===== PDF PAGE 1 ===== [Extraction: embedded PDF text] C I T Y O F WEST CHICAGO W H E R E H I S T O R Y & P R O G R E S S M E E T ENVIRONMENTAL COMMISSION Thursday, September 18, 2025, 5:00 p.m. Water Treatment Plant, 1400 W. Hawthorne Lane AGENDA 1. Call to Order & Establish a Quorum 2. Approval of Minutes a. Environmental Commission Meeting Minutes of August 21, 2025 3. Public Participation/Presentations a. None 4. Items for Consent a. None 5. Review and Discuss the Commission Priority List a. Current List i. Sustainability Plan – Subcommittee Update 1. Single-Use Bag Fee ii. Annual Report 1. November 20, 2025 – Present Draft Report at the Commission Meeting 2. December 15, 2025 – Present Annual Report to City Council b. New Additions or Upcoming Events i. Fall Adopt-A-Highway Cleanup Event – September 18, 2025, 6:00 PM 1. Location: Water Treatment Plant, 1400 W. Hawthorne Lane ii. Pumpkin Composting Event – November 1, 2025, 9:00 AM – 1:00 PM 1. Location: New Hope United Methodist Church, 643 E Washington St iii. Holiday Lights Recycling Event – November 28, 2025, to January 16, 2026 1. Locations: WC City Hall, WC Water Treatment Plant, WC Public Library District, New Hope United Methodist Church of WC, Murphy Ace Hardware, The ARC Center, Jewel Osco 6. Other Business a. FY 2026 Budget Request (Enclosed) b. Cooking Oil Recycling Coordination with SACRCE c. Proposal for a Single-Use Plastics Education Campaign (Enclosed) 7. Adjournment 475 Main Street T 630.293.2200 Daniel Bovey MAYOR West Chicago, Illinois F 630.293.3028 Tia Messino 60185 westchicago.org INTERIM CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: embedded PDF text] Draft MEETING MINUTES ENVIRONMENTAL COMMISSION August 21, 2025, 6:00 P.M. 1. Call to Order Establish a Quorum a. Dave Shah, Staff Liaison, called the meeting to order at 6:02 P.M. b. Members in attendance included Co-Chair Tom Cherrington, Commissioner Victoria Burris, Commissioner Tyler Kesler, and Commissioner Allen Rodriguez. Chair Nazree Williams and Commissioner Bob Blaus were absent. c. Aldermanic liaison present included Alderman Christopher Swiatek. d. Staff liaison present included Assistant Director of Public Works, Dave Shah. 2. Approval of Minutes a. Environmental Commission Meeting Minutes of June 19, 2025 i. Rodriguez made a motion, seconded by Cherrington, to approve the Meeting Minutes. 1. Voting Yea: Cherrington, Burris, Kesler, Rodriguez 2. Voting Nay: None 3. Public Participation/Presentations a. Juliet Mathey, Recycling Education & Outreach Specialist, Metropolitan Mayors Caucus Presentation: Ms. Mathey explained that she is part of a three-year campaign funded by a $2 million grant from the EPA to promote recycling. The intention is to get residents excited about recycling, increase education to improve the rates of participation, improve the quality of materials to decrease contamination, promote purchasing of recycled goods, and reduce overall consumption. As a whole, recycling rates have been low and remain stagnant, which is part of why this campaign was created. The campaign is working with SCS Engineers to collect data and Güd Marketing to spread awareness and education. These education efforts will include things such as billboards, social media and streaming service advertisements, community events, presentations, and workshops for environmental groups. Commissioners provided suggestions for what may be effective in West Chicago, such as direct mail (i.e., including recycling information in water bills), communications in both English and Spanish, utilizing the Mayor in social media efforts, and educating children. 4. Items for Consent a. None 5. Review and Discuss the Commission Priority List a. Current List i. Sustainability Plan – Subcommittee Update 1. New Business a. Single-Use Bag Fee Discussion: Kesler discussed the background of efforts by the Subcommittee to gather information from Batavia regarding their experience with instituting single-use bag fees. Shah provided the Policy Memorandum and its enclosures to the Commissioners, which Page 1 of 3 ===== PDF PAGE 3 ===== [Extraction: embedded PDF text] were received on August 20, 2025, from Kesler, one day before the Commission meeting, outlining the proposed next steps for the Commission to get the ball rolling on instituting single-use bag fees in West Chicago. The Subcommittee is requesting approval to release a Request for Proposal (RFP) to select a consultant to gather information and