===== PDF PAGE 1 ===== [Extraction: OCR (rendered-page OCR)] WHERE HISTORY & PROGRESS MEET NOTICE PUBLIC AFFAIRS COMMITTEE Monday, June 28, 2021 7:00 P.M. — Council Chambers AGENDA Call to Order, Roll Call, and Establishment of a Quorum . Approval of Minutes A. Public Affairs Committee of May 24, 2021 . Public Participation / Presentations . Items for Consent A. Fireworks at Reed-Keppler Park Tacos and Art Fest B. Healthy West Chicago Fun Run Special Event Permit Application Healthy West Chicago on West Chicago Food Festival Dz. Funding Agreement & Festival Mexican Independence Day Festival Mexican Cultural Center DuPage E. Homecoming Parade West Chicago Community High School District 94 . Items for Discussion . Unfinished Business . New Business . Reports from Staff A. West Chicago Police Department Monthly Report . Adjournment 475 Main Street T (630) 293-2200 Ruben Pineda West Chicago, Illinois F (630) 293-3028 an 60185 | www.westchicago.org Nancy M. Smith CITY CLERK Michael L. Guttman CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: OCR (rendered-page OCR)] Item # A.A. MINUTES PUBLIC AFFAIRS COMMITTEE Monday May 24, 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. Selection of Chairman and Vice Chairman. Alderman Hallett nominated Alderman Chassee as the Chairman of the Public Affairs Committee, seconded by Alderman Swiatek and the vote was unanimous for approval. Alderman Swiatek nominated Alderman Hallett as the Vice Chairman of the Public Affairs Committee, seconded by Alderman Birch Ferguson and the vote was unanimous for approval. Approval of Minutes. A. Public Affairs Committee Minutes of April 26, 2021. 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, Swiatek and Short. Voting Nay: 0. Abstain: Alderman Birch Ferguson and Alderman Jakabcsin. Motion carried. Public Participation / Presentations. Resident Kurt Jaros, 228 N. Oakwood Ave, West Chicago, expressed his concern on the effectiveness and expenses of tax payers towards the City Museum. A. 2020 City Museum Operations — Sara Phalen submitted the fiscal year report for the West Chicago City Museum. Items for Consent. A. Resolution No. 21-R-0037 — A Resolution Approving an Intergovernmental Agreement with the Village of Tower Lakes Regarding the Donation of Electronic Equipment. Alderman Hallett made a motion, seconded by Alderman Birch Ferguson to direct this item to City Council for approval. Voting Aye: Chairman Chassee, Alderman Brown, Hallett, Birch Ferguson, Swiatek, Short and Jakabesin. Voting Nay: 0. Motion carried. ===== PDF PAGE 3 ===== [Extraction: OCR (rendered-page OCR)] 6. Items for Discussion. A. August & September 2021 Events. Alderman Swiatek made a motion, seconded by Alderman Birch Ferguson to direct this item to City Council for approval. Voting Aye: Chairman Chassee, Alderman Brown, Hallett, Birch Ferguson, Swiatek, Short and Jakabcsin. Voting Nay: 0. Motion carried. 7. Unfinished Business. A. Ordinance No. 21-O-0015 — An Ordinance Amending Chapter 10, Article V, Noise Control Regulation. Alderman Brown made a motion, seconded by Alderman Birch Ferguson to direct this item to City Council for approval. Voting Aye: Chairman Chassee, Alderman Brown, Hallett, Birch Ferguson, Swiatek, Short and Jakabcsin. Voting Nay: 0. Motion carried. 8. New Business. 9. Reports from Staff. 10. 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 7:47pm. Respectfully submitted, Yahaira Bautista Administrative Assistant to Chief of Police West Chicago Police Department ===== PDF PAGE 4 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: +t A. Fireworks at Reed-Keppler Park Tacos and Art Fest FILE NUMBER: COMMITTEE AGENDA DATE: June 28, 2021 COUNCIL AGENDA DATE: STAFF REVIEW: Tom Dabareiner SIGNATURE Pa APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE ITEM SUMMARY: A City-sponsored fireworks display is scheduled for Saturday, August 14, 2021 from 9:30 p.m. to 10:00 p.m. at Reed Keppler Park. This event takes place in partnership with the West Chicago Park District as part of the Park District's Tacos and Art Festival. The fireworks display in the past has been a part of the “Hello Summer” event, however, due to COVID-19 that event was cancelled. A Fireworks Permit must be issued by the West Chicago Fire Protection District prior to the fireworks display. City staff will work with the fireworks contractor and the West Chicago Fire Protection District to ensure all appropriate Fireworks Permit documentation is acquired, submitted, and approved in time for the event. Certificates of Insurance naming the City as additional insured and/or hold harmless waivers will be secured as necessary. ACTIONS PROPOSED: Approval for use of Police and Public Works services to support the fireworks display in cooperation with the Park District and Fire Protection District (see attached fireworks layout utilized in 2018 & 2019, to be proposed again for 2021, pending the fireworks contractor’s proposal and corresponding Fire Protection District approval). COMMITTEE RECOMMENDATION: ===== PDF PAGE 5 ===== [Extraction: OCR (rendered-page OCR)] City of West Chicago SPECIAL EVENT PERMIT APPLICATION for City-sponsored Events <2 x GO a Name of Event: __ Tacos and Art Fest - Fireworks Location of Event: _ Reed-Keppler Park Date(s) of Event: August 14, 2021_ Hours of Event: 9:30 p.m. to 10:00 p.m. Est. Attendance: 1,000 Name of Sponsoring Organization(s): _City of West Chicago and West Chicago Park District Contact person from sponsoring organization: __Nicolette Stefan Cell Phone: _ 847-361-0121 E-mail: _nstefan@westchicago.org_ Is this an annual event? xX Yes © No If Yes, provide next year’s event date: _June 11, 2022 Signatory agrees to abide by the State of Illinois Firearm Concealed Carry Act. *All applications must be signed. (Signature*) (Print Name of Signatory) (Date) FAI I IIR III IIIA IIR IRI AI IAS IAAI IAAI IOI III III II IOI ISIS IT ITI II II I IAT III IIS AIO TT IOI TAI IAT TOS AI OA OSI OT IOI ATI IT IAAI II AIS. FOR OFFICE USE ONLY FERIA IIIA II TIO I II II ITO TOT I III ITI I AITO II OTA ITI A IIA TOT I III TAO TIA I ATO TOT OO TI II IOI II AIS AT OO AIAN IIIA I Based on the information which has been submitted, the request for a permit has been: © Approved Permit No. pp O Denied Remarks: Authorized Signature Title Date ===== PDF PAGE 6 ===== [Extraction: OCR (rendered-page OCR)] Recommended Fireworks Viewing Area *¥ Fireworks A : Set Up Area ‘ (approx.) 4 de. =< Ge Approximate locations of the fireworks “secure zone” public barriers. Barriers will be established with snow fencing, caution tape, and any other equipment deemed appropriate. O Approximate locations of the Public Works and ESDA light towers. fs Alternative fireworks set up area if field is still saturated enough to risk damage to field and fireworks truck getting stuck. ===== PDF PAGE 7 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO “PUBLIC AFFAIRS COMMITTEE ___AGENDAITEMSUMMARY ITEM TITLE: AGENDA ITEM NUMBER: +.B. Healthy West Chicago Fun Run Special Event Permit Application FILE NUMBER: Healthy West Chicago COMMITTEE AGENDA DATE: June 28, 2021 COUNCIL AGENDA DATE: Poem’ STAFF REVIEW: Tom Dabareiner sionaTure--“C APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE ITEM SUMMARY: Healthy West Chicago is seeking approval for a 5k Fun Run scheduled for Saturday, August 21, 2021 from 6:30 a.m. — 11:00 a.m. with an estimate of 200 attendees. Alll proceeds from this event will be used to support Healthy West Chicago programming and sustainability. Set-up is scheduled to begin at 6:30 a.m. The race begins at 8:30 a.m. The event is expected to end at approximately 11:00 a.m. Healthy West Chicago has requested use of the public walkway along Yale Street as well as National Street east of Yale Street for the race route. Reed Keppler Park and the ARC Center have also been requested for use. The Special Event Permit Application, which includes the requests of the City and Park District, has been reviewed and approved by staff from the Police, Public Works, and Community Development Departments as well as the Park District and Fire Protection District. The Special Event Permit Application is attached, which includes the course map. ACTIONS PROPOSED: Recommend event for approval as proposed, contingent upon submittal and approval of required insurance documentation. COMMITTEE RECOMMENDATION: ===== PDF PAGE 8 ===== [Extraction: OCR (rendered-page OCR)] City of West Chicago a a SPECIAL EVENT PERMIT APPLICATION [a 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) G 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 © Temporary Liquor License Application — requires separate application a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) FRI IRR IRR SIT RII RR RSI R IORI IRE SER ATRIA ITI IIIT A IIA AIT INA IIIA ION SAINI SATII ION SIA OI ORISSA ASIA IAI I svaentnnnenanssaseshsssnentnnnntinnnnnnnnnnnt orn ei en cenntnsngetnisisisintitissinnenteneeee Received: Fee Paid: $ Receipt # Check # Event Acknowledgement Form returned by: Police Dept. Fire Dist. PW. Park Dist. o 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 ===== PDF PAGE 9 ===== [Extraction: OCR (rendered-page OCR)] *** 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 applicabie), 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. lf applicable, vendar 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. L, Carly Smitherman ,fepresenting Healthy West Chicago (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. Smathorman 5/11/2021 (signature) (date) Healthy West Chicago 5K Fun Run 8/21/2021 (name of event) (date of event) Page 2 of 8 ===== PDF PAGE 10 ===== [Extraction: OCR (rendered-page OCR)] Healthy West Chicago Sponsored Special Event Healthy West Chicago Fun Run Special Event Proposal Saturday August 21, 2021 Event Overview: The Heaithy West Chicago Fun Run will be sponsored by Healthy West Chicago, with the support of Race Time Inc. and the City of West Chicago. This event will take place on