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HomeMy WebLinkAbout2017-06-29 Special Meeting Agendai \ 0 1_2*. 11� MORTON ROVE Incredibly Close Amazingly Open NOTICE/AGENDA THE VILLAGE BOARD OF TRUSTEES OF THE VILLAGE OF MORTON GROVE WILL HOLD A SPECIAL MEETING AT 5:15 PM ON THURSDAY, JUNE 29, 2017, AT THE RICHARD T. FLICKINGER MUNICIPAL CENTER SCANLON CONFERENCE ROOM 6101 CAPULINA AVENUE MORTON GROVE, ILLINOIS 60053 I. Call to Order II. Pledge of Allegiance III. Resolution 17-35 (Introduced June 29, 2017) Approving a Memorandum of Understanding between the Village and the Morton Grove Park District regarding the operations and responsibilities for the 2017 Morton Grove Days Event IV. Adjournment 6101 Capulina Avenue k Morton Grove, IL 60053-2985 Tel: 847 965-4100 k www.mortongroveil.org k Fax: 847 965-4162 1Z� Tin" Recycled Paper Legislative Summary Resolution 17-35 APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE VILLAGE OF MORTON GROVE AND THE MORTON GROVE PARK DISTRICT REGARDING THE OPERATIONS AND RESPONSIBILITIES FOR THE 2017 MORTON GROVE DAYS EVENT Introduced: Purpose: Background: Programs, Departments or Groups Affected Fiscal Impact: Source of Funds: Workload Impact: Admin Recommendation: Second Reading: Special Considerations or Requirements: June 26, 2017 To authorize a Memorandum of Understanding which will provide guidance in the planning and successful operation of the Morton Grove Days event to be held on June 30, 2017 through July 4, 2017. Through discussion with the Park District the request was made to enter into a Memorandum of Understanding Police, Administration, and Legal Departments None N/A Village staff, as part of their normal work activities will perform the management and implementation of this Memorandum of Understanding. Approval as presented. Not required. None. Respectfully Prepared and Submitted by: Ra E. Czerwinski, Villag- Administrator RESOLUTION 17-35 APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE VILLAGE OF MORTON GROVE AND THE MORTON GROVE PARK DISTRICT REGARDING THE OPERATIONS AND RESPONSIBILITIES FOR THE 2017 MORTON GROVE DAYS EVENT WHEREAS, the Village of Morton Grove (Village), located in Cook County, Illinois, is a home rule unit of government under the provisions of Article 7 of the 1970 Constitution of the State of Illinois, can exercise any power and perform any function pertaining to its government affairs, including but not limited to the power to tax and incur debt; and WHEREAS, the Intergovernmental Cooperation Act, 5 ILCS 220/1, et seq., provides that any power or powers, privileges, or authority that may be exercised by a public agency may be exercised jointly with any other public agency; and WHEREAS, the Village of Morton Grove and the Morton Grove Park District jointly plan on successfully operating the Morton Grove Days event which is scheduled to be held beginning on June 30, 2017, and running through July 4, 2017; and WHEREAS, this Memorandum of Understanding is intended to serve as an operational plan for both parties and shall also serve as a guideline for the event and each respective area of responsibility for activities related to the overall operation unless mutually agreed upon by both parties; and WHEREAS, the Village of Morton Grove and the Morton Grove Park District have determined that entering into this Memorandum of Understanding is a cost-effective way to provide the necessary services required to put on an event of this magnitude for the community at large and will serve and be in the best interest of the Village of Morton Grove; and WHEREAS, the Village Administrator has negotiated and recommends the Village enter into a Memorandum of Understanding with the Morton Grove Park District for the 2017 Morton Grove Days Event with an optional year-to-year extension; and WHEREAS either party may cancel the Memorandum of Understanding at any time for any reason upon thirty (30) days written notice. NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MORTON GROVE, COOK COUNTY, ILLINOIS AS FOLLOWS: SECTION 1: The Corporate Authorities do hereby incorporate the foregoing WHEREAS clauses into this Resolution as though fully set forth therein thereby making the findings as hereinabove set forth. SECTION 2: The Village President of the Village of Morton Grove is hereby authorized to execute and the Village Clerk to attest to the attached Memorandum of Understanding between the Village of Morton Grove and the Morton Grove Park District pursuant to the terms and conditions set forth in the Memorandum of