conduct public outreach, and requesting the finances required to potentially run a local study to determine how it could work for the City. Kesler noted that the State of Illinois may eventually be instituting bag fees statewide, but doing this now would put the City ahead of the game. Shah noted that he shared the memo and its enclosures with the Director of Public Works and Interim City Administrator, but they have not had time to provide comments thus far. Cherrington made a motion, seconded by Rodriguez, to move forward in the process and have staff review the single-use bag fee Memorandum in the process of issuing an RFP to select a consultant to assist with the initiative. ii. Annual Report 1. November 20, 2025 – Present Draft Report at the Commission Meeting 2. December 15, 2025 – Present Annual Report to City Council Discussion: None. b. New Additions or Upcoming Events i. Fall Adopt-A-Highway Event – September 18, 2025, 5:00 PM 1. Location: Water Treatment Plant, 1400 W. Hawthorne Lane Discussion: Shah noted this event will take place immediately after the Environmental Commission meeting that day. ii. Pumpkin Composting Event – November 1, 2025, 9:00 A.M. – 1:00 P.M. 1. Location: New Hope United Methodist Church, 643 E Washington St, West Chicago, IL 60185 Discussion: None. iii. Holiday Lights Recycling Event – November 28, 2025 to January 16, 2026 1. Locations: WC City Hall, WC Water Treatment Plant, WC Public Library District, New Hope United Methodist Church of WC, Murphy Ace Hardware, The ARC Center, Jewel Osco Discussion: None. 6. Other Business a. SCARCE & The Conservation Foundation Field Trip overview Discussion: Commissioners who attended the field trip shared some details about the outing. SCARCE is a large facility with a great variety of items accepted to be recycled or repurposed. They offer many books and teaching aids that can be sold to teachers at a discount, as well as items such as CDs and LPs for purchase. They also melt down old crayons to create new ones, amongst many other recycling efforts. SCARCE also awards an Earth Flag to organizations that meet their green initiatives, several of which the Commission already meets. Commissioner Blaus suggested on the trip that it should be the Commission’s goal to obtain the Earth Flag. Additionally, The Conservation Foundation runs an organic farm and partners with DuPage County to facilitate the sale of rain barrels. They are also a great networking resource for environmental groups. b. Commission’s FY 2026 Budget Request & Discussion Page 2 of 3 ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] Discussion: Commissioners expressed interest in designing and distributing reusable canvas bags to promote the Environmental Commission and spread awareness about their mission, and act as a resource for residents. They would like to request funds for this as well as a budget for the single-use bag fee RFP process. Along with funds for various Commission outings, meals, etc., Shah estimates the budget request to be around $30,000.00-$35,000.00 total. c. Environmental & Sustainability Initiatives Webpage Content (Enclosed) Discussion: Shah gave a brief overview of the draft webpage content proposed for a new Environmental Commission webpage. The draft was well received, and Commissioners made some additional suggestions for additions and modifications. d. Prefinal or 95% Plans for West Chicago Community Park Phase 0 Development comments were due to the Staff Liaison by July 31, 2025 Discussion: Shah noted no comments were received. Rodriguez expressed interest in the Commission being involved, where appropriate, in future plans for potential green space at the site of the proposed new City Hall on Washington St. e. Bi-Weekly City News Updates Discussion: Shah shared that all Commissioners are signed up for the City’s bi- weekly news updates on the City website so they can stay up to date with the latest updates from the City. 7. Adjournment a. At 7:43 P.M., Cherrington made a motion to adjourn, and Rodriguez seconded the motion. The motion was unanimously approved by voice vote. Respectfully, Ashley Heidorn Public Works Administrative Assistant Page 3 of 3 ===== PDF PAGE 5 ===== [Extraction: embedded PDF text] Budget Request for the Environmental Commission To: City Council From: Environmental Commission Date: August 26, 2025 Subject: Budget Request for Fiscal Year 2026 Dear Mayor Daniel Bovey and Members of the City Council, The Environmental