===== PDF PAGE 17 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: H.C.
Mexican Independence Day Festival 2022
Mexican Cultural Center DuPage FILE NUMBER:
COMMITTEE AGENDA DATE: July 25, 2022
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner SIGNATURE y ? a
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
Michael Guttman
ITEM SUMMARY:
The Mexican Cultural Center (MCC) seeks approval of the attached 2022 Mexican Independence Day
Festival (MID) which is proposed to take place September 10-11, 2022. 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.
As outlined in the Agreement, the MCC is responsible for all aspects or planning, organizing and
managing the event while the City provides financial support as well as in-kind services.
ACTIONS PROPOSED:
Staff recommends approval of the Festival as proposed.
COMMITTEE RECOMMENDATION:

===== PDF PAGE 18 =====
[Extraction: OCR (rendered-page OCR)]
City of West Chicago os
SPECIAL EVENT PERMIT APPLICATION hy
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).
a.
Submittal Checklist
1. Completed and signed Special Event Application
a Intent to Meet Insurance Requirements
o Section 1 — General Information
O 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
o Fireworks Permit Application —
$125 (Check made payable to the West Chicago Fire Protection District)
a Building Permit Application (temporary tents — see min. requirements) - $50
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)
FAIA ICIS ISO TATOO ITO IIIS ITI III ATI AT ATTA TOS ITT IIIT A IIT TI AOA TABI I AOI AOI TART SAAT SASS SAS AOS TI SS OST AOI A
Received: 2/n/ do)2 Fee Paid: $
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist.
a Background checks completed by Police Dept. Date
o DuPage Co. Health Department notified Date
a Certificate of Insurance received and approved Date
Page 1 of 8

===== PDF PAGE 19 =====
[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.
1, Fernando Ramirez , representing Mexican Cultural Center DuPage
(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.
signature (date)
Viva Mexico Celebration 9/10/22 9/11/22
(name of event) (date of event)
Page 2 of 8

===== PDF PAGE 20 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 1 - GENERAL INFORMATION
Name of Event: Viva Mexico Celebration
Type of Event:
x Parade Walk/Run/Bike Carnivals Fireworks x Festival
Other
Location of Event: Main St and Galena St (Downtown WC)
Date(s) of Event: _9/10/22 - 9/11/22 Hours of Event: 1pm _to__9om__ Est. Attendance: _ 3000
Event Website: _MccDupage.org
Purpose of event: Celebration of Mexican Heritage and diversity in West Chicago
Name of Sponsoring Organization(s):__ Mexican Cultural Center DuPage
Organization's Legal Status (i.e. NFP, Partnership, Corporation): Non profit
Contact person from sponsoring organization: __ Fernando Ramirez
Organizer address: 103 W Washington St
City/State/Zip: West Chicago, IL 60185 Phone: | isd
Cell Phone: | E-mail: Fernando, Mccdupage@gmail.com
Emergency contact information (provide mobile numbers for on-site coordinators during event):
41* Contact: Fernando Ramirez Phone: = 6UlcC( kOe
24 Contact: Sara Phalen Phone: it
Is this an annual event? Yes KI No If Yes, provide next year’s event date: 9/10 - 9/11
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 21 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 3 — PERMITS
Will your event include a carnival? o Yes mNo
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 aNo
If yes, you must submit a Building Permit Application thirty (30) days prior to the event.
Please visit www.westchicago.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 131 for an application.
Will your event include a fireworks display? o Yes &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 a/No
If yes, you must submit a Temporary Liquor License Application thirty (30) days prior to the
event. To qualify for a Class D license, the applicant must be a local organization or group
providing beer and/or wine at a picnic, carnival or similar function. A Class D license shall be
authorized on a day-to-day basis but not for more than seven (7) consecutive days. Please
contact the City of West Chicago at (630) 293-2200 ext. 170 for an application.
Will you be serving food at your event? Yes oNo
If yes, you may be required to submit a Temporary Food Service Permit Application thirty
(30) days prior to the event. Please contact the DuPage County Health Department at (630)
682-7979 or visit http:/www.dupagehealth.org/temporary-food-service for additional
information.
Are you requesting services from these departments?
Cf Police & Fire District / Paramedics Public Works
Specify services:
Will you be utilizing any of the following services?
O Water O Electric/Generator O Other
Page 4 of 8

===== PDF PAGE 22 =====
[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?
O Yes ONo _Ifyes, please indicate the property that you are requesting to use.
attachments
Would you like to request the closing of City streets? O Yes O No
if yes, please fill in the following information or submit a route map along with this application:
Street From To Dates Times
Attachments
Page 5 of 8

===== PDF PAGE 23 =====
[Extraction: OCR (rendered-page OCR)]
nd 24
os ~f
NlVe
Mexico
Independence
Day | Festival
Foud « Spoit # Wistory © Fen
“LWest Chicago, ILS”
July 1st, 2022
Re: Viva Mexico Independence Day Festival
The Mexican Independence Day Celebration is an event run by the Mexican Cultural Center of
DuPage and funded by the City of West Chicago. The event would be scheduled for Saturday
September 10th and Sunday the 11 th, 2022 (attached schedule)
The two day event is celebrating Mexican Independence Day and Mexican Culture Awareness for
the month of September in West Chicago. It will consist of a weekend of traditional and regional
Mexican food, Cultural music and dance. Childrens project/games with participants in the ages
of 9-12 and a crowd gathering 13 foot burro pijiata filled with candy and toys.
Regards,
Fernando Ramirez
President, Mexican Cultural Center DuPage

