===== PDF PAGE 1 ===== [Extraction: OCR (rendered-page OCR)] T O F I Y WEST CHICAGO WHERE HISTORY & PROGRESS MEET NOTICE PUBLIC AFFAIRS COMMITTEE Monday, June 3, 2024 6:15 P.M. — Council Chambers AGENDA Call to Order, Roll Call, and Establishment of a Quorum Approval of Minutes A. Public Affairs Committee of April 15, 2024 Public Participation / Presentations Items for Consent A. Ordinance No. 24-O-0016 - Fireworks B. Resolution No. 24-R-0049 — Funding Agreement MID Festival Mexican Cultural Center DuPage CF Cycle for Life FIT4FALL 5K amOO of the Code of Ordinances Items for Discussion Unfinished Business New Business Reports from Staff Adjournment 475 Main Street T (630) 293-2200 West Chicago, Illinois F (630) 293-3028 60185 westchicago.org West Chicago Railroad Days Western DuPage Chamber of Commerce Prohibition of Farm-Type Animals Text Amendment to Section 11-85 Ruben Pineda MAYOR Michael L. Guttman CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: OCR (rendered-page OCR)] MINUTES PUBLIC AFFAIRS COMMITTEE Monday, April 15, 2024, 6:15 P.M. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Chassee called the meeting to order at 6:15pm. Roll Call found Alderman Brown, Hallett, Birch Ferguson, Smith and Short. Approval of Minutes. A. Public Affairs Committee Minutes of March 18, 2024. Alderman Birch Ferguson made a motion, seconded by Alderman Brown to approve the minutes of the Public Affairs Committee. Voting Aye: Chairman Chassee, Alderman Brown, Hallett, Birch Ferguson, Smith and Short. Voting Nay: 0. Abstain: 0. Motion carried. Public Participation / Presentations. Items for Consent. B. Resolution No. 24-R-0042 — A Resolution Approving Guiding Principles of Strategic Communications. 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, Smith and Short. Voting Nay: Abstain: 0. Motion carried. C. Olmec Trails Sponsorship Agreement with Mexican Cultural Center DuPage. 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, Smith and Short. Voting Nay: Abstain: 0. Motion carried. Items for Discussion. A. St. Mary’s Corpus Christi. Chief Fleury informed the Committee that the parade will be limited to the sidewalk, and they will pay for extra patrol officers to guide the crowd and traffic. Unfinished Business. New Business. A. Resolution No. 24-R-0041 — A Resolution Approving Guidelines for Film Production Permit Applications. Alderman Hallett made a motion, seconded by ===== PDF PAGE 3 ===== [Extraction: OCR (rendered-page OCR)] Alderman Birch Ferguson to direct this item to City Council for approval. Voting Aye: Chairman Chassee, Alderman Hallett, Birch Ferguson, Smith and Short. Voting Nay: Abstain: Alderman Brown. Motion carried. B. Chairman Chassee asked for a show of hands from the Committee to file a complaint against Alderman Brown for Code of Conduct. Motion carried by a show of hands by Chairman Chassee, Alderman Hallett, Birch Ferguson, Smith and Short. 8. Reports from Staff. A. West Chicago Police Department Monthly Report. 9. Adjournment. Alderman Birch Ferguson made a motion to adjourn, seconded by Alderman Short. The motion approved by voice vote, and the meeting adjourned at approximately 6:40pm. Respectfully submitted, Yahaira Bautisto 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: 4A. Ordinance No. 24-O-0016 - Fireworks FILE NUMBER: COMMITTEE AGENDA DATE: June 3, 2024 COUNCIL AGENDA DATE: June 3, 2024 PREPARED BY: Colin Fleury, Chief of Police SIGNATURE APPROVED BY: Michael Guttman, City Administrator SIGNATURE ITEM SUMMARY: Illinois law related to the sale of fireworks (425 ILCS 35/2 Section 2) contains language allowing local governments the right to allow the sale of fireworks within their jurisdiction, which are considered consumer-grade. Ordinance No. 24-O-0035 adds language to further clarify the type of Approved Consumer Fireworks that can be sold by any Consumer Fireworks Retailer. The following language will be added after Subsection (a): “(b) It shall be unlawful for any person to possess, offer for sale, expose for sale, sell at retail or use or explode any fireworks within the City without the written approval of the City Administrator or their designee. (c) Any Consumer Fireworks Retailer offering for sale in the City any approved Consumer Fireworks, as defined in the Pyrotechnic Use Act, must be registered with the Office of the Illinois State Fire Marshal (OSFM) and adhere to the regulations promulgated thereunder. (d) Any such approved firework must comply with construction, chemical composition, and labeling regulations of the U.S. Consumer Products Safety Commission, as set forth in the 16 C.F.R. Parts 1500 and 1507 and classified as “fireworks” UN 0336 or UN 0337 by the United States Department of Transportation, under 49 C.F.R. 172.101. Further, all such permitted fireworks much contain the labeling by law.” ACTIONS PROPOSED: Staff recommends approval of Resolution No. 24-O-0035. | COMMITTEE RECOMMENDATION: The PAC is considering this item prior to the City Council meeting. ===== PDF PAGE 5 ===== [Extraction: OCR (rendered-page OCR)] ORDINANCE NO. 24-0-0016 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF WEST CHICAGO —- CHAPTER 11 OFFENSES AND MISCELLANEOUS PROVISIONS, ARTICLE II, OFFENSES; DIVISION 8. CONCERNING FIRE, SANITATION AND HEALTH; SECTIONS 11-102 DESIGNATED; FIREWORKS BE IT ORDAINED by the City Council of the City of West Chicago, Illinois, in regular session assembled, as follows: Section 1. That Chapter 11, Section 11-102 Designated; Fireworks, of the Code of Ordinances of the City of West Chicago is hereby amended by replacing the existing subsection (b) and adding new subsections (c) and (d), as follows: “(b) It shall be unlawful for any person to possess, offer for sale, expose for sale, sell at retail or use or explode any fireworks within the City without the written approval of the City Administrator or their designee. (c) Any Consumer Fireworks Retailer offering for sale in the City any approved Consumer Fireworks, as defined in the Pyrotechnic Use Act, must be registered with the Office of the Illinois State Fire Marshal (OSFM) and adhere to the regulations promulgated thereunder. (d) Any such approved firework must comply with construction, chemical composition, and labeling regulations of the U.S. Consumer Products Safety Commission, as set forth in the 16 C.F.R. Parts 1500 and 1507 and classified as “fireworks” UN 0336 or UN 0337 by the United States Department of Transportation, under 49 C.F.R. 172.101. Further, all such permitted fireworks much contain the labeling by law.” ===== PDF PAGE 6 ===== [Extraction: OCR (rendered-page OCR)] Section 2. That all ordinances and resolutions, or parts thereof, in conflict with the provisions of this Ordinance are, to the extent of such conflict, expressly repealed. Section 3. That this Ordinance shall be in full force and effect ten (10) days from and after its passage, approval and publication in pamphlet form as provided by law. PASSED this 3" day of June, 2024. Alderman D. Beebe Alderman L. Chassee Alderman J. Sheahan Alderman H. Brown Alderman A. Hallett Alderman C. Dettmann Alderman M. Birch-Ferguson Alderman S. Dimas Alderman J. Smith, Jr. Alderman C. Swiatek Alderman R. Stout Alderman J. Short Alderman J. Morano Alderman J. Banas TT | APPROVED as to form: Patrick K. Bond, City Attorney APPROVED this 3" day of June, 2024. Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez PUBLISHED: ===== PDF PAGE 7 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDAITEMNUMBER: — +:©. | Resolution No. 24-R-0049 Funding Agreement Mexican Independence Day Festival Mexican Cultural Center DuPage FILE NUMBER: COMMITTEE AGENDA DATE: June 3, 2024 COUNCIL AGENDA DATE: sionarure_(22—>—— APPROVED BY CITY ADMINISTRATOR: SIGNATURE Michael Guttman STAFF REVIEW: Tom Dabareiner ITEM SUMMARY: The Mexican Cultural Center (MCC) and City Staff seek approval of the attached 2024 Funding Agreement for the Mexican Independence Day Festival (MID), now a one-day event, which is proposed to take place September 15, 2024 at Leman Middle School. As outlined in the Agreement, the MCC is responsible for all aspects of planning, organizing and managing the event. The City provides financial support as well as in-kind services for both the festival and parade, which covers overtime costs. The City will provide the financial support of $8,500 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 $16,500. ACTIONS PROPOSED: Staff recommends approval of the Resolution No. 24-R-0049 as proposed. COMMITTEE RECOMMENDATION: ===== PDF PAGE 8 ===== [Extraction: OCR (rendered-page OCR)] RESOLUTION NO. 24-R-0049 A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A FUNDING AGREEMENT WITH THE MEXICAN CULTURAL CENTER TO SUPPORT THE 2024 MEXICAN INDEPENDENCE DAY EVENT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled that the Mayor is hereby authorized to execute a Funding Agreement to support the 2024 Mexican Independence Day Event between the City of West Chicago and the Mexican Cultural Center, in substantially the form attached hereto, and incorporated herein as Exhibit “A”. APPROVED this 3 day of June 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor ATTEST: Executive Office Manager ===== PDF PAGE 9 ===== [Extraction: OCR (rendered-page OCR)] Exhibit A Eunding Agreement for Mexican Independence Day Festival This funding agreement (hereinafter referred to as "Agreement") is made and entered into on the 3 day of June 2024 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 15, 2024, (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 behalf of the City or to bind the City to any contract, agreement or employment agreement. 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. 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. Solicit volunteers and vendors as needed. Undertake additional fundraising efforts. Ensure at least one supervisor attends and supervises the entire Festival. Pay all contractual obligations associated with the Festival and oO AR ===== PDF PAGE 10 ===== [Extraction: OCR (rendered-page OCR)] obtain all required licenses and deposits. 7. Ensure that the Festival does not open to the public until: all inspections are completed and signed off on; 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 and host 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. 9. The Special Event Permit Application must include, but is not limited to: a written request for City services, food and general vendor applications, parade applications, schedule of events, and an event map. The food and vendor applications must include a Hold Harmless Agreement to be signed by vendors, deadline dates for registration, no alcohol permitted information, certificate of insurance needs, and DuPage County Health Department information for food vendors. 10. If there is a parade, Staff must receive a final list of parade participants, in the order they will be walking, no later than one week prior to the event date. The parade application must include rules, including but not limited to, no alcohol, registration deadline date, time of step off, assembly time and location, parade route length, waiver and hold harmless agreement for participants. The parade route must be agreed upon with City Staff prior to submittal of Special Event Permit Application. If MCC does not make every effort to prohibit non-registered participants into the parade after final list is submitted, the final $500 shall be forfeited. 11. City Staff to receive final festival layout by final coordination meeting, including, but not limited to, vendor locations, entertainment locations, restroom facilities, arrival instructions that vendors received, etc. B. The MCC shall promote the Festival through various 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 must post the vendor applications, parade applications and schedule of events. Staff is to receive a copy of the vendor application and parade application in the Special Event Permit Application. C. 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. D. There shall be no entrance fee for the Festival. There will neither be 2 ===== PDF PAGE 11 ===== [Extraction: OCR (rendered-page OCR)] a carnival nor fireworks at the Festival. Alcohol shall neither be served nor permitted at the Festival. E. 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. F. Aplan must be set for weather cancellations and/or pauses. This plan must be coordinated with City Staff. G. The MCC must attend the Public Affairs Committee meetings when the Festival is being discussed, including but not limited to: the Funding Agreement, the Special Event Permit Application, and the final report. The City can withhold final payment if an MCC representative is not present at the meetings. 3. The City's responsibilities are limited to the following: A. The City will provide financial support of $8,500 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) $4,500 for contractual obligations directly related to the Festival by the end of the week following the July 15, 2024 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 5, 2024 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 $16,500. 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 $8,500 in addition to the total amount of cash contributions provided by the City match. A breakdown of the festival revenues, vendor fees, ===== PDF PAGE 12 ===== [Extraction: OCR (rendered-page OCR)] and sponsorships must be included in the final report. 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. Copies of the final report must be provided to Staff no later than November 1, originals will not be accepted. 1. The MCC shall seek the written pre-approval from the City’s Special Event Coordinator when making purchases outside of essential festival expenditures. The Special Event Coordinator shall have the sole authority in determining whether a purchase meets the standard of an essential expenditure. This shall apply only to purchases above $750.00, but serial purchases of the same item or service less than that shall also be subject to review. 