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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDAITEMNUMBER: — tO
Stations of the Cross
St. Mary Catholic Church
FILE NUMBER:
COMMITTEE AGENDA DATE: March 25, 2019
COUNCIL AGENDA DATE:
SIGNATURE,
STAFF REVIEW: Tom Dabareiner
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
ITEM SUMMARY:
St. Mary Catholic Church is seeking approval for their annual Stations of the Cross religious event and
procession scheduled for Friday, April 19, 2019 from 12:00 p.m. — 5:00 p.m. with an estimate of 500
attendees.
The Church has requested the closure of Oakwood Avenue from York Avenue to Virgie Place from 12:00
p.m. — 4:00 p.m.
Members of the Church will gather at the corner of York and Oakwood before the procession begins,
shortly after 12:00 p.m. The procession route utilizes City sidewalks and Church property, as noted in the
map included with the attached permit application.
The Special Event Permit Application, which includes the requests of the City, has been reviewed and
approved by staff from the Police, Public Works, and Community Development Departments as well as
the West Chicago Fire Protection District. The Special Event Permit Application is attached, which
includes the procession route map.
ACTIONS PROPOSED:
Recommend event for approval as proposed, contingent upon submittal and approval of required
insurance documentation.
COMMITTEE RECOMMENDATION:

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<> ST. MARY’S PARISH 140 N. Oakwood Ave., West Chicago, IL 60185
Vv.stmarywe.org
City of West Chieages-0013 tax: 630-293-2¢ffaam
SPECIAL EVENT PERMIT APPLICATION |e
xy
THIS FORM MUST BE COMPLETED IN FULL & SUBMITTED i
90 DAYS PRIOR TO THE EVENT
PERMIT NO.
Special Event Permit Application
The Special Event Application is due to the City of West Chicago a minimum of ninety (90)
days prior to the event if it requires closure of public streets or use of public parking lots.
The 90-day time period allows sufficient time to evaluate the request and provide a
recommendation to the City Council for its consideration.
Note: Prior to review of the Special Events Permit Application, all applicants must
submit the Intent to Meet Insurance Requirements form (page 2).
Submittal Checklist
——
1. Completed and signed Special Event Application
# Intent to Meet Insurance Requirements
a Section 1 — General Information
y Section 2 — Narrative
a Section 3 — Permits
a Section 4 — Site Plan and/or Route Map
@ Section 5 — Task List and Due Dates
# Section 6 — Hold Harmless Agreement
2. Completed and signed applications(s) for other permits(s) (See Section 3)
a Carnival Permit Application - $50 per employee
o Fireworks Permit Application —
$125 (Check made payable to the West Chicago Fire Protection District)
a Building Permit Application (temporary tents — see min. requirements) - $50
0 Raffle Registration Application — requires separate application
0 Temporary Liquor License Application — requires separate application
a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) |
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FOR OFFICE USE ONLY
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Received: S/ 6 / (Gj Fee Paid: $ N/ L\
Receipt # N JA Check #__ V/ A
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist.
a Background checks completed by Police Dept. Date NM [A
0 DuPage Co. Health Department notified Date NM Z A
a Certificate of Insurance received and approved Date
Page 1 of 8
A Catholic conmmumnity in its second century of service built upon faith, family and diversity
ECERVE)
MAR 8 Ais
B Y: areas Fs oa i a Wd ot

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*** INTENT TO MEET INSURANCE REQUIREMENTS **
Must be returned prior to application review by City staff
Prior to the issuance of a Special Event Permit, all organizations must
present a certificate of insurance meeting the criteria listed below:
1. Required limits per IRMA are $1mil per occurrence and general aggregate no less than
$2mil for contractors/vendors.
2. “PLEASE NOTE: Under the box labeled “Description of
operations/locations/vehicles/exclusions added by endorsement/special provisions”, the
following language must appear:
“The City of West Chicago, its officials, agents, employees, and volunteers is/are named
additionally insured. The additional insured is covered as respect to liability arising out of any
work or activities performed on behalf of (company involved) for (event) (date, times (if
applicable), location) No endorsements or additional forms modify or limit coverage provided
to additional,insured. Coverage provided to additional insured is primary as it relates to
(event)”.
3. Vendors shall furnish the additional insured endorsement (consult insurance professional;
examples include but are not limited to forms CG 2010 or CG 2026) to support the certificate
of insurance. The endorsement shall also name “The City of West Chicago, its officials,
agents, employees, and volunteers” as primary and non-contributory.
4. If applicable, vendor shall furnish the City with evidence of Worker's Compensation
coverage with statutory limits.
5. The insurance provider will need to submit the Certificate of Insurance and supporting
endorsement form preferably via email to specialevents@westchicago.org or fax
(630-293-1257) to be considered an original document.
|, Rev. David Lawrence , representing St. Mary's
(print name of authorized person) (organization)
have contacted the appropriate insurance provider and acknowledge that the above
insurance criteria can be met. | understand that the Special Event Permit Application
will not be reviewed until this document has been signed and returned to the City of
West Chicago.
Me. QA fo 3/5 17
(signature) (date)
Living Stations of the Cross April 19, 2019
(name of event) (date of event)
Page 2 of 8

