===== PDF PAGE 12 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: __‘t.C. Homecoming - Fireworks Display Wheaton Academy FILE NUMBER: COMMITTEE AGENDA DATE: July 21, 2025 COUNCIL AGENDA DATE: July 21, 2025 STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE las Chur ITEM SUMMARY: Wheaton Academy is requesting permission for its Homecoming event on September 29 - October 4, 2025, which includes a fireworks display on Thursday, October 2. Residents in the surrounding neighborhoods will be notified by Wheaton Academy of the date and time of the fireworks display in advance of the event. The Special Event Permit Application has been reviewed and approved by staff from the Police, Public Works, Business & Community Relations, and Community Development Departments as well as the West Chicago Fire Protection District. A Fireworks Permit will be secured through the West Chicago Fire Protection District. The Special Event Permit Application is attached. ACTIONS PROPOSED: Recommend event for approval as proposed, contingent upon receipt of an approved Fireworks Permit from the West Chicago Fire Protection District. COMMITTEE RECOMMENDATION: This item is being presented to the Public Affairs Committee for consideration prior to the City Council meeting. ===== PDF PAGE 13 ===== [Extraction: OCR (rendered-page OCR)] wa —— AP) a 58 f | iu 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 . Completed and signed Special Event Application a Intent to Meet Insurance Requirements o Section 1 — General Information 0 Section 2 — Narrative a Section 3 — Permits o Section 4 — Site Plan and/or Route Map o Section 5 — Task List and Due Dates o Section 6 — Hold Harmless Agreement . Completed and signed applications(s) for other permits(s) (See Section 3) o Carnival Permit Application - $50 per employee a Fireworks Permit Application — $125 (Check made payable to the West Chicago Fire Protection District) 0 Building Permit Application (temporary tents — see min. requirements) - $50 o Raffle Registration Application — requires separate application a Temporary Liquor License Application — requires separate application 0 Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) CREAR RARERERREE RARE EEER ERE ERRRRERAERER RAR ERERE DEER TERRE ERORE ERATE RERERERHERERREREREERERRERAORERHE ARETE EENARARED ED saan eae ace ite eta pl Ee tte eaas Maazel et ttn Received: tap LOLS” 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 14 ===== [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. I, al j aAMeS to Ite. , tepresenting Whyraden Arcade ay (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. G/4/ac (signature) (date) A/a4q — 19/44 (date of event) ote CG (name of event) ===== PDF PAGE 15 ===== [Extraction: OCR (rendered-page OCR)] SECTION 1 —- GENERAL INFORMATION Name of Event: O- (4} Type of Event: O Parade O Walk/Run/Bike O Carnivals DO Fireworks Festival sfOther Fooutall + S occer HAAM Location of Event: Wh Date(s) of Event: Flaa —10 /U_Hours of Event: oe to] 6 Est. Attendance: 44) Event Website: Purpose of event: Jem Name of Sponsoring Organization(s): VA ha ten Ac aAdlmy Organization's Legal Status (i.e. NFP, Partnership, Corporation): >Cho al -Pr WOAhe Contact person from sponsoring organization: a's’ Organizer address: City/State/Zip: Cell Phone uh ee ton Emergency contact information (provide mobile numbers for on-site coordinators during event): 4° Contact: Ste ev Bu eo Phone: 2"? Contact: Cazslsen Phone: is this an annual event? PRYes O No If Yes, provide next year’s event date: _A/, [4 If the event is a recurring event, please state any problems and/or incidents that have occurred in past years, such as noise or neighborhood parking complaints. ©. What, if anything, are you doing to rectify the problem(s)? SECTION 2 —- NARRATIVE On a separate sheet, provide a detailed description of the overall event. The narrative will serve as the special event proposal to City Council. Page 3 of 8 ===== PDF PAGE 16 ===== [Extraction: OCR (rendered-page OCR)] SECTION 3 —- PERMITS Will your event include a carnival? 0 Yes 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? Yes oNo If yes, you must submit a Building Permit Application thirty (30) days prior to the event. Please visit www.westchicago.ora under Forms for an application. Will your event include a fireworks display? pxYes a 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 yourevent? a Yes PKNo 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 YxNo 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? 