2. Funding cannot be used for travel expenses. The MCC shall make its final appearance at the earliest available Public Affairs Committee meeting after the Festival, no later than the November 18, 2024 meeting, to present the final written report. The City can withhold final payment if a MCC representative is not present at the meeting. If for any reason the November 18, 2024 meeting is canceled, the MCC will appear at the following Public Affairs Committee meeting. Should any submittal deadline not be met and/or should the 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. Police and Public Works to provide in-kind services for parade if MCC chooses to have a parade. Parade route must be coordinated and agreed upon with City Staff. Please see 2. A. 10 for more information. 2. 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. 3. 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. 4. 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. If a cleanup project requires additional time and/or the hiring of an external contractor, the MCC must notify the Special Events Coordinator. 4 ===== PDF PAGE 13 ===== [Extraction: OCR (rendered-page OCR)] 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. 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 email 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 event-specific marketing materials to the City at least 60 days 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. 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. July 1, 2024 or sooner— Submit Special Event Permit Application and B. C. required supporting documentation. July 15, 2024 — Attend the Public Affairs Committee meeting July, August, & September 2024 - 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 5 ===== PDF PAGE 14 ===== [Extraction: OCR (rendered-page OCR)] 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 1, 2024 - 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 host area that will be affected by road closures, change to traffic patterns, etc. 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, 2024 -— 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 $8,500 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. 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 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 ===== PDF PAGE 15 ===== [Extraction: OCR (rendered-page OCR)] 10. 11. 12. 13. 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 canceled by mutual written agreement of both Parties as a result of extreme weather on the day of the Festival; in this instance, no 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 ===== PDF PAGE 16 ===== [Extraction: OCR (rendered-page OCR)] Date: Attest: By: Name: Valeria Perez Title: Executive Office Manager Date: Attest: Name: Title: ===== PDF PAGE 17 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: West Chicago Railroad Days Western DuPage Chamber of Commerce FILE NUMBER: COMMITTEE AGENDA DATE: June 3, 2024 COUNCIL AGENDA DATE: SIGNATURE A z Y SIGNATURE STAFF REVIEW: Tom Dabareiner APPROVED BY CITY ADMINISTRATOR: Michael Guttman ITEM SUMMARY: The Western DuPage Chamber of Commerce has submitted the attached Special Event Permit Application for West Chicago Railroad Days scheduled to take place Thursday, June 27 through Sunday, June 30, 2024 at Pioneer Park in accordance with the terms outlined in Resolution 23-R-0094. As in previous years, the event will include a carnival, food vendors, entertainment, beer garden, and merchant vendors. There will also be fireworks on Saturday. The proposed plans will be reviewed by staff from the Police, Public Works, and Community Development Departments as well as the West Chicago Fire Protection District and Park District during the upcoming monthly coordination meetings. Proposed event components are contingent upon approval from the above noted staff, departments, and districts. ACTIONS PROPOSED: Recommend proposed event plans to proceed as outlined, contingent upon submittal and approval of required insurance documentation. COMMITTEE RECOMMENDATION: ===== PDF PAGE 18 ===== [Extraction: OCR (rendered-page OCR)] PATE Ken ee cetesee| as 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 must be submitted 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 and/or city personnel. The 90-day time period allows sufficient time to evaluate the request and provide a recommendation to the City Council for its consideration. For any late submittals (applications submitted less than 90 days prior to the event), a $50 late fee must be paid with the application. Further, the applicant runs the risk of their Special Event request being denied. 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 g Intent to Meet Insurance Requirements a Section 1 — General Information o Section 2 — Narrative D Section 3 - Permits a Section 4 — Site Plan and/or Route Map 0 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) 0 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 o Temporary Liquor License Application - requires separate application a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) RARAARRARAAEARRAREARERAR ERAT RRERRARERERAREERAE HERRERA ORERRE TEER EHH ERERESERENE ACER EAREEHTEERA ERASER NEEM ERERR EES Received: Fee Paid: $. Receipt # Check # Event Acknowledgement Form returned by: Police Dept. Fire Dist. PW Park Dist. CcDD 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 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 IML-RMA 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 Workers 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. aa ee 3 _2_Sabathwe ___, representing Meets! Decloer Chaeke of lanacr ee (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. Set pzord signature (da lien ¢ (name of event) y, Pass 22-30 of Bear Page 2 of 8 ===== PDF PAGE 20 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 - GENERAL INFORMATION Name of Event: 2024 best Chia Rast read De vs. Type of Event: O Parade O Walk/Run/Bike (Carnivals Fireworks @ Festival O Other Location of Event: i ec re Date(s) of Event: Luaste 22-30 Hours ofEvent: ss sstto, =~ CE St. Attendance: £0, 000 Event Website: Purpose of event: i ; Name of Sponsoring Organization(s): -WD Chenhor Organization's Legal Status (i.e. NFP, Partnership, Corporation): io S41CG Contact person from sponsoring organization: Dcuted N2bethste Organizer address: 20(, Marat Steect City/State/Zip: Phone:_{,.24-2.2]-3005 Cell Phone: E-mail: ode Emergency contact information (provide mobile numbers for on-site coor 1" Contact: Neawral Sahathae Phone: 2™ Contact: bayats Lofton Gr. Phone: Is this an annual event? Yes O No If Yes, provide next year's event date: _A/(7 KNows 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. ot What, if anything, are you doing to rectify the problem(s)? MfA 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. u Page 3 of 8 ===== PDF PAGE 21 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 — PERMITS Will your event include a carnival? Wes a No If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event. Please visit www.westchicago.org under Forms 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? es oNo If yes, you must submit a