Saturday August 21st,2021 at Reed-Keppler Park, West Chicago with the race beginning at 8:30 a.m. This event will attract participants from West Chicago and surrounding communities. The Fun Run will include features such as a race t-shirt and awards by gender/age groups. Race Time Inc. has offered to donate select race. The Healthy West Chicago's Program Administrator will coordinate the Fun Run activities with the City of West Chicago's Special Events Coordinator, Race Time Inc., Healthy West Chicago Volunteer Committee, and West Chicago Park District. General information: Main Contact Carly Smitherman Healthy West Chicago Program Administrator Phone: (630) 230-6370 Email: carlys@healthywestchicago.org Proposed Course USATF course Run to Remember. Proposed map of racecourse submitted with permit application. Course length: 3.1 miles. Registration & Fee Structure 5K Run/Walk Adult (18 and older): $25.00 Resident 5K Run/Walk Adult: $20.00 5K Run/Walk Student (17 and under) $10.00 Resident Discount: West Chicago residents will be offered a $5 discount. All proceeds from the event will be used to continue with Healthy West Chicago programing and sustainability. Page lof 2 ===== PDF PAGE 11 ===== [Extraction: OCR (rendered-page OCR)] Main Event Schedule 6:30 AM Staff & Volunteer Set-Up Begins 7:30 AM Registration Opens 8:00 AM Registration Closes 8:15 AM Group Stretch 8:30 AM 5K Walk/Run starts 9:30 AM 5K Walk/Run Finish 9:50-10:15 AM Awards: Announced/Distributed 10:20 AM Clean Up Begins 11:00 AM Site Clean Up Ends Race Timing and 5k Course Organizer Organizer: Race Time Finish Line Management & Timing Company Website: http:/Awww.racetime.info Contact: Julie Pearson Email: racetime21@hotmail.com Race Day Safety Guidelines: Please understand our goal is to provide a family friendly, fun event where everyone can “Come and Run/Walk Safely’. With that in mind, please observe the following guidelines; e If you have a fever, are feeling ill or have been in recent contact with someone unrecovered from COVID-19, please do NOT come to the event. e Per the Illinois Department of Public Health recommendations, it is requested a face mask or face covering be worn by everyone at all times and social distancing should be observed. » NO SPITTING! Participants should carry their own tissues or hand towel for spitting, blowing nose, wiping sweat, etc., before, during and after their race. e If family members or friends are attending the event with you, they must wear a face mask at all times and we ask that they do not congregate around the finish area. e Unless you are with someone living in the same household, participants should not engage in traditional forms of physical contact such as handshakes, high-fives, hugs, partner stretching, etc. e Water stations on the course and finish lines will be self-serve. Volunteers will not be handing out water to eliminate contact. The following must be followed at all times by all participants: Maintain Social Distancing Stay home if feeling ill Use hand sanitizing stations Wear Masks Agree to temperature checks Page 2 of 2 ===== PDF PAGE 12 ===== [Extraction: OCR (rendered-page OCR)] Participants whose actions do not meet the above expectations, and/or are creating a risk for themselves or others, will be asked to leave the event. Awards Participants Receive 5K Run: Awards will be distributed to one overall male and one overall female winner. First, second, and third place medals will be distributed a male and female in each of the following categories/age groups: 10 & under, 11-14, 15-19, 20 - 29, 30 - 39, 40 - 49, 50- 59, 60 & over. $k Walk/Run Participants Receive Short sleeved 5k t-shirt All Event Attendees Receive the Following Water Aid/water stations at Start/Finish and near mile markers 1 and 2 along the course First-aid tent at turnaround on course Official Chip time Music and announcer at Start/Finish Cancelation Event will only be canceled in extreme weather. City will be called the morning of the race to be notified. Website & Registration Structure Participants will register using Race Time Inc.'s online platform. Participants can also register by submitting a completed "Healthy West Chicago Fun Run Registration Form" to Race Time Inc. with cash or check payment. Electronic signature of liability "Waiver & Release" will be required. Volunteer sign-up option will also be available. Page 2 of 2 ===== PDF PAGE 13 ===== [Extraction: OCR (rendered-page OCR)] > 2 —s a a -tcnsetnesmsvcan ese amatntr Nain ntdinsnaoneriatennenicsn tai atshvinnd ocean okt asians Antone Mae ? = i cee ey feces ===== PDF PAGE 14 ===== [Extraction: OCR (rendered-page OCR)] Road Running Technical Council “ppea » Ve USA Track & Field RRCA usa. Measurement Certificate TRACK FIELD™ Name of the course Runto Remember — Distance 5 km Location (state) \inois (city) West Chicago Type of course: road race &] _—_ calibration track [] Configuration: Qut and Back Type of surface: paved 23 % dirt % gravel 77 % grass % track % Elevation (meters above sea level) Start 234 Finish 234 Highest 240 Lowest _-228 Straight line distance between start & finish Same Point Drop Q m/km Separation 0 % Measured by (name, address, phone & e-mail) Winston Rasmussen 38441 2nd Street Warrenville, 1L 60555 _(630)393-4952 W.Rasmussen@comecast.net Race contact (name, address, phone & e-mail) Robbi Peterson, West Chicago Police Dept, 325 Spencer West Chicago, IL 60185 (630) - RPeterson@West Chicago.org _ Measuring Methods: _ bicycle steel tape [] _ electronic distance meter Number of measurements of entire course: 2 Date(s) when course measured: April 14, 2015 Race date: April 19, 2015 Course certification effective date: April 15, 2015 Certification code: ILt5011WR Notice to Race Director: Use this Certification Code in all public announcements relating to your race. Be It Officially Noted That Based on examination of data provided by the above named measurer, the course described above and in the map attached is hereby certified as reasonably accurate in measurement according to the stan- dards adopted by the Road Running Technical Council. If ay changes are made to the course, this cer- tification becomes void, and the course must then be recertified. Verification of Course — \n the event a National Open Record is set on this course, or at the discretion of USA Track & Field, a verification remeasurement may be required to be performed by a member of the Road Running Technical Council. If such a remeasurement shows the course to be short, then all pending records will be rejected and the course certification will be cancelled. This certification expires on December 31 in the year | 2025 AS NATIONALLY CERTIFIED BY: f ft ») be Date: April 15, 2015 Winston C Rasmussen — USATF/RRTC Certifier 3844] 2nd Street, Warrenville, IL 60555 (630)393-4952 W.Rasmussen@comcast.net ===== PDF PAGE 15 ===== [Extraction: OCR (rendered-page OCR)] Run to Remember § kilometers West Chicago, Illinois USATF Certification # 1L15017WR Effective April 15, 2015 — Dec 34, 2025 NORTH START: Mag nail, center of road, 58’ W of edge of gate post on N side of road (See detail) 1 MILE: North edge of gravel path, 147’ W of 2" electrical tower W of RR tracks Turnaround: Center of path, even with stop sign (21'6” E of center of round storm drain on industrial Drive 2MILE: South edge of gravel path, 23°6” E of center of culvert SMILE: West edge of gravel path, 44’6” S of S end of parking lot Finish: | Same as the start Measured by Winston Rasmussen April 14, 2015 (w.rasmussen@comecast.net) BLNed. STormm — LudusThiae Dior Indus Trial GLa. ===== PDF PAGE 16 ===== [Extraction: OCR (rendered-page OCR)] & [ ARC Center [ Skate Park EMCEE-Electrical outlet required for mic and speaker set up. PP-Porta potty Skate Park-Parking for volunteers and staff Request for closure of Wiggly Field from 6AM-11AM due to runner foot traffic along road to Wiggly Field. Request for Park District to close ARC Center Parking lot entrance briefly for beginning of race when walkers/runners are passing by. Event organizer will ensure cones/barricades are set up in time for 8:30AM race start and then removed as soon as the last participant passes the entrance (ETA 8:45-50AM) ===== PDF PAGE 17 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 —- GENERAL INFORMATION Name of Event: Healthy West Chicago 5K Fun Run Type of Event: 1 Parade @ Walk/Run/Bike O Camivals O Fireworks O Festival O Other. : Location of Event: Reed-Keppler Park, 129 W. National St, West Chicago Date(s) of Event: 8/21/2021 — Hours of Event: §:30amto 11:30anest. Attendance: 200 Event Website: 'aceroster.com/events/202 1/48352/healthy-west-chicago-5k-run-and-kiddie-dash Purpose of event: Community engagement Name of Sponsoring Organization(s); Healthy West Chicago Organization’s Legal Status (i.e. NFP, Partnership, Corporation); NFP Contact person from sponsoring organization: Carly Smitherman Organizer address: 132 Main Street City/State/Zip: West Chicago, IL_60185 Phone 630-230-6370 Cell Phone: 630-230-6370 E-mail: carlys@healthywestchicago.org Emergency contact information (provide mobile numbers for on-site coordinators during event): Contact; Sara Phalen Phone: 815-751-0551 2" Contact: Joie Francovich Phone: 630-981-4850 8/20/2022 Is this an annual event? M@ Yes © 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. N/A What, if anything, are you doing to rectify the problem(s)? N/A 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 ===== PDF PAGE 18 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 - PERMITS Will your event include a carnival? o Yes wNo 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 mio if yes, you must submit a Building Permit Application thirty (30) days prior to the event. Please visit www.wesichicago.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? oa 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 yourevent? o Yes wNo if yes, you must submit a Raffle Registration Application fourteen (14) days prior to the event. Not ail 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 fora Temporary Liquor License? 