSOR THE INDEPENDENCE DAY AND TASTE OF OAK BROOK FIREWORKS SHOW
WHEREAS, the Village is hosting its annual Taste of Oak Brook on July 3, 2014; and
WHEREAS, the Taste of Oak Brook coincides with Independence Day and the Village's
Independence Day fireworks show("Show"); and
WHEREAS, McDonalds Corporation ("McDonalds") has successfully sponsored the Show in
previous years; and
WHEREAS, the Village and McDonalds desire to enter into an agreement for McDonalds to
sponsor this year's Show by providing the Village a sponsorship fee of $100,000 and by providing
samples of its food products at the Taste of Oak Brook("Agreement"); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement in a final form approved by the Village Manager.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and McDonalds in a form acceptable to the Village
Manager.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village after
review and approval of the final form of the Agreement by the Village Manager.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-AG-MCD-TASTE-FRWRKS-R-1380
Fireworks Show Sponsorship Agreement with McDonalds
Page 2 of 2
APPROVED THIS 10th day of June, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 10th day of June, 2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
INDEMNIFICATION AND SPONSORSHIP AGREEMENT,
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
McDONALD'S CORPORATION
THIS AGREEMENT is made this day of , 2014, by THE VILLAGE OF OAK
BROOK(the "Village"), and McDONALD'S CORPORATION ("McDonald's") as follows:
INDEMNIFICATION
I. In the event that as a result of the agreement dated May 7, 2014, by and between the
Village and Melrose Pyrotechnics (Melrose) for provision of a fireworks display for the Village's
Independence Day/Taste of Oak Brook celebration (the "Fireworks Agreement"), or any
activities arising out of or related to the Fireworks Agreement and/or the Village's Independence
Day/Taste of Oak Brook celebration event (the fireworks display and all of the activities related
to the Village's Independence Day/Taste of Oak Brook celebration events shall be collectively
referred to as the "Events"), McDonald's or its subsidiaries, affiliates, franchisees, and the
officers, agents, employees, volunteers and licensors of any of the foregoing (collectively, the
"McDonald's Indemnified Parties") are made a party defendant in any litigation, or any claim or
demand is made against any such party, the Village agrees to defend, indemnify and hold
harmless any such party, individually and collectively, from and against any and all suits, claims,
demands, set offs, or other action, including but not limited to judgments arising therefrom
("Indemnified Claims"). The obligation of the Village with regard to Indemnified Claims shall
include and extend to payment of reasonable attorneys' fees for the representation of any such
party in any litigation or investigation, and shall further include expenses, court costs and all
other fees associated with any Indemnified Claims. The obligations of the Village under this
Section I shall not extend to any Indemnified Claims that are either caused by the negligence of
any or all of the McDonald's Indemnified Parties or if performance of any obligations is
prohibited by law.
II. As part of its obligations hereunder, the Village shall maintain and provide proof of
insurance covering the Events and naming the McDonald's Indemnified Parties as additional
insured's at the levels specified in subsection(a) below:
(a) Minimum scope of insurance and minimum insurance limits.
(1) Workers compensation insurance as required by the State of Illinois.
(2) Employers liability insurance of$1,000,000 per accident.
(3) $1,000,000 combined single limit automobile liability insurance per
accident for bodily injury and property damage.
(4) $1,000,000 broad form comprehensive general liability insurance
(including, but not limited to, personal injury, blanket contractual liability,
property damage, products and completed operations, and explosion, collapse and
damage to underground property), and shall provide coverage (either by special
endorsement or otherwise) for any and all claims arising out of or related to the
use of fireworks, fireworks display, or any similar type of explosive device.
Additionally, the Village shall assure that any agreement it makes with Melrose (or any
other third party for the provision of a fireworks display for the Events) shall require Melrose (or
such other third party) to procure and maintain or cause to be procured and maintained, with
respect to any and all services and fireworks display (the "Work") furnished pursuant to the
Fireworks Agreement, insurance against claims for injuries to persons or damages to property
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which may arise from or in connection with the performance of such Work by Melrose, its
contractors, agents, representatives, employees or subcontractors, at the levels of coverage
specified in subsection (b) below:
(b) Minimum scope of insurance and minimum insurance limits.
(1) Workers compensation insurance as required by the State of Illinois.
(2) Employers liability insurance of$1,000,000 per accident.
(3) $1,000,000 combined single limit automobile liability insurance per
accident for bodily injury and property damage.
(4) $8,000,000 broad form comprehensive general liability insurance
(including, but not limited to, personal injury, blanket contractual liability,
property damage, products and completed operations, and explosion, collapse and
damage to underground property), and shall provide coverage (either by special
endorsement or otherwise) for any and all claims arising out of or related to the
use of fireworks, fireworks display, or any similar type of explosive device.
(c) The Comprehensive General Liability shall be endorsed to contain the following:
(1) The Village and the McDonalds Indemnified Parties are to be covered as
insured's or additional insured's as respects all Work performed under this
Agreement.
(2) The insurance procured pursuant to the provisions of this paragraph shall
be primary to the maximum extent allowed by law as respects the Village
and the McDonald's Indemnified Parties, and any insurance or self
insurance maintained by any such party shall be excess of the insurance
procured by or on behalf of Melrose (or other applicable third party) and
shall not contribute with it.
(3) Any failure to comply with the reporting provisions of the policies shall
not affect coverage provided to the Village and the McDonald'
Indemnified Parties.
(4) Each policy required by this paragraph shall be endorsed to state that thirty
(30) days' prior written notice by regular mail or personal delivery of
cancellation or nonrenewal must be made to the Village.