Building Permit Application thirty (30) days prior to the event. Please visit www.westchicago.org under Forms for an application. Will your event include a fireworks display? Wes o No if yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event. Please visit www.westchicago.org under Forms for an application. Are you holding a raffle at your event? «o Yes wo 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? “Nes 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? Wes 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? Police Fire District / Paramedics Public Works Specify services: cat. iT Will you be utilizing any of the following services? wie &@ 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 wo If yes, please indicate the property that you are requesting to use. Would you like to request the closing of City streets? O Yes wo 'f yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times Page 5 of 8 ===== PDF PAGE 23 ===== [Extraction: OCR (rendered-page OCR)] West Chicago Railroad Days June 27-30, 2024 Narrative Pioneer Park has been the home of West Chicago Railroad Days for almost a decade now and has grown in attendance over the years compared to the early years in the new location. This will be the 2°* year that it will be held at the end of June rather than following the Independence Day weekend. West Chicago Railroad Days is the most popular city-wide event of the year sponsored by the City of West Chicago. It has become a favorite activity for both residents and visitors. Much of the popularity is the atmosphere of the event and the many attractions. Returning in 2024 are the carnival, free concerts, food and merchant vendors, beer garden and if an approved launch site can be secured, fireworks too will return as a feature of the 2024 Railroad Days. The 2023 fireworks display was cut short due to extremely dry conditions and the premature eruption of one of the shells that caused a fire which needed to be extinguished. Special attention will be given should a similar environmental risk be present in 2024.Watering down vegetation for example may be necessary in extremely dry conditions. Most Bands have been signed and the infrastructure necessary to support such a major event are being secured, stage, generators, sanitation and of course a carnival contract has been secured with Fantasy Amusements. The Kids Zone which was introduced in 2022 is being reimagined for 2024. This is for our youngest residents to enjoy a free activity for 2 hours on Saturday. Crafts, games, and entertainment will be provided. Marketing has already begun on social media which has become the number one source for festival inquiry and interest. Marketing of special “featured” acts and events we will continue up to and throughout the event. All applications and downloadable schedules and attractions will remain on our website throughout the event. Respectfully, David J Sabathne, President ===== PDF PAGE 24 ===== [Extraction: OCR (rendered-page OCR)] 2024 West Chicago Railroad Days Request for City Services As per our contract and application requirements, the Western DuPage Chamber of Commerce wishes to make a formal request for the following City services regarding the 2023 West Chicago Railroad Days. Tuesday June 25th: Water meter hook: by Tuesday June 25" Dumpster delivered to area near east end of parking lot on North edge of park: see map Wednesday June 26th Preliminary site inspection for equipment and ride license verification and general safety inspection Thursday June 27th Inspection of festival to provide necessary approvals to open/operate: Approximate time of 2 PM Police services for security and general event visibility: 4 PM to 10:30 PM Friday June 28th Police services for security and general event visibility: 4 PM to 11:30 PM Saturday June 29" Inspection and/or necessary support for evening fireworks. Police services for security and general event visibility: Noon to Midnight Sunday June 30" Police services for security and general event visibility: 3 PM to 10:30 PM Monday July 1°. Removal of water meters from two locations at approximately 3 PM Pick-up of barricades Final Dumpster Removal NO SOONER THAN 2pm In addition to the above, would like to have Railroad Days advertising on City sign at 59 and Main Street. ===== PDF PAGE 25 ===== [Extraction: OCR (rendered-page OCR)] — Se er it ee eg Oh Porta-potties ENTRY svstntnntntnnsne nn Food Court Stage Sound Tech Vendor oO Area Da Porta-potties ta Beer Garden ENTRY AREA ===== PDF PAGE 26 ===== [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 BeforeEvent Submit “Intent to Meet Insurance Requirements Prior to Prior to application Document (included with Special Event Permit recsad . : Application, application review review Submit Special Event Permit Application 90 days Submit Carnival Permit Application 90 days Submit Fireworks Permit Application Submit Temporary Liquor License Application Submit Building (Temporary Tent) Permit Application Submit Temporary Food Service Permit Application(s) pt. — 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) *lf this requirement is not met, the proposed event may be cancelled. Page 6 of 8 ===== PDF PAGE 27 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT In consideration of the tdectece Dubage Chea bee of LassmettuedBME of organization) and its Members, employees, volunteers or guests, being allow to participate in 2024 Ralened Days, (the Activity) the undersigned hereby recagnizes, acknowledges and assumes any and all risk pertaining to Llestevrs Des hogs. Cheemlee af Ceaeete (name of organization) participation in the Activity. To the fullest extent permitted by law, the thes teed Duboce Chanker of Lomastice. (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 cdasleest Donlage Charnle of founere{iame 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 Atestert Dulepe Khanker of Cosco cs. (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 tsesteret Truttare Chamber off Leenngerere (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 whasteew Delage Chander off Ceansece (name of organization). Agreed this 213" day of Macc 2024 tlesties Dealige Chatsder af Cossseet Name of Orgariization Page 7 of 8 ===== PDF PAGE 28 ===== [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. Ulex Pubays Chandi of Llenercs Dvaud Ss Sadathve afeifeery (Name of Orgahization (Print Name of Signatory) (Gate) Bi WAYNE LOFTON 7 OFFICIAL SEAL B Notary Public, State of Illinois My Commission Expires February 06, 2027 Signed and swom to before me this al day of VA. Atcv| , 20 AY . 