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MINUTES
PUBLIC AFFAIRS COMMITTEE
Monday February 22, 2021 7:00 P.M.
Call to Order, Roll Call, and Establishment of a Quorum.
Chairman Chassee called the meeting to order at 7:00pm. Roll Call found Alderman
Brown, Hallett, Birch Ferguson, Swiatek, Short and Jakabcsin.
Approval of Minutes.
A. Public Affairs Committee Minutes of November 23, 2020. Alderman
Brown made a motion, seconded by Alderman Swiatek to approve the minutes of
the Public Affairs Committee meeting. Voting Aye: Chairman Chassee, Alderman
Brown, Hallett, Birch Ferguson, Swiatek, Short and Jakabcsin. Voting Nay: 0.
Motion carried.
Public Participation / Presentations.
Items for Consent.
Items for Discussion.
A. West Chicago City Museum Interpretive Signage - It was the consensus of
the Committee to move this approved item to City Council with the agreement
between City Museum and Park District Forest Preserve District by taking the role
of maintaining and providing maintenance for the signage.
B. 2021 Special Events — Blooming Fest and Railroad Days have been
cancelled. It was the consensus of the Committee to visit the metrics on a regular
basis, revisit the topic in June, and review what the issues are at that time and make
a decision.
Unfinished Business.
New Business.
Chairman Chassee asked Interim Chief Shackelford to research nuisance coyotes
within our surrounding counties.
Reports from Staff.
A. West Chicago Police Department Monthly Reports.

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B. Healthy West Chicago Strategic Plan — This item will be discussed at a
further meeting.
C. Phalen Consulting FY2020 Report
D. People Made Visible FY2020 Report
9. Adjournment. Alderman Hallett made a motion to adjourn, seconded by Alderman
Birch Ferguson. The motion was approved by voice vote, and the meeting adjourned
at approximately 7:44pm.
Respectfully submitted,
Yahaira Bautistor
Administrative Assistant to Chief of Police
West Chicago Police Department

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~ PUBLIC AFFAIRS COMMITTEE CS
oo __AGENDAITEMSUMMARY ©
ITEM TITLE:
AGENDA ITEM NUMBER: +A.
Musical - Fireworks Display
Wheaton Academy FILE NUMBER:
May 29, 2021
COMMITTEE AGENDA DATE: March 22, 2021
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner sionavure_ A
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
ITEM SUMMARY:
Wheaton Academy is requesting permission for a Fireworks Display after its Musical on Saturday, May 29,
2021. The musical will take place outdoors from May 27-29, 2021. Residents in the surrounding
neighborhoods will be notified by Wheaton Academy of the date and time of the fireworks display in
advance of the event.
The Special Event Permit Application has been reviewed and approved by staff from the Police, Public
Works, and Community Development Departments as well as the West Chicago Park District. The West
Chicago Fire Protection District did not sign off due to the potential of a large gathering taking place. With
the interest of the health and safety of the community and their personnel, they are unable to sign off at
this time.
ACTIONS PROPOSED:
Due to the West Chicago Fire Protection District not signing off, City Staff does not recommend the
fireworks to be approved since the Fire Protection District would need to be in attendance of the event
and a Fireworks Permit would need to be secured.
COMMITTEE RECOMMENDATION:

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CITY OF WEST CHICAGO
Special Events
Acknowledgment Form
Proposed Event
Name of event: Wheaton Academy Fireworks for Musical
Date(s) of event: May 27-29, 2021
Contact: James Holtrop Phone: 630-878-2043
Organization: Wheaton Academy
| have reviewed the information regarding the proposed event and acknowledge
that there are no outstanding issues relating to my department which would
prevent the agenda summary from moving forward to the Public Affairs
Committee for review.
ge A ae
? a Date 3-8-2
Signature
0 cDD Police Dept. YF Dist. Public Works (0 Park Dist.
Please return form to Nicolette Stefan at nstefan@westchicago.org.
Thank you.

