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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: S.A.
2019 Railroad Days Festival - Final Report
Western DuPage Chamber of Commerce FILE NUMBER:
COMMITTEE AGENDA DATE: November 25, 2019
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner signaTure_ “OZ
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
Attached is the Western DuPage Chamber of Commerce Final Report and financial summary for the
2019 Railroad Days Festival. The parade was rescheduled for June 8" due to construction on
Washington Street while the festival remained scheduled for July 11-14". Chamber staff has reported
that the parade and festival were enjoyed by those that attended. However, there were fewer attendees
present at both the parade and festival as compared to previous years. For both the carnival and beer
garden, overall revenue was lower and expenses were higher than in previous years.
Financial Statements:
Chamber staff has provided financial accounting documents as outlined in Resolution No. 17-R-0040, the
Funding Agreement for Railroad Days 2017 through 2021. Invoices and receipts have been provided in
support of the financial summary. City staff has reviewed these documents and finds them acceptable.
2019 Financial Summary:
The total expense is listed as $80,285.68. The receipts submitted for qualifying expenses exceed the
City’s contractual sponsorship amount for 2019 ($40,000) by $8,267.79 satisfying the requirements of the
funding agreement.
The Chamber sustained a net ordinary income of $26,141.12 for the event.
ACTIONS PROPOSED:
Recommend approval of the final written report and summary financial report submitted by the Western
DuPage Chamber of Commerce for Railroad Days 2019.
COMMITTEE RECOMMENDATION:

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2019 West Chicago Railroad Days
Western DuPage Chamber of Commerce
Final Report
On behalf of the Western DuPage Chamber of Commerce it is my pleasure to submit the final
report for the 2019 West Chicago Railroad Days event. The event was held at Pioneer Park on
July 11" through the 14". Attractions included a carnival, main stage entertainment, food and
merchant vendors and a beer garden staffed by West Chicago civic groups.
We are not aware of any incident of arrest or injury at the event. CERT again tended to a few
bee stings and a scrape or two, but no major injuries reported.
As always, we kept a close watch on weather but had no major condition threaten the event;
although as a precaution we did close during normal hours for a brief time as a small system
passed.
The parade was re-scheduled for June 8"" as construction was scheduled to have Washington
Street torn up in early July. While less attendees were visible, and the streets were lined with a
very enthusiastic audience. Our parade marshal, former Mayor Truitt represented the
community well and spoke to all wherever he was.
Overall revenue was down for both the carnival and beer garden and expenses were up due to
increased labor costs as well as having to add an additional generator and a change to the tax
structure for liquor sales; now taxed to NFPs.
The reduction in revenue we believe was the result of a Presidential initiative and regional
enforcement of deportation efforts. |.C.E. conducted raids shortly before the event opened. In
addition, the Homeland Security Command Center was again strategically staged at the event
to be visible. While we support this as a deterrent to those that might cause problems, our
community would not necessarily make the distinction between Homeland Security and
Immigration Officers. Sunday at 5PM the event was empty; generally packed until close.
All of us here at the Western DuPage Chamber of Commerce hope that you enjoyed the festival
and indulged yourself with a snack or cold beer and relaxed a while during one of the many
hours of free entertainment. Please let us know if there are any other specific questions that
you have or any suggestions you wish to make for future events.
Respectfully,
David J. Sabathne’ IOM, ACE
President / CEO

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10:25 AM
11/13/19
Accrual Basis
Profit & Loss Detail
Western DuPage Chamber of Commerce .