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SECTION 1 —- GENERAL INFORMATION
Name of Event: Living Stations of the Cross
Type of Event:
O Parade O Walk/Run/Bike O Carnivals O Fireworks OC Festival
@ Other Religious Procession
Location of Event: Church grounds and field on Garden Street
Date(s) of Event: 4-19-2019 Hours of Event; 12 NOON, 5:00 pm Ect, Attendance: 500
Event Website:
Purpose of event; Reinact Good Friday death of Jesus
Name of Sponsoring Organization(s): St. Mary's
Organization’s Legal Status (i.e. NFP, Partnership, Corporation): NFP Church
Contact person from sponsoring organization: Rev. David Lawrence
Organizer address: 140 N. Oakwood Ave.
City/State/Zip: West Chicago, Phone: 830-231-0013
Cell Phone: 630-640-3528 E-mail: Father.David@stmarywc.org
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1* Contact: Rev. David Lawrence Phone: 630-640-3528
2"? Contact: Phone:
Is this an annual event? @ Yes O No If Yes, provide next year's event date:
If the event is a recurring event, please state any problems and/or incidents that have occurred in past
years, such as noise or neighborhood parking complaints.
No Problems
What, if anything, are you doing to rectify the problem(s)?
SECTION 2 —- NARRATIVE
On a separate sheet, provide a detailed description of the overall event. The narrative will serve as
the special event proposal to City Council.
Page 3 of 8

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,
<> ST. MARY S PARI SH 140 N. Oakwood Ave., West Chicago, IL 60185
ph: 630-231-0013 fax: 630-293-2671 wwwstmarywe.org
March 5, 2019
Dear City Hall:
On Good Friday, April 19th, 2019, St. Mary’s parishioners will gather at our Church at 12:00
noon. They will act out the Stations of the Cross starting in front of our Church. They will walk
down to the entrance of our parking lot and eventually cross over to our field on Garden Street.
The majority of the time, we will be on Church property. The crowd will probably spill over onto
Oakwood in front of our Church for the first fifteen minutes of the program. Then cross over Gar-
den Street to get into the field.
The event does not include the selling of food or any other activity, just basically a religious pro-
cession.
Sincerely,
Rev. David Lawrence
Pastor
A Catholic community in its second century of service built upon faith, family and diversity

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SECTION 3 — PERMITS
Will your event include a carnival? o Yes aNo
If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event.
Please visit www.westchicago.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 135 for an application.
Does your event include the use of a temporary tent in excess of 400 sq. ft. in area with side curtains
or 700 sq. ft. in area without side curtains? o Yes @No
If yes, you must submit a Building Permit Application thirty (30) days prior to the event.
Please visit www.westchicago.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 131 for an application.
Will your event include a fireworks display? o Yes aNo
If yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event.
Please visit www.westchicaqo.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 135 for an application.
Are you holding a raffle at your event? o Yes aNo
If yes, you must submit a Raffle Registration Application fourteen (14) days prior to the
event. Not all applicants will qualify for a license. Please visit www.westchicago.org under
Forms or contact the City of West Chicago at (630) 293-2200 ext.170 for an application.
Will you be applying for a Temporary Liquor License? o Yes awNo
If yes, you must submit a Temporary Liquor License Application thirty (30) days prior to the
event. To qualify for a Class D license, the applicant must be a local organization or group
providing beer and/or wine at a picnic, carnival or similar function. A Class D license shall be
authorized on a day-to-day basis but not for more than seven (7) consecutive days. Please
contact the City of West Chicago at (630) 293-2200 ext. 170 for an application.
Will you be serving food at your event? oaYes aNo
If yes, you may be required to submit a Temporary Food Service Permit Application thirty
(30) days prior to the event. Please contact the DuPage County Health Department at (630)
682-7979 or visit http:/vww.dupagehealth.org/temporary-food-service for additional
information.
Are you requesting services from these departments?
O Police 0 Fire District / Paramedics xX Public Works
Specify services: NeneNeccesary- oa cel obverp AE/ yi ck U?
Will you be utilizing any of the following services?
O Water Electric/Generator © Other N/A
Page 4 of 8

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SECTION 4 — SITE PLAN AND/OR ROUTE MAP
Please attach a separate sheet to illustrate the layout for your event.
If applicable, the following must be included:
Location of garbage receptacles (G) Location and number of barricades (B)
Location of toilets (T) Location of fire lane (FL)
Location of hand washing sinks (HWS) Location of fire extinguishers (FE)
Location of retail vendors (RV) Public entrances and exits (PE)
Location of food vendors (FV) Location of “No Firearms" signage (NF)
Location of first aid (FA) Location of sound stages and amplified sound (S)
Location of residential streets surrounding event
Are you requesting the use of any City-owned property, i.e. City streets, parking lots, or sidewalks?
of Yes C1 No If yes, please indicate the property that you are requesting to use.
See, ROW
Would you like to request the closing of City streets? @ Yes O No
If yes, please fill in the following information or submit a route map along with this application:
Street From To Dates Times
Oakwood York Virgie PI. 4-19-2019 12-4 pm
Procession will spill into Oakwood, so it will need to be closed.
Procession will only cross Garden, so we can monitor street as people cross.
Page 5 of 8