Understanding attached hereto as Exhibit "A". SECTION 3: The Village Administrator from the Village and the Executive Director from the Park District and/or their appointed designees shall be representatives for their designed agencies and take all steps necessary to implement and manage the aforementioned Memorandum of Understanding. SECTION 4. This Resolution shall be in full force and effect from and after its passage and approval as provided by law. PASSED this 29th day of June 2017. Trustee Grear Trustee Minx Trustee Ramos Trustee Thill Trustee Travis Trustee Witko APPROVED by me this 29th day of June 2017. Daniel P. DiMaria, Village President Village of Morton Grove Cook County, Illinois APPROVED and FILED in my office this 29th day of June 2017. Eileen Scanlon Harford, Village Clerk Village of Morton Grove Cook County, Illinois MEMORANDUM OF UNDERSTANDING BETWEEN THE VILLAGE OF MORTON GROVE AND THE MORTON GROVE PARK DISTRICT REGARDING OPERATIONS AND RESPONSIBILITIES FOR THE 2017 MORTON GROVE DAYS EVENT The parties hereby acknowledge this Memorandum of Understanding between the Village of Morton Grove and the Morton Grove Park District to provide a plan to successfully operate the Morton Grove Days event to be held beginning on June 30, 2017 and running through July 4, 2017. This Memorandum of Understanding shall serve as an operational plan for both parties and shall serve as a guideline regarding the details of the event and each respective area of responsibility for activities related to the operation of this event unless mutually agreed by both parties. Representatives will be for the Village its Village Administrator and for the Park District its Executive Director. 1. Dates of Event - The event shall begin on Friday June 30, 2017, and end on Tuesday, July 4, 2017. Site preparation and set up work is expected to begin on June 26 and clean-up work is expected to be concluded by July 7, 2017. See attached Exhibit "A" for a complete schedule of events. 2. Location - The event will take place at the American Legion Memorial Civic Center (Civic Center) located at 6140 Dempster Street and Harrer Park located at 6120 Dempster Street. See attached Exhibit "B" for a site plan. 3. Event Description - The 2017 Morton Grove Days festivities will be similar to previous years and shall include a parade, a carnival, live musical performances, food and beverage vendors, beer tent, and fireworks. 4. Scope of Responsibilities - A. Village a. Except as noted in Section B below, the Village shall be responsible for the planning and operation of the event, including but not limited to set-up, parking, security, traffic control, public safety, waste removal, and take down. • The Village shall, with input from the Park District, prepare an Emergency Plan which shall include but shall not be limited to a plan for decision makers to determine whether to postpone portions of the Festival due to weather conditions and an emergency evacuation plan; • Activities shall include the service of food and alcoholic beverages. Liquor sales shall be restricted to the Entertainment Pavilion and the Village shall be responsible for complying with all federal, state, and local laws and ordinances governing the purchase, sale, and delivery of alcoholic beverages, including but not limited to obtaining all permits and licenses required by the Illinois Liquor Control Act; and • The Village shall obtain and make available to the Park District prior to the start of the event a certificate of insurance and policy endorsement from each independent contractor and/or vendor engaged to perform work or services on Park District property at the Morton Grove Days event. Examples of such contactors shall include but are not limited to, contractors/vendors who provide fireworks, private security, M:1MG Days120171Park District\MOU 2017 with park district - 6-2.docx carnival rides, or other amusement devices. Said insurance shall meet the requirements described in the attached Exhibit "C". B. Park District. a. The Park District shall assist with the sales and marketing of the event by: • Selling carnival mega bands at Prairie View Community Center based on mutual consent (unlikely this support will be needed in 2017); and • Jointly promote the event with the Village in all its social media and print publications and display promotional materials and posters at the Prairie View Community Center, park field houses, and other facilities. b. Park District property used during or for the event includes: • The entire Harrer Park for the Fireworks