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TO: Mayor Richard C. Irvin
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: July 12, 2017
SUBJECT:
Approval of a license agreement with the Aurora Metropolitan Exposition Auditorium and Office Building Authority for the rental of RiverEdge Park for the annual Fiestas Patrias Aurora event for the City of Aurora's Aurora Hispanic Heritage Advisory Board on September 16 and 17, 2017.
PURPOSE:
City Council approval of this agreement is required because it exceeds the $25,000 procurement threshold. The rental of RiverEdge Park will permit the Aurora Hispanic Heritage Advisory Board (AHHAB) to host the festival in a venue suited for large events.
BACKGROUND:
This is the third year that the AHHAB will be hosting the Fiestas Patrias Aurora event at RiverEdge Park. Last year the AHHAB received a large grant which went directly to ACCA and eliminated the need for the City Council to approve the contract with ACCA. Last year, the event drew several thousand people. The AHHAB was able to raise over $20,000 for scholarships.
DISCUSSION:
This year the AHHAB will partner with the Aurora Regional Hispanic Chamber of Commerce. This partnership will build capacity for the two day festival. The two groups will pool resources to secure sponsorships, vendors, acts and volunteers to produce a successful event. On Saturday the festival will begin at 1:00 p.m. and end at 10:00 p.m. On Sunday the festival will begin at 1:00 p.m. and end at 8:00 p.m. In addition to the two day festival a parade will be held on Sunday, September 17 and will step off at 11:00 a.m. The AHHAB will be partnering with Dollars for Scholars who will manage the parade. Organizers are planning to cover all event costs with sponsorships, vendor fees, beverage sales and a $5.00 admission fee. Admission will be free on both days for the first few hours but will be collected for the main acts.
The two day rental of RiverEdge Park including all fees is estimated at $46,199.07. Costs could be less depending on final actual charges. Funds are budgeted in account 215-1341-450.50-57 in the amount of $25,000 for the event. The current account balance is $39,000. A budget amendment will be processed to increase the budget to cover all event costs and will be offset with sponsorships and event proceeds.
The park rental is from a sole source. There is only concert venue in the city that can accommodate a similar size event with all of the necessary amenities. ACCA manages RiverEdge Park for the City of Aurora. The park is turnkey and has been used as the venue for large festivals in the city since it opened in 2013. The ACCA staff has been working with the FPA Committee to ensure all requirements are met for a successful event.
IMPACT STATEMENT:
This event will serve as a regional event for the Hispanic Community in the greater Aurora area. The festival falls during the beginning of National Hispanic Heritage Month. Last year, the event drew people from outside of Aurora. The event has a positive economic impact and helps to celebrate the community's diversity.
This event will have a similar impact on the downtown as other concerts held at RiverEdge Park. No streets will need to be closed. No city Services will be required except for police coverage which will be hired through ACCA.
RECOMMENDATIONS:
I request approval by the Aurora City Council of the attached resolution authorizing the Procurement Manager to execute the attached agreement.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing a License Agreement with the Aurora Metropolitan Exposition Auditorium and Office Building Authority for Rental of RiverEdge Park for the Aurora Hispanic Heritage Advisory Board to hold Fiestas Patrias Aurora on September 16 and 17, 2017 in an amount not to exceed $46,200.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora's Aurora Hispanic Heritage Advisory Board will hold its third Fiesta Patrias Festival at RiverEdge Park; and
WHEREAS, the festival will be held during National Hispanic Heritage Month on September 16 and 17, 2017; and
WHEREAS, the cost of the rental of the park will be expensed by account 215-1341-450-50-57 and covered through sponsorships and event proceeds; and
WHEREAS, the rental of RiverEdge Park requires a contract which exceeds $25,000; and
WHEREAS, all contracts exceeding $25,000 require City Council approval:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the City Council Authorizes the City's Procurement Manager to execute all documents necessary for the rental of RiverEdge Park.