===== PDF PAGE 2 =====
[Extraction: OCR (rendered-page OCR)]
MINUTES
PUBLIC AFFAIRS COMMITTEE
Monday, February 24, 2020 7:00 P.M.
Call to Order, Roll Call, and Establishment of a Quorum.
Alderman Hallett called the meeting to order at 7:00pm. Roll Call found Brown,
Birch Ferguson, Swiatek and Short.
Chairman Chassee was not in attendance,
Approval of Minutes.
A. Public Affairs Committee Minutes of January 27, 2020. Alderman Swiatek
made a motion, seconded by Alderman Brown to approve the minutes of the Public
Affairs Committee meeting. Voting Aye: Alderman Brown, Birch Ferguson,
Swiatek and Short. Voting Nay: 0. Abstain: Alderman Hallett. Motion carried.
Public Participation / Presentations.
Items for Consent.
Items for Discussion.
Unfinished Business.
New Business.
Reports from Staff.
A. Phalen Consulting FY2019 Report - Summarized the attached report.
B. People Made Visible FY2019 Report — Summarized the attached report.
Adjournment. Alderman Brown made a motion to adjourn, seconded by Alderman
Birch-Ferguson. The motion was approved by voice vote, and the meeting
adjourned at approximately 7:10pm.
Respectfully submitted,
Yahaira Bautistov
Administrative Assistant to Chief of Police
West Chicago Police Department

===== PDF PAGE 3 =====
[Extraction: OCR (rendered-page OCR)]
Phalen Consulting, Inc.,
FY2019 Report for the Management and Operation of the West Chicago City Museum
Staff Time: 3,192.50 (average of 61.4 hours a week; FY18 average of 58.7 a week)
Main Projects:
Staffing Museum open hours
Collections: processing temporary receipts, accessioning artifacts, database entry,
digitization of collection, inventory of collection, research files, newspaper collection,
online digitization plan
Community outreach projects: Burlington Route Historical Society collaboration, Fire
Department book, record sharing with Methodist Church, Forest Preserve collaboration, High
School Class Reunion Scrapbooks & Research Open Houses, McAuley School Restoration
Effort, DuPage Foundation-Arts DuPage
Conferences/Professional Development: Arts DuPage, Kane DuPage Regional Muscum
Association, Arts DuPage American for the Arts Economic Benefits of the Arts
meetings, Giving DuPage nonprofit co.lab conference, Illinois Association of Museum
Conference
Educational: educational programming-adult and schoo! outreach; District 33 curriculum
revamp; Indian Knoll 50" Anniversary Collaboration and programming; Afterschool
history through art HeART program; Digital Mini-kits for teachers/classrooms; Late Night
at the City Museum; Library reading program collaboratives for adults and kids; online
resources on wegohistory.com; in school hands-on history programs; Benjamin School
District Programming to celebrate district's 175" Anniversary in 2019
Events: Blooming Fest, Volunteer Appreciation Dinner, National Night Out,
Mexican Independence Day Celebration, 30" Tales Tombstones Tell, Food
Festival, Downtown Halloween Parade & Trick or Treat, Frosty Fest
Exhibits: We Go Pop (May 2018 — February 2019); Dairies to Prairies on Loan from
Elgin History Museum (March-April 2019); Planning: CB&Q Depot interior exhibit,
outdoor interpretive signage for the CB&Q Depot, High Lake Station Steps and Sesqui
Park displays, semi-permanent exhibit for 2" floor Rails & Trails; HOME exhibit (May
2019-April 2020); 2019 WCCAC Banner Art exhibition, Sister Cities 20" Anniversary
Exhibit
Museum: new entrance design
Online Outreach: social media, Friends of the Museum website-wegohistory.com
Organizational Collaborations: West Chicago Fire Protection District-history book
written by Martha Noble and produced by the Museum & Friends of the Museum;
Congregational & Methodist Church-preservation of church records; DuPage County
Forest Preserve; Burlington Route Historical Society collaboration; Mexican Cultural
Center collaborative projects; People Made Visible Artist-in-Residency and Downtown
First Friday Nights; DuPage Foundation-Arts DuPage; Community High Schoo! Reunion
Scrapbooks and Research Gatherings Host
Phalen Consulting FY2019, Summary Report |