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 RAREE HERE ONES EE TORE HERE E ROE REENOES ERE ED SAO TRE EROETTNE ETE EHERR STEN ENEHURNTERREOT NOONE SENET ORRADENRARREETEREReetTeNEreereD FOR OFFICE USE ONLY SeehRONHeEREANENARONHORTATHTETENAANERERAERNE SHARE AEROREAOORESERERORHHHEHATHReehErerereeeenen end seeehneeRetHerenrernererthers 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. Authorized Signature Title Date Page 8 of 8 ===== PDF PAGE 29 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4.0. CF Cycle for Life Special Event Permit Application Cystic Fibrosis Foundation FILE NUMBER: COMMITTEE AGENDA DATE: June 3, 2024 COUNCIL AGENDA DATE: sionature APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE STAFF REVIEW: Tom Dabareiner ITEM SUMMARY: The Cystic Fibrosis Foundation is seeking approval for their CF Cycle for Life bike ride scheduled for Saturday, September 28, 2024 from 8:00 a.m. — 2:00 p.m. with an estimate of 75 attendees. They will be starting at Pollyanna in St Charles with routes utilizing the IL Prairie Path throughout DuPage County. The estimated time that the riders will be in the West Chicago area is between 11:00 and 1:00pm. The Special Event Permit Application has been reviewed and approved by staff from the Police, Public Works, and Community Development Departments as well as the Park District and Fire Protection District. The Special Event Permit Application is attached, which includes the course maps. ACTIONS PROPOSED: Recommend event for approval as proposed, contingent upon submittal and approval of required insurance documentation. COMMITTEE RECOMMENDATION: ===== PDF PAGE 30 ===== [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. ——— ee Special Event Permit Application The Special Event Application must be submitted 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 and/or city personnel. The 90-day time period allows sufficient time to evaluate the request and provide a recommendation to the City Council for its consideration. For any late submittals (applications submitted less than 90 days prior to the event), a $50 late fee must be paid with the application. Further, the applicant runs the risk of their Special Event request being denied. 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 0 Section 1 — General Information a Section 2 — Narrative a Section 3 — Permits 0 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 o Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) ASIII ICICI III IOI IOI ATI STII TTI ITO ITT AI IAS IOS ISI BSI OSI OS IOS OSA SSO OS SI SSO S SOARES ORAS SOSA SOS ISOS SOA SOSA Received: 4y a ZA _ Fee Paid: $ Receipt # Check # Event Acknowledgement Form returned by: Police Dept. Fire Dist. PW Park Dist. CDD a Background checks completed by Police Dept. Date a DuPage Co. Health Department notified Date a Certificate of Insurance received and approved Date Page 1 of 8 ===== PDF PAGE 31 ===== [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 IML-RMA 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. - Cystic Fibrosis Foundation L, Meg Schneider _ 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. 4 [@[24 signature (date) CF Cycle for Li 9-28-2024 (name of event) (date of event) Page 2 of 8 ===== PDF PAGE 32 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 — GENERAL INFORMATION Name of Event: Cycle for Life Type of Event: O Parade ® Walk/Run/Bike O Carnivals O Fireworks O Festival O Other 2 bike ride utilizing the Illinois Prairie Path requiring no street closures Location of Event: llinois Prairie Path-Etgin Branch Date(s) of Event: 9/28/2024 Hours of Event: 8:00AM to 2:00PM Est. Attendance: 75 Event Website: Nttps://fightcf.cff. org/site/TR/Cycle/4S_Greater_lllinols_Chicago?fr_id=10128&pg=entry Purpose of event:A fully supported bike ride benefiting the Cystic Fibrosis Foundation that is starting at Pollyanna in St. Charles with routes utilizing the IL Prairie Path throughout DuPage Co. Name of Sponsoring Organization(s): Cystic Fibrosis Foundation Organization's Legal Status (i.e. NFP, Partnership, Corporation); Nonprofit Organization Contact person from sponsoring organization: Naomi Ishihara Organizer address; _200 N. LaSalle St., Suite 2300 City/State/Zip: Chicago, {L 60601 Phone: 312-236-4491 Cell Phone: E-mail: nishihara@cff.org Emergency contact information (provide mobile numbers for on-site coordinators during event): 1" Contact: Naomi Ishihara Phone: 2"4 Contact: Phone: Is this an annual event? KX] Yes O 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. This is our second year riding on the Illinois Prairie Path, however, there have been no problems or incidents that have occurred. 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 33 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 —- PERMITS Will your event include a carnival? oYes aNo If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event. Please visit www.westchicago.org under Forms 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 for an application. Will your event include a fireworks display? o Yes mNo If yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event. Please visit www.westchicago.org under Forms for an application. Are you holding a raffle at yourevent? 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? o Yes No If yes, you must submit a Temporary Liquor License Application thirty (30) days prior to the event. To qualify for a Class D license, the applicant must be a local organization or group providing beer and/or wine at a picnic, carnival or similar function. A Class D license shall be authorized on a day-to-day basis but not for more than seven (7) consecutive days. Please contact the City of West Chicago at (630) 293-2200 ext. 170 for an application. Will you be serving food at your event? o Yes mNo . 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? QO Police O Fire District/ Paramedics © Public Works Specify services: We are requesting no services from any of your departments unless the City of Chicago requires we use their police department for any needed crossing guards. Will you be utilizing any of the following services? No O Water O Electric/Generator O Other Page 4 of 8 ===== PDF PAGE 34 ===== [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 (1 No _sIfyes, please indicate the property that you are requesting to use. Bike route is situated along the IL Prairie Path, going through West Chicago Would you like to request the closing of City streets? O Yes & No If yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times Page 5 of 8 ===== PDF PAGE 35 ===== [Extraction: OCR (rendered-page OCR)] - : - e f 4 Lb F |. \ ‘ ‘Bartlett Aquatic Cent JY Temporarily closed * a4 ¢ Wood Da’ Bensenville W Park and{Splash Temporarily c es roe s af -4 Hea "CLOVERDALE sf t Vertical Endeavors S| [Glendale Heights * 4 . ; | Carol Stream te ~ York Center No arent bea ae dae nnn ne ===== PDF PAGE 36 ===== [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" : F — Document (included with Special Event Permit apoli ee aw Page os Application, pg.2) PP! | 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 a 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 L 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 37 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT In consideration of the Cystic Fibrosis Foundation (name of organization) and its Members, employees, volunteers or guests, being allow to participate in CF Cycle for Life , (the Activity) the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to Cystic Fibrosis Foundation (name of organization) participation in the Activity. To the fullest extent permitted by law, the Cystic Fibrosis Foundation (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 Cystic Fibrosis Foundation officials, agents and employees, arising in consequence of (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 Cystic Fibrosis Foundation (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 CYStic Fibrosis Foundation (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 Cystic Fibrosis Foundation (name of organization). Agreed this 4G day of AN 4 | , 20 2 Cystic Fibrosis Foundation Name of Organization Meg Schneider ignature thorized Person Executive Director Title Page 7 of 8 ===== PDF PAGE 38 ===== [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. = ¥ , A | Cystic Fibrosis Foundation f Nec Sh , eros Y Lo Ww (Name of Organizatie Print Name of Signatory) (Date) Notary Public - State of i(linols My Commission Expires May 12, 2026 Signed and sworn to before me this lo day of April 20,244 . 