Show on July 4, or in the case of rain the rescheduled date. NOTE: The pyrotechnic company will arrive at 9:OOam on July 4. The Village will hire a security detail for pyrotechnic duty; • The Harrer Park pool parking area from June 26 through July 7 for set-up, event operations, and take down/clean-up/removal operations; • The Harrer Park pool shower facilities for the marching bands on July 4; • The Prairie View Community Center for housing bands for the parade on July 4 or as mutually agreed; • The access road and grass area along the east fence line in Harrer Park from Lake Street south to the Civic Center for staff parking during the event; • The Harrer Park tennis court parking lot from July 1 through July 4; • The former MB property for carnival rides, amusement devices, and related equipment and activities beginning on June 26, 2017 and ending on July 5, 2017; and • The parking area along the west fence line in Harrer Park during the event. c. Park District equipment to be used during or for the event includes: • The dumpster next to the south maintenance garage; • Power cables for main electric; • Long heavy extension cords; • Two (2) fuse panel carts; • Snow fencing and fence posts; • Thirty (30) metal garbage cans; • 4 x 4 Biljax risers with sixteen (16) 12" legs; • Six (6) picnic tables; • A set of bleachers placed in front of the Civic Center for the parade on July 4; and • Type III barricades (to close pool lot entrance at Dempster Street). d. The Park District staff utilized during or for the event shall include: • Maintenance staff to assist with set-up and clean-up during normal work hours; • Maintenance staff shall place type III barricades (see above) near the pool lot drive at Dempster Street so event volunteers can close the drive on July 1; • One supervisor and three or four staff members on July 4 from 8:OOam to 4:OOpm to: o Set up barricades in the north lot by the playground; o Set up bleachers for the reviewing stand on Dempster Street; o Use staff vehicles to block off spots from dumpster to firing line south of garage; o Deliver barricades to front of the park and firing line on the west drive; M:\MG Days12017\Park District\MOU 2017 with park district - 6-2.docx o Move mowing trailer to school lot; o Move four (4) port -a -potties to the front of the Harrer Park pool building and two (2) port -a potties east of the tennis courts; o Distribute trash cans to the parade area and in the field; and o Set up barricaded areas of the field per police requests. • One supervisor and three or four staff members on July 4 from 4:OOpm to 12:OOam to: o Remove reviewing stand from Dempster Street; o Set up firing line; o Cover lighting detail at the Pavilion and Harrer Park pool (2 staff members); o Clean park area after fireworks; o Move vehicles back into yard and garages; o Remain with pyro-technician until released by agreement by the Village and the Park District designated leadership (The Village will hire security detail for pyrotechnics area); and • One foreman and four or five members on July 5 from 7:OOam until dismissed by foreman to clean up park area. C. Both Agencies shall: a. Be responsible for paying all salaries, compensation and benefits for their employees, and shall be responsible for all injuries and workers' compensation claims of its respective employees; b. Be responsible for any loss or damage to its own equipment or property occurring during or because of the event; c. Indemnify and hold the other agency harmless for its negligent acts or omissions pursuant to the Intergovernmental Agreement between the agencies dated May 15, 2001; and d. Maintain insurance for its employees, properties and activities during or related to the event in an amount recommended by IRMA/PDRMA respectively. VILLAGE OF MORTON GROVE MORTON GROVE PARK DISTRICT Daniel P. DiMaria, Village President Mark Manno, Park Board President Eileen Scanlon Harford, Village Clerk Jeffrey Wait, Park Board Secretary Dated: Dated: M:1MG Days12017\\Park District\MOU 2017 with park district - 6-2.docx EXHIBIT "A" Visit us at www.mortongrovedays.org 2017 Festival Dates/Times (subject to change) Carnival Ride Mega Bands good all 5 days $3.00 entertainment/beer garden grounds fee (no coolers) 6140 Dempster @ Harrer Park/Civic Center Friday, June 30 4:OOpm-11:OOpm North American Midway Entertainment/Food Court 5:00pm-10:45pm Entertainment/Beer Garden 5:30pm-6:30pm Little Orphan Monkey 6:45pm-7:30pm Mosquito Jam Band 7:30pm Festival Opening Ceremonies 8:30pm-10:45pm Wedding Banned (headliner) Saturday, July 