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West Chicago Fire Protection District
200 Fremont Street West Chicago, Illinois 60185
Phone: 630-231-2123 Fax: 630-231-2122
March 3, 2021
Ms. Nicolette Stefan
Special Events Coordinator
City of West Chicago
475 Main St.
West Chicago IL 60185
RE: Wheaton Academy Fireworks for Musical.
Nicolette, The Fire District has received a copy of the special events application for the above referenced
event. With the cancelation of other events in the community due to COVID 19 and large gatherings, the
Fire District feels that the fireworks portion of the event has the potential to create a large gathering, even
more so now that the fireworks will be held on one day instead of three and the public invited. With the
interest of the health and safety of the community and our personnel the Fire District is unable to sign off
on the fireworks permit at this time due to COVID 19.
We will continue to monitor COVID 19 and follow safety guidelines and look forward to working with you
as we move forward.
If you have any questions, please feel free to contact me.
Respectfully,
Joe Buenrostro
Fire Marshal

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CITY OF WEST CHICAGO
Special Events
Acknowledgment Form
Proposed Event
Name of event: Wheaton Academy Fireworks for Musical
Date(s) of event: May 27-29, 2021
Contact: James Holtrop Phone: 630-878-2043
Organization: Wheaton Academy
| have reviewed the information regarding the proposed event and acknowledge
that there are no outstanding issues relating to my department which would
prevent the agenda summary from moving forward to the Public Affairs
Committee for review.
Signature A??—.. Date 3-S-2/
CDD Police Dept. (CO Fire Dist. Public Works Park Dist.
Please return form to Nicolette Stefan at nstefan@westchicago.org.
Thank you.

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CITY OF WEST CHICAGO
Special Events
Acknowledgment Form
Proposed Event
Name of event: Wheaton Academy Fireworks for Musical
Date(s) of event: May 27-29, 2021
Contact: James Holtrop Phone: 630-878-2043
Organization: Wheaton Academy
| have reviewed the information regarding the proposed event and acknowledge
that there are no outstanding issues relating to my department which would
prevent the agenda summary from moving forward to the Public Affairs
Committee for review.
c
Signature Ow, Wit a Date s/e(z
CDD 1 Police Dept. O Fire Dist. Public Works [1] Park Dist.
Please return form to Nicolette Stefan at nstefan@westchicago.org.
Thank you.

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CITY OF WEST CHICAGO
ff Wrst ChicaAco #
| ee ae |
Special Events
Acknowledgment Form
Proposed Event
Name of event: Wheaton Academy Fireworks for Musical
Date(s) ofevent: May 27-29, 2021
Contact: James Holtrop Phone: 630-878-2043
Organization: Wheaton Academy
| have reviewed the information regarding the proposed event and acknowledge
that there are no outstanding issues relating to my department which would
prevent the agenda summary moving fo Public Affairs
Committee for review.
‘ Date 3 1, [2
CDD Oi Police Dept. Fire Dist. O Public Works pean Dist.
Signature (
Please return form to Nicolette Stefan at nstefan@westchicago.org.
Thank you.

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CITY OF WEST CHICAGO
Special Events
Acknowledgment Form
Proposed Event
Name of event: Wheaton Academy Fireworks for Musical
Date(s) of event: May 27-29, 2021
Contact: James Holtrop Phone: 630-878-2043
Organization: Wheaton Academy
| have reviewed the information regarding the proposed event and acknowledge
that there are no outstanding issues relating to my department which would
prevent the agenda summary from moving forward to the Public Affairs
Committee for review.
Signature
Eugene Samuel Date 03/08/2021
CDD X Police Dept. Fire Dist. Public Works Park Dist.
Please return form to Nicolette Stefan at nstefan@westchicago.org.
Thank you.