===== PDF PAGE 4 =====
[Extraction: OCR (rendered-page OCR)]
° Programs: Late Night at the City Museum-Drawing on History, Mobile Walking Tour,
History Pin, Historiography adult non-fiction book reading group, Voices of DuPage
Oral History program, KDRMA Passport to Adventure; Tea Fundraiser, Town Hall
Shares; Artist in Residency Chris Lucero Calaveras of West Chicago, Rail Trail
development
¢ Research: organizing research files, working with researchers and processing research
requests, digitization of research collection, self-serve resource kiosk al museum set-
up and maintenance
e Volunteer Management
Collection:
Accession Total:
° Collection total: 34,148 objects
° Collection processed into PastPerfect database: 15,671
New donations: Local organization items, local business items, local church items,
house/building history
Research Inquiries: 111 (average 9.2 a month) (house history, local business history, family
history, cemetery history, local school history, local historic buildings)
Visitation:
e Overview
Metric 2019 2018 2017
|. Openhours 752 on eee TAB ssrsscsarchs 743
Museum Guests | 3,306 3,127 2,615 |
External Program 1,879 923 2,107
Attendance sUieraem _ |
Website Unique Visits 2,859 2,257 | 2,595
____ Facebook Followers* 665 Yee | 474
Twitter Followers* a 433 tL 408 355
Instagram Followers* 262 186 84
*Social media accounts are owned by the Friends of the West Chicago City Muscum
¢ Breakout
Walk-in Museum visitors
during regular open hours (Th
10am-6pm; Fri & Sat |0am-
2pm)
Museum specific visitors
(researcher, museum related
question)
Phalen Consulting FY¥2019, Summary Report 2

===== PDF PAGE 5 =====
[Extraction: OCR (rendered-page OCR)]
87
First Friday of February,
Program; Late- Night at the
City Museum (with special April, May, June,
events in downtown ) November, & December
98
Program: [Historiography Monthly, third Thursday of
Non-Fiction Reading Book each month (March-
Club November)
| Program: Timeless Tales Monthly 92 |
Kids Story Time at the
Museuin in collaboration
| with library _|
Outreach Exhibit: Historic January 2019
| Art at Kindred Coffee
Program: Town Flall Shares April 10; October 14 22
| Tour: Homeschool Tour February 8, 2019 4
Group at Museum
Program: Turner School March 21, 2019 60
in classroom Then and
Now
Program: March & April 62
Afterschool Art &
History Program, @
Gary & Turner
Schools
Program: Currier April 15, 2019 63
School in Classroom
Then & Now
Program
Special Hours; May 18-Augst, 2019 335 |
Depot Days, CB&Q
special Saturday
Hours
Event: Blooming Fest May 18, 2019 158
Tour: High School Student July 25, 2019 164
Bridge into Freshman Year at
Museum
| Tour: High School ESL August 2, 2019 6
Student at Museum
Event: D33 Back to School August 2, 2019 50
Sierras erento a a
Phalen Consulting FY¥2019, Summary Report 3

===== PDF PAGE 6 =====
[Extraction: OCR (rendered-page OCR)]
Tour: Carol Stream Park August 23, 2019 23
District group at museum and
downtown history tour
| Program: The History of West August 24, 2019 28
Chicago Churches at Methodist
| Church
Event: Mexican Independence — September I 4-15, 2019 124
Day
Tour: Burlington Route September 19, 2019 40
Historical Society Annual
Meeting at depot & museum
Event: Benjamin School September 22, 2019 140
District 175" Anniversary
Program: Evergreen October 2, 2019 30
Elementary Teachers
Presenting: Presenting West
Chicago History
Program: Afterschool Art & October-December 43 |
History Program, @ Wegner &
Indian Knoll
| Program: l'ales Tombstones October 4, 2019 207
Tell
Program: Then & Now October 8, 2019 60
| Evergreen 2™ graders
Program: Toys/Child’s Play October 10, 2019 60
| Evergreen 2™ graders
Event: Food Festival October 12, 2019 52 |
Program: Local History to October 18, 2019 320
Evergreen K-4" grade
| Program: Townhall Share: October 18, 2019 I4
Sister Cities
Program: Carry Nation October 19, 2019 18
Program: Artist-in-Residency October 27, 2019
Chris Lucero
Event: Late Night at the November |, 2019
Museum Day of the Dead
Program: Illinois Association November 18, 2019
of Museum presentation
Outreach Exhibit: Historic December 2019
Photographs at Kindred Coffee
Phalen Consulting F¥Y2019, Summary Report 4

