===== PDF PAGE 32 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO CITY COUNCIL AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _____7.A.______ America 250 Parade Funding Agreement with Western DuPage Chamber of Commerce COMMITTEE AGENDA DATE: March 16, Resolution No. 2026-R-0029 2026 COUNCIL AGENDA DATE: April 6, 2026 STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE__________________________ ITEM SUMMARY: As part of the City’s America 250 programming, the America 250 Parade is planned for July 5, 2026 as a featured community event. The Western DuPage Chamber of Commerce has agreed to serve as the coordinating organization responsible for planning and executing the Parade. The Public Affairs Committee reviewed the terms of the proposed agreement at its March 16, 2026 meeting and unanimously supported advancing it for City Council consideration. The agreement establishes the Chamber as the organizing entity responsible for parade coordination, participant management, and event-day operations, while the City provides $5,000 in financial support, in-kind municipal services (i.e. police presence, street closures, barricades, public works assistance), and promotional support. The City will serve as the sole financial sponsor of the Parade, and the Chamber will recognize the City accordingly in all promotional materials. The agreement also includes requirements related to participant registration, insurance, and risk management. The funding is structured to allow up to $1,500 for planning and coordination activities, with the remaining funds supporting parade units, participant recruitment, insurance, and promotion. Payment is structured with $3,000 provided in advance and the remaining $2,000 paid following the Parade upon submission and acceptance of a final report. Staff recommends approval of the Funding Agreement with the Western DuPage Chamber of Commerce to support delivery of the America 250 Parade. ACTIONS PROPOSED: Consideration of Resolution No. 2026-R-0029 regarding the 2026 America 250 Parade. COMMITTEE RECOMMENDATION: The Public Affairs Committee unanimously recommended the terms of the funding agreement for approval at their March 16, 2026 meeting. ===== PDF PAGE 33 ===== [Extraction: embedded PDF text] RESOLUTION NO. 2026-R-0029 A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A FUNDING AGREEMENT WITH THE WESTERN DUPAGE CHAMBER OF COMMERCE TO SUPPORT THE 2026 AMERICA 250 PARADE IN AN AMOUNT NOT TO EXCEED $5,000.00 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 2026 America 250 Parade between the City of West Chicago and the Western DuPage Chamber of Commerce, attached hereto, and incorporated herein as Exhibit “A”. APPROVED this _______ day of April 2026. AYES: _________ NAYES: _________ ABSTAIN: __________ ABSENT: __________ ________________________ Mayor Daniel Bovey ATTEST: _____________________ Executive Office Manager Valeria Perez ===== PDF PAGE 34 ===== [Extraction: embedded PDF text] Exhibit A Funding Agreement for America 250 Parade for 2026 THIS AGREEMENT is made and entered into on the 6th day of April 2026, by and between the Western DuPage Chamber of Commerce (hereinafter referred to as “Chamber”) and City of West Chicago, Illinois (hereinafter referred to as “City,” and together with the Chamber, the “Parties”). In consideration of the mutual covenants and agreements hereinafter contained, as well as other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: The Chamber shall serve as the organizing entity and shall be responsible for planning, coordinating, and executing all aspects of the America 250 Parade (hereinafter referred to as the “Parade”), scheduled to occur on July 5, 2026, along an agreed-upon route within the City. The City shall provide financial support in the amount of Five Thousand Dollars ($5,000) and in-kind municipal services as described herein. The City shall not be responsible for planning, supervising, controlling, or managing the Parade and shall not be considered an organizer or operator of the Parade for purposes of liability. 1. Sponsorships and Fees The Chamber agrees that it will not solicit or accept Parade sponsorships, as the City will serve as the sole financial sponsor of the Parade. I. The Chamber may charge participation fees to businesses wishing to take part. a. Businesses located within West Chicago that are celebrating a special anniversary may participate without a fee. b. Nonprofit organizations located outside of West Chicago may be charged a participation fee. c. Participation priority should be given to organizations and businesses located within West Chicago. 2. Responsibilities of the Chamber The Chamber agrees to: I. Submit the Special Event Permit Application by April 10, 2026. Page 1 of 7 ===== PDF PAGE 35 ===== [Extraction: embedded PDF text] II. Attend coordination meetings with the City. III. Coordinate parade entries, staging, lineup, and scheduling. IV. Secure necessary permits, licenses, and insurance required for the Parade. V. Plan, organize, and manage all aspects of the Parade, including event-day coordination and volunteer oversight. VI. Promote the Parade through marketing and community outreach using the City provided America 250 logo. a. Create a Facebook event and add the City as a co-host b. Include the City’s logo and recognition as the Parade sponsor on all promotional materials, including printed materials, banners, and signage, as applicable. VII. Require all Parade participants to register in advance through a process established by the Chamber. Participation shall be limited to registered participants who have completed required hold harmless agreements and, for motorized units, provided proof of automobile liability insurance as required by this Agreement. VIII. Comply with all applicable local, state, and federal laws and regulations. IX. The Chamber shall comply with all police and public works directives regarding traffic control, barricades, and public safety, including any additional measures identified during the Parade. 3. Responsibilities of the City The City agrees to: I. Provide in-kind municipal support services, which may include police presence, street closures, barricades, and public works assistance. II. Promote the Parade through marketing and community outreach. a. Highlight the Parade on the City’s page through news announcements and newsletters. b. Share Parade content on the City’s official Facebook page c. Add the Parade to the City calendar d. Promote the Parade on the City’s electronic message board for a minimum of fifteen (15) days prior to the Parade. III. Contribute funding in the amount of Five Thousand Dollars ($5,000.00) to support the Parade in accordance with the Payment Terms in Section 4. Page 2 of 7 ===== PDF PAGE 36 ===== [Extraction: embedded PDF text] 4. Payment Terms I. The City shall remit payment of $3,000.00 to the Chamber no later than April 20, 2026. II. The remaining $2,000 shall be paid upon submission and City approval of the final report. III. The final report shall, at a minimum, include financial information, estimated attendance, and a summary of parade participants and activities. IV. Funds shall be used for expenses directly related to the planning, coordination, promotion, and execution of the Parade. Up to $1,500 may be used for staffing, planning, and coordinating costs, with the remaining funds used for marketing, insurance, parade participant costs, etc. 5. Cancellation I. The City reserves the right to cancel, postpone, or suspend the Parade, in whole or in part, due to weather conditions, emergency situations, construction, public safety concerns, or other conditions beyond the City’s control that may impact the safe and orderly conduct of the Parade. II. The decision to cancel, postpone, or suspend the Parade shall be made by the City Administrator, Chief of Police, or other authorized City official, in consultation with appropriate City departments and emergency services personnel. III. To the extent practicable, the City shall make cancellation or postponement decisions in advance of the Parade and communicate such decisions to the Chamber in a timely manner. However, the City reserves the right to make such determinations at any time, including during the Parade, if conditions warrant. IV. Upon notification of cancellation or postponement, the Chamber shall be responsible for communicating such information to Parade participants and coordinating any necessary follow-up actions. V. In the event of cancellation due to circumstances beyond the Chamber’s control, the Chamber may retain funds allocated for planning and coordination activities. For remaining funds, the parties may confer regarding reimbursement of reasonable, documented expenses incurred in preparation for the Parade, including but not limited to insurance and committed costs. Any unspent funds shall be returned to the City. VI. Cancellation of the Parade shall not, by itself, constitute termination of this Agreement. Page 3 of 7 ===== PDF PAGE 37 ===== [Extraction: embedded PDF text] 6. Insurance and Indemnification I. Insurance Requirements The Chamber agrees to maintain, at its expense, the following insurance coverage for the duration of the Parade and all related activities: a. Workers’ Compensation Insurance Workers’ Compensation insurance in amounts required by the laws of the State of Illinois, and Employer’s Liability insurance. b. Commercial General Liability Insurance Commercial General Liability insurance with limits not less than: i. $1,000,000 per occurrence ii. $2,000,000 aggregate Such coverage shall include bodily injury, property damage, personal injury, and contractual liability. c. Automobile Liability Insurance Automobile liability insurance covering all owned, non-owned, and hired vehicles with limits not less than: $1,000,000 per occurrence. II. Additional Insured and Primary Coverage The Commercial General Liability policy shall: a. Name the City of West Chicago, its officials, agents, employees, and volunteers as additional insureds b. Be endorsed using a blanket additional insured endorsement, or equivalent c. Be primary and non-contributory with respect to any insurance or self-insurance maintained by the City III. Certificates of Insurance The Chamber shall provide the City with Certificates of Insurance and required endorsements evidencing the coverage set forth herein at least twenty-one (21) days prior to the Parade, in accordance with the City’s Special Event Permit requirements. IV. Participant Insurance and Risk Management Page 4 of 7 ===== PDF PAGE 38 ===== [Extraction: embedded PDF text] For purposes of this Agreement, a “Motorized Unit” means any self-propelled vehicle or any vehicle used to tow a float or other parade element, including but not limited to automobiles, trucks, motorcycles, tractors, and similar equipment. The Chamber shall be responsible for ensuring that all Parade participants comply with applicable risk management requirements, including: a. Hold Harmless Agreements All registered Parade participant groups shall execute a hold harmless and indemnification agreement as part of the Parade registration process, which shall include an acknowledgment of participation at their own risk. b. Motorized Unit Insurance Requirements The Chamber shall require all motorized Parade participants to certify, as part of the registration process, that any motorized unit participating in the Parade is covered by valid automobile liability insurance in amounts required by Illinois law. Participation shall be limited to registered motorized units. The Chamber shall require each motorized unit to be identified through the registration process, including the vehicle description and license plate number, and may verify such information on the day of the Parade as part of staging and check-in