0 Yes wNo 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, camival 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? oc Yes wNo lf 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/#emporary-food-service for additional information. Are you requesting services from these departments? O Police i Fire District / Paramedics © Public Works Specify services: NO Will you be utilizing any of the following services? O Water Electric/Generator © Other 0 Page 4 of 8 ===== PDF PAGE 19 ===== [Extraction: OCR (rendered-page OCR)] 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? @ Yes No _ifyes, please indicate the property that you are requesting to use. Reed-Keppler Park and associated parking lots as permitted by Park District. Only Turtle Splash parking lot will be use for participant parking. Rolling closure at Yale St. and National St. Would you like to request the closing of City streets? 4 Yes 0 No if yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times *Park District Wiggly Field and Zone 250 parking lots 8/21/2021 6AM-11AM Yale St. Use of public walkway along Yale St. 8/21/2021 8:30-8:50AM National St. National St. east of Yale St. for race route. 8/21/2021 8:30-8:50AM Page 5 of 8 ===== PDF PAGE 20 ===== [Extraction: OCR (rendered-page OCR)] 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. 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” . . og: Document (included with Special Event Permit . Prior to . Prior to ap plication 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 og 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 ai all public entrances (See IL State Police requirements for standardized N/A Day of Event sign in West Chicago’s Special Events Policy) i Page 6 of 8 ===== PDF PAGE 21 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT in consideration ofthe Healthy West Chicago (name of organization) and its Members, employees, volunteers or guests, being allow to participate in HWC 5K Fun Run ___ (the Activity) the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to Healthy West Chicago (name of organization) participation in the Activity. To the fullest extent permitted by law, the _Healthy West Chicago (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 attomeys fees), which may in anywise accrue against the City of West Chicago, its officials, agents and employees, arising in consequence of _Healthy West Chicago (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 _Healthy West Chicago (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 Healthy West Chicago (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 _ Healthy West Chicago (name of organization). Agreedthis 11 ‘ayof may 2021 Healthy West Chicago Name of Organization Carly Smitherman Print Name of Authorized Person Carly Smetherman Signatéfe of Authorized Person Program Administrator Title Page 7 of 8 ===== PDF PAGE 22 ===== [Extraction: OCR (rendered-page OCR)] 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 IIlinois Firearm Concealed Carry Act. *All applications must be signed and notarized. Healthy West Chicago Carly Smitherman 5/11/2021 (Name of Organization) (Print Name of Signatory) (Date) By Cee Cog pe — NOTARY PUBLIC, STATE OF ILLINOIS LAL... LLACUAEA. hy Commission Expres 12 7 (Notary Public) /) 4 day of Wie tl . 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 Signed and sworn to before me this f / halaiadaiahaiahileheialalaiahalaleislaieltinhsieiehisinhiheiaisiisieh eibieetehbiibnehbhtuhieiciuielbuLLnobacLher race CeGLe ee COP Ce OREO TT eee TTT TTC FOR OFFICE USE ONLY PRISE RAHI KTR IAI RE RR IESE AIA IIIA SII IR AIR ITS ASD ANA IR IAL IA IOS SI ANASTASIA AI AADAC ISOS IANA SISSON SAIS AORTA AI I eke 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. PP £4 Denied Remarks: Authorized Signature Title Date Page 8 of 8 ===== PDF PAGE 23 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: H.C. West Chicago Food Festival FILE NUMBER: COMMITTEE AGENDA DATE: June 28, 2021 COUNCIL AGENDA DATE: STAFF REVIEW: Tom Dabareiner sionaTune AY APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE ITEM SUMMARY: West Chicago Food Festival is scheduled for Saturday, August 28, 2021 from 11:00 a.m. to 3:00 p.m. in Downtown West Chicago. This event is free to the public, sponsored by the City with the support of community partners. The Food Festival includes, but is not limited to: food vendor sales, live entertainment, and family activities. The layout implemented in 2019 will be utilized again this year. The event will take place outside, primarily along Main Street and Galena Street. Certificates of Insurance naming the City as additional insured and/or hold harmless waivers will be secured as necessary. ACTIONS PROPOSED: Approval for: e Use of City streets for vendor staging and event activities (see attached layout map). e Use of Police and Public Works services to support the event. e Closure of Turner Court, Main Street from W. Washington Street to 306 Main Street, and Galena Street from Main Street to High Street from 5:00 a.m. to 6:00 p.m. on event day, while maintaining clearance for emergency vehicles. ¢ Use of the public right-of-way for the posting of signs promoting the event and its supporting activities. COMMITTEE RECOMMENDATION: ===== PDF PAGE 24 ===== [Extraction: OCR (rendered-page OCR)] City of West Chicago SPECIAL EVENT PERMIT APPLICATION for City-Sponsored Events il west CHicAGo f Name of Event: __ West Chicago Food Festival Location of Event: _ Downtown West Chicago Date(s) of Event: August 28, 2021 Hours of Event: 11:00 a.m. to 3:00 p.m. Est. Attendance: 1,000 Name of Sponsoring Organization(s): _ City of West Chicago Contact person from sponsoring organization: __ Nicolette Stefan Cell Phone: _ 847-361-0121 E-mail: _nstefan@westchicago.org Is this an annual event? Yes (1 No If Yes, provide next year’s event date: _August 27, 2022 Signatory agrees to abide by the State of Illinois Firearm Concealed Carry Act. *All applications must be signed. (Signature”) (Print Name of Signatory) (Date) FRI TI II TOR IN AIA I TIA IIIT RII RIOT III RII I I I III TTT TOO I I I ITT IO IIIT I TOI IS II TOOT OOO ITT I I II AIO IO IIA II IIASA ASAT I I FOR OFFICE USE ONLY FOR IR III RR IITA I A RII IIA IIT III IR IIIA II ASS SA IAI III III IAI TAI SAIS II II ISS IIIA OO IOS IIR IIR IIIA III III OS ASIII INS SISOS SAAN II Based on the information which has been submitted, the request for a permit has been: O Approved Permit No. . O Denied Remarks: Authorized Signature Title Date ===== PDF PAGE 25 ===== [Extraction: OCR (rendered-page OCR)] q ame. Y \\ "4 LI stce shy FACE PAINTING GO alia | NY 5 [=] venvor parkine — > FIRST AID ee ao, Ot AMERICAN LEGION & PORTABLE SF bf rt « BARRICADE RESTROOMS % fo ‘ eS y e CITY MUSEUM GAME AREA ___ INFLATABLE AXE THROWING GAME [EJ outp00r SEATING AND STANDING TABLES STAGE AND PERFORMER PARKING [-] Venvor AND RESIDENT PARKING VENDOR SPACES @ VENDOR CHECK IN aN 1 inch = 50 feet e 4 HICAGO ESTIVAL ===== PDF PAGE 26 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO ~ PUBLIC AFFAIRS COMMITTEE =—=—~S ___AGENDAITEMSUMMARY —_——T ITEM TITLE: AGENDA ITEM NUMBER: ___ ‘+. D. Funding Agreement & Festival Mexican Independence Day Festival FILE NUMBER: Mexican Cultural Center DuPage COMMITTEE AGENDA DATE: June 28, 2021 COUNCIL AGENDA DATE: STAFF REVIEW: Tom Dabareiner SIGNATURE, APPROVED BY CITY ADMINISTRATOR: SIGNATURE Michael Guttman ITEM SUMMARY: The Mexican Cultural Center (MCC) and City Staff seek approval of the attached 2021 Funding Agreement for the Mexican Independence Day Festival (MID) which is proposed to take place September 18-19, 2021. As outlined in the Agreement, the MCC is responsible for all aspects of planning, organizing and managing the event while the City provides financial support as well as in-kind services. The City will provide the financial support of $12,000 to be paid in installments, in order to help cover the cost of Festival activities and the MCC’s role in producing the Festival for community-wide benefit. Funds will be released so long as the submittal requirements have been met. The City will also equally match the amount of cash donations the MCC raises in excess of $2,000, with the City’s matched contribution not to exceed $8,000. The City’s maximum total contribution to the MCC shall not exceed $20,000. 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 and Park District. The Special Event Permit Application is attached. ACTIONS PROPOSED: Staff recommends approval of the Funding Agreement and Festival as proposed. COMMITTEE RECOMMENDATION: ===== PDF PAGE 27 ===== [Extraction: OCR (rendered-page OCR)] ib Funding A ane independ Day Festival This funding agreement (hereinafter referred to as "Agreement") is made and entered into on the ___ day of ___ 2021 by and between the Mexican Cultural Center (hereinafter referred to as "MCC") and the City of West Chicago, (hereinafter referred to as "City"). 1. In consideration of the covenants and agreements hereinafter contained, as well as other good and valuable considerations, the MCC and the City hereby agree that the MCC is an independent entity with respect to the City and agrees to perform all services to create, plan, develop and execute the Mexican Independence Day Festival on September 18-19, 2021, (hereinafter referred to as “Festival") and that the City will provide a designated amount of financial support for such Festival. The MCC has no authority or power to incur debts, obligations or commitments of any kind whatsoever for or on behaif of the City or to bind the City to any contract, agreement or employment agreement. 