===== PDF PAGE 58 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: ____8.B.____ 2025 Mexican Independence Day Festival - Final Report FILE NUMBER: _______________Despertar Latino COMMITTEE AGENDA DATE: October 20, 2025 COUNCIL AGENDA DATE: N/A STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE________________________ ITEM SUMMARY: Attached is the Despertar Latino Final Report and financial summary for the 2025 Mexican Independence Day Festival. Financial Statements: Despertar Latino has provided financial accounting documents as outlined in Resolution No. 25-R-0050. City staff has reviewed these documents and finds them acceptable. Despertar Latino also provided the invoices and receipts in support of the financial summary. 2025 Financial Summary: The total expense is listed as $14,405.59. The receipts submitted for qualifying expenses exceed the City’s contractual sponsorship amount for 2025 ($8,500), satisfying the requirements of the Funding Agreement. The final $500 is due since contractual requirements have been met. With the collection of $8,100 in sponsorships, the City will provide match of $6,100 per the funding agreement. In total, the final outstanding payment is $6,600, which is included in the Disbursement Report for Council consideration. Despertar Latino sustained a surplus of $10,194.41 for the event and has a bank account for Mexican Independence Day festival, and the surplus funds will be used for future Mexican Independence Day Festivals in West Chicago. ACTIONS PROPOSED: Recommend acceptance of the final written report and summary financial report submitted by Despertar Latino for Mexican Independence Day Festival 2025. Staff recommends approval of the final installment of $500, as well as the sponsorship matching of $6,100 for a total final payment of $6,600. COMMITTEE RECOMMENDATION: This item is being presented to the Public Affairs Committee for acceptance of the final report in advance of the Council’s consideration of the final payment prior to the City Council meeting. ===== PDF PAGE 59 ===== [Extraction: embedded PDF text] October 2, 2025 Mayor Daniel Bovey and City Council City of West Chicago, IL Subject: Report on Mexican Independence Day/Fiestas Patrias 2025 Event Dear all, On behalf of Despertar Latino and the organizing committee, we would like to extend our sincere gratitude to the City of West Chicago for the support provided during the Mexican Independence Day/Fiestas Patrias 2025 celebration. This year marked the first time our organization had the honor of coordinating this important cultural event, and we are pleased to share that it was a success. Despite some uncertainty in the days leading up to the festival, we were very happy to see a strong turnout from the community. The event proceeded smoothly: vendor set-up and logistics were handled without complications, no incidents were reported, and the atmosphere remained positive and joyful throughout the day. We are especially grateful to the West Chicago Police Department, The West Chicago Fire Protection District, Public Works, and all partner organizations whose collaboration was essential for ensuring safety, organization, and cleanliness. We are also thankful to the local youth groups that painted storefront windows with patriotic themes the day before the event, which helped enhance the festive atmosphere in the downtown area. During the celebration, we also promoted the “Celebrating Latin Heritage” exhibition and the traditional WeGo lotería game, which proved very popular among participants. While there was a small mix-up caused by our use of some of the lotería card artwork as part of the booth numbering system, families still found the game entertaining and enjoyable. Some technical challenges were also noted with uploading the digital lotería cards; for next year, we suggest offering small prizes at our information tent to further encourage participation. From the perspective of our vendors, many expressed appreciation for the affordable booth fees, which allowed them to keep prices accessible for the community while also covering staff overtime and obtaining fair earnings. This feedback highlights the positive economic impact of the festival on both local businesses and attendees. We are especially grateful to the performers, including students from both School District 33 and School District 94, Pirekuas from Casa Michoacan and Mariachi Creativo who generously volunteered their time and talents. Others who would normally charge a performance fee chose to significantly reduce their rates to support the revival of this event. Their generosity, combined with the dedication of our volunteers and the collaboration of our partner organizations, allowed us to keep the event under budget and even set aside funds to support next year’s celebration. 