Commission is dedicated to protecting and enhancing our environment, efficiently managing natural resources, and improving the aesthetic/green space appearance of our city. As part of our ongoing commitment and in recognition of evolving state and federal regulations and potential policy changes, we are seeking budgetary support to advance a Single Use Bag campaign. This revenue generating initiative will help reduce waste, promote sustainable practices, and ensure our community remains proactive and aligned with the broader regulatory environment in Illinois. Budget Request Summary: 1. Consultant Services - $30,000.00 The commission is requesting funds for a professional consultant to provide guidance on the development and implementation of the Single Use Bag initiative. Their role will include analysis, raising public awareness, crafting clear communication strategies, guiding the development of an effective framework, and assisting the Environmental Commission with engaging key stakeholders to build broad understanding and support. This expertise will help ensure the program is effective, well-coordinated, and responsive to community needs. 2. Promotional and Educational Materials - $4,000.00 These funds are requested to support the creation and distribution of outreach materials designed to inform residents, businesses, and visitors about the Single Use Bag initiative. This includes printed items such as flyers, posters as well as media campaigns, graphics and online ads. Public information materials will ensure clear communication about the program and community benefits. A portion of this allocation will cover light refreshments at volunteer-led outreach events, encouraging participation and engagement. Total Budget Request: $34,000.00 We believe these budget requests are crucial/essential for/in continuing our efforts to foster a healthier, more sustainable, and engaged community. We appreciate your consideration and ongoing support for the work of the Environmental Commission. Please let me know how I can be more helpful. Thank you in advance for your support and let us know if you require additional information or clarification. Sincerely, Page 1 of 2 ===== PDF PAGE 6 ===== [Extraction: OCR (rendered-page OCR)] City OF WEST CHICAGO WHERE HISTORY & PROGRESS MEET Nazree Williams Chair, Environmental Commission City of West Chicago Page 2 of 2 ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] Vicarious Multimedia City of West Chicago Proposal COMMUNICATIONS PROJECT Public Information & Education Campaign: Plastic Waste & Environmental Consequences Prepared for: Tyler Kesler Environmental Commission City of West Chicago September 9, 2025 PREPARED BY: ADDRESS: CONTACT: Melanie Santostefano 812 W. St. Johns Place 312-719-2332 Vicarious Multimedia Palatine, Illinois 60067 Melanie@VicariousMM.com VicariousMM.com ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] 2 224-633-3120 engage@vicariousmm.com VicariousMM.com Table of Contents OUR PHILOSOPHY 3 ABOUT / WHY CHOOSE US? OUR SERVICES 3 OUR CLIENTS 4 OUR SERVICES 5 CITY OF WEST CHICAGO PROPOSAL 6 FROM THE VM PRESIDENT 7 ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] 3 224-633-3120 engage@vicariousmm.com VicariousMM.com OUR PHILOSOPHY Vicarious Multimedia (VM) is a partner and trusted advisor to our clients; the way we see it, this is the only way ‘it’ can be done right. We need to intimately understanding who our client are, including their history and their goals moving forward. It's how we develop our strategy. VM is highly consultative; if we feel strongly changing course is in the best interest of our clients, we will have that conversation. It’s about doing the right thing, and being a fiduciary – without fail. The imagery in the VM logo provides insight into our core philosophy; the Eye of Horus is a part of Egyptian mythology, and is a symbol of protection, power and health. VM patterns our work after these themes, by protecting our clients, ensuring that together, we are executing a stealth strategy for growt - and that the communications we provide are strong and decisive to maintain and strengthen the health of the business or organization. Vicarious means to ‘experience in the imagination through the feelings or actions of another’….and that's what we do, every day. VM works intently to deeply understand the client and their goals so that we can adeptly and competently communicate on their behalf. Our vision is to play an integral