2. The MCC will be responsible for producing the Festival within the Downtown Tax Increment Financing (TIF) District. This will include, but is not limited to, accomplishing the following tasks and purveyance of services: A. The MCC will serve as the lead event planner and execute the following duties: 1. Plan, organize and supervise the Festival, making arrangements for the Festival site, negotiate contracts with responsible independent contractors or vendors, apply for all permits and licenses, comply with all insurance requirements as defined in the Special Event Permit Application, and coordinate with City officials. 2. Comply with the City’s Municipal Code, ordinances, and Special Events Policy in effect at the time this Agreement becomes fully executed, including the posting of signs in conformance with the City's regulations regarding concealed carry at special events’. Solicit volunteers and vendors as needed. Undertake additional fundraising efforts. Ensure at least one supervisor attends and supervises the entire Festival. 6. Pay all contractual obligations associated with the Festival and obtain all required licenses and deposits. aR w * Should a higher level of government mandate any new laws that the City is required to enforce and should the City Council approve a new law that does not specifically deal with festivals but rather improves and addresses the health, safety and welfare of West Chicago residents and its visitors, then the MCC shall be obligated to comply. ===== PDF PAGE 28 ===== [Extraction: OCR (rendered-page OCR)] 7. Ensure that the Festival does not open to the public until: all applicable permits are obtained; all approvals are granted; all insurance requirements are satisfied; and all posting of signs is fulfilled. 8. Ensure that the Festival area is maintained in a clean and sanitary condition during the Festival, and that proper cleanup is completed after the Festival in order to return City property to its original condition. This shall include, but is not limited to, prompt removal of animal waste from festival grounds or the parade route by MCC staff or hired contractor. The MCC shall promote the Festival through at least three external media channels. Promotional efforts for each media source shall be detailed in the post-event report to include the name of each media source, copy of the advertisement, length of promotion, and a summary of reach, if available. The MCC shall also promote the Festival through its organizational website and social media platforms. The MCC shall recognize the City in any and all marketing, promotional and social media materials as a primary contributor and sponsor of the Festival. There shall be no entrance fee for the Festival. There will neither be a carnival nor fireworks at the Festival. Alcohol shall neither be served nor permitted at the Festival. The MCC shall offer to all businesses in the Downtown TIF District an opportunity to be vendors of or participants in the Festival. Such businesses shall be given priority over businesses not within the Downtown TIF District. At the MCC’s request, the City will provide the MCC with a current list of businesses registered within the Downtown TIF District. Not less than 14 days prior to the Festival, the MCC will provide the Special Events Coordinator with a copy of the written communication(s) used to invite downtown businesses to participate in the Festival, along with a list of those confirmed. This list shall include a brief description of each business’s manner of participation. This list will be included as an addendum to the Special Event Permit Application and with the MCC’s final written report. The MCC shall provide adequate safety and security throughout the Festival duration. As such, the MCC shall ensure that all horses at the Festival, whether they are part of the parade or other activities, shall be separated from the general public by means of barricades or a distance of at least 10 feet. Additionally, MCC will contract to have onsite overnight security between the days of September 18 and September 19, 2021. The MCC shall submit a copy of the security contract to the City’s Special Events Coordinator not less than 14 days prior to the Festival. The contract shall outline the expectations of the hired security personnel in order to address how problematic situations such as theft, physical altercations, and/or trespassing will be handled. Name and contact information of security 2 ===== PDF PAGE 29 ===== [Extraction: OCR (rendered-page OCR)] personnel shall also be provided. The City's responsibilities are limited to the following: A. The City will provide financial support of $12,000 to be paid in installments, in order to help cover the cost of Festival activities and the MCC’s role in producing the Festival for community-wide benefit. Funds will be released so long as the submittal requirements have been met. 1. The City agrees to pay the MCC (or its designee, as specified in writing) $8,000 for contractual obligations directly related to the Festival by the end of the week following the July 19, 2021 City Council meeting. 2. The City agrees to pay the MCC (or its designee, as specified in writing) $3,500 for contractual obligations directly related to the Festival by the end of the week following the August 2, 2021 City Council meeting. 3. The City agrees to pay the MCC (or its designee, as specified in writing) the final $500 in consideration of all contractual requirements being met. B. The City will equally match the amount of cash donations the MCC raises in excess of $2,000, with the City’s matched contribution to not exceed $8,000. The City’s maximum total contribution to the MCC shall not exceed $20,000. 1. The MCC shall submit a copy of acknowledgment of cash donations received to support the Festival. 2. The MCC shall be paid the equivalent of the submitted receipt totals, once the $2,000 minimum has been received by the MCC and then verified by the City. 3. The MCC will be paid no later than 30 days of the City receiving a complete and satisfactory submittal. C. The MCC shall provide the City copies of all invoices, receipts and checks to vendors for the expense receipts of not less than $12,000 in addition to the total amount of cash contributions provided by the City match. These items shall be submitted with the MCC’s final written report which shall include a summary financial report as outlined in Section 4.E. 1. The MCC shall seek pre-approval from the City Special Event Coordinator when making purchases outside of essential festival expenditures. The Special Event Coordinator shall have sole authority in determining whether a purchase meets the standard of an essential expenditure. This shall apply only to purchases above $500.00, but serial purchases of the same item or service less than that shall also be subject to review. D. The MCC shall make its final appearance at the earliest available Public Affairs Committee meeting after the Festival, no later than the December 27, 2021 meeting, to present the final written report. E. Should any submittal deadline not be met and/or should the ===== PDF PAGE 30 ===== [Extraction: OCR (rendered-page OCR)] information submitted be deemed incomplete, the City will withhold payment until the submittal is satisfactory. The MCC will be paid within 30 days of the City receiving complete and satisfactory submittals. The City will provide the following in-kind services with approval of the City Administrator: 1. Public Works Department employees will assist with Festival set- up, arrange for a dumpster from Groot Industries at no cost to MCC, ensure water hook-up, and provide Festival banner and ‘papel picado’ (perforated banner sign) installation along downtown light posts three weeks prior to the event. Public Works Department employees shall provide barricades at the Festival entrances. The MCC may request additional barricades from the Public Works Department which will be provided if inventory is available and if Public Works can reasonably accommodate the request. Public Works staff will provide standard special event street cleanup assistance; not included is animal related waste or feed product disposal. The MCC is responsible for completing all other event-related cleanup before leaving the Festival site on September 19, 2021. If a cleanup project requires additional time and/or the hiring of an external contractor, the MCC must notify the Special Events Coordinator. The MCC must provide the Special Events Coordinator with details regarding the nature of the work to be done, the name and contact information of the person(s) scheduled to perform the work, and the expected timeline of completion. If the MCC is unable to complete the work in a manner deemed acceptable by City staff, the City will conduct the work and charge the MCC the applicable municipal rate. Police Department employees will provide staff and provide security during the hours of operation of the Festival. The City will not provide on-site overnight security. Community Development Department employees and/or City contractors will inspect the general layout of the site and conduct any other inspections deemed necessary once all Festival components are known. The site inspection shall take place at least one hour prior to the time the Festival is scheduled to open to the public. All event components requiring inspection shall be completely set up at the time of the scheduled inspection. At least one representative of the MCC shall be present during the entire inspection. Marketing and Communications Division staff will assist the MCC with the marketing of the Festival via the City’s website, community calendar and newsletter; however, paid advertising will be the sole responsibility of the MCC. In order for City staff to provide marketing assistance, the MCC shall submit 2021 event-specific marketing materials to the City at least 60 days 4 ===== PDF PAGE 31 ===== [Extraction: OCR (rendered-page OCR)] prior to the Festival. These materials may include, but are not limited to photos, graphics, logos, link to the event website, and links to social media event page(s). The MCC shall submit any new or additional marketing materials to the City no later than 30 days prior to the Festival. These materials may include, but are not limited to the entertainment schedule, tentative list of parade participants, tentative list of vendors, and programming updates. MCC will update the City as new parade participants and vendors are added on a weekly basis following the tentative list submission. 