401 E North Ave Suite 11, Villa Park IL 60181 (630) 290-2309 208 Center St West Chicago, IL 60185 (630) 903 7364 ===== PDF PAGE 60 ===== [Extraction: embedded PDF text] As with any first experience, we also identified areas for improvement. For example, relocating the stage to the intersection of Main and Galena and using a wooden platform would provide better visibility for activities such as the piñata. Additionally, moving food vendors further north along Main Street would help minimize generator noise near the music. It will also be important to ensure that all food vendors clearly understand their responsibility to leave their assigned area clean and free of debris or waste. We also recognize the need to include more craft and artisan vendors while reducing the number of service-oriented or nonprofit booths, to create a stronger festival atmosphere. Furthermore, we should improve outreach to local West Chicago businesses so they have the first opportunity to participate before inviting vendors from outside the community. Looking ahead, we heard strong interest from community members in bringing back the two- day festival format, complete with a parade. Several local businesses and organizations have already expressed their eagerness to participate if the parade returns, including the Charros Association as well as groups of Low Riders and custom pick-ups. Their enthusiasm underscores the community’s desire to see this tradition grow and return in an even bigger way. In summary, Fiestas Patrias 2025 was a celebration of culture, unity, and pride. The community’s positive response and active participation reaffirm the importance of this event in West Chicago. We look forward to continuing to collaborate with the City to ensure that future editions of Fiestas Patrias are even more successful, inclusive, and impactful. Thank you once again for your support and partnership. Sincerely, Rafael Vieyra Sugeira Tellez Rafael Vieyra Sugeira Tellez Executive Director of Despertar Latino Director of Operations 401 E North Ave Suite 11, Villa Park IL 60181 (630) 290-2309 208 Center St West Chicago, IL 60185 (630) 903 7364 ===== PDF PAGE 61 ===== [Extraction: embedded PDF text] 2 de octubre de 2025 Alcalde Daniel Bovey y Concejo Municipal Ciudad de West Chicago, IL Asunto: Informe sobre el evento de la Independencia de México/Fiestas Patrias 2025 Estimados todos, En nombre de Despertar Latino y del comité organizador, queremos expresar nuestro más sincero agradecimiento a la Ciudad de West Chicago por el apoyo brindado durante la celebración del Día de la Independencia de México/Fiestas Patrias 2025. Este año marcó la primera vez que nuestra organización tuvo el honor de coordinar este importante evento cultural, y nos complace compartir que fue un éxito. A pesar de cierta incertidumbre en los días previos al festival, nos alegró mucho ver una gran participación de la comunidad. El evento transcurrió sin contratiempos: la instalación de vendedores y la logística se manejaron adecuadamente, no se reportaron incidentes y el ambiente se mantuvo positivo y alegre durante todo el día. Estamos especialmente agradecidos con el Departamento de Policía de West Chicago, el Distrito de Protección Contra Incendios de West Chicago, el Departamento de Obras Públicas y todas las organizaciones colaboradoras, cuya cooperación fue esencial para garantizar la seguridad, la organización y la limpieza. También agradecemos a los grupos juveniles locales que pintaron las ventanas de los negocios con motivos patrióticos el día anterior al evento, lo cual ayudó a enriquecer el ambiente festivo en el centro de la ciudad. Durante la celebración, también promovimos la exposición “Celebrating Latin Heritage” y el tradicional juego de lotería WeGo, que resultó muy popular entre los participantes. Aunque hubo una pequeña confusión causada por el uso de algunas de las imágenes de las cartas de lotería como parte del sistema de numeración de puestos, las familias igualmente encontraron el juego divertido y entretenido. También se presentaron algunos desafíos técnicos al subir las cartas de lotería digitales; para el próximo año, sugerimos simplificar el proceso y ofrecer pequeños premios en nuestra carpa de información para incentivar aún más la participación. Desde la perspectiva de los vendedores, muchos expresaron su agradecimiento por el precio accesible de los espacios, lo que les permitió mantener precios justos para la comunidad, cubrir las horas extras de su personal y obtener ingresos adecuados. Este comentario resalta el impacto económico positivo del festival tanto en los negocios locales como en los asistentes. Estamos también profundamente agradecidos con los artistas, incluyendo estudiantes de los Distritos Escolares 33 y 94, el grupo de Pirekuas de Casa Michoacán y Mariachi Creativo, quienes generosamente ofrecieron su tiempo y talento de manera voluntaria. Otros artistas que normalmente cobran una tarifa redujeron significativamente sus costos para apoyar el regreso de este evento. Su generosidad, junto con la dedicación de nuestros voluntarios y la colaboración de nuestras organizaciones aliadas, nos permitió mantener el 401 E North Ave Suite 11, Villa Park IL 60181 (630) 290-2309 208 Center St West Chicago, IL 60185 (630) 903 7364 ===== PDF PAGE 62 ===== [Extraction: embedded PDF text] evento dentro del presupuesto e incluso reservar fondos para apoyar la celebración del próximo año. Como en toda primera experiencia, también identificamos áreas de mejora. Por ejemplo, reubicar el escenario en la intersección de Main y Galena y utilizar una tarima de madera proporcionaría una mejor visibilidad para actividades como la piñata. Asimismo, mover a los vendedores de comida más al norte de Main Street ayudaría a reducir el ruido de los generadores cerca de la música. También será importante asegurarnos de que todos los vendedores de comida comprendan claramente su responsabilidad de dejar su espacio limpio y libre de desechos. Reconocemos además la necesidad de incluir más vendedores de artesanías y manualidades, reduciendo el número de puestos de servicios o de organizaciones sin fines de lucro, con el fin de crear un ambiente más festivo. Asimismo, debemos mejorar el alcance con los negocios locales de West Chicago para darles la primera oportunidad de participar antes de invitar a vendedores de fuera de la comunidad. Mirando hacia el futuro, recibimos un gran interés por parte de la comunidad en retomar el formato de dos días con desfile. Varias empresas y organizaciones ya han expresado su entusiasmo por participar si el desfile regresa, incluyendo la Asociación de Charros así como grupos de Low Riders y camionetas personalizadas. Su interés subraya el deseo de la comunidad de ver crecer y fortalecer esta tradición. En resumen, Fiestas Patrias 2025 fue una celebración de cultura, unidad y orgullo. La respuesta positiva de la comunidad y su activa participación reafirman la importancia de este evento en West Chicago. Esperamos continuar colaborando con la Ciudad para asegurar que las futuras ediciones de Fiestas Patrias sean aún más exitosas, inclusivas e impactantes. Una vez más, gracias por su apoyo y colaboración Sinceramente, Rafael Vieyra Sugeira Tellez Rafael Vieyra Sugeira Tellez Executive Director of Despertar Latino Director of Operations 401 E North Ave Suite 11, Villa Park IL 60181 (630) 290-2309 208 Center St West Chicago, IL 60185 (630) 903 7364 ===== PDF PAGE 63 ===== [Extraction: embedded PDF text] Income and Expense Report Event: Mexican Independence Day Celebrations 2025 Location: West of Chicago Event Date: September 14, 2025 Prepared by: Reynaldo Carreño – Administrative Director Approved by: Rafael Vieyra – Executive Director ===== PDF PAGE 64 ===== [Extraction: embedded PDF text] 1. General Summary • Total Income: $24,600.00 • Total Expenses: $14,405.59 • Final Balance (Surplus): $10,194.41 2. Income by Source of Participation Source Amount Sponsor $8,100.00 Grant – West Chicago $14,600.00 Vendor $300.00 Food $1,050.00 Craft $250.00 Nonprofit Organization $200.00 Services $100.00 3. Expenses by Category Category Amount Logistics $14,405.59 See Appendix II – Expense Details 4. Specific Sponsor Report • Javis Burritos – Elizabeth Hinojosa → $500.00 • Daniel Associates / Real Estate → $1,000.00 • Amigas Restaurant – Marcelina → $300.00 • Porcayo Realty – Pedro Porcayo → $500.00 • St. Andrews Golf and Country Club → $1,000.00 • Costa Ivonne Julio Acosta → $1,000.00 • Republic Bank → $1,000.00 • Cantigny Park – Robert McCormick → $1,000.00 • Lipscomb Engineering → $300.00 • West Chicago Museum → $500.00 • Nicor Gas → $1,000.00 . ===== PDF PAGE 65 ===== [Extraction: OCR (rendered-page OCR)] APPENDIX I - Income Details Descriptions * Type -T) Amount ¥ Sponsor Contribution: (National Holidays) West Chicago Income §& 4,500.00 Spot Payment: Despertar Latina Income § 25.00 Spot payment: Jorge's Paleteria y Neveria - Maria Nicolas Income §& 150.00 Sponsor contribution: Javis Burritos - Elizabeth Hinojosa Income § 500.00 Spot payment: Javis Burritos - Elizabeth Hinojosa Income §& 250.00 Spot Payment: : Winfield Township Clerk - Cyd Paulsen Income § 25.00 Spot Payment: Neighborhood Food Pantry - Tom Income §& 25.00 Spot Payment: Tiny Celebrations - Giovanna young 1 Income § 50.00 Spot Payment: Tiny Celebrations - Giovanna young 2 Income §& 25.00 Spot Payment: Islamic Center of Western Suburbs - Mohammed Income § 25.00 Spot Payment: Courtyard Banquets - Alexandra Romero Enterprise Income §& 25.00 Spot Payment: TacoGyro LLC - Jose Alvarado Income § 250.00 Spot Payment: Courtyard Banquets - Alexandra Romero Enterprise Income §& 50.00 Spot Payment: WeGo Together for Kids - Molly Dean Income § 25.00 Spot payment: The wood crafters by Luz y Juan - Juan y Luz Income §& 50.00 Spot payment: Jewelry Clau and accessories - Claudia Colon Income § 75.00 Spot payment: Tania'’s Toys - Tania Cuevas Income §& 75.00 Spot payment: Skarlata & Yolis Crochet - Erin and Yolanda Income § 50.00 Spot Payment: Sunny Vibes by - Jennifer Soto Income §& 150.00 Spot Payment: Realty of America - Edna Pasillas Realtor Income § 75.00 Spot payment: La India Grocery - Mariano Chavez Income §& 150.00 Sponsor Contribution: Daniel Associates/RealState Income § 1,000.00 Sponsor contribution: Amigas restaurante - Marcelina Income §& 300.00 Spot payment: Amigas restaurant - Marcelina Income § 250.00 Spot Payment: Winfield Township Democratic Org —Lynn Casey Income §& 25.00 Spot Payment: The Morton arboretum - Brooke Pudar Income § 25.00 Sponsor contribution: Porcayo Realty - Pedro Porcayo Income §& 500.00 Sponsor contribution: St. Andrews Golf and Country Club Income § 1,000.00 Sponsor contribution: (National Holidays) West Chicago Income §& 3,500.00 Sponsor contribution: Costa Ivonne Julio Acosta Income § 1,000.00 Sponsor contribution: Republic Bank Income §& 1,000.00 Sponsor contribution: Cantigny Park - Robert Mccormick Income § 1,000.00 Sponsor contribution: Lipscomb Engineering Income §& 300.00 Sponsor contribution: Museum of West Chicago Income § 500.00 Sponsor Contribution: Nicor Gas Income §& 1,000.00 Sponsor contribution: (National Holidays) West Chicago Income $ 6,100.00 Sponsor contribution: (National Holidays) West Chicago Income S$ 500.00 Spot Payment: Xilin Association Income $ 25.00 Spot Payment: Educare Income S$ 25.00 5 24,600.00 ===== PDF PAGE 66 ===== [Extraction: OCR (rendered-page OCR)] APPENDIX II — Expense Details Descriptions * |Type |-T| Expense | * Facebook Ad Campaign Expense 5 7.00 Facebook Ad Campaign Expense 5 2.00 Facebook Ad Campaign Expense 5 7.00 Payment of Public Bathroom Rental Expense 5S 1,095.00 Facebook Ad Campaign Expense 5 300.00 Facebook Ad Campaign Expense 5 2.67 Insurance for the event. Expense 5 870.97 Candy Purchase Expense 5 140.58 Candy Purchase Expense 5 105.48 Anti-stress balls for distribution Expense 5S 73.98 Bags for Candy distribution Expense 5 9.99 Bags for Candy distribution Expense 5S 39.96 T-shirts for event volunteers Expense 5 245.02 Yard signs Expense 5S 390.00 Stage and power generator rental (Down payment) Expense 5 500.00 Bags for Candy distribution Expense 5 9.99 Plastic boxes and weight plates for tents Expense 5 131.67 Virtual photo album of the event Expense 5 49.00 Walkie Talkies for Communication Expense 5 379.96 Drinks and snacks for volunteers and artists Expense 5 46.57 Tables and Chairs Expense 5 379.91 Plastic tie-downs Expense 5 33.46 Tents. Expense 5 186.98 Stage and power generator rental Expense 5 3,100.00 Drinks and snacks for volunteers and artists Expense 5 274.20 Plastic containers, Weight plates for the tents Expense 5 116.02 Payment a Juan Rojas - Artist for the anthem Expense 5 200.00 Payment Bertin Sanchez Los Corb Band Expense $ 1,000.00 Payment Vicente Dias Band El retorno Musical Band Expense 5 1,000.00 Sponsors and Event banners Expense S 718.29 Stipend Fiestas Patrias Ana Nava Plastic Artist. Expense 5 500.00 Payment Mateo Garcia / Balet Folklorico Xochiptzahuatl Expense S 700.00 Sound System Rental: Sound System Lic - Full Payment Expense 5 1,500.00 Purchase of Printer Toner used for flyers —"Replenishment™ Expense S 399.89 § 14,405.59