The Village shall furnish McDonald's with a certificate of insurance evidencing
its coverage obligations as set forth above. Likewise, Melrose shall be required to furnish
or cause to be furnished to the Village certificates of insurance with original
endorsements affecting all coverage required by this paragraph. The certificates and
endorsements are to be received and approved by the Village before the commencement
of any Work, and shall be provided to McDonald's upon request.
SPONSORSHIP
III. McDonald's hereby agrees to sponsor the firework display (pyrotechnics) feature of
the Oak Brook Independence Day/Taste of Oak Brook Celebration. As such, McDonald's agrees
to pay the sum of$100,000.00 to the Village to provide support for the Events. Additionally,
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McDonald's will provide up to $20,000.00 of in-kind contributions of free product samplings
and a Ronald McDonald appearance.
(a) The Village agrees to allow McDonald's the right to display banners to
indicate corporate recognition and their sponsorship of the Events in
locations agreeable to the Village so as to not cause a safety concern.We
have never done additional banners.
(b) The Village also agrees that should it create and display any banners or
marketing or advertising for the Events, McDonald's will be listed and
noted as the presenting sponsor on the materials and McDonald's will be
provided a copy for review in advance of the release date.
(c) The Village and McDonald's agree that any press release created for the
event shall be approved by both parties in advance of release.
(d) If desired McDonald's shall have the right to distribute fliers/coupons for
McDonald's products and marketing purposes during the Events.
The Village agrees to provide McDonald's with 350 food vendor tickets,
valued at$1 each, to be used at the Taste of Oak Brook for food and/or
beverage items.
(e) The official name of the event will be: Taste of Oak Brook sponsored
by McDonald's. The official name will be used on all advertising and
signage referring to the event.
(f) Village of Oak Brook will provide McDonald's with one sponsorship tent
for the duration of the Events. Tent size—10' x 10'. This tent will be
designated for McDonald's crew. It will remain open and staffed between
the hours of 3:00 PM and 9:00 PM. keep
(g) The Village of Oak Brook will provide McDonald's with one (1) 10' x 10'
tent with to be designated for"Meet Ronald McDonald" and will remain
open between the hours of 5:00 PM and 8:00 PM keep
(h) The Village of Oak Brook will provide one 10x 20 for additional sampling
capabilities immediately adjacent to the mobile kitchen trailer.
(i) The Village of Oak Brook will supply (1) generator—capacity to be
advised with onsite service to be available for July 3, 2014.
(j) The Village of Oak Brook will supply McDonald's with 2000 lbs of ice
cubes for July 3, 2014.
(k) The Village agrees to provide (2) signs for the McDonald's tents. One (1)
sign for the food tent and one (1) sign for Ronald's tent. Signs with
grommets, to be hung above the entrance to each tent. Final sign sizes to
be determined. (Sign to be approved by McDonald's before production).
(1) (6) 30-second announcement spots at the event(McDonald's to provide
the script cards 7 days before event)
(m) Incorporate "McDonald's" at the beginning of the pyrotechnic show via
announcement
(n) Village will provide ( 2) 4-person golf carts for McDonald's use from
11:00 am— 11:45 pm
(o) Village to provide (25)VIP parking passes for Management at Oak Brook/
Butler Golf Club. Additional access for (35) vehicles for parking at the
field or at the sports core complex to be'finalized closer to date
(p) Village will permit McDonald's to bring in mobile kitchen and driving
access to final placement.
(q) Village agrees to remove all polo ground boards surrounding perimeter of
the field if applicable
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(r) McDonald's will be able to set up the mobile kitchens and related items on
the morning of Tuesday, July 2, 2014
(s) Village to provide security for mobile kitchens on the field for the night of
July 2, 2014
(t) Village agrees that none of the McDonald's restaurant chain competitors
in the quick service or fast casual restaurant segments (e.g., Starbucks,
Dunkin Donuts, Burger King, Subway, Arby's, Panera Bread)will be
permitted to sponsor or otherwise participate as vendors in connection
with the Events.
In return, McDonald's hereby agrees to provide:
(a) Script cards for their 30-second spots 7 days before the event.
(b) Any additional signage, i.e. entryway, stage, beer tent, etc.
(c) Appearance by Ronald McDonald during the event from 5:00 PM to 6:00 PM
and 7:00 pm— 8:00 pm
(d) Staffing for both tents
(e) Distribution of promotional items (minimum of 6000 food and/or beverage
item samplings). Product for the 2014 Taste of Oak Brook has yet to be
determined.
(f) Many deliveries may be made on July 2, 2014
CANCELLATION
V. The parties acknowledge and agree that the Events are currently scheduled to
occur on July 3, 2014. In the event of inclement weather or other circumstances beyond the
control of the Village, the Village reserves the right to cancel the restaurant tasting portion of the
Events and conduct fireworks only on July 4, 2014 instead. In the event that the Village cancels
the restaurant tasting portion of the Events but conducts the fireworks on July 4, 2014,
McDonald's shall be entitled to a partial refund of$20,000.00. If the Village does not conduct
fireworks display for any reason on either July 3 or July 4, 2014, McDonald's shall be entitled to
a partial refund of $60,000.00, such partial refund to be paid to McDonald's within 10 days
following cancellation of the fireworks display, McDonald's is not responsible for food product
or Ronald other than July 3, 2014.
IN WITNESS WHEREOF, the undersigned parties have approved this Agreement, as
executed by its authorized agent.
APPROVED this Day of 2014
Village of Oak Brook: McDonald's Corporation:
Gopal G. Lalmalani Kevin Ozan
Village President Senior Vice President
Attest:
Charlotte K. Pruss
Village Clerk
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