4, The MCC shall communicate progress and compliance with the terms of this Agreement at the request of the City. The MCC shall comply with the following coordination and submittal deadlines and all other submittal dates as indicated on the Special Event Permit Application. A. May 24, 2021- Submit Special Event Permit Application and required supporting documentation. B. June — Attend an Application review meeting to be scheduled by the City after the Special Event Permit Application has been submitted. C. July, August, & September 2021 - The MCC is required to attend at least three coordination meetings to be held with City officials in preparation of the Festival. The meetings shall be scheduled by the City after the Special Event Permit Application has been submitted. The City reserves the right to cancel the Festival by the third coordination meeting if the Agreement terms have not been satisfied or have not been adequately addressed. All monies provided by the City to MCC prior to any cancellation shall be repaid in accordance with Section 12 of this Agreement. D. September 2, 2021 — Not less than 14 days prior to the Festival, the MCC shall provide written notice, via hand-delivery and/or U.S. Mail, to all residents, business tenants, and property owners in the Turner Junction Historic District where the Festival will take place and along the parade route. At the MCC’s request, the City will provide the MCC with a current list of addresses located within these defined areas. The MCC shall provide a written affidavit to the City confirming delivery of these notices no later than seven days prior to the Festival. E. November 1, 2021 — Submit final draft of the post-Festival report. The report shall include a recap of the Festival and detail the logistical successes and challenges of the event. It shall also include the accounting of expenses related to the Festival, totaling not less than $12,000 plus the total amount of the City’s matched contributions as described in Section 3.B. All associated expenses shall be accompanied by copies of invoices, receipts, and verification of payments made to vendors. 5. If either party elects to enforce the provisions of this contract in a court of law, the venue shall be in the Circuit Court of DuPage County. The 5 ===== PDF PAGE 32 ===== [Extraction: OCR (rendered-page OCR)] 10. 11. 12. successful party in any action to enforce the terms of this Agreement is entitled to reimbursement for its reasonable costs and attorney's fees. The MCC agrees to maintain general liability insurance in amounts not less than $2,000,000 aggregate and shall name the City of West Chicago and its respective officials, agents, employees and volunteers all as additional insureds under the policy. The MCC's insurance coverage shall be primary as respects the City and its respective officials, agents, employees and volunteers. Any insurance or self- insurance maintained by the City and its respective officials, employees, agents and volunteers shall be excess of the MCC's insurance and shall not contribute with it. The MCC shall ensure that the City receives original certificates of insurance and endorsements evidencing the existence of such coverage with its completed Special Event Permit Application, which shall be continued during any periods in which this Agreement is in force. The MCC hereby agrees to indemnify and hold harmless the City and its directors, officers, agents and employees from and against any and all claims, demands, actions, causes of action and other liabilities and expenses, including but not limited to attorney's fees, arising out of or in connection with the Festival, including but not limited to any such claims that may be asserted by any employees and/or volunteers of the MCC, any contractor, vendor or other service provider for the Festival. This indemnification provision shall survive the term of this Agreement or any cancellation or abandonment of the terms and conditions contemplated herein. The MCC is responsible for obtaining, verifying and retaining all vendor and participant Certificates of Insurance and waivers when applicable. The MCC hereby agrees that any and all work conducted at the Festival site shall be performed in accordance with all applicable laws of the City to provide a safe working environment for the Festival workers, volunteers and general public. Any insurance or self-insurance maintained by the City and its respective officials, employees, agents and volunteers shall be excess of any vendor's insurance and shall not contribute with it. The MCC is responsible for ensuring that all insurance requirements are met, and all required documentation is provided to the City. If necessary, the MCC hereby grants the City permission to communicate directly with its insurance company to ensure that the Certificate of Insurance and the endorsements comply with the terms of this Agreement, the Special Events Policy, and the City’s Municipal Code. Neither this Agreement nor any interest herein, or claim hereunder, shall be assigned or transferred by either the City or the MCC. Should the MCC fail to comply with the terms of this Agreement, all monies provided and not accounted for in expenditures towards the planning of the Festival by the City shall be returned to it within 60 days of the written notice of the termination of this Agreement. The Festival may be cancelled by mutual written agreement of both Parties as a result of extreme weather on any day of the Festival: in this instance, no ===== PDF PAGE 33 ===== [Extraction: OCR (rendered-page OCR)] 13. repayment to the City is required. if the Festival is canceled arising out of compliance with any law, ordinance, regulation, ruling, order or other governmental action or arising out of acts of God, fire, flood, war, acts of terrorism, pandemic, epidemic, sabotage, accidents, or any other similar circumstance, the City will notify the MCC and immediately discontinue payments to the MCC and the accounting procedure in Paragraph 12 shall apply. CITY OF WEST CHICAGO MEXICAN CULTURAL CENTER By: By: Name: Ruben Pineda Name: Fernando Ramirez Title: Mayor Title: President Date: Date: Attest: Attest: By: By: Name: Nancy Smith Name: Title: City Clerk Title: ===== PDF PAGE 34 ===== [Extraction: OCR (rendered-page OCR)] 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 g 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) & 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 0 Temporary Liquor License Application — requires separaie application a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) SECIS ORCC ICS TOAD E IAN IEEE AAAI AR A NIETO ARE OIRO RIOT IIIA TACO TAI ISITE IIH ACHAT ee tet ie FOR OFFICE USE ONLY Shin aiinniiinhidbiiitieineincisiahioinii isin aaa THEI IIH asa I Ing Sone nS ITH Stina ora beiintiniei iting Received: Fee Paid: $. Receipt # Check # Event Acknowledgement Form returned by: Police Dept. Fire Dist. PW. Park Dist. c Background checks completed by Police Dept. Date oc DuPage Co. Health Department notified Date 0 Certificate of Insurance received and approved Date Page 1 of 8 ===== PDF PAGE 35 ===== [Extraction: OCR (rendered-page OCR)] *** 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. Fernando Ramirez Mexican Cultural Center I, , representing (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. _-> = May 20, 2021 (signature) (date) Mexican Independence day Celebration Sept.-+-ard42- Sand he (name of event) (date of event) Page 2 of 8 ===== PDF PAGE 36 ===== [Extraction: OCR (rendered-page OCR)] PAN ye So Cultural Mexico | Ashveslen Salo Center independence © Mariachi festival. ___— Re: Viva Mexico Independence Day Festival 1g “14 Mexican Cultural Center/DuPage is planning for another exciting Mexican Independence Day Festival this year on September ++ & 12 in Downtown West Chicago. Although the celebrations will be different to protect everyone's health during the COVID-19 pandemic, a large-scale street art project and vendor booths will be open to the public within the states occupancy guidelines. Safety protocols will also allow everyone to view the art and special performances virtually from the comfort of their homes through a first ever streaming component. The two-day event is celebrating Mexican Independence Day and Mexican Culture Awareness for the month of September in West Chicago. It consists of a weekend of traditional and regional Mexican food, cultural music, dancing and a crowd gathering 13-foot burro pinata filled with candy and toys. We will also be introducing the 2021 Miss Mexican Heritage Program winner. Regards, —_"a - Fernando Ramirez President, Mexican Cultural Center DuPage ===== PDF PAGE 37 ===== [Extraction: OCR (rendered-page OCR)] Performers Performers Parking \ a” GE NS BSS vr ; i 10ftx10ft 20ftx20ft a 15ft ht 10ftx20ft ===== PDF PAGE 38 ===== [Extraction: OCR (rendered-page OCR)] 11:00:00 AM 11:30:06 AM 12:00:00 PM 12:15:00 PM 12:30:00 PM 12:45:00 PM 1:00:00 PM 1:15:00 PM 1:30:00 PM 1:45:00 PM 2:00:00 PM 2:16:00 PM 2:30:00 PM 2:45:00 PM 3:00:00 PM 3:15:00 PM 3:30:00 PM 3:45:00 PM 4:00:00 PM 4:15:00 PM 4:30:00 PM 4:45:00 PM 5:00:00 PM 5:15:00 PM 5:30:00 PM 5:45:00 PM 6:00:00 PM 6:15:00 PM 6:30:00 PM 6:45:00 PM 7:00:00 PM 7:36:00 PM Saturday, Sept 18th Sunday, Sept 19th Sponsor/ tepete- 12:45-12:30 (15) 11:00:06 AM 11:30:06 AM 42:00:00 PM 12:15:00 PM 12:30:00 PM 12:45:00 PM 1:00:00 PM 4:15:00 PM 4:30:00 PM 1:45:00 PM 2:00:00 PM 2:15:00 PM 2:30:00 PM 2:45:00 PM 3:00:00 PM 3:15:00 PM Set 3:30:00 PM Sponsor’ tapete- 3:30-3:45 (15) 3:45:00 PM Set 4:00:00 PM 4:15:00 PM Set elgin symphony