January through December 2019
Date Name Memo Amount
a
|Ordinary Income/Expense
Income
Railroad Days Revenue
- |Beer Garden Revenue
07/15/2019 12019 Beer Garden (check payout from camival in lie 7,629.00]
07/15/2019 ICash deposit 3,262.00
07/22/2019| _ | Euclid Beverage Company Return of overpayment 10,377.30]
Total Beer Garden Revenue 21,268.30}
Carnival Revenue
07/15/2019 12019 Camival 29,548.50
Total Camival Revenue : 29,548:50}
Food Vendor Fees|
05/16/2019] _|La India LLC 895,00}
05/16/2019] _ {La India LLC Chamber Member Discount -100.00}
06/26/2019 Taco's El Gordo - food vendor 975.00
06/26/2019] _ | Triangulo de! Sol Food Vendor
06/27/2019 Taco's El Gordo
06/27/2019] _|Rancho Mateo Food Vendor (reduced price for 2019 only)
0701/2019 |George's Fun Foods
Total Food Vendor Fees 6,175.00
Non-food Vendor Fee
05/06/2019] _|Crystal L. Thomas Non-Food Vendor Fee: Railroad Days 395,00}
06/24/2019 Faithbridge Church 300.00}
06/24/2019 [Aurora Chiropractic 395,00}
06/26/2019] _|ERG (Elite Remodeling Group) Non-Food Vendor Fee: Railroad Days 395,00}
06/27/2019} |A1 Psychic 395.00]
07/08/2019| _|Gorski Chiropractic Center Non-Food Vendor Fee: Railroad Days 395.00]
07/08/2019] _|Gorski.Chiropractic Center Chamber Member Discount -100.00
07/08/2019 Power Packaging 395,00}
07/09/2019 |AT&T (Neltnor Blvd.) 295,00
a
Total Non-food Vendor Fee 2,865.00
INot for Profit Vendor
06/27/2019 New Jerusalem House of Prayer (plus tent) 300.00}
(St
Total Not for Profit Vendor 300,00}
Sponsorship
02/18/2019 : Reallocation of Premier Member Dues 4,000.00}
02/27/2019| _|City of West Chicago [Deposit for contract funding 20,000.00}
06/20/2019] _|City of West Chicago City Contract 10,000.00)
06/20/2019] _|City of West Chicago (City Contract 4,000.00
06/20/2019} _|City of West Chicago City Contract 6,000.00
07/22/2019 First Student - Sponsorship 1,500.09]
Total Sponsorship 45,500.00]
Vendor Fees
06/19/2019 [Source One Staffing - Railroad Days exhibitor 295.00}
07/14/2019 ICE 203,00
{Total Vendor Fees 498.00]
Railroad Days Revenue - Other
05/16/2019] _|La India LLC 1 Additional 110 outlet 100.00
05/16/2019] _|La India LLC 10 Additional Bags of Ice (21 Ib) 40.00)
06/26/2019] _| Triangulo del Sol Electric, Ice or other service 100.00
06/27/2019] _|Rancho Mateo Electric, Ice or other service 32,00
Total Railroad Days Revenue - Other 272.00}
Total Railroad Days Revenue . 106,426.80
Total Income 106,426.80
IGross Profit 106,426.80
Expense
Railroad Days
Advertising|
03/11/2019] _|WBIG - Auril Broadcasting Inc. [Exchange for Advertising 275.00}
03/21/2019] _|Wallys Printing Roskuszka & Sons [6 Signs (updated camival wristband pricing & hours) 156.00]
06/24/2019| _|UPS Store #1704, The 19 date labels to update RR Days signs 47.50)
07/08/2019] _|David J. Sabathne’ [Alpha Media: Advertising 2,565.00
07/08/2019] _|David J. Sabathne’ Facebook advertising: Railroad Days 150.00]
07/18/2019] _|Pro-Pak Industries + [51_mens t-shirts (Blue Bell Breeze: 12 medium; 24x] 561.00
07/18/2019] _|Pro-Pak Industries 14 womens t-shirts (Blue Bell Breeze: 3 small; 4 larg} 154,00]
07/1872019| |Pro-Pak Industries + tax §7.20]
07/2272019| _|Comecast [Comcast Cable TV Ads 2,501.75
07/22/2019| | |Comcast TV ad production cost 300.00}
Total Advertising 6,767.45
Beer Expense
02/20/2019 _|FNBC Bank and -v Bassett Training 14,75]
06/24/2019] _|Ilinois Liquor Control Commission License Fee 25.00)
06/24/2019] _|lIlinois Liquor Control Commission Fee 25.00
067242019] _|David J. Sabathne’ City of West Chicago Liquor License: Reimbursemer| 460.00]
07/05/2019] _ {Valentine Insurance Agency Dram Shop Insurance 665,00}
Page 1 of 2

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10:25 AM
19/13/19
Accrual Basis
Western DuPage Chamber of Commerce
Profit & Loss Detail
January through December 2019
Date Memo Amount
07/09/2019| _ | Euclid Beverage Beer, lard, White Claw for 14,076.00