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 AREA RAE TERRE RARE RR EEE ER ERENT REE ER ET ROR EERE ER ERE ER EET EEER ERE ERR EEE ERE ERE ERT ERATE ATER ERAN RERERE AETHER ERROR RENE FOR OFFICE USE ONLY Sela lalalell dete nthe DELLE e het rere eerie ci tier we beet rote rut irre cuss cctersupetuu cate Conttrgeatteren tector tad 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 39 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: acer FIT4FALL 5K Special Event Permit Application Healthy West Chicago & City of West Chicago FILE NUMBER: COMMITTEE AGENDA DATE: June 3, 2024 COUNCIL AGENDA DATE: sionature_S— APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE STAFF REVIEW: Tom Dabareiner ITEM SUMMARY: Healthy West Chicago & The City of West Chicago are seeking approval for a 5K Run scheduled for Saturday, September 21, 2024 from 6:00 a.m. — 10:00 a.m. with an estimate of 300 attendees. Alll proceeds from this event will be used to support Healthy West Chicago programming and sustainability. Set-up is scheduled to begin at 6:00 a.m. The race begins at 7:30 a.m. The event is expected to end at approximately 10:00 a.m. Event organizers have requested use of the public walkway along Yale Street as well as National Street east of Yale Street for the race route. The Special Event Permit Application has been reviewed and approved by staff from the Police, Public Works, and Community Development Departments as well as the 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 40 ===== [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 must be submitted 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 and/or city personnel. The 90-day time period allows sufficient time to evaluate the request and provide a recommendation to the City Council for its consideration. For any late submittals (applications submitted less than 90 days prior to the event), a $50 late fee must be paid with the application. Further, the applicant runs the risk of their Special Event request being denied. 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 a || 1. Completed and signed Special Event Application | a Intent to Meet Insurance Requirements a Section 1 — General Information ao Section 2 — Narrative a Section 3 — Permits 0 Section 4 — Site Plan and/or Route Map o 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 c 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) EI IIIT III III ITI TTT IO TR TOOT IO OCI TI TOATIUTTTII OT SAI TORO II ACIS ATA AAAS AA IIT OS SSAA IAAI AAI A etek FOR OFFICE USE ONLY JERI III IOC IIIT TOC IOI OTTO TICS TI OTIS IOI I OCI TABI TAI IT AIA SOI OS UII ARITA TIAA AA A Tb tb tk Received:__4/ 24 [24 : Fee Paid: $ Receipt # Check # Event Acknowledgement Form returned by: Police Dept. Fire Dist. PW Park Dist. CDD 0 Background checks completed by Police Dept. Date oc DuPage Co. Health Department notified Date o Certificate of Insurance received and approved Date Page 1 of 8 ===== PDF PAGE 41 ===== [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 IML-RMA 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, 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. hbaup LBORY Lo signature (date) Fit4Fall 5K Saturday, September 26, 2024 (name of event) (date of event) Page 2 of 8 ===== PDF PAGE 42 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 — GENERAL INFORMATION Name of Event: Fit4Fall 5K Type of Event: O Parade @ Walk/Run/Bike O Carnivals 0 Fireworks O Festival O Other Location of Event: _Reed-Keppler Park, 129 W National St, West Chicago, IL Date(s) of Event: _9.21.2024 Hours of Event: 6:00 am to 10:00 am Est. Attendance: 225 Event Website: https://raceroster.com/events/2024/87943/west-chicago-fit4fall-5k Purpose of event: _Community engagement Name of Sponsoring Organization(s): Healthy West Chicago and City of West Chicago Organization's Legal Status (ie. NFP, Partnership, Corporation): NFP and Goverment Agency Contact person from sponsoring organization: Nicolette Stefan and Sara Phaten Organizer address: 475 Main Street City/State/Zip: West Chicago, IL_60185 Phone: 630.293.2200, ext. 176 Cell Phone: / E-mail: _info@healthywestchicago.org or nstefan@westchicagao.org Emergency contact information (provide mobile numbers for on-site coordinators during event): 1" Contact: Nicolette Stefan Phone: 630.293.2200, ext. 176 2™ Contact: Sara Phalen Phone: cEraox Is this an annual event? @ Yes O No If Yes, provide next year's event date: 9.20.2025 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 problems or incidents last year. 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 43 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 — PERMITS Will your event include a carnival? oYes aNo If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event. Please visit www.westchicago.org under Forms 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 for an application. Will your event include a fireworks display? o Yes aNo If yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event. Please visit www.westchicago.org under Forms for an application. Are you holding a raffle at your event? oYes aNo If yes, you must submit a Raffle Registration Application fourteen (1 4) 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? o Yes aNo 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? O Police Fire District / Paramedics © Public Works Specify services: None Will you be utilizing any of the following services? No O Water OC Electric/Generator Other Page 4 of 8 ===== PDF PAGE 44 ===== [Extraction: OCR (rendered-page OCR)] Fit4Fall 5K Special Event Proposal: Saturday September 21, 2024 Event Overview: The Fit4Fall 5K will be sponsored by Healthy West Chicago and the City of West Chicago, with the support of Race Time Inc. This event will take place on Saturday, September 21, 2024 at Reed-Keppler Park, West Chicago with the race beginning at 7:30 a.m. This event will attract participants from West Chicago and surrounding communities. The event will include features such as a race t-shirt, 5K race medals, food truck offering free waffle with unlimited toppings, swag bags, and wellness vendors. Race