procedures. c. Additional Requirements for Higher-Risk Participants The Chamber shall require Certificates of Insurance from Parade participants whose activities present elevated risk, as determined in coordination with the City. d. Record Retention The Chamber shall obtain, verify, and retain all participant registration documentation and shall provide copies to the City upon request. V. Special Event Permit Requirements The Chamber shall comply with and be bound by the hold harmless, waiver, and insurance requirements outlined in the City’s Special Event Permit Application, which are hereby incorporated by reference and supplement the requirements set forth in this Section. VI. Right to Verify Coverage The Chamber hereby grants the City permission to communicate directly with the Chamber’s insurance carrier or agent to verify that all required insurance policies, Page 5 of 7 ===== PDF PAGE 39 ===== [Extraction: embedded PDF text] certificates, and endorsements comply with the terms of this Agreement and the City Code. VII. Indemnification To the fullest extent permitted by law, the Chamber agrees to indemnify, defend, and hold harmless the City of West Chicago, its officials, agents, employees, and volunteers from and against any and all claims, damages, losses, liabilities, and expenses, including reasonable attorney’s fees, arising out of or resulting from: a. The Chamber’s planning, coordination, or operation of the Parade b. The acts or omissions of the Chamber, its employees, agents, volunteers, contractors, or participants except to the extent caused by the negligence or willful misconduct of the City. WESTERN DUPAGE CHAMBER OF COMMERCE By: _______________________________ Name: __________________________ Title: ________________________ Attest: By: ________________________________ Name: __________________________ Title: ________________________ CITY OF WEST CHICAGO By: ______________________________ Daniel Bovey Mayor Page 6 of 7 ===== PDF PAGE 40 ===== [Extraction: OCR (rendered-page OCR)] Date: Attest: Valeria Perez: Title: Page 7 of 7 ===== PDF PAGE 41 ===== [Extraction: embedded PDF text] Item #13.A. West Chicago Civil Service Commission Annual Report January 1, 2025 – December 31, 2025 Chairman Keith Letsche, Commissioner Edmond Moore and Commissioner Kevin Millon served on the Civil Service Commission in 2025. Regular and special meetings were held in accordance with the Rules and Regulations of the Commission and the Illinois Open Meetings Act. Police recruitment and staffing changes held steady and were similar to the previous year. The City accepted two sworn retirements amounting to 44 years of dedicated service to the Community. There were no promotions to Sergeant or to Command staff. There was one hire from the entry-level list. The Police Department added the non-sworn position of Community Relations Officer. The City accepted the resignation of one police officer in 2025. The City did not make any Lateral Police Officer hires in 2025. The Final Eligibility Roster for Sergeant promotional candidates was approved effective January 14, 2025 and shall be in effect for two years or until exhausted. There were three promotional candidates who participated in the full testing process and have earned their placement on the Final Register. An entry-level Police Officer recruitment timeline was created to establish a new list, advertisements were made through recruitment channels as the City and Commission sought to establish a new entry-level Police Officer eligibility list. The previous entry-level Final Register had been exhausted. Applications were due to the testing vendor by September 15th. For the first time the Commission and City utilized a virtual testing process alongside the in-person testing option. Virtual testing for the written test was held the week of October 6th. In-person testing for the written test was held on October 12th. Structured oral interviews were held on November 12th and November 13th. A final eligibility list for entry-level Police Officer was approved by the Commission on January 13, 2026 with 23 candidates and will be in place for two years, or until exhausted, whichever is sooner. The table below provides some data regarding how entry-level Police Officer recruitments have been trending. Although application numbers and the number of written tests taken has trended down, the rate of final candidates to the number of applicants who submitted an application has trended up. 475 Main Street, West Chicago, Illinois 60185 Created by Ordinance 619 January 7, 1957 ===== PDF PAGE 42 ===== [Extraction: embedded PDF text] West Chicago Civil Service Commission Entry Level Candidate Recruitment Step 2025 2023 2021 2018 2016 # of Applicants Requesting Application 53 99 200 283 216 # of Applicants Submitting Application 50 40 84 152 158 # of Candidates Taking Written Test 36 31 56 57 110 # of Candidates Scheduled for Oral Interview 24 31 56 57 77 # of Candidates Listed on Final Register 23 26 42 41 48 The West Chicago Civil Service Commission sought one legal opinion in 2025 from the Commission’s legal counsel (Klein Thorpe Jenkins). The request for legal opinion included an analysis for the possibility of utilizing military reciprocity under Illinois statutes to enhance the hiring process for sworn police officers with military experience and out of state applicants. Additionally Commissioners asked for clarification regarding recordkeeping requirements for candidate testing materials. The Commission continues to enjoy a successful working relationship with the City of West Chicago and looks forward to continued success in 2026. The Commission submits this Annual Report to the Mayor of its activities for the year 2025 as required by the Civil Service in Cities Act. Respectfully Submitted West Chicago Civil Service Commission 475 Main Street, West Chicago, Illinois 60185 Created by Ordinance 619 January 7, 1957