07/22/2019| _|West Chicago Sister Cities, Inc Beer Revenue share 1,487.83
07/22/2019| _|West Chicago Lion's Club Beer Garden Revenue share 789.62|
07/22/2019] _|Rotary Club of West Chicago, Inc. Beer Garden Revenue share 1,084.38
07/22/2019] _ | Friends of the West Chicago Parks Beer Garden Revenue share 715.78
Total Beer Expense 19,343.36
Contract support :
07/25/2019| _|Ms. Jennifer Garcia |Additional paid staff 130.00]
07/25/2019| | Bradley Sabathne |Additional staff Assist 200.00]
Total Contract support 330,00
Entertainment
02/18/72019| _| The Brennan Agency 150% on Signing 50% at conclusion: 3,500.00]
07/08/2019| _|BSA Heartsfield Band Heartsfield Band 2,250.00]
07/08/2019| _|Rhett Follman Down Pour 1,500.00
07/08/2019| _ | John Hackett Who's Who Band 1,000.00]
07/08/2019] _|Kevin Purcell [Soul Shine 1,450.00]
07/08/2019] _ | Projecto 7 Salsa & Latin Jazz Band Latin Jazz 1,500.00
07/08/2019| _|Ellen Kus 4th Point Band 750.00
07/11/2019 |Gary Major: Thursday Band 750.00
Total Entertainment 12,700.00]
Infrastructure
05/28/2019| _|American Mobil Staging, Inc. Stage 5,000.00]
06/19/2019] _|RJ Recording [Stage Sound & Lighting 8,500.00
07/08/2019] _|Santo tanno Jr. Band Trailer Rental & 2-light towers 750.00]
07/08/2019] _|David J. Sabathne’ [Motorhome rental 1,000.00
07/16/72019| _|JA Rental Corp Tents, Tables, Chairs... 3,224.78]
o7/22r2019| _|Pit Stop [Sanitation (24 standard; handicapped; 5 hand was] _ 3,250.00]
07/222019| _|Gen Power inc. Generators 9,600.00]
07/22/2019| _|First Student Bus Service Bus Service 1,500.09]
07/22/2019] _|West Chicago Park District, Inc. Fuel for Generators 906.26
Total Infrastructure 33,731.04]
Parade
06/03/2019] _|DuPage Shrine Club Cruzin’ Coolers Cruzin Coolers Cars 350.00
06/03/2019] _|Homets Drum & Bugle Corps '30 person marching unit 500.00
06/03/2019] _|Kane County Mounted Rangers 5-6 Horses 300.00)
06/03/2019 _|Flata3 BMX 13-4 BMX riders 375.00
06/03/2019] _|West Chicago Comm. Marching Band High School Marching Band 250.00]
06/1072019| _|UPS Store #1704, The Parade Grand Marshal Banners. 50.00}
Total Parade| 1,825.00]
[Supplies
07/15/2019) Receipts
07/22/2019| _|Lang Ice Company Ice, coolers and delivery
07/22/2019] | David J. Sabathne’ Walmart, menards and Thomtons (fuel $50) and sup 247.34
Total Supplies
Railroad Days - Other
02/28/2019| _|David J. Sabathne’ Lunch with Bethany Dacey from City of West Chicag| 28.71
07/14/2019 [Food for Pd and all Volunteers 692.00)
07/29/2019| _|Sam’s Club [Supplies for Railroad Days 147.29
08/14/2019| _|UPS Store #1704, The 4 banners, 3 stickers, 25 handicapped signs 283.00
11/13/2019] |David J. Sabathne’ [Background checks: reimbursement paid by DJS Ar] 3,000.00
Total Railroad Days - Other , 4,151.00
Total Railroad Days 80,285.68]
Total Expense 80,285.68]
INet Ordinary Income
Net Income
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Receipts: 2019 West Chicago Railraod Days
_____ Western DuPage Chamber of Commerce -
Lakeshore Recycling ‘Sanitation _ | ; 3,250.00 |
Jamie Ayala _ JA Rental: Tents, Chairs... | 3,224.78
Gen Power _ Generators/Electric | 9,600.00
American Mobil Staging Stage | 2,500.00
RJ Recording -|Sound and Lights | 8,500.00
First Student - ‘Bus transportation 1,500.00
Flying Dinosaur Ent _ [Talent and stage Mgr 1,750.00
Santo lanno ; RV & Light towers 750.00
Lang Ice Ice 910.00
Valentine Insurance [Event Insurance 665.00
Projecto 7 ; ‘Band | 1,500.00
Downpour Rhett Folley 1,500.00
Who's Who: Band John Hacket 1,000.00
Ellen Kus 4thPointBand 750.00
Kevin Purcell Band =—Ss—<—tsé‘—sSCSSC« AS.
BSA Heartsfield Band 2,250.00
Comcast | Cable Advertising 2801.75
City of West Chicago Background Checks — j “3,000.00 |
|Park District Fuel reimbursement | 906.26
City of West Chicago Liquor License __ 456-064 4(90.CO
Total receipts provided __ [48,257.79] YS, 2OT VW