===== PDF PAGE 7 =====
[Extraction: OCR (rendered-page OCR)]
Event: Late Night at the December 6, 2019 23,
Museum Candlelight Christmas
399
Event: Frosty Fest December 7, 2019
Event: Holiday Gathering December 10, 2019
Volunteer hours: 450 (FY2017: 445) (docent hours, Voices of DuPage, file organizing, event
staffing, newspaper collection, genealogy, research requests, model building and repair)
Goal Achievement per statements made in Attachment B
. Education: Annual Goal of 6 total programs during school year including 4 in museum
group tours; unmet as of December 31, 2019; YTD 12 programm in school; 3 in museum.
‘ Summer Passport Program goal of attracting 75 additional visitors through program, the
majority of which from out of town; met and exceeded as of December 31, 2019; (YTD 81
passport visitors)
. Exhibits/Displays: Annual Goal of at Icast one new large exhibit met as of December 31,
2019
. Outreach Exhibits: Expand current Depot Days open public hours from four Saturdays a
year to twelve Saturdays a year: met as of December 31, 2019
i Exhibits/Displays: During FY2019 design and erect two outdoor sign boards unmet as of
met as of December 31, 2019, but planning to purchase by end of FY 19 and be in place by
Spring 2020
. Exhibits/Displays: Accessibility goal of maintaining at least 12 hours a week during winter
months and 16 hours a week during spring/summer/fall months exceeded as of December
31, 2019 with the addition of special events
. Volunteers: monthly goal of utilizing volunteers for 30 hours a month exceeded as of
December 31, 2019; (volunteer hours averaged 39 hours a month)
. Collection: annual goal of accessioning 50% of the backlog of artifacts unmet as of
December 31, 2019, goal to be completed by Spring 2020
. Collection: annual goal of accessioning 75% of 2019 donations met as of December 31,
2019
. Collection: digitizing 10% of the collection during inventory process met as of December
31, 2019
. Research library: monthly goal of serving 10 researchers a month unmet with an average
of 9.2 researchers a month as of December 31, 2019
° Research library: annual goal of processing new items into research library met as of
December 31, 2019
Programs: annual goal of 8 programs open to the public exceeded as of December 31, 2019
(YTD |5 program have been held)
For the fiscal year of 2019 under the seventh year of the executed contract with the City of West
Chicago for management of the City Musctim, Phalen Consulting, Inc. had total cash inflows of
Phalen Consulting FY¥2019, Summary Report 5

===== PDF PAGE 8 =====
[Extraction: OCR (rendered-page OCR)]
$90,890.05 and total cash outflows of $90,890.05, Per the February 4, 2019 Agreement between
the City of West Chicago and Phalen Consulting for the Operation of the West Chicago City
Museum, City Resolution No. 19-R-0008 $88,200 of cash inflows came from the City.
Funds were taken from the Muscum’s Trust Fund, administered by the Friends of the West
Chicago Cily Museum, to cover additional costs in the 2019 calendar/fiscal year, not covered by
other inflows, totaling $2,690.05,
Ree mount pudgeteds WLD'(Deci3 192019) ae
Staff $57,000 $66,054.15
| Training and Tuition $1,000 $2,121.45 |
Membership dues/subscription $1,500 $1,533.04
Printing and binding $1,100 $120.32
| Advertising and promotions $300 $630.11
Other contractual services $2,000 $1,742.00
| Computer/office supplies $1,000 $2,824.99
Tools & equipment $300 $362.45
| Educational exhibitions $11,600 $3,493.47
Educational programmin $4,200 $8,763.98
Miscellaneous Commodities $1,000 $851.99
Collection maintenance $2,000 $770.62
Additional arts programmin $1,000 $1,000.00
$621.48
For the fiscal year of 2019 the West Chicago City Museum’s Trust Fund had total cash inflows
of $10,326.22 and total cash outflows of $1,658.53, for a net deficit of $8,667.69.
«Inflows
© $293.00 donations made by museum visitors
© $4.20 from interest revenue on account
¢ Outflows
© $2,690.05 to cover Phalen Consulting FY2019 deficit
FY2020 Preview
* Downtown promotions for three months of events through publicity and postcard campaign
in collaboration with Gallery 200 & Kindred Coffee
¢ Events and museum programs that include full “experience” offerings for visitors
¢ Continued outreach through programs at community partners
¢ New exhibit highlighting the women of West Chicago to celebrate the 100" Anniversary of
the 19" amendment which gave women the right to vote
¢ Continued increased programming along the Prairie Path
o Every Saturday May 16 through August Depot Days
© Outdoor signage at historic landmarks
¢ Continue to strengthen relationships with schools and increase community collaborations
¢ Continue to address collections backlog and storage issues
e Plan for digital asset maintenance
Phalen Consulting FY¥2019, Summary Report 6