1 2:00pm-11:00pm North American Midway Entertainment/Food Court 2:OOpm-4:OOpm Children Activities/Entertainment 5:OOpm-10:45pm Entertainment/Beer Garden 5:OOpm-6:OOpm Old Cool Band 6:15pm-8:OOpm Whiskey's Gone (A Zac Brown Tribute Band) 8:30pm-10:45pm Boat Drunks (headliner) (Jimmy Buffett Theme Night) Sunday, July 2 2:OOpm-11:00pm North American Midway Entertainment/Food Court 5:OOpm-10:45pm Entertainment/Beer Garden 5:30pm-6:15pm Eliminator Band (ZZ Top) 6:30pm-8:OOpm Sealed with a Kiss 8:30pm-10:45pm Michael McDermott (headliner) (Covering Bruce Springstein) Monday, July 3 4:OOpm-11:OOpm North American Midway Entertainment/Food Court 5:OOpm-10:45pm Entertainment/Beer Garden 5:30pm-6:15pm Half Full 6:45pm-8:OOpm Strain Busy Sky 8:30pm-10:45pm Mike and Joe (headliner) Tuesday, July 4 2:30pm Parade 5:OOpm-11:OOpm North American Midway Entertainment/Food Court 5:OOpm-9:45pm Entertainment/Beer Garden 5:OOpm-5:45pm Mystery Girls Band 6:OOpm-6:45pm Automatic Fixx 7:OOpm-8:30pm Neverly Brothers (headliner) When Dark Fireworks M:\MG Days\2017\Park District 040U 2017 with park district - 6-2.docx EXHIBIT "B" Morton Grove Days — Site Plans Full Site & Carnival Site M:1MG Days120171Park District\MOU 2017 with park district - 6-2.docx Fences Carnival Tickets ® Port -A -John Tent Sizes Info 20 x 20 Expo 10 x 10 Sound 10 x 10 Food 20 x 20 Cook Area 10 x 20 Enter / Exit 9 x 10 Bar 10 x 20 Legion 10 x 10 MB 10 x 10 Stage 20 x 32 1,1 Litt 444414; - Fireworks VIP Seati &it Fences Carnival Tickets Info ® Port -A -John • 14 • j k Public Safety Tent Sizes Info 20 x 20 Expo 10 x 10 Sound 10 x 10 Food 20 x 20 Cook Area 10 x 20 Enter / Exit 9 x 10 Bar 10 x 20 Legion 10 x 10 MB10x10 Stage 20 x 32 • f: i ./ 0 50 100 200 Feet !� J EXHIBIT "C" INSURANCE. Unless agreed otherwise in writing by the Village and the Park District, the Village shall require all vendors and contractors engaged to perform work or services on Park District property to obtain insurance of the types and in the amounts listed below. The Village shall obtain and make available to the Park District prior to the start of the event, certificates of insurance and policy endorsement from each required contractor and/or listing with the Village of Morton Grove and the Morton Grove Park District as additional insureds. a. Commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not Tess than two million dollars ($2,000,000) for each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this location. b. Business auto liability and, if required by the Village, commercial umbrella liability insurance with a limit of not less than one million dollars ($1,000,000) for each accident. Such insurance shall cover liability arising out of any auto including owned, hired, and non -owned autos. Business auto insurance shall be written on Insurance Services Office (ISO) form CA 00 01, CA 00 05, CA 0012, CA 00 20, or a substitute form providing equivalent liability coverage. If required by the Village, the policy shall be endorsed to provide contractual liability coverage equivalent to that provided in the 1990 and later editions of CA 00 01. c. Workers' compensation and employers' liability insurance. The commercial umbrella and/or employers' liability limits shall not be less than one million dollars ($1,000,000) for each accident for bodily injury by accident or one million dollars ($1,000,000) for each employee for bodily injury by disease. d. For insurance companies which obtain a rating from A.M. Best, that rating should be no Tess than A VII using the most recent edition of the A.M. Best's Key Rating Guide. If the Best's rating is Tess than A VII or a Best's rating is not obtained, the Village has the right to reject insurance written by an insurer it deems unacceptable. e. All certificates of insurance shall provide for thirty (30) days written notice to the Village and the Park District prior to the cancellation or material change of any insurance referred to therein. f. All deductibles and self-insured retentions must be disclosed to the Village and the Park District. At the option of the Village or the Park District, the contractor/vendor may be asked to eliminate such deductibles or self-insured retentions as respects the Village or Park District, its officers, officials, employees, volunteers, and agents, or required to procure a bond guaranteeing payment of losses and other related costs including but not limited to investigations, claim administration, and defense expenses. M:1MG Days120171Park DistricPMOU 2017 with park district - 6-2.docx