Time Inc. is offering their services at a discounted rate. The Healthy West Chicago's Program Administrator and City of West Chicago’s Event Coordinator will coordinate the event day activities with Race Time Inc., Healthy West Chicago Volunteer Committee, and West Chicago Park District. General Information: Main Contacts: Carly Smitherman Healthy West Chicago Email: info@healthywestchicago.org HWC Phone: (630) 230-6370 Nicolette Stefan City of West Chicago Special Events Coordinator Email: nstefan@westchicago.org Phone: 630.293.2200, ext. 176 Proposed Course: USATF course Run to Remember on the Illinois Prairie Path. Proposed map of racecourse submitted with permit application. Course length: 3.1 miles. Registration & Fee Structure: e 5K Run/Walk Adult (18 and older): $35.00 e 5K Run/Walk Student (17 and under) $15.00 e 1 Mile Youth Run (10 and under) $5.00 ===== PDF PAGE 45 ===== [Extraction: OCR (rendered-page OCR)] e Early Registration Discount: $5 off. e West Chicago Staff Discount for West Chicago City, Park District, and school staff: $10 off. e Families running the 5K with 4 or more people will receive $5 off the total. e All proceeds from the event will be used to continue with Healthy West Chicago programing and sustainability. Main Event Schedule: 6:00 AM Staff & Volunteer Set-Up 6:30 AM Registration Opens 7:00 AM Registration Closes 7:30 AM 5K Walk/Run starts 8:30 AM (or when last 5K participant crosses finish line) 1 Mile Youth Run starts 9:20 AM Awards Announced/Distributed 9:40 AM Site Clean Up Begins 10:00 AM Site Clean Up Ends Race Timing and 5k Course Organizer: Organizer: Race Time Finish Line Management & Timing Company Website: http://www.racetime.info Contact: Julie Pearson Email: racetime21@hotmail.com Awards Participants Receive: 5K Walk/Run: Trophies will be distributed to one overall male and one overall female winner. 5k Walk/Run Participants Receive: * Short sleeved 5K t-shirt * Official Chip time ¢ Finisher medal 1 Mile Youth Run: All participants will receive a finisher ribbon. All Event Attendees Receive the Following: Participants that register by September 6" will receive a free waffle with unlimited toppings from All Belgium Food Truck. Waffles for purchase will be available for bystanders, 1k, or those that register after September 6. The first 100 registered receive a swag bag filled with giveaways. ===== PDF PAGE 46 ===== [Extraction: OCR (rendered-page OCR)] Pre and post stretching provided by Athletico Physical Therapy. Music and announcer at the Start/Finish. Race day pictures by professional photographer. Water: water stations at Start/Finish and near mile markers 1 and 2 along the course. First-aid tents will be located at Start/Finish and near mile marker 2 near the turnaround. Cancelation: The event will only be canceled in the event of extreme weather conditions that pose a threat to safety. This includes severe thunderstorms, lightning, high winds, or any other weather conditions deemed hazardous by event organizers. Utilization of Thor-Guard System: To assess the potential risk of lightning strikes and severe weather, we rely on the West Chicago’s Park District Thor-Guard system. This state-of-the-art integrated lightning prediction and warning system provides real-time data and alerts, enabling us to make informed decisions regarding event safety. Website & Registration Structure: Participants will register using Race Time Inc.'s online platform. Electronic signature of liability "Waiver & Release" will be required. A volunteer sign-up option will also be available. ===== PDF PAGE 47 ===== [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 of toilets (T) Location of hand washing sinks (HWS) Location of retail vendors (RV) Location of food vendors (FV) Location of first aid (FA) Location and number of barricades (B) Location of fire lane (FL) Location of fire extinguishers (FE) Public entrances and exits (PE) Location of “No Firearms” signage (NF) 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 O1No _ifyes, please indicate the property that you are requesting to use. Reed-Keppler Park and associated parking lots as permitted by Park District. 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? @ 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 Park District Wiggly Field and Zone 250 parking lots 9.21.2024 6:00-10:00 am Yale St. Use of public walkway along Yale St. (5k) 9.21.2024 7:30-7:40 am National St. National St. east of Yale St. for race route. (5K) 9.21.2024 7:30-7:40 am Yale St. Use of public walkway along Yale St. (1 Mile Youth Run) 9.21.2024 8:30-8:50 am National St. National St. east of Yale St. for race route. (1 Mile Youth Run) 9.21.2024 8:30-8:50 am Page 5 of 8 ===== PDF PAGE 48 ===== [Extraction: OCR (rendered-page OCR)] Fo ranuuneLe asa _ f Fa Qe S$ g : Sie 2 2 = < = ae & 2 : ¥ DISTANCE Yv S 4 & 3 ; f= g + ¥' Distance Marcers— Unics ee Rd Lee Fa @ 5 acne ve Metre Lee Rd Beaton, Teathic Bicycle Paths Notional St. ig a = 2 2 g bp S > Elmwoud Vester Dr rand Labe Med, 6 West Chicago Prairie County Forest Preserve Water: water stations at Start/Finish, and at the turnaround, near mile marker 2, and mile marker 3 along the course. First-aid tents will be located at Start/Finish, between mile marker 1 and 2 (off MacQueen Dr) and a first aid kit will be at the turn around. Support ===== PDF PAGE 49 ===== [Extraction: OCR (rendered-page OCR)] USA Track & Field RRCA j Road Running Technical Council recognized by Nox 7 USA, Measurement Certificate Name of the course Run to Remember _ Distance 5 km Location (state) Illinois (city) West Chicago Type of course: road race [XJ calibration [[] track Oo Configuration: Out 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 0 m/km Separation 0 % Measured by (name, address, phone & _ Winston Rasmussen a 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 45, 2015 Certification cade: 1L15011WR 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 any changes are made to the course, this cer- tification becomes void, and the course must then be recertified. Verification of Course — In 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: Date: April 15, 2015 ===== PDF PAGE 50 ===== [Extraction: OCR (rendered-page OCR)] Run to Remember 5 kilometers West Chicago, Illinois USATF Certification # 1L15011WR Effective April 15, 2015 — Dec 31, 2025 NORTH START: Mag nail, center of road, 68’ W of edge of gate post on N side of road (See detail) Map Not to Scale 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 3 MILE: West edge of gravel path, 44’6” S of S end of parking fot Finish: Same as the start Measured by Winston Rasmussen April 14, 2015 (w.rasmussen@comeast.net) Top row BLvd “6 Ss 9 STorm = Endusteiac Deore 2,880 MeTers ZndasTrial Blvd. ===== PDF PAGE 51 ===== [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 com pleted by event organizer prior to notary signature. Date of Special Event: Tasks to be completed Days Due L _(All items due to City unless noted) Before Event Due Date Submit “Intent to Meet Insurance Requirements” ; . _ ; ; . - Prior to Prior to application