role in driving the continued success of our clients. Our promise is simple: Vision.....Delivered. ABOUT VM WHY CHOOSE US? VM is a multi-faceted, boutique communications VM has a diverse team with a wide range firm based in Arlington Heights, Illinois that of skill sets. The approach taken for every specializes in marketing communications, public client is custom–tailored based on their unique relations and video production. VM’s singular needs and goals. VM works diligently to ‘vicariously’ goal is to partner with and assist in see through the eyes of our clients. The VM team is communications to reach the clients’ target made up of public relations specialists, professional demographics through a comprehensive, writers and editors, photographers and multimedia approach. Clients included local videographers, graphic designers, social media government/public organizations, professional managers and website managers/developers. We associations, nonprofits and businesses. utilize these skills to holistically serve our clients. ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] 4 224-633-3120 engage@vicariousmm.com VicariousMM.com Quality is what Matters Our Services VICARIOUS MARKETING COMMUNICATIONS • Writing, Editing & Copywriting Information gathering, writing and editing for communications including (not limited to) E- and print newsletters, blogs, articles, advertorials, speeches, website content, social media, and collateral marketing materials. • Graphic Design Logos, infographics, letterhead, brochures, trade show display materials and any/all other collateral marketing communications that establish and/or represent the client. • Social Media/E-newsletter Management Content creation, management and monitoring of E-newsletters, and social media pages, including (but not limited to) Facebook, Twitter, LinkedIn, Instagram, Nextdoor, YouTube and Tik Tok. VICARIOUS PUBLIC RELATIONS in partnership with ST. STEVEN PUBLIC RELATIONS (SSPR - ststevenpr.com) • Public Relations (PR) Through Vicarious Multimedia's sister company, St. Steven Public Relations (SSPR), we develop and fortify the public image of our clients, and position them with the news media and the greater the public-by telling their story through multiple media/communication channels. • Public Information Campaigns Reaching and communicating to the masses in order to assist in the understanding of value propositions and services (including changes/additions to offerings). Campaigns can be handled through in-person events, the news media, digital and print media or a customized combination of both media and channels. • Crisis Communications Consulting/support at the start, during, and post crisis - including media outreach/relations press releases and other communications to control narrative development, as well management and monitoring. We ensure the image and reputation of our clients is protected/managed through crisis. Crisis Communication Plans, and PR 101 and 102 trainings are offered through SSPR to educate elected officials and/or organizational staff on how to lead through crisis. VICARIOUS PRODUCTIONS Strategic storytelling through full-scale video production services, customized for social media, E-newsletters, websites or any other medium. Previous projects have included emergency responder recruitment, introduction to new developments, water meter replacements and much more. Video examples can be found on the Vicarious Multimedia/Vicarious Productions YouTube Channel at youtube.com/wervicarious. ===== PDF PAGE 11 ===== [Extraction: embedded PDF text] 5 224-633-3120 engage@vicariousmm.com VicariousMM.com Valued CLIENTS Public Organizations (municipal & other) City of Batavia City of Edwardsville City of Marseilles City of Rochelle City of Rolling Meadows Village of Antioch Village of Buffalo Grove Village of Campton Hills Village of Carpentersville Village of Deerfield Village of Glencoe Village of Glenview Village of Hampshire Village of Lake Zurich Village of Long Grove Village of Peotone Village of River Forest Village of Wauconda Batavia Public Library Elk Grove Township German International School Chicago North West Housing Partnership (quasi-government organization) Palatine Library District Vernon Township Wheeling Township Winnetka Park District Professional Associations ILCMA - Illinois City/County Management Association Illinois Government Finance Officers Association (IGFOA) Downtown Palatine Business Association Schaumburg Business Association RAILS (Reaching Across Illinois Library System) Businesses 10-40-10 Fitness A Closer Bond Adrenaline Special Events Durty Nellie's Houston Running Company Lonestar Running Company Metropolis Performing Arts Centre The P4 Companies Santa Hustle Race Series, LLC Veregy ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] 6 224-633-3120 engage@vicariousmm.com VicariousMM.com City of West Chicago - Environmental Commission PROPOSAL Vicarious Multimedia (VM) will deliver communication services to the City of West Chicago, in collaboration with its Environmental Commission, to implement a two-month Public Information & Education Media Project focused on raising awareness about the harmful environmental and public health impacts of single-use plastics. Statement of Work 1. Communications Strategy & Planning: Develop/implement comprehensive communications strategy and campaign. Deliverables: • Identify resources and key timeline milestones. • Establish formal review/approval workflow with the City’s Environmental Commission and City Staff for all major deliverables. • Identify potential risks (e.g., public push back, approval delays), propose mitigation strategies. 2. Stakeholder Engagement: Collaborate with City Staff, in-person or virtually, to align campaign objectives, messaging, and overall narrative. Deliverables: • Present to Environmental Commission/City Staff to ensure alignment on content, timeline, and implementation. • Specify roles and responsibilities (e.g., who leads outreach, who approves content). 3. Creative Development • Design, gain approval, produce all collateral digital/print materials, e.g.,posters, flyers, educational pamphlets, social media/newsletter (e- and/or print) graphics, and other materials, as needed. • Develop content for website (e.g., FAQ), social media, newsletters (e- and/or print). • Produce up to two (2) videos, each up to 59 seconds in duration. 4. Performance Metrics & Evaluation Deliverables: • Define and measure campaign performance/effectiveness (e.g., engagement, event attendance, website traffic, social media/e-newsletter reach) in partnership with City Staff. • Provide post-campaign evaluation report summarizing outcomes, lessons learned, and recommendations. 5. Language & Accessibility: All communications (digital and print) will be presented and executed in Spanish and English, in collaboration/partnership with City’s Environmental Commission and City Staff - who will provide translations for the content created by VM. Key Tasks & Timeline Overview - Proposed Start Week of October 6 / End Week of December 8: • Strategy Development: Week 1 • Stakeholder Alignment: Week 2 • Collateral Design: Weeks 3–4 • Website & Video Production: Weeks 4–5 • Outreach Activities: Weeks 6–8 • Performance Evaluation: Week 9 Project Investment $5,000 The cost of any printed materials to support this campaign would be the responsibility of the City of West Chicago. Project work requires a 50% deposit for work to begin, and the final balance is due upon project completion (net 30). Payments are respectfully requested via ACH. This proposal is valid through October 1, 2025. ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] 7 224-633-3120 engage@vicariousmm.com VicariousMM.com From the VM President Melanie Santostefano Tyler, Thank you for requesting this proposal for Vicarious Multimedia to assist in providing pubic information and education on plastics and their harmful effects on the environment. It's an important project not only for West Chicago, but for our world as a whole. As you know, we recently managed an extremely similar project for the City of Batavia that included all the deliverables listed in the Statement of Work (other than videos which were not budgeted for) and it was successful. My team and I would be honored to work with the City to assist on this project. This proposal is valid through October 1 (2025) so if there is interest in moving forward, we'd like to get to work as soon as possible so that it can be completed before the end of the year. Ideally, the campaign would begin the week of October 6 and be finalized by Friday, December 12 - with a one-week break during the week of Thanksgiving (November 24-28). Please feel free to contact me at 312-719-2332 or email melanie@vicariousmm.com with any questions/clarifications regarding this proposal. Thank you and my very best, Melanie Melanie Santostefano President, Vicarious Multimedia