===== PDF PAGE 9 =====
[Extraction: OCR (rendered-page OCR)]
People Made Visible, Inc. End of Year Report for Fiscal Year 2019
For the fiscal year of 2019 under the sixth year of the executed contract with the City of West Chicago for
the operation of Gallery 200, People Made Visible had total cash inflows of $7,624.60 and total cash
outflows of $5,043.97, for a net surplus of $2,580.63. It is anticipated that the net surplus will be added to
the Gallery 200/200 Main Projects Fund for continued projects and enhancements to the Gallery 200 which
is anticipated to be spent in the FY2020.
Financial highlights from the fiscal year 2019 include:
>» Inflows: $7,624.60
o Cash receipts of $6,000.00 from the City of West Chicago per the contractual agreement
between the City and People Made Visible, Inc.
o Cash receipts of $1,144.60 from the Gallery artist fees
o Cash receipts of $480.00 from donations from the public for the Gallery 200/200 Main
Projects Fund
> Outflows: $5,043.97
o Supplies & Event expenses Cleaning: $2,046.92
o Insurance & Registration fees costs totaled $615
o Phone & Internet: $1,730.21
o Staff: $651.84
Events at 103 W. Washington:
January 2019:
¢ [llumination Group Exhibit by Professional Art Quilt Alliance, Opening Reception,
January 4, 2019
February 2019:
¢ Art-Past and Present by Margaret Bucholz, Opening Reception, February 1, 2019
e GardenWorks Seed Sorting Event, February 12, 2019
March 2019:
e Artis the HeART of the City District 33 Elementary School Group Show, March Show
Opening Reception, March 8, 2019
April 2019:
¢ West Chicago Community High School Group Show, Opening Reception, April 5, 2019
e Young Latina Day West Chicago Reception, April 11, 2019
* Ceramic Birds Class, April 27, 2019
May 2019:
e GardenWorks client bag preparation volunteer event, May 1, 2019
¢ Art In Full Bloom Group Show, Opening Reception, May 2, 2019
e Ceramic Birds Class, May ||, 2019
¢ Film Screening “The Guardians” Friday, May 17, 2019
¢ Blooming Fest Artist Demos, Saturday, May 18, 2019
e GardenWorks seedling sale, Saturday, May 18, 2019
¢ Healthy West Chicago Community Garden Workday Volunteer Training, May 25, 2019
e Flower Necklace Wire Crochet Workshop by artist Marita Valdizan May 2019

===== PDF PAGE 10 =====
[Extraction: OCR (rendered-page OCR)]
¢ Miss Mexican Heritage Mexican Cultural Center classes, May 2019
June 2019:
¢ Door County Memories by Shari Hohl Show, June Show Opening Reception, June 7,
2019
e Miss Mexican Heritage Mexican Cultural Center classes, June 2019
July 2019:
e Fantasy & Imagination Group Show, Opening Reception, July 12, 2019
¢ Miss Mexican Heritage Mexican Cultural Center classes, July 2019
August 2019;
® Nature’s Beauty by Marge Hall Show, Opening Reception, August 2, 2019
¢ GardenWorks fall seedling sale, August 9-10, 2019
e Miss Mexican Heritage Mexican Cultural Center classes, August 2019
September 2019:
¢ Falling for Art by Kathi Kuchler Show, September Show Opening Reception, September
6, 2019
¢ Mexican Independence Day Celebration extra hours and hosting Mexican Cultural Center
activities, September 14-15
¢ Youth Art Workshop: Make a Soccer Ball with artist Diana Gabriel, September 14, 2019
October 2019:
e Artoberfest: Fall into Art Group Show, Opening Reception, October 4, 2019
e Clay Pumpkin Class, October 16, 2019
¢ Mexican Cultural Center DuPage Dia de los Muertos/Day of the Dead Celebration Event,
October 23, 2019
¢ Downtown Trick-or-Treat, October 26, 2019
¢ Artist-in-Residency Chris Lucero Talk and Potluck, October 27, 2019
November 2019:
e Fused for You: At Touch of Glass Group Show, Opening Reception, November I, 2019
e Uofl Extension Master Gardeners viewing of “The Guardians,” November 12, 2019
° Kramer Tree butterfly painting for downtown Christmas Tree, Friday, November 22,
2019
December 2019:
¢ Small Gifts of Art Group Show, December Show Opcning Reception, December 6, 2019
e GardenWorks Project Food Growers Network Pre-Launch +Event, December 4, 2019
¢ Frosty Fest extra hours and hosting Leman Middle School Mariachi Band, Saturday,
December 7, 2019
Art Classes: Britta Renwick jewelry making classes
Meeting/Space Utilization by People Made Visible divisions and collaborators: Healthy West
Chicago, Garden Works Project, Mexican Cultural Center DuPage, West Chicago City Museum
Monthly Artist Open Studio hours
Art Meet-up: Fiber Artists Meet-up held monthly
Book Club/Discussion Group Meet-up held monthly