Document (included with Special Event Permit Rati : ; Application, pg.2) application lil | 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 se 30 days Application Submit Temporary Food Service Permit Application(s) 30 days (DuPage County Health Dept. — 630-682-7979) Submit Original Certificate of Insurance* 21 days* Submit Raffle Registration Application 14 days Notify residents/businesses of special event [ 14 days Post “No Firearms” signs at all public entrances (See IL State Police requirements for standardized N/A Day of Event sign in West Chicago's Special Events Policy) “If this requirement is not met, the proposed event may be cancelled. Page 6 of 8 ===== PDF PAGE 52 ===== [Extraction: OCR (rendered-page OCR)] LT R: Registration Tent FV/RV: Vendor Booths T: Toilets S/F: Start and Finish FA: First Aid FT: Food Truck ===== PDF PAGE 53 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 - WAIVER AND HOLD HARMLESS AGREEMENT In consideration of the Healthy West Chicago (name of organization) and its Members, employees, volunteers or guests, being allow to participate in Fit4Fall 5K , (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 attorneys 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). Agreed this_22(9_ day of Apri L. 20 AY Healthy West Chicago Name of Organization Carly Smitherman Program Administrator Title Page 7 of 8 ===== PDF PAGE 54 ===== [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, inctuding compliance with the State of Illinois Firearm Concealed Carry Act. *All applications must be signed and notarized. duS an 4holy (Print Name of Signatory) (Date) Notary Public State of Minois My Commission Expires 05/11/2025 (Notary Bublic) Signed and swom to béfére Me +h : Pach Apr.) oat 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. LAY S VICES ization) Official Seal Jaclyn M Stem 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 ANTAWOSSONORASh ON ESGanELU nS seHEeheneeA eeaenyaNeENeeaUs shbbebnhehihhasbithenntntinttbae saneenentanaveensteasaesueconseraeaneres FOR OFFICE USE ONLY ARERR ENR EERNEA RARER SELTRETSR RENAL OOH ER EOE EREE AREER DEER EED TE EERE OR ELSES ERE DN ENRON ERR EERE hE End ObaR AiR RetaEo Ree eeeeens 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 ===== PDF PAGE 55 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: H.-F. Prohibition of Farm-Type Animals Text Amendment to Section 11-85 of FILE NUMBER: the Code of Ordinances COMMITTEE AGENDA DATE: June 3, 2024 Ordinance No. 24-O-0015 COUNCIL AGENDA DATE: STAFF REVIEW: Tom Dabareiner, AICP SIGNATURE VE > APPROVED BY CITY ADMINISTRATOR: Michael SIGNATURE Guttman Section 11-85 of Chapter 11 of the Code of Ordinances (Offenses and Miscellaneous Provisions) pro- hibits the possession of several types of animals throughout the City. Most of these prohibited animals include exotic or wild type animals such as lions, bears, cheetahs, crocodilians, etc. The possession of fowl such as roosters and chickens are also specifically prohibited. Per the Zoning Code, the only type of animals that are permitted, aside from domestic household animals such as cats, dogs, etc., are horses and are permitted only in Estate Residential districts. All other types of farm animals, such as cows, goats, lamas, etc. are prohibited because they are not specifically listed as permitted anywhere in the City. To reinforce and clarify this prohibition, staff has proposed a text amendment to the Code of Ordinances that specifically lists farm-type animals as being prohibited throughout the City. This includes a prohibi- tion on cattle, calves, sheep, swine, goats, or other farm type animal. Horses shall also be listed as prohibited with an exception that they are permitted in the estate residential districts. ACTION PROPOSED: Consideration of a proposed amendment to Section 11-85 of Chapter 11 of the Code of Ordinances to specifically prohibit the possession of farm-type animals throughout the City. COMMITTEE RECOMMENDATION: ATTACHMENTS: Draft Ordinance ===== PDF PAGE 56 ===== [Extraction: OCR (rendered-page OCR)] ORDINANCE NO. 2024-0-0015 AN ORDINANCE AMENDING SECTION 11-85 OF THE CODE OF ORDINANCES OF THE CITY OF WEST CHICAGO TO PROHIBIT THE POSSESSION OF FARM-TYPE ANIMALS WHEREAS, the City of West Chicago regulates the use of land in the City to protect, promote, and improve the public health, safety, morals, convenience, order, appearance, prosperity and the general welfare of the citizens of West Chicago; and WHEREAS, to achieve this purpose, the City Council believes it is in the best interest of the City to prohibit the possession of farm-type animals on all properties in the City; and WHEREAS, possessing farm-type animals is not permitted anywhere within the City except horses within estate residential districts according to Appendix A of the Code of Ordinances (the Zoning Code); and WHEREAS, Section 11-85 of Chapter 11 of the Code of Ordinances contains a list of animals specifically prohibited but does not include farm-type animals; and WHEREAS, the City Council believes it is in the best interest of the City to clarify that possessing farm-type animals is prohibited throughout the City by amending Section 11-85 of the Code of Ordinances; and NOW THEREFORE, BE IT ORDAINED by the City Council of the City of West Chicago Illinois, in regular session assembled as follows: Section 1. That Section 11-85 (Certain animals prohibited) in Division 6 (Animal Control and Care) of Article II (Offenses) of Chapter 11 (Offenses and Miscellaneous Provisions) of the Code of Ordinances of the City of West Chicago be amended as follows: Possession of a lion, tiger, leopard, ocelot, jaguar, cheetah, margay, mountain lion, lynx, bobcat, jaguarundi, any hybrid thereof, or any other similar feline animal, bear, hyena, wolf coyote, wolf-dog or coyote-dog hybrid, any member of the crocodilian family, poisonous reptile, or any other life threatening reptile or any other animal which is ferae naturae in the eyes of the law shall be prohibited except by any person or institution possessing state and/or federal permits enabling them to keep such animals. Possession of any roosters, chickens or any similar fowl, or hybrid thereof is also prohibited. Possession of any livestock including but not limited to cattle, calves, horses, sheep, swine, goats, or other farm-type animals shall be prohibited except that horses may be kept on a property zoned ER-1, in accordance with Section 9.1 of Appendix A of this code of ordinances, and on a property zoned ER-2, in accordance with Section 9.1-1 of Appendix A (the Zoning Code) of this Code of Ordinances. ===== PDF PAGE 57 ===== [Extraction: OCR (rendered-page OCR)] PASSED this day of , 2024. Alderman D. Beebe Alderman L. Chassee Alderman J. Sheahan Alderman H. Brown Alderman A. Hallett Alderman C. Dettmann Alderman M. Birch-Ferguson Alderman S. Dimas Alderman C. Swiatek Alderman J. Smith Alderman J. Short Alderman R. Stout Alderman J. Morano Alderman J. Banas APPROVED as to form: City Attorney APPROVED THIS day of , 2024. Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez PUBLISHED: