===== PDF PAGE 41 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO CITY COUNCIL AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: ______5.C._______ Addendum to Museum Management Services Agreement Due to Temporary Relocation and FILE NUMBER: _______________ Construction Impacts COMMITTEE AGENDA DATE: February 17, 2026 Resolution 26-R-0016 COUNCIL AGENDA DATE: February 17, 2026 STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE __________________________ ITEM SUMMARY: The City is preparing to undertake significant restoration and construction work at 132 Main Street, the primary home of the West Chicago City Museum. Construction is anticipated to begin in Spring 2026 and may extend through Fall 2027. As a result, the Museum must fully vacate the building and temporarily relocate its operations, exhibits, and collection. While the existing agreement with Phalen Consulting provides for day-to-day museum management, it does not address: • Temporary relocation of museum operations, • Multi-site storage of the Museum Collection, • Adjusted public hours due to construction impacts, • Responsibilities for preparing temporary storage locations, • Temporary security and technology needs, or • Coordination around historic preservation standards for the 132 Main Street improvements. For these reasons, a formal contract addendum is necessary to clearly define roles, expectations, and timelines during this construction period. Timing of the Addendum The Addendum would be: • Effective upon execution, so that planning, packing, and coordination can begin immediately; and • In effect until December 31, 2027, or until the City approves the building for occupancy and the Museum operations have resumed at 132 Main Street, whichever occurs later. This ensures the Addendum remains in place for the full duration of construction and relocation Key Elements of the Addendum The Addendum: 1. Sets a clear move-out deadline o Requires the Museum to vacate the Exhibit Building by April 1, 2026, while allowing continued public access until relocation begins. o Establishes procedures for limited, escorted access during construction. o Provides for coordinated move-back once the City approves the building for re-occu- pancy. ===== PDF PAGE 42 ===== [Extraction: embedded PDF text] 2. Identifies temporary locations o Designates 200 Main Street as the primary temporary public exhibit location. o Identifies three storage locations: ▪ 126 W. McConnell Street (existing primary storage), ▪ 200 Main Street (limited storage), and ▪ 103 W. Washington Street (Gallery 200) (shared space for limited storage/exhib- its). 3. Addresses shared space and use restrictions o Allows shared use of 103 W. Washington Street under a separate lease with People Made Visible. o Maintains exclusive Museum use of 200 Main Street and 126 W. McConnell Street. 4. Adds life-safety and code expectations o Clarifies that Phalen must arrange exhibits and storage in a manner consistent with building and fire codes, while the City remains responsible for base building systems. 5. Provides for historic review input o Gives Phalen an opportunity to review Exhibit Building plans and comment within one week regarding consistency with the Secretary of the Interior’s Standards. 6. Confirms insurance coverage o Ensures the Museum collection remains insured during relocation and at all temporary sites. 7. Modifies public hours due to construction o Allows up to three weeks of closure for relocation in 2026 and move-back in 2027. o Sets minimum public hours of 750 in 2026 and 700 in 2027, with flexibility for move- back. o Expands mobile programming at the Kruse House, Library, and Gallery 200. 8. Acknowledges storage constraints o Allows Phalen to evaluate the collection and recommend deaccessioning if necessary, following all required policies and approvals. This Addendum is intended to keep the Museum operational, protect the collection, and provide clar- ity for all parties while 132 Main Street is under construction. Staff recommends approval so reloca- tion planning can proceed in an orderly and coordinated manner. ACTIONS PROPOSED: Approval of a Resolution authorizing the Mayor to execute an Addendum to the Agreement between the City of West Chicago and Phalen Consulting Inc. for City Museum Management Services. COMMITTEE RECOMMENDATION: This item is being presented to the Public Affairs Committee for consideration prior to the City Coun- cil meeting. Attachment: Resolution 26-R-0016 ===== PDF PAGE 43 ===== [Extraction: embedded PDF text] RESOLUTION NO. 26-R-0016 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN ADDENDUM TO THE AGREEMENT BETWEEN THE CITY OF WEST CHICAGO AND PHALEN CONSULTING INC. FOR CITY MUSEUM MANAGEMENT SERVICES WHEREAS, the City of West Chicago (“CITY”) owns and operates the West Chicago City Museum (“MUSEUM”), including the facility located at 132 Main Street, West Chicago, Illinois; and WHEREAS, on December 16, 2024, the City Council approved Resolution No. 24-R- 0095 authorizing the Mayor to execute an Agreement with Phalen Consulting, Inc. (“PHALEN”) for the operation and management of the West Chicago City Museum (“Agreement”); and WHEREAS, the CITY is undertaking restoration and construction work at 132 Main Street that requires the temporary relocation of Museum operations and collection storage; and WHEREAS, the existing Agreement does not address temporary relocation, temporary storage locations, or modified operations during construction; and WHEREAS, the CITY and PHALEN have negotiated an Addendum to the Agreement entitled “Addendum to Agreement for City Museum Management Services Due to Temporary Relocation, Collection Storage, and Operational Modifications” (“Addendum”) to address these matters; and WHEREAS, the City Council finds that approval of the Addendum is in the best interests of the CITY and the preservation of the Museum Collection during construction. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Chicago, DuPage County, Illinois, in the exercise of their home rule powers, as follows: SECTION 1. That the foregoing recitals shall be and are hereby incorporated into and made a part of this Resolution as if fully set forth in this Section 1. SECTION 2. The Mayor is hereby authorized and directed to execute, on behalf of the City of West Chicago, the Addendum to the Agreement between the City of West Chicago and Phalen Consulting, Inc. for City Museum Management Services, in substantially the form attached as Exhibit A, made a part hereof as though fully set forth herein. SECTION 3. The City Administrator, Director of Business & Community Relations, and other appropriate City officials are authorized to take such actions as are necessary to implement the terms of the Addendum consistent with this Resolution. Page 1 of 9 ===== PDF PAGE 44 ===== [Extraction: embedded PDF text] SECTION 4. If any section, paragraph, clause, or provision of this Resolution shall be held invalid, the invalidity thereof shall not affect any of the other provisions of this Resolution, which are hereby declared to be separable. SECTION 5. This Resolution shall be in full force and effect from and after its passage and approval as provided by law. APPROVED this 17th day of February 2026. AYES: ________ NAYES: ________ ABSTAIN: ________ ABSENT: ________ ______________________________ Mayor Daniel Bovey ATTEST: _______________________________ Valeria Perez, Executive Office Manager Page 2 of 9 ===== PDF PAGE 45 ===== [Extraction: embedded PDF text] EXHIBIT A ADDENDUM TO AGREEMENT FOR CITY MUSEUM MANAGEMENT SERVICES DUE TO TEMPORARY RELOCATION, COLLECTION STORAGE, AND OPERATIONAL MODIFICATIONS This Addendum (“Addendum”) is made and entered into by and between the City of West Chicago, an Illinois municipal corporation (“CITY”), and Phalen Consulting, Inc. (“PHALEN”), and amends that certain Agreement Between the City of West Chicago and Phalen Consulting for the Operation of the West Chicago City Museum, dated December 16, 2024 (the “Agreement”). WHEREAS, the CITY owns the West Chicago City Museum, which includes several facilities, but has historically housed its public exhibit space, limited MUSEUM Collection storage and offices at 132 Main Street, as described in Attachment A to the Agreement; and WHEREAS, PHALEN operates the West Chicago City Museum as an independent contractor pursuant to the Agreement; WHEREAS, the CITY is undertaking significant restoration and construction work at 132 Main Street, anticipated to begin Spring 2026 and extend through Fall 2027; and WHEREAS, such construction requires the complete vacation of the 132 Main Street and removal of the Museum Collection; and WHEREAS, the parties desire to temporarily relocate Museum operations and storage while maintaining the integrity, care, and public mission of the Museum. NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows: I. EFFECTIVE DATE; TERM; DEFINITIONS A. Effective Date. This Addendum shall become effective upon execution by both parties (“Effective Date”). B. Term / Expiration. This Addendum shall remain in effect until (1) December 31, 2027, or until (2) PHALEN has resumed primary Museum operations at 132 Main Street following the CITY’s approval of re-occupancy of 132 Main Street, whichever occurs later (“ADDENDUM TERMINATION”), unless otherwise terminated, extended or modified by mutual written agreement of the parties, in which case such modified termination date shall become the date of the ADDENDUM TERMINATION. C. Temporary Relocation Period. For purposes of this Addendum, the “Temporary Relocation Period” shall mean the period commencing April 1, 2026, and continuing until both of the following have occurred: (i) the CITY has determined that 132 Main Page 3 of 9 ===== PDF PAGE 46 ===== [Extraction: embedded PDF text] Street is ready for re-occupancy, and (ii) PHALEN has completed a commercially reasonable relocation of Museum materials back to 132 Main Street and resumed primary Museum operations there. D. Pre-Relocation Activities. PHALEN’s responsibilities related to planning, preparing, packing, coordinating, and relocating the Museum Collection and operations shall begin upon the Effective Date and continue through April 1, 2026, and thereafter as necessary to complete the relocation. II. TEMPORARY VACATING OF 132 MAIN STREET A. Vacate Deadline. PHALEN shall coordinate the complete removal of the Museum Collection, exhibits, furnishings, equipment, and operational materials from 132 Main Street no later than April 1, 2026. B. Construction Period. PHALEN acknowledges that construction is anticipated to continue through Fall 2027, and that access to 132 Main Street during this period may be limited or prohibited at the CITY’s sole discretion. During the construction period, PHALEN’s must request access to 132 Main Street in writing at least 48 hours in advance to the requested access time. No access shall be permitted unless the City Administrator or his or her designee approves in writing, in which case PHALEN shall be accompanied by a CITY official, agent or employee during such access. C. City Assistance with Relocation. The CITY shall provide reasonable assistance, subject to staffing availability, to relocate the Museum Collection, exhibits, furnishings, equipment, and related materials, as requested by PHALEN, including coordination of City resources and logistics support as available. PHALEN shall submit any request for City at least one week in advance. D. Return to 132 Main Street. Upon completion of the improvements at 132 Main Street and when the CITY approves the building for re-occupancy and authorizes the Museum to return, PHALEN shall promptly commence coordinating the relocation of Museum operations back to 132 Main Street and shall complete such relocation within a commercially reasonable period of time. The CITY shall provide assistance with the return relocation as requested, subject to availability of City resources and advance notice as provided above. III. TEMPORARY MUSEUM OPERATIONS & STORAGE LOCATIONS A. Primary Temporary Museum Location. The Museum’s primary public-facing operations shall be temporarily relocated to 200 Main Street, West Chicago, Illinois. B. Collection Storage Locations. During the construction period, the Museum Collection shall be stored as follows: • 126 W. McConnell Street – primary off-site collection storage; • 200 Main Street – limited collection storage where practical and appropriate; • 103 W. Washington Street (Gallery 200) – limited storage and exhibit space, including accommodation of the large exhibit currently located on the second floor of the Museum. Page 4 of 9 ===== PDF PAGE 47 ===== [Extraction: embedded PDF text] C. Professional Standards. All storage and exhibit locations shall comply with professional museum standards, including environmental controls, security, and access restrictions consistent with the Museum’s Collections Policy. D. Code Compliance and Life Safety Requirements. 1. PHALEN shall arrange, install, store, and display Museum Collection materials, exhibits, furnishings, equipment, and operational supplies at all temporary locations in a manner that complies with all applicable building codes, fire codes, and life- safety requirements, including but not limited to maintaining required means of egress, keeping exits, corridors, and fire protection equipment unobstructed, and complying with any applicable occupancy limits and safety requirements. 2. The CITY shall remain responsible for base building systems and facility maintenance as provided in the Agreement; however, PHALEN shall be responsible for ensuring that exhibit layouts, storage configurations, and operational use of space do not create code or life-safety violations. PHALEN shall coordinate with the CITY as needed to confirm compliance prior to opening any exhibit or public space to the public. IV. CITY-PROVIDED SERVICES / STORAGE LOCATIONS A. Internet & Security. The CITY shall provide, at its cost: • Internet service at 200 Main Street; and • A security system appropriate for Museum operations and collection protection at 200 Main Street. B. Flag Mounts. The CITY shall install flag mounts at 200 Main Street for the display of Museum flags during the Temporary Relocation Period. C. Preparation of 126 W. McConnell Street for Expanded Temporary Storage. The parties acknowledge that the Museum Off-Site Storage Facility located at 126 W. McConnell Street will be required to accommodate additional temporary storage needs during the relocation and construction period. 1. Facility Readiness. The CITY shall provide for reasonable cleaning, removal of non- Museum materials (if any), and organization of the premises as necessary to make adequate space available for Museum Collection storage consistent with professional museum standards. 2. Coordination. PHALEN shall coordinate with the CITY regarding layout, shelving needs, and collection placement to ensure safe storage, access control, and inventory tracking. 3. Timing. The CITY shall use best efforts to complete such preparation sufficiently in advance of the vacate deadline of April 1, 2026, to allow for orderly staging and transfer of the Museum Collection. V. USE OF MUSEUM PROPERTIES AND SHARED SPACE Page 5 of 9 ===== PDF PAGE 48 ===== [Extraction: embedded PDF text] A. Museum Use Only (City Museum Facilities). Except as otherwise provided herein, all City Museum properties and temporary locations identified in this Addendum shall be used exclusively for City Museum purposes. B. Shared Use of 103 W. Washington Street. The parties acknowledge and agree that 103 W. Washington Street is a shared-use location and is anticipated to be used in conjunction with People Made Visible programming, including Gallery 200 and Healthy West Chicago. The use of 103 W. Washington Street shall be regulated through a separate lease agreement and associated terms approved by the CITY, and therefore 103 W. Washington Street is excluded from the “Museum Use Only” requirement in Section V.A. C. Prohibited Uses of City Museum Facilities. City Museum facilities and properties (including but not limited to 200 Main Street and 126 W. McConnell Street) shall not be used for programming, meetings, storage, or activities of other organizations, unless expressly authorized in writing by the CITY through a separate agreement. VI. REVIEW OF GALLERY BUILDING IMPROVEMENT PLANS A. Opportunity to Review Plans. The City shall provide PHALEN an opportunity to review the improvement plans for 132 Main Street for the purpose of evaluating whether the planned work complies with the Secretary of the Interior’s Standards for the Treatment of Historic Properties, as applicable. PHALEN shall provide any comments or feedback to the CITY within one (1) week of receipt of the plans. VII. FUNDRAISING, SPONSORSHIPS, AND PARTNERSHIPS A. No Authority to Bind the City. PHALEN is an independent contractor and shall have no authority to bind the CITY, obligate the CITY, or enter into any contract, sponsorship agreement, memorandum of understanding, grant agreement, loan agreement, donor agreement, or other commitment on behalf of the CITY or the Museum without prior written authorization from the CITY. B. Fundraising Administered Through the Friends of the Museum. Fundraising activities, including solicitation and acceptance of monetary donations and sponsorships for the benefit of the Museum, shall be administered through the Friends of the West Chicago City Museum (“FRIENDS”), consistent with the Agreement’s donation provisions and the Museum Trust Account requirements. C. Public Communications and Donor Restrictions. PHALEN may promote Museum needs and encourage community support; however, PHALEN shall not represent that any donation, sponsorship, or fundraising proceeds will be used for a specific purpose or under specific restrictions unless approved in writing by the CITY and accepted/processed through the FRIENDS in accordance with applicable policies. VIII. INSURANCE & RISK MANAGEMENT A. Collection Insurance. The CITY shall continue to insure the Museum Collection against loss or damage during relocation, storage, and exhibition at all temporary locations, consistent with Article III of the Agreement. Page 6 of 9 ===== PDF PAGE 49 ===== [Extraction: embedded PDF text] B. Notification & Endorsements. PHALEN shall cooperate with the CITY to ensure that all temporary locations are disclosed to the CITY’s insurer and properly endorsed as insured locations, as required. C. Consultant Insurance. PHALEN’s insurance obligations under Article IV of the Agreement shall remain in full force and effect and shall apply to services performed at all temporary locations. IX. TEMPORARY CLOSURE AND MODIFIED HOURS OF OPERATION A. Temporary Closure for Relocation. The parties acknowledge that Museum operations may cease for up to three (3) consecutive weeks due to the relocation of Museum operations and movement of exhibits, furnishings, equipment, and collection materials. Such closure shall not be deemed a breach of the Agreement or this Addendum. B. Modified Minimum Public Hours. 1. During calendar year 2026, PHALEN shall be required to open the Museum to the public for a minimum of seven hundred fifty (750) hours, recognizing the temporary closure described in Section IX.A. 2. During calendar year 2027, PHALEN shall be required to open the Museum to the public for a minimum of seven hundred (700) hours, recognizing anticipated impacts from construction associated with the Downtown Modernization & Beautification Project, including but not limited to construction along Main Street and Turner Court. C. Mobile & Off-Site Programming. In exchange for reduced public hours during 2027 impacts, PHALEN shall expand mobile exhibits and programs, as feasible, at the following locations: • Kruse House Museum • West Chicago Public Library • 103 W. Washington Street (Gallery 200) D. Good Faith Adjustment. Any adjustments to schedules and hours shall be coordinated with the Business & Community Relations Director in advance and shall not be deemed a breach of the Agreement or this Addendum when made in good faith due to construction impacts, public safety concerns, or relocation logistics. E. Temporary Closure for Return Relocation to 132 Main Street. The parties acknowledge that the return relocation of Museum operations to 132 Main Street, including packing, transport, reinstallation, exhibit setup, and reopening preparations, may require a temporary closure of Museum operations for up to three (3) consecutive weeks. Such closure shall not be deemed a breach of the Agreement or this Addendum. F. Additional Adjustment to Minimum Hours if Return Relocation Occurs in 2027. If the return relocation to 132 Main Street occurs during calendar year 2027 and results in additional closure beyond that anticipated in this Addendum, the Business & Community Relations Director may approve a further adjustment to the minimum public hours requirement for 2027 in writing, which approval shall not be unreasonably withheld. Page 7 of 9 ===== PDF PAGE 50 ===== [Extraction: embedded PDF text] X. COLLECTION EVALUATION AND POTENTIAL DEACCESSIONING A. Storage Constraints. The parties acknowledge that the CITY has limited available storage space for Museum Collection storage. B. Evaluation of Collection and Space Needs. PHALEN shall evaluate the Museum Collection in relation to available storage capacity and operational needs. C. Potential Deaccessioning. If necessary to fit within the storage space available and to maintain professional museum standards, PHALEN may recommend deaccessioning of items. Any deaccessioning shall be conducted strictly in accordance with the Museum’s Collections Policy and all applicable requirements under the Agreement, including required approvals. XI. NO OTHER MODIFICATIONS Except as expressly modified herein, all defined terms, terms, conditions, obligations, and compensation provisions of the Agreement remain in full force and effect. In the event of a conflict, this Addendum shall control only for the duration of this Addendum’s term. XII. EXECUTION This Addendum may be executed in counterparts and shall become effective upon execution by both parties. Effective Date: ________________ CITY OF WEST CHICAGO By: _______________________________ Name/Title: ________________________ Date: _____________________________ Page 8 of 9 ===== PDF PAGE 51 ===== [Extraction: OCR (rendered-page OCR)] PHALEN CONSULTING, INC. By: Sara A. Phalen Date: Page 9 of 9