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SECTION 5 — PLANNING WORKSHEET AND REQUIRED TASK DUE DATES*
Use this form to determine the date each of these tasks needs to be completed. For tasks that do not apply,
please mark "N/A" in the Due Date column. If the Due Date falls on a weekend or holiday, the Due Date
becomes the next normal business day. However, this does not affect the other Due Dates, as they are only
dependent on the date of the special event.
Note: This section must be completed by event organizer prior to notary signature.
Date of Special Event:
Tasks to be completed Days Due
(All items due to City unless noted) Before Event Due Date
Submit “Intent to Meet Insurance Requirements” : : inci, |
Document (included with Special Event Permit a Be adie rer » eee
Application, pg.2) PP
Submit Special Event Permit Application 90 days 4-19-2019
Submit Carnival Permit Application 90 days |
Submit Fireworks Permit Application 30 days N/A
Submit Temporary Liquor License Application 30 days NIA
}
Submit Building (Temporary Tent) Permit N/A
is. 3 30 days
Application
Submit Temporary Food Service Permit N/A
Application(s) 30 days
(DuPage County Health Dept. — 630-682-7979)
Submit Original Certificate of Insurance* 21 days* 4-01-2019
Submit Raffle Registration Application | 14 days NIA
Notify residents/businesses of special event 14 days _|N A
Post “No Firearms’ signs at all public entrances
(See IL State Police requirements for standardized N/A Day of Event
sign in West Chicago's Special Events Polic:
“If this requirement is not met, the proposed event may be cancelled.
Page 6 of 8

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SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT
In consideration of the St. Mary's (name of organization) and its Members,
employees, volunteers or guests, being allow to participate in Lng Stations ofthe Cross" (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
St. Mary's (name of organization) participation in the Activity,
To the fullest extent permitted by law, the St. Mary's (name of organization)
hereby agrees to defend, indemnify and hold harmless the City of West Chicago, its officials, agents and
employees, against all injuries, deaths, loss, damages, claims, suits, liabilities, judgments, cost and
expenses (including attorneys fees), which may in anywise accrue against the City of West Chicago, its
officials, agents and employees, arising in consequence of St. Mary's (name of
organization) participation in the Activity, or which may in anywise result therefore, except that arising out
of the sole legal cause of the City of West Chicago, its agents or employees. The
St. Mary's (name of organization) shall, at its own expense, appear, defend and
pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections
therewith, and, if any judgment shall be rendered against the City of West Chicago, its officials, agents
and employees, in any such action, the St. Mary's (name of organization) at
its own expense, satisfy and discharge the same.
The invalidity or unenforceability of any of the provisions hereof shall not affect the validity or
enforceability of the remainder of this Agreement.
The undersigned represents it has full authority to execute this Waiver and Hold Harmless Agreement on
behalf of the St- Mary's (name of organization).
Agreed this Sth day of March , 20.19
St. Mary's
Name of Organization
Rev. David Lawrence
Print Name of Authorized Person
vy,
‘
. FO,
Signature of Authorized Person
Pastor
Title
Page 7 of 8

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The Organization and the authorized signatory below agree to inform the City of West Chicago of any
changes in the application at least thirty (30) days prior to the event. Please note: Final approval of
this event is pending satisfactory completion of Certificate of Insurance requirements.
Signatory agrees to abide by all requirements of the Special Events Policy, including
compliance with the State of Illinois Firearm Concealed Carry Act.
*All applications must be signed and notarized.
mi \g Rev. a 3/5/14
(Name of Orgahization) (Print Name of Signatory) (Date)
py Le. L2H f—
M.cband
(Authorized Signatory)
(Notary Public)
OFFICIAL SEAL
oun day of March , 20 10
JACLYN M STERN
NOTARY PUBLIC - STATE OF ILLINOIS
After submitting all forms, your application will be reviewed by City staff. All departments that will be
involved in providing services or permits for the event will be notified. Please do not assume that all
aspects of the event will be approved. You may be asked to make some changes to your plan
based on the availability of services or scheduling of other events.
The City of West Chicago reserves the right to cancel any event at any time for reasons deemed
necessary by the City Council and/or City Administrator.
Deliver all completed items to:
City of West Chicago
Attn: Community Development — Special Events
475 Main Street
West Chicago, IL 60185
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FOR OFFICE USE ONLY
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Based on the information which has been submitted and contingent upon approval of any necessary inspections
the day of the event, the request for a permit has been:
O Approved Permit No.
Authorized Signature
Title Date
Page 8 of 8