orchestra Music set 4:30:00 PM 45pm 4:15-4:45 (30) 4:45:00 PM Sponsor/ tapete- 445-5 (75) 5:00:00 PM Chinelos / Oaxaca Set 5:15:00 PM ; ; ~) Set 5:30:00 PM 5:45:00 PM . - 6:00:00 PM Sconsor tapete- §-6:75 | 6:15:00 Ph Set Music Group | 6:30:00 PM 6:15-8 (min) | 6:45:00 Ph 9:45:00 PM 7:36:00 PM | Video Set Sporisor/ tapete- 1:30-2 (30) Set Sobers Music Video Frida 2021 3-3:30 (30) Sponsar/ tapete- 3-375 (15) Video ===== PDF PAGE 39 ===== [Extraction: OCR (rendered-page OCR)] Pe Caltucel 4 We BBtanss Leenaty Middle Schood 234 EHazel St, (Rj me Wiest Chicaga, IL 60185 , feo i mie | } Hien senool Staging at Leman Middle School Joliet St. to Conde St. Conde St. to Wilson Ave. Wilson Ave, to Main St. Main St. to Center St. ®Q®WVVOA ===== PDF PAGE 40 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 - GENERAL INFORMATION Name of Event: Mexican Independence day Celebration Type of Event: _ uw ve ae ~~ se ( Parade) Walk/Run/Bike Carnivals Frown Festal) Other Location of Event: 2 owntown West Chicago 3 aaa TF Date(s) of Event: Sept. trend42 Hours of Event: 10 to__10 Est. Attendance: __ 2000 Event Website: MCCdupage.org Celebrate mexican Heritage Purpose of event: Mexican Cultural Center Name of Sponsoring Organization(s): Organization's Legal Status (i.e. NFP, Partnership, Corporation): Fernando Ramirez Contact person from sponsoring organization: Organizer address: __ 103 W Washignton St. City/State/Zip: West Chicago Il 60185 Phone: 6630.666.2507 Cell Phone: _ 6630.666.2507 = mail doxgor1984@gmail.com Emergency contact information (provide mobile numbers for on-site coordinators during event): 1* Contact: Fernando Ramirez Phone: 630.666.2507 2°? Contact: Sara Phalen Phone: 815.751.0551 —— ~ Is this an annual event( Ye) No. If Yes, provide next year’s event date 7° OT TBD 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 ===== PDF PAGE 41 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 - PERMITS aN, Will your event include a carnival? Yes No ) 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 ipcexe s of 400 sq. ft. in area with side curtains or 700 sq. ft. in area without side curtains? 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? Yes Ge 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? Yes . 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? 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. ta Will you be serving food at your event? Ces No if yes, you may be required to submit 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 you-requesting services from these departments? “Police > Fire District / Paramedics (i Works Specify services: Will you be utilizing any of the following services? Water Electric/Generator Other Page 4 of 8 ===== PDF PAGE 42 ===== [Extraction: OCR (rendered-page OCR)] 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) Lacation 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? Yes No If yes, please indicate the property that you are requesting to use. see attachment Would you like to request the closing of City streets? Yes No If yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times ae ce sek ae Page 5 of 8 ===== PDF PAGE 43 ===== [Extraction: OCR (rendered-page OCR)] SECTION 5 - PLANNING WORKSHEET AND REQUIRED TASK DUE DATES* Use this form to detérmine the date each of these tasks needs to please mark “N/A” in the Due Date column. If the Due Date fa becomes the next normal business day. However, this does dependent on the date of the special event. be completed. For tasks that do not apply, lls on a weekend or holiday, the Due Date not affect the other Due Dates, as they are only 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" . : i anti Document (included with Special Event Permit . mr to . Prior to application 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 oo. 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) ‘fthis requirement is not met, the proposed event may be cancelled. Page 6 of 8 ===== PDF PAGE 44 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 - WAIVER AND HOLD HARMLESS AGREEMENT MIO- Mexican Independence day Celebration In consideration of the Mexican Cultural Center (name of organization) and its Members, employees, volunteers or guests, being allow to participate in MID , (the Activity) the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to Mexican Cultural Center___ (name of organization) participation in the Activity. To the fullest extent permitted by law, the Mexican Cultural Center (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 Mexican Cultural Center (name of officials, agents and employees, arising in consequence 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 Mexican Cultural Center (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 Mexican Cultural Center (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 Mexican Cultural Center (name of organization). Q . Agreed this <0) day of Wea 20 Mexican Cultural Center Name of Organization Fernand Print Name of Aut! _—_—_O SF FE Signature of Authbrized Person Director Title Page 7 of 8 ===== PDF PAGE 45 ===== [Extraction: OCR (rendered-page OCR)] 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. Mex eur Cotten Conte Ferret Rewer Ifge J/ (Name of Organization) (Print Name of Signatory) (Date) . By tf t Signed and sworn to before me this Ale’ * day of Ay _ , 20 Al 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 JES ISCO S I TOIT IOI TOT OIA TI IIT ITI SOIT IIT TTC TTTO TAI TIT TT ASAT IT TT UTI IOI III TIS UII OIA AS AS ATO ARI AS ASR EER A FOR OFFICE USE ONLY JERSE ICICI TET II TTT TOTES TI TOTTI ITEC II TCT III TOTTI OC IIA IIIT SAC TOSS TIO DIS ICT TOS OS OOS ASA A te hte 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 46 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO JBLIC AFFAIRS COMMIT AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: hE. Homecoming Parade West Chicago Community High School FILE NUMBER: District 94 COMMITTEE AGENDA DATE: June 28, 2021 COUNCIL AGENDA DATE: ) STAFF REVIEW: Tom Dabareiner SIGNATURE ZA APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE ITEM SUMMARY: West Chicago Community High School District 94 is seeking approval for their annual Homecoming Parade scheduled for Friday, October 1, 2021 from 12:45 p.m. — 2:00 p.m. with an estimate of 2,000 attendees. The event organizer has requested the use of City streets for the parade, and the support of the Police & Fire Department to accommodate and accompany floats, vehicles, and parade walkers. 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 current proposed parade route. ACTIONS PROPOSED: Recommend event for approval. Approval is also contingent upon submittal and approval of required insurance documentation. COMMITTEE RECOMMENDATION: ===== PDF PAGE 47 ===== [Extraction: OCR (rendered-page OCR)] City of West Chicago —— SPECIAL EVENT PERMIT APPLICATION Ba ir p i 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 a Temporary Liquor License Application — requires separate application a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) FEI IT ATI III IIIS II TS TAT I OT TAT TOI I IBA TI TIO RA ASS TOS ATA I AOS OANA AAO SO TIAA AON TA IK IA 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 E (F [E | V [E Page 1 of 8 JUN 1 2021 By ===== PDF PAGE 48 ===== [Extraction: OCR (rendered-page OCR)] *** 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. l, Mace (Je (Ce , representing Wlctk SA Di sSterck TY (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. Nae lt & /i fa (signature) TT date) (Des Checete .¢. tho baie Raced tv) = ame of event) — * Wor fas Page 2 of 8 ===== PDF PAGE 49 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 — GENERAL INFORMATION Name of Event: Were Chicepe Conese US, (Some CPiming Rare. Type of Event: }AParade © Walk/Run/Bike O Carnivals 1 Fireworks O Festival O Other Location of Event: Srfect- We 4S > AD Cemen AS > Beek to cee Date(s) of Event: 1o/ ( /2(_ Hours of Event: 4S bm to_2 °° pas Est. Attendance: a, oe6 Event Website: Wouww.d IY o Purpose of event: Homecoming. Celebrtenr Name of Sponsoring Organization(s): Comremnity thy School Distece? FY Organization's Legal Status (i.e. NFP, Partnership, Corporation): | Disteiet Contact person from sponsoring organization: Meare 9 ol Fe Organizer address: 32.Ce Woltet Street City/State/Zip: des + Chi gp fe oles Phone: (e3 0 - FY 72G-G2FO Cell Phone: 70 F= &TT- 1@27 E-mail: ywwelle @ AT, arg Emergency contact information (provide mobile numbers for on-site coordinators during event): 1° Contact: Mere (Jo | €e Phone: 2 OF~G7T- ((@a} 2™ Contact: Foter Mearertns Phone: 630-f7e~ &33/ Is this an annual event? BRYes O No if Yes, provide next year's event date: Ts b 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 WE What, if anything, are you doing to rectify the problem(s)? N/A 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 ===== PDF PAGE 50 ===== [Extraction: OCR (rendered-page OCR)] Narrative for Special Event Permit City of West Chicago June 2, 2021 Community High School — District 94 respectfully requests the permission of the City of West Chicago to hold its annual Homecoming Parade on Friday, October 1, 2021. The Homecoming Parade is the culmination of a number of competitions and activities hosted during the Homecoming week by various teams, clubs, and classes. All activities, teams, and student council “classes” are encouraged to build floats and participant in this Homecoming tradition. The parade begins at the H entrance of the high school (South East corner: Joliet St. and Ann St.) and proceeds through the streets of West Chicago (see attached map) making a loop around Leman Middle School, passing two elementary schools, and finally arriving back at the High School. In this way, the teams and clubs can share their “Wildcat Spirit” with the children who will one day be part of the High School student body. In years past, the police and fire departments have led this parade with their vehicles. We are requesting that they do the same this year. Thank you for your consideration, Mare Wolfe Director of Student Activities ===== PDF PAGE 51 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 — PERMITS Will your event include a carnival? o Yes ~y¥No 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. 137 for an application. Will your event include a fireworks display? o Yes No 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 »No 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 pSNo 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 ?KNo 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:/Awww.dupagehealth.org/temporary-food-service for additional information. Are you requesting services from these departments? Police pA Fire District / Paramedics () Public Works Specify services: (ade. oo cepue thing Wc)h € WCF Senc® personnal end Vehicles 40 aceomediate “aul acco Poats vehicles, and) mpces Pade isel Cert. Will you be utilizing any of the following services? y Cl Water O Electric/Generator © Other Rr A Page 4 of 8 ===== PDF PAGE 52 ===== [Extraction: OCR (rendered-page OCR)] SECTION 4 -— SITE PLAN AND/OR ROUTE MAP Please attach a separate sheet to illustrate the layout for your event. !f 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 No _ If yes, please indicate the property that you are requesting to use. See artte dred map Would you like to request the closing of City streets? Yes O No Mer attached If yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times tole [os QT pen A pre Page 5 of 8 ===== PDF PAGE 53 ===== [Extraction: OCR (rendered-page OCR)] West Chicago Community High School Wood Street Begin Parade Here ms bee End Paride } Here } i Oo Oe NY DHA fF WH Parade Route . Leave WCCHS South Parking Lot to Ann Street . Ann Street east to Joliet Street . Joliet south to Hazel . Hazel east to Bishop (parade past Leman MS) . Bishop south to Forest . Forest west to Joliet - Joliet north to Ann . Ann west to Wood - Wood north to parking lot Community High School District 94 Parade Route . October 1,2021 12:45 pm ~2:00 pm Hazel Street Leman MS Forest Street ===== PDF PAGE 54 ===== [Extraction: OCR (rendered-page OCR)] SECTION 5 — PLANNING WORKSHEET AND REQUIRED TASK DUE DATES* Use this form to determine the date each of these tasks needs toa 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: [oO {if o-| (See IL State Police requirements for standardized sign in West Chicago's Special Events Policy) Tasks to be completed Days Due (All items due to City unless noted) BeforeEvent Due Date Submit “Intent to Meet Insurance Requirements" : : + nant ‘ f : . Prior to Prior to application Document (included with Special Event Permit sng . : Application, pg.2) application review review Submit Special Event Permit Application 90 days 7 ft / 21 Submit Carnival Permit Application 90 days | ) } A Submit Fireworks Permit Application 30 days A } A Submit Temporary Liquor License Application 30 days LY { Ae Submit Building (Temporary Tent) Permit . 30 days Application i A Submit Temporary Food Service Permit Application(s) 30 days 7e) [ ‘A (DuPage County Health Dept. — 630-682-7979) Submit Original Certificate of Insurance* 21 days* 9/7 oO [21 Submit Raffle Registration Application 14 days i) / A Notify residents/businesses of special event 14 days 4] /,; (7 / 2 { Post “No Firearms” signs at all public entrances g wars N/A Day of Event *If this requirement is not met, the proposed event may be cancelled. Page 6 of 8 ===== PDF PAGE 55 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 —- WAIVER AND HOLD HARMLESS AGREEMENT In consideration of the [ACCS LZ, Disiatc+ 4 (name of organization) and its Members, employees, volunteers or guests, being allow to participate int. 2ea4 (AC. Poredte Activity) the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to UCCAS/ Distevet TH (name of organization) participation in the Activity. To the fullest extent permitted by law, the Wc UF Z Drgterct Wied (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 tcc s/D Sart £TY4(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 WAHSS Disicct Wise (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 tacts, Distrtet TY (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 eo) cc (5. 7D ste Y (name of organization). ct ~c! Agreed this [= day of Sone 20 24 WWCc Hh 5 /Disteret G4 Name of Organization ene Z éHen Print Name of Authorized Pers, “—$ignature of Authorized Person iy c#n of Be Sine iJ Sey iter Title a Page 7 of 8 ===== PDF PAGE 56 ===== [Extraction: OCR (rendered-page OCR)] 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. WCCHS Drisisict FH oc Wel &/i/a/ (Name of Organization) {Print Name of Signatory) (Date) NOTARY PUBLIC - STATE OF ILLINOIS Cos ast MY COMMISSION EXPIRES. 0501/24 otary Public) Signed and sworn to before me this 1} day of yr real 021 By (Authorizgd Signatory) OO PLPIL APE ns OFFICIAL SEAL CHERYL GLUNT 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 FEO OO III ICI ITI I TART IIT TI TATOO ATI TTT TOTO ISOC EI IAA ITI IIIS SATS IA OA IAA AA ATI I FOR OFFICE USE ONLY FEIT ITS IIIT TA IATA I RTT TI AI TI TI ATS IAAT IATA SOSA AROSE AI ASIA AS AA IIIS OS ASSIS OS SAAT AAAI 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. PP ™m O Denied Remarks: Authorized Signature Title Date Page 8 of 8 ===== PDF PAGE 57 ===== [Extraction: OCR (rendered-page OCR)] WEST CHICAGO POLICE DEPARTMENT MONTHLY REPORT MAY 2021 Christopher Shackelford, Interim Chief of Police ===== PDF PAGE 58 ===== [Extraction: visually verified transcription of rendered page] Monthly Report TABLE OF CONTENTS Organizational Chart 3 Department Overview 4 Personnel 5 Criminal Activities 6 Monthly Totals 10 Officer Activities 11 ===== PDF PAGE 59 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Organizational Chart West Chicago Police Department May 2021 Interim Chief of Police (1) i Administrative Assistant Management Analyst (1) Interim Deputy Chief (1) OperationsCommander (0) Training Officer (1) Community Relations Officer () STEERER | AM Shift Sergeant PM Shift Sergeant (2) (2) | | Patrol Officers Patrol Officers | (22) i (9) i Community Service — f Officer i ' (a) | Investigations Sergeant | (1) Administrative Sergeant @) | | | Detectives (6) School Resource Officer | (2) | Social Worker (1) | 1 Records Personnel Contractual Evidence Custodian | (cso) | (1) ===== PDF PAGE 60 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Department Overview The Mission of the West Chicag Police Department is to Protect life and Liberty, Provide Quality Police Services, and Forge Community Partnerships with Integrity and Professionalism. Thereare three unitsin the Police Department: Office of the Chiefof Police, Support Services Unit and Operations Unit. The Office of the Chief of Police’s primary responsibility is to provide general management direction and control for the Department. The Office of the Chief of Police consists of the Management Analyst, and the Administrative Assistant. The Support Savices Unit consists of Vehicle and Building Maintenance, Records and Social Services. The Operations Unit consists of Uniformed Patrol, Training Officer, Community Relations, Investigations, School Resource Officers, Evidence/Property and Community Service Officers. ===== PDF PAGE 61 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report On May 6", the West Chicago Police Department Honor Guard participated in Police Memorial ceremonies at the State Capitol in Springfield, IL. Sergeant Reyes and Officers Flanigan and Calabrese participated. On May 11", the Explorers met to continue their training regarding traffic stops and traffic arrests. Detective Sergeant Reavley assisted Officer Nielsen with the training. ===== PDF PAGE 62 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Criminal Activities Criminal Damage to Property: Person(s) unknown damaged a residence in the 900 block of Woodside Dr. A BB shattered the outer pane of a double-pane window. Criminal Defacement: Person(s) unknown spray painted gang-related graffiti on the fence of a residence in the 1200 block of Gates St. Person(s) unknown spray painted gang-related graffiti on the rear doors of a van parked in the driveway of a residence in the 200 block of Glen Ave. Person(s) unknown spray painted gang-related graffiti on the fence along the alley of a residence in the 100 block of E. Pomeroy St. Person(s) unknown spray painted gang-related graffiti on the detached garage of a residence in the 100 block of W. Blair St. Person(s) unknown spray painted gang-related graffiti on the fence along the alley of a residence in the 600 block of Joliet St. Person(s) unknown spray painted gang-related graffiti on the side of the detached garage of a residence in the 100 block of W. Pomeroy St. Person(s) unknown spray painted gang-related graffiti on the retaining wall north of the railroad tracks at Geneva St. and Allen Ave. Person(s) unknown spray painted non-gang related graffiti on the detached garage of a residence in the 200 block of Allen Ave. Person(s) unknown spray painted gang-related graffiti on the side of a detached garage in the 200 block of Allen Ave. Person(s) unknown spray painted gang-related graffiti on a detached garage and garbage can at a residence in the 200 block of Joliet St. Person(s) unknown spray painted gang-related graffiti on two Speed Limit signs in the 800 block of Joliet St. Person(s) unknown used a marker to write non-gang related graffiti on several benches at Pioneer Park, located at 479 W. Forest Ave. ===== PDF PAGE 63 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Theft of Motor Vehicle Parts/Accessories: Person(s) unknown removed a truck bed liner from a vehicle parked in the 500 block of Parkside Ave. Loss is estimated at $200.00. Person(s) unknown removed the catalytic converter from a vehicle parked in the 400 block of Ann St. Person(s) unknown removed the catalytic converter from a vehicle parked in the Turner Court lot. Person(s) unknown removed the catalytic converters from two vehicles parked in the 900 block of Lorlyn Dr. Persons(s) unknown removed the catalytic converter from a vehicle parked in the 400 block of Glen Ave. Person(s) unknown removed the catalytic converter from a vehicle parked in the 900 block of E. Roosevelt Rd. Theft of Motor Vehicle/Delivery Container Theft: Person(s) unknown removed a semi-truck tractor from the lot of a business in the 1300 block of W. Washington St. This vehicle was then used to take a 53’ enclosed trailer from the lot of a business in the 1100 block of Atlantic Dr. The trailer contained tires. The owner of the tractor was able to track the vehicle using GPS data to a location in Maywood, IL, where the tractor and trailer were located by Maywood Police. It was determined that an unknown number of tires had been removed from the trailer. The vehicle and trailer were processed by an evidence technician and released to the owners. Fraud: Person(s) unknown telephoned the victim at her residence in the 200 block of Norris Ave. and claimed to be with ComEd. The victim was told her power would be shut off in thirty minutes if she did not pay $450.55 using the Zelle app. The victim did as instructed; she subsequently learned that she had been scammed. Person(s) unknown altered the payee and amount of a check issued by a business in the 1000 block of Carolina Dr. Chase Bank Fraud Services flagged the document as suspicious, after it had been deposited electronically into the bank account of a subject residing in Chicago. Investigation is ongoing. Person(s) unknown telephoned the victim at his apartment in the 200 block of N. Neltnor Blvd. and claimed to be with ComEd. The victim was told his power would be shut off in thirty minutes if he did not pay $1,400.00 using MoneyPak cards. The victim did as instructed; he subsequently learned that he had been scammed. Person(s) unknown agreed to sell the victim, a resident of the 2900 block of Culver Ln., a vehicle listed for sale on Ebay. The victim sent $2,000.00 worth of Target and Ebay gift cards to the suspect. After sending the cards, the victim became suspicious and learned the alleged sale was a scam. ===== PDF PAGE 64 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Person(s) unknown emailed the victim at his residence in the 900 block of Jacob Ct. The email claimed to be from LifeLock and stated the victim’s bank account was going to be charged $234.98 unless the victim called a specified phone number. The victim called and was given instructions that ultimately granted the person on the phone remote access to her computer. The victim became suspicious when asked about specific details of her bank account and refused to cooperate further. The victim’s bank account was not compromised. Person(s) unknown emailed the victim at his residence in the 1700 block of Kresswood Dr. The email claimed to be from LifeLock. The victim called a phone number contained in the email and was advised his bank account would be credited for $50.00 worth of unused identity-protection coverage. The victim was then made to believe a credit of $5,000.00 was erroneously posted to his bank account and he was responsible for returning the overage of funds to LifeLock. The victim agreed to accomplish the reimbursement via Target, Walmart and Best Buy gift cards. After sending $8,000.00 worth of gift card information to the suspect, the victim realized the situation was a scam. Aggravated Discharge of a Firearm: Person(s) unknown fired several bullets in the direction of a residence in the 900 block of Gates St. An unknown subject in a passing car fired the shots. Investigation is ongoing. Armed Robbery: An unknown person entered the Thorntons gas station, located at 1300 S Neltnor Blvd., approached the clerk and extended his arm out, while holding a shiny object the clerk thought was a firearm. The store clerk opened two registers and removed a total of $500.00, which he gave to the suspect. The suspect then exited the back door of the business and fled the scene westbound on foot. A review of the security camera footage revealed the shiny object was an aluminum beverage can. Investigation is ongoing. Burglary: Person(s) unknown entered a property in the 1000 block of W. Washington St. and removed landscaping equipment. The suspect(s) accessed the lot by cutting the padlock that was used to secure the front gate. Numerous pieces of gas-powered landscaping equipment and toolboxes were taken from a trailer parked in the lot. Loss is estimated at $12,450.00. Burglary to Motor Vehicle: An unknown person attempted to burglarize vehicles in the 900 and 1000 blocks of Acorn Hill Ln. The suspect was observed unsuccessfully attempting to open a number of doors on cars parked in the area, prompting a witness to call 911. The suspect was last seen on foot eastbound from the area. A search for the suspect was unsuccessful. A check of the area by officers revealed two unsecured vehicles had been entered by the suspect; nothing was taken. Person(s) unknown entered an unsecured vehicle in the 1200 block of Thomas Dr. Items were strewn about the car and a $5.00 Dunkin Donuts gift card had been removed. Person(s) unknown entered two unsecured vehicles at a residence in the 1100 block of Natalie Dr. Approximately $20.00 in cash was taken from each vehicle. ===== PDF PAGE 65 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Assault: A known person(s) is alleged to have displayed a handgun at a business in the 1200 block of W. Hawthorne Ln. The suspect and a group of individuals began to verbally argue. At some point, the suspect is alleged to have retrieved a handgun from his vehicle, pointed the gun at the victim(s) and then left the area in his vehicle. The suspect returned to the scene to speak with officers. When a rear door to the suspect’s car was opened, a BB gun fell to the ground. The suspect was arrested, transported to the Station and charged with Assault. Theft Under $500.00: Person(s) unknown removed an unsecured bicycle from the Train Depot located at 508 Main St. The owner stored the Trek bicycle at the bike rack on the east side of the Depot and when he returned several days later it was gone. Loss is estimated at $100.00. Identity Theft: Person(s) unknown filed a federal tax return using the complainant’s twelve year old child’s Social Security Number. Criminal Sexual Abuse: A known person is alleged to have approached the victim while at the West Chicago Community High School, located at 326 Joliet St. The suspect is alleged to have rubbed his body against the victim’s body for several seconds. The DuPage Children’s Center was notified of the incident and is investigating. Schoo! personnel advised the Department of Children and Family Services of the allegation. ===== PDF PAGE 66 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Monthly Totals Activities Feb Mar Apr May YTD YTD Total 2021 2021 2021 2021 2021 2020 2020 Traffic 447 523 497 | 519 2,494 1,469 4,646 Stops Traffic 109 144 128 151 653 559 1,849 Citations Traffic 181 210 247 q 251 1,106 922 2,516 Wamings 4 700 Traffic 84 50 69 304 254 Crashes Incdat 182 304 198 236 1,112 1,042 Reports i 2,652 10 ===== PDF PAGE 67 ===== [Extraction: OCR (rendered-page OCR)] Monthly Report Officer Activities On May 11", Officers O’Neil, Kowalik, Zepeda and Bertany and Detectives Peterson, Herbert, Bowers and Calabrese and Sergeants Reavley and Zurick responded to Mr. A’s Liquors, located at 110 Arbor Ave., for a report of shots fired. Officers learned that an argument occurred in the store involving some customers. The argument moved to the parking lot and eventually escalated into a physical fight involving three to four people. A witness reported one of the participants eventually pulled a black handgun from his waistband and pointed it at the other subjects. The individual with the handgun fled the area on foot, while the other participants left in a vehicle. The incident was captured by security cameras. Both the victims and suspect were located and interviewed. A .22 caliber handgun belonging to the suspect was recovered. The DuPage County State’s Attorney’s Office approved charges of Possession of a Firearm without a Firearm Owners Identification (FOID) card, three counts of Aggravated Unlawful Use of a Weapon, Aggravated Assault Using a Deadly Weapon and Possession of a Controlled Substance. On May 19", Officers Kowalik and Richards responded to the area of Bishop St. and Forest Ave. for a report of a subject lying on the ground. The subject was located and found to be unresponsive to stimuli. Officers administered two doses of Narcan, prompting the subject to become responsive. West Chicago Fire Protection District medics transported the subject to Northwestern Medicine Central DuPage Hospital for treatment. On May 23", Officers Rigler, Sauseda, Cummings and Hunt and Sergeant Langelan responded to a residence in the 400 block of E. Washington St. for a report of a domestic dispute involving a knife. The caller stated he arrived with his two children at the home of his ex-wife to pick up clothing when he was confronted by his ex-wife. The victim alleged his ex-wife began to shout at him, grabbed a large kitchen knife, threatened to kill him and chased him from the residence. The victim got into his car and started to drive away with the suspect chasing him on foot down the alley. The suspect returned to the residence, where the children remained inside. Officers from Warrenville, the DuPage County Sheriff’s Office and negotiators from the Metropolitan Emergency Response Team (MERIT) arrived on scene to assist. The suspect allowed the children, who were physically unharmed, to exit the residence. The suspect eventually put down the knife and voluntarily exited the home. She was taken into custody and transported to Northwestern Medicine Central DuPage Hospital for a psychiatric evaluation. An arrest warrant was obtained for the suspect for Child Endangerment. 11