1 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.orgtemporary-food-service for additional information We have a CONCESSION Sana Are you requesting services from these departments? PFPRolice (Fire District / Paramedics 0 Public Works Specify services: Police rf Fire fir Lice WoOrES On Oct 2 Will you be utilizing any of the following services? O Water OC Electric/Generator 0 Other Page 4 of 8 ===== PDF PAGE 17 ===== [Extraction: OCR (rendered-page OCR)] June 4, 2025 Dear West Chicago Council, On Sept 29- Oct. 4, 2025, Wheaton Academy will be holding their annual Homecoming Weekend. Alumni from many states and countries will be on campus to celebrate another year of the school. We will have an alumni program, soccer game, and a dinner for the alumni. Please grant us the special event permit and firework permit once again, to make this year special. Thank you so much, James K. Holtrop Director of Special Events ===== PDF PAGE 18 ===== [Extraction: OCR (rendered-page OCR)] VEEEPUCULS UY LLIN INESWLUTILE = J J Date of Shioment ISSUED BY 05/20/10 Registration Number 48 NDUSTHIES INC.® Tent Identification F-12110 oe 14866970 SESE — NY je 1S) \' \n Sar jeu HS oe Certification is hereby made that: The articles described on this Certificate have been treated with a flame-retardant approved chemical and that the application of said chemical was done in conformance with California Fire Marshall Code, All fabric has been tested and passes NFPA 701, CPAI 84. Serial # 8003000 (3) Description of item certified: «CENTURY FRAME TOP 20WX20 WHITE VINYL. TRIVANTAGES BLOCKOUT Flame Retardant Process Used Will Not Be Removed By Washing And Is Effective For The Life Of The Fabric TRIVANTAGE STATESVILLE NC Name of Applicator of Flame Resistant Finish eerie Signed: A TRIES INC ===== PDF PAGE 19 ===== [Extraction: OCR (rendered-page OCR)] Farmingdale, New York 11735.562g USA | Ew i . Tal. +1 (631) 283-8944 Fay +4 (631) 293-8956 email: info@govmark.com Page | Test Report #: Client's Identification Ww, Unit A, 12/F Cheung Lung Ind. Bidg. Key Test: CA 1237 Sm 105 Plato Chemical Co., Ltd. 10 Cheung Yee Street Lai Chi Kok Kowloon, Hong Kong Tel: 011 852 237 00382 Ext: Fax: 011 852 237 00377 PC; 1H (3d TEST PERFORMED: California Fire Marshal Title 19: Section 1237 (Proposed Revision 8/9/93) Fire Resistance; Small Scale Test ~ EXTERIOR MATERIALS QUALIFICATION 3 nas (] After 100 hours weathering _Atterfleme Afterglow Char Length. ee ULTSS -— spacamenF" ~~ “(seconés) seconds § (inches) ~ Warp: L 0.0 0 3.4 2 2.7 0 4.6 3 0.0 0 4.1 4 . 2.3 Q 4.0 5 0.0 0 3.4 Avg: 0.9 Fill: 6 1.6 QO 4.3 7 5.7 0 4.6 8 0.48 Q 3.4 9 0.0 0 3.9 Lo 6.0 0 3.5 Avg: 1.5 Afterflame: 4.0 seconds maximum avg for length or width Afterglow: (see Note #2 below) Char Length: 6.0" maximum for any Ladividual specimen Notes: 1. An asterisk (*) next to any char length measurements indicateg that a part of the char length is melt away due to heat fzom the flame source and not from Propagating flame. Therefore, the sample submitted meets the requirements of Title 19 - California Code of Regulations, Section 1237 and 1237.1 for materlals weighing less than ¢ oz/yd?, 2. Afterglow ig Tequired to be reported; however, it is not factored into the Acceptance Criteria, (Page 1 of 2) File Copy ===== PDF PAGE 20 ===== [Extraction: OCR (rendered-page OCR)] ENTER HERE FOR STUDENT DROP-OFF HAWTHORNE t YD fe =< Riana = = ia > NOTAN ENTRANCE . - _ FOR STUDENT ee a - DROP-OFF a r eee = GAMPUS MAP @ ARMOUR BUILDING © LIBRARY @ wuitecHaPeLh @yv @ SCIENCE & © ACADEMIC BUILDING | @ COMMONS @ TECHNOLOGY CENTER © ACADEMY HALL © ATRIUM Or Visitors, please use Door 1 of the Academic Building and check-in at the fi Please see reverse side for classroom locations within the building: ===== PDF PAGE 21 ===== [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? 0 Yes SXNo if yes, please indicate the property that you are requesting to use. Would you like to request the closing of City streets? O Yes O No If yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times Page 5 of 8 ===== PDF PAGE 22 ===== [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 Due Date Submit “Intent to Meet Insurance Requirements” | ; , + sate Document (included with Special Event Permit apsenareal ew Pio eeeernee Application, pg.2) | Submit Special Event Permit Application 90 days | Submit Camival Permit Application | 90 days [ Submit Fireworks Permit Application a 30 days Submit Temporary Liquor License Application 30 days Ale, — 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 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 23 ===== [Extraction: OCR (rendered-page OCR)] SECTION 6 - WAIVER AND HOLD HARMLESS AGREEMENT In consideration of the) heactan Abc adem Jname of organization) and its Members, employees, volunteers or guests, being allow to participate in Henne Coma s— (the Activity) the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to vWJ h Coun Ac AS Ow