===== PDF PAGE 24 =====
[Extraction: OCR (rendered-page OCR)]
=, Rite Way [21] E Washington St —_— Wasnington.St
Automotive Service x oY
% g@ =
2. & 3
se % ve g
Cg 4s = Summit Ave
Chicago 5
it} Museum o
Marx PI
of
)
& Colford Ave
aS 4
- Carnicerias
‘ _ Porcayo& main St-
St. .ocrates Realty McDona
Wilson St. = Supermercado Tampico
ya
ants ot i
Vive Mexican
Mexico Cultural
Independence Center
‘Day | Festival-
Papel Picado
Layout

===== PDF PAGE 25 =====
[Extraction: OCR (rendered-page OCR)]
ad, 2a
“liga sy ox ntact
@xi “4 Cultura
Meni ») Center
Ewan estas: se
Sept. 10th to 11th Closing of City Streets
Festival te
Closing: from: to:
Main St Chicago St. Washington St.
Galena St Hight St. Main St.
Tye Ct Galene St. W Washington St.
Center St Main St. High St.
a ee een ee Parade ee 1 -2pm
Closing: from: to:
Joliet St. Forest Ave, Conde St.
Conde St. Joliet St. Wilson St.
Wilson St. Conde St. Main St.
Main St. Wilson St. Center St.

===== PDF PAGE 26 =====
[Extraction: OCR (rendered-page OCR)]
Mexican
independence Bowl
cWanieeoniae? Downtown West Chicago Eeyout Center
7 Online’Anak & Baby
%
gy
Rite Way
Aborted
West Chicago.
I City Museum

===== PDF PAGE 27 =====
[Extraction: OCR (rendered-page OCR)]
e Mer
st teat!
Nive
Independence Main st. and Galena st.
«Day! Festival «©
19'6" deep
Bleachers

===== PDF PAGE 28 =====
[Extraction: OCR (rendered-page OCR)]
a V¢
“iY, A Mexican
<2 Cultural
Wydependence, Galena st.
Festival -<
Center
201273U25 |

===== PDF PAGE 29 =====
[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.
Note: This section must be completed by event organizer prior to notary signature.
Date of Special Event:
Tasks to be completed Days Due
(All items due to City unless noted) |___Before Event Due Date
Submit “Intent to Meet Insurance Requirements” : : saat
: é . Prior to Prior to application
Document (included with Special Event Permit pera : H
Application, pg.2) application review review
Submit Special Event Permit Application 90 days G /12
Submit Carnival Permit Application 90 days =
Submit Fireworks Permit Application 30 days =
Submit Temporary Liquor License Application 30 days —_
Submit Building (Temporary Tent) Permit
aye 30 days
Application
Submit Temporary Food Service Permit
Application(s) 30 days § / \l
(DuPage County Health Dept. — 630-682-7979) |
Submit Original Certificate of Insurance* 21 days* & / \ q
Submit Raffle Registration Application 14 days | =
Notify residents/businesses of special event 14 days g | 16 ]
Post “No Firearms” signs at all public entrances
(See IL State Police requirements for standardized N/A Day of Event
sign in West Chicago's Special Events Policy)
*If this requirement is not met, the proposed event may be cancelled.
Page 6 of 8

===== PDF PAGE 30 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT
In consideration of the __Mexican Cultural Center DuPage (name of organization) and its Members,
employees, volunteers or guests, being allow to participate inMexican Cultural Center DuPage, (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
Mexican Cultural Center DuPage (name of organization) participation in the Activity.
To the fullest extent permitted by law, the Mexican Cultural Center DuPage (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 Mexican Cultural Center DuPage (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
Mexican Cultural Center DuPage (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 DuPage (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 DuPage (name of organization).
Agreedthis_// _ dayot__/ 20.2
Mexitnr Ctr Cefer CoP. a
Name of Organization
terres Kove’ ase
Signature of Authorized Person
Page 7 of 8

===== PDF PAGE 31 =====
[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.
Meoretcure CAfertl But — “Fevrant ae i G Bd.
Name of Organization Oe 2 (Print Name of Signatory) (D&te)
Notary Public State of Illinois :
My Commission Expires 05/11/2025 (Notary Public)
Signed and sworn to before me this | yeh day of July , 20 ao
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
FEISS TI ITII IIIT ATAT IR IO TO TATTOO ATT TI ITT TIO A TOIT AT IT TAO TAI AA TOCA OA AAA AI OITA SOS AI ASOT I ASAT ASIA AA A te ote
FOR OFFICE USE ONLY
FXII III III IAI IIIS IOI IATA IO III IOI TOTTI AT TOTTI TT TI TIA T RT OIA TAA TATA TIO IAAI TIA TI ATOR OI TO A TOIT IO OA TIAA AA AA
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. .
O Denied
Remarks:
Authorized Signature
Title Date
Page 8 of 8