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City of West Chicago
SPECIAL EVENT PERMIT APPLICATION
THIS FORM MUST BE COMPLETED IN FULL & SUBMITTED
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
a Intent to Meet Insurance Requirements
a Section 1 — General Information
a Section 2 — Narrative
a Section 3 — Permits
a Section 4 — Site Plan and/or Route Map
a Section 5 — Task List and Due Dates
a 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
a Fireworks Permit Application —
$125 (Check made payable to the West Chicago Fire Protection District)
a Building Permit Application (temporary tents — see min. requirements) - $50
a Raffle Registration Application — requires separate application
2 Temporary Liquor License Application — requires separate application
co Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
FEI IEICE TOIT III AIO TOTTI ASI IOI TTR ISR FOTO I TESST A AAA A ISSR I A IAAI IAI IA IOI AAT II AI AI AT SISA IAI SSSI SSI AIA IS AI SAA IIS.
sussnsananansesssnnsnssnenesnensseensnenneho on cords ish orriosmithtonsnanenananansnnenenansnnnenttantntstte
Received: Fee Paid: $
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist.
a Background checks completed by Police Dept. Date
a DuPage Co. Health Department notified Date
a Certificate of Insurance received and approved Date
Page 1 of 8

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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 musi 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.
| Jarnes Wo liceg , representing \\J heatin Acodemu/
(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.
saa die Q-15 Aer
signature (date)
S pring YNusics( © Way 27- ag
! (name of event) (date of event)
Page 2 of 8

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SECTION 1 — GENERAL INFORMATION
Name of Event: WW hv Navzal As C Ae aa Mus \@)
Type of Event:
O Parade O Walk/Run/Bike Carnivals >A. Fireworks O Festival
gother_IV\US) Co \
Location of Event: \V be adga Ay cad COANE
Date(s) of Event: [V lay 277-24 Hours of Event: G to |O gr _ Est. Attendance: ROC
Event Website:
Purpose of event: Whe Gre hav ine, OIC NKS cal Gu 4sibe
And Wad (A tiice (few r/\es gt she end - Sotuday oly
Name of Sponsoring Organization(s): W he at ae Nco, dom a
Organization's Legal Status (i.e. NFP, Partnership, Corporation): School
Contact person from sponsoring organization: —_) Ame> L a lbco 2
Organizer address:__ }9.0\ KK AGS lorecke CK
City/State/Zip: VU bechan 1G Goi¢? Phone:_¢ SG -Y 7¥ RIS
Cell Phone: 4.2.4 -S379 -26Y4T E-mail: _\ho cue €& wheatenace SOS; oq
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1 Contact: Steere Bait Phone:_© 36 ~ S16 ~Jd©27
2"4 Contact: Ra aA Hockte hie Phone: _G 3.6 -19 2-509
Is this an annual event? O Yes GKNo 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.
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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Feb. 17, 2021
Dear West Chicago Council,
On May 27-29, the Wheaton Academy Fine Arts Dept. will be presenting their musical, High
School Musical, on the Fine Arts Building steps. They would like to conclude each performance
with a small firework display.
The community is invited to enjoy the fireworks show also.
As everyone has, we have been trying unique ways to keep the school year going as normally as
possible. So, this year we will have the musical outside and distanced. To make this unusual
night special we would like to have fireworks. The city has been very gracious in allowing us
fireworks many times in the past. Please grant us the permits once again to make this year
somewhat special.
Thank you,
James K. Holtrop
Director of Special Events

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oe
a
SECTION 3 — PERMITS
Will your event include a carnival? a Yes éNo
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 SE&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? Yes oNo
If yes, you must submit a Fireworks 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. 135 for an application.
Are you holding a raffle at your event? o Yes CNo
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? 0 Yes \~No
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? o Yes (e)
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://www.dupagehealth.org/temporary-food-service for additional
information.
Are yau requesting services from these departments?
iw foe if Fire District / Paramedics Public Works
Specify services: Pale and ture trucks Came +o
S © Cure, Aren & Sor Aas danse S
Will you be utilizing any of the following services?
O Water Oj Electric/Generator O Other
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?
O Yes BK No _ If yes, please indicate the property that you are requesting to use.
Would you like to request the closing of City streets? O Yes Fine
If yes, please fill in the following information or submit a route map along with this application:
Street From To Dates Times
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” : : + att
: f : : Prior to Prior to application
Document (included with Special Event Permit sti : :
Application, pg.2) application review review
Submit Special Event Permit Application 90 days
Submit Carnival Permit Application 90 days
Submit Fireworks Permit Application 30 days
Submit Temporary Liquor License Application 30 days
Submit Building (Temporary Tent) Permit
sat 30 days
Application
Submit Temporary Food Service Permit
Application(s) 30 days
(DuPage County Health Dept. — 630-682-7979)
Submit Original Certificate of Insurance” 21 days*
Submit Raffle Registration Application 14 days
Notify residents/businesses of special event 14 days
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 Policy)
*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 Wh eat gV_ A cade a (name of organization) and its Members,
employees, volunteers or guests, being allow to participate in_NV US, cal , (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
Ahe qin yc adem (name of organization) participation in the Activity.
To the fullest extent permitted by law, the Wo Ae etean A cade ony (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 Loh ecten A Core my (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
NO Gh rdec vay (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 Lheohn Arcade WN =f (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 _ WU eaten Aces ew \___(name of organization).
Agreed this day of , 20
WwW heathen Arcade ray
Name of Organization
Dames (<& Haltig
Print Name of Authorized Person
a Gite |S IAM,
ture of Authorized Person
Due. of Ng ecias Gueatr
Title
Page 7 of 8

===== PDF PAGE 19 =====
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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 (80) 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.
iW Dvedon. Ataden Ao i lynn Rober 218 [202
(Name of Organization) int Name of Signatory) (Date)
Q ~
By / dnt ¢ Official Sea!
(Author I ed Signatory) 4 Angela Lynn Roberts
€
¢ Hatary Public State of Ilinois
iy Commission Expires 10/25/2021
(Notary Public)
Signed and sworn to before me this id day of fic bt hay 4 , 20.21
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
EOI III III III RII TOT TOR IT TRI IO IT IA III III IAI IA III IIIA ISI ISIN ID II IIASA IA IAI IAA II IIS SSS SAIS IIA ASIA SI IA IISA SI IAIN IAI IAS IAI
FOR OFFICE USE ONLY
XIII IE IIIS IO ISI SIS EIS SISSIES I ISIS SIS ISIC IACI IA TAI ITO TASC TET ARI TOAST ACT ACT ACR AAR ITO IIIA SISTA AS AR ISS
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:
() Approved Permit No. .
O Denied
Remarks:
Authorized Signature
Title Date
Page 8 of 8

===== PDF PAGE 20 =====
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Dear Resident:
The Wheaton Academy Fine Arts Dept. would like to inform
you that, weather permitting, on May 27, 28, L 29 at 9:30 p.m.,
there will be a fireworks show adjacent to the Hawthorne
entrance road on the Wheaton Academy grounds as part of our
musical performance. The Fireworks Permit has been granted by
the West Chicago Fire Protection Dept., and the Special Events
Permit has been issued by the City of West Chicago office. If you
have any questions, please call WA at 630-562-7500. We hope
you enjoy the display!
James Holtrop
Director of Special Events

===== PDF PAGE 21 =====
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===== PDF PAGE 22 =====
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" PUBLICAFFAIRSCOMMITIEE
_____AGENDAITEMSUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: __ “+: ©.
Virtual Blooming Fest
May 2021 FILE NUMBER:
COMMITTEE AGENDA DATE: March 22, 2021
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner SIGNATURE a
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
ITEM SUMMARY:
As proposed there will be three classes hosted by the City with the following organizations: City Bee Savers,
We Grow Dreams and GardenWorks Project. Each class will be limited to 20 West Chicago residents,
masks and social distancing will be enforced. Classes will be offered for free and attendees will leave with
a takeaway item. Depending on the class, attendees will receive honey, a tomato plant or a succulent
terrarium. All attendees will leave with flower seed packets that were donated by Ball Seed. The City will
rent the ARC Center meeting rooms from the Park District. The estimated cost for the three classes is
$1,500.
There will be around ten Facebook Giveaways on the Blooming Fest Facebook Page. These will be
purchased by the City from the following organizations: City Bee Savers, We Grow Dreams, GardenWorks
Project and The Conservation Project. Giveaways will include honey, a rain barrel, garden salsa kits and
hanging baskets. This will bring more visibility to these organizations and the new City Blooming Fest
Facebook page. The estimated cost for the ten giveaways is $300.
The estimated cost for the giveaways and three classes is $1,800.
ACTIONS PROPOSED:
Approval for use of budget for these events.
COMMITTEE RECOMMENDATION: