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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 5.6.
Mexican Independence Day 2023
Final Report FILE NUMBER:
Mexican Cultural Center
COMMITTEE AGENDA DATE: November 20,
2023
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner SIGNATURE Zz 5 >
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
ITEM SUMMARY:
The Mexican Cultural Center (MCC) submitted the attached documentation of expenses for the
Mexican Independence Day Festival that took place September 16-17, 2023.
The City provided the MCC with $11,500 per the Funding Agreement (23-R-0048) as well as
$8,000 in matching contributions. The final report shows that $30,463.90 was spent. The final $500
is due since contractual requirements have been met.
It is important to note that a 20 by 40 tent was purchased for the event. City Staff was not aware of
the tent purchase and MCC did not apply for a tent permit which means that the tent was not
inspected. It is vital that MCC follows through with all necessary steps to safely host an event. The
Funding Agreement also mentions that any out of norm purchases over $750 shall be approved by
City Staff. This was an added clause after the purchase of projecting equipment in 2020 for
$1,646.43.
Other significant changes include that the coordinator increased his payment from $5,000 in 2022,
to $6,039.89 this year.
Also, City Staff noted that Lizette Ramirez, wife of coordinator, flew to Mexico for $856.61.
ACTIONS PROPOSED:
Recommend approval of the final report submitted by the MCC for MID 2023. Please note that the
Funding Agreement states that if a MCC representative is not present at the meeting, the City can
withhold the final payment.
COMMITTEE RECOMMENDATION:

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7 Mexican
>Cultural
ind lence,
‘Day Festival
Dear City of West Chicago,
On behalf of the Mexican Cultural Center DuPage, I'd like to express our profound gratitude for the
unwavering support you've provided over the years. Your commitment has been pivotal in enabling
us to honor the rich cultural tapestry of our community during the Mexican Independence Day
festivities.
This year, we rejoiced at the opportunity to host the event, especially given the unexpected rain-in-
duced cancellation of one day's celebrations last year. We were hopeful for clear skies, but once
again, early rains graced both afternoons.
The decision to cancel some of the activities, notably the Sunday parade, wasn't taken lightly. We
understand the immense value and joy these traditions bring to our community. Yet, driven by opti-
mism and a forward-looking spirit, we are resolute in our commitment to work closely with our part-
ners. Our collective endeavor is to not only preserve but to enhance the grandeur of our cherished
parades in coming years.
Despite the weather challenges, we were undeterred. We successfully proceed with El Grito and
hosted various captivating downtown performances. The weekend was filled with enthusiastic
vendors, awards acknowledging community leaders, and most importantly, the tenacious residents
of West Chicago who, armed with umbrellas and determination, made sure to experience the mes-
merizing 13ft Pifata.
The enthusiasm of our returning vendors was good, and we're already looking forward to a grand
celebration next year. The community's turnout was heartwarming, reflecting the excitement and
unity among us. Just as in preceding years, our sponsors played a crucial role, complementing the
munificent financial backing from the City. It's especially heartening to see familiar sponsors renew
their support this year.
Reflecting on our eight-year association with the city fills us with gratitude. As we reminisce about
our past successes, we are simultaneously eager to further enhance this event and introduce other
vibrant programs in the upcoming years, all aimed at enriching the lives of West Chicago's residents.
Should you have any further inquiries or require clarifications about this report, please don't hesitate
to reach out to me.
Warm regards,
Fernando Ramirez
Event Coordinator
Mexican Cultural Center DuPage

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Vendors
Mariano $ 1,200.00
Cosina de Maria $ 600.00
Paleteria Jorge s 600.00
Tania toys $ 350.00
Boost Mobile $ 350.00
St. Andrews Golf $s 350.00
Chamoy $ 350.00
$ 3,800.00
Advertising and promotion
Temporary Billboards:
Taking advantage of the city's temporary billboard spaces, we placed overlays on existing billboards
to maximize festival exposure. The billboards are strategically located in high-traffic areas, including
Geneva Rd near Prince Crossing Rd, Washington St. near Roosevelt Road, and Route 59 near the
bridge next to St. Andrews Golf Course entrance. These billboards are strategically placed and visible
for a duration of three weeks leading up to the festival, ensuring that a broad audience is made
aware of the event.
Festival Posters: You've placed 35 festival posters inside local businesses along Main St. and Washing-
ton St. These posters were put up three weeks before the festival dates, which is a good lead time for
local promotion. : ; ;
Website Redesign: You've redeveloped your website to provide information about the Festival and
Parade. During the period from September 1st through September 17th, the website attracted an
average of 1,644 site sessions and 1,223 unique visitors. This suggests that the website is successfully
guiding patrons to the festival information.
Facebook Promotion: You've actively promoted the festival on MCC's Facebook page with a total of
16 posts. The first post was made on July 20th, starting with a "Looking for vendors" call. The engage-
ment on these posts seems promising, with post impressions at 2,760, post reach at 2,637, and an
engagement of 257. It's also worth noting that the City of West Chicago's Facebook page has been
assisting in promoting the festival, enhancing your outreach.
DuPage Conventions & Visitors Bureau: The involvement of the DuPage Conventions & Visitors
Bureau suggests that you're reaching out to a broader audience to attract visitors to your festival.
Papel Picado Decorations: The use of decorative banners from Rt 59 down Main St. to Washington St.
by the Public Works department is an excellent visual representation of the festival. This creates a
festive atmosphere and draws attention to the event.
Overall, it appears that our promotional efforts have been successful, both in terms of physical pres-
ence with posters and decorations, and online engagement through our website and social media
platforms. The involvement of external organizations like the DuPage Conventions & Visitors Bureau
and the City of West Chicago further amplifies our outreach.

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SEs, Hy
ate) “Mexican
VO 3 Cultural
Tcperdene Center
spar Festival =
ecurty/ Glenbard security Inc
romeo Sign / Signarama
NATIONAL / Barricades
laques / Image Aviards
té ¢ Steamroller
Artist } Rene Arceo / Steamroller
J f Sound system / Juan
jariachi / Margarito Music
WMAZON / Podium stand
TAMAZON / mix supply
Labor / Website / Paulina Garcia
Victor’ Reimbursement
ACE HOWE / sharpner / Steamroller
UPS {NO GUN Sign
Expense -30,463.90
City of West Chicago S 12,000.00
City of West Chicago Matching $ 8,000.00
Comcast $ 500.00
ComEd $ 1,000.00
NMMA $ 5,000.00
Republic Bank S$ 2,500.00
Dan and Asso $1,500.00
~ Total $ 30,500.00