===== PDF PAGE 11 =====
[Extraction: OCR (rendered-page OCR)]
PMY Outreach Events/Partnership Collaborations
¢ Host Cultural Arts Commission Visiting Artist Juan Chawuk Butterfly Mural
¢ Host College of DuPage Visiting Artist Juan Chawuk FRIDA 2020 Letter Mural
e American In Bloom Committee work and hosting judges
e Artin the Park-Reed Keppler Band Shell, June 21, 2019
¢ Host of Mariachi Heritage School during Mexican Independence Day Festival
e First Fridays Downtown West Chicago collaboration with City Museum, Kindred Coffee
¢ Arts DuPage/National Arts and Humanities Month Promotions in October
¢ October Downtown Trick or Treat
e Art Exhibits at West Chicago Library, Gallery 200 Artists
e Frosty Fest Ice Sculpture Co-Sponsor with FNBC Bank
¢ One West Chicago Community Cookbook
¢ Year of the Butterfly Collaboration
Visitation at 200 Main:
¢ Overview
¢ Breakout: Walk-in Gallery visitors during regular open hours (Thurs noon-6pm, Fri
noon-8pm, Sat |0am-4pm, Sun noon
Total Visitors January 2019 146
Total Visitors February 2019 166 |
Total Visitors March 2019 460 |
Total Visitors April 2019 343
Total Visitors May 2019
Total Visitors June 2019
Total Visitors July 2019
Total Visitors August 2019 242
[Total Visitors September 2019 253
Total Visitors October 2019 400
Total Visitors November 2019 250
Total Visitors December 2019 |

===== PDF PAGE 12 =====
[Extraction: OCR (rendered-page OCR)]
Gallery 200 Artist Sales
. Overview: Total Sales: $16, DBS. 95 (97% law no commission taken by Gallery/PMV
$16,086.95 $8,153.25 nares $8,066.55
Total Sales January 20 19 = $222.50
Total Sales February 2019 $698.50
bret Sas as ————st gs ——
Total Sales April 2019 $186.00. |
Total Sales May 2019 $1,624.00
[Total Sales June 2019 $2,768.00
[ease 35 ss
Total Sales August 2019 $2,617.45
Total Sales September 2019 $1,040.00 =
Total Sales October 2019 $1,305.50
Total Sales November 2019 $1,784.50
Total Sales December 2019 $2,180.00
a
Program towards Goals for 2019
¢ Work with community partners to increase foot traffic in downtown West Chicago, including
launching rotating 3 month postcards that list events in downtown
¢ Continue to expand classes offered at Gallery 200
e Work with artists to bring additional interactive art into 103 W. Washington
* Continue fundraising campaign to contribute to 200 Main Street Renovation Project
Goals for 2020
¢ Increase visibility of Gallery 200 and downtown West Chicago cultural activities
¢ Promote West Chicago artist community and offerings through state and national
organizations
e° Market West Chicago as a destination for artists and a place to purchase affordable art
¢ Continue to expand classes offered at Gallery 200
¢ Work with artists to bring additional interactive art into 103 W. Washington
¢ Continue fundraising campaign to contribute to 200 Main Street Renovation Project