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PRESENTATION ON SPECIAL EVENTS WITH PRE-EXISTING AGREEMENTS - BANK OF AMERICA SHAMROCK SHUFFLE, AND BANK OF AMERICA CHICAGO MARATHON
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To the Honorable Board of Commissioners of the Chicago Park District:
I. Recommendation
Pursuant to Chapter VII, Section C.3.c of the Code of the Chicago Park District, it is recommended that the Board of Commissioners receive presentations relating to special event permit applications for events of 10,000 or more per day. A presentation on Bank of America Shamrock Shuffle, and Bank of America Chicago Marathon, which had existing agreements in effect prior to the adoption of amendments to Chapter VII, is being provided for information and transparency purposes as part of the event permit process. This process which includes collection of required fees and documents including but not limited to insurance, site plan and waste removal plans. Attached as Exhibit A is a summary report of forms received prior to the due date for submission to the Board.
II. Information
Parties: See Exhibit A
Contract Type: Permit
III. Budget and Financial Information
Budget Classification: Operating Revenue
Fiscal Year: 2024
Fund line: 001.9310.9310.423005.00001.01.01.00001
IV. Explanation
The Chicago Park District continues its Community Engagement Guidelines which were introduced in 2022. The Guidelines employ a community engagement plan to keep neighboring residences, businesses and other stakeholders abreast of planned event operations. As part of their community engagement organizers are also encouraged to bring benefits to the community by hiring local residents and securing local vendors. This is consistent with actions taken by event organizers over the years who provide financial support to local parks and schools, organize park clean ups, host holiday food and toy drives and contribute to park capital improvements.
Effective November 16, 2022, Chapter VII of the Chicago Park District Code requires the Board to give provisional approval for permitted special events with an attendance of 10,000 or more per day before a Special Event Permit can be issued. Such event organizers must submit additional information to the Chicago Park District regarding their community engagement plans.
Bank of America Shamrock Shuffle, and Bank of America Chicago Marathon had an existing agreement in effect prior to the adoption of amendment to Chapter VII of the Chicago Park District Code. The Board is receiving a presentation on these permits for information and transparency purposes as part of the event permit process.
The events brought before the Board of Commissioners today are one-day events.
Special Events are held throughout the city in all sizes and types and offer many benefits, including:
• Revenues support parks and programs citywide
• Subsidizes and supports Park mission to maintain low or free program fees
• Increases access of special event option to community residents
• Activation of parks enhances safety, brings community together
• Enhance city vibrancy by bringing residents and visitors to communities
V. General Conditions
1. Conflicts: The agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2. Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i). The agreement shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.