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Home My WebLink About3.4 Request to waive the Village fees for the 82nd Annual Mount Prospect Lions Club Festival, scheduled June 30 - July 4, 2021.t�.f)AAI1C 1�d'+rn�iect Item Cover Page Subject Request to waive the Village fees for the 82nd Annual Mount ProspectLions Club Festival, scheduled June 30 - July 4, 2021. Meeting May 18, 2021 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - Fiscal Impact Dollar Amount Budget Source Category MAYORS REPORT Type Action Item Information This year's event has been carefully planned by the Lions Club and follows all Illinois Department of Public Health and CDC guidelines. This community celebration is sponsored by the Mount Prospect Lions Charities and 100% of the net proceeds from the festival are donated the charitable organizations. Attached is an operations plan for the 82nd 4th of July Festival presented by the Lions Club; since its submission the State of Illinois has moved into "Bridge Phase" of the Restore Illinois plan. This increases capacity for outdoor festivals and events to 30 people per 1,000 square feet compared to the 15 per 1,000 cited in the plan. Staff review of the plan suggests the event will comply with State of Illinois COVID-19 guidance and restrictions. The Village has met with the Lions Club on several occasions, working together to ensure that the event is planned with the safety of attendees in mind. The Lions Club has been a great community partner, raising funds through these events to benefit individuals and organizations throughout Mount Prospect. According to their website, mplions.org, initiatives include: • Donating funds to stock the Village's food pantry • Sending blind, deaf and special needs individuals to Camp Lions • Financing eye examinations and glasses for those in need 1 • Awarding college scholarships to deserving high school seniors • Promoting reading by giving away children's books at community events • Donated farmland to the Park District, that was developed into Lions Park • Purchased the pavilion for the Edwin and Elsie (Meyn) Busse Pocket Park • Purchased bicycles for the Police Department's bicycle patrol • Sponsored historical building restorations done by the Historical Society Representatives from the Lions Club will be available at the May 18, 2021 Village Board meeting to address any questions about the 4th of July Festival event. NOTE: The parade planners are moving forward with the 4th of July parade. STAFF RECOMMENDATION: Staff recommends approval of the 82nd 4th of July Lions Club Festival and fee waiver. Alternatives ATTACHMENTS: 2021 Fest Plan - Draft.pdf 2021 FEST MAP DRAFT.pdf 2 The food, beverage and entertainment area will be fully fenced with two entrances. We will promote all Illinois Department of Public Health and CDC guidelines within this area. These will include all the current guidance on mask usage and social distancing. Signs reminding patrons of these requirements will be posted at the entrances and throughout the area. Each food vendor will be assigned an individual tent. Each of these tents will be spaced a minimum of 20 feet from the next tent. All food vendors are licensed establishments and are familiar with all health guidance. Most of them are Mount Prospect restaurants. We have requested a second beer wagon from our vendor and have been told that we probably can have it, However, this is not yet guaranteed. If we receive the, second wagon, it will be set up to the side of the first wagon so that we can have two separate 25 — 30 foot serving counters. Each counter will be marked to delineate four separate lines, each a minimum of six feet apart. We will place our usual order for 800 folding chairs (approximately 750 for public use and 50 for use in vendor booths). However, we will increase our order for seating tents so that the tables and chairs can be spaced further apart. We will also use multiple tents, each with fewer seats than normal, for our pancake breakfast. in addition, the cooking and serving stations will be reconfigured to promote social distancing. We will have approximately 25 picnic tables provided by the park district in addition to the rented tables and folding chairs. These will be spread around the area to promote social distancing. Between the rented chairs and the picnic tables, we will have seating for approximately 900 people in the entertainment area. By continuously monitoring the approximate percentage of seats filled as well as people who are standing or who bring their own chairs, we can keep an accurate picture of the actual crowd versus capacity. We will hire cleaning crews to clean and sanitize tables in the area on a continuous basis, Portable toilets will also be distributed around the perimeter of the area to avoid congestion. Multiple hand washing and hand sanitizer stations will be provided, and every portable toilet will have a hand sanitizer dispenser in it. Our contract with the portable toilet will include requirements for approved cleaning and disinfecting procedures. The entertainment we have booked for the festival consists mainly of local hands. These bands do not draw the large crowds typical of events like Frontier Days. During the performances the vast majority of the patrons watch from their seats with little or no crowding in front of the stage. All of the performers we have booked are anxious to get back up on stage after such a long break. They are local artists who really need and will greatly appreciate the work, 4 Fireworks will present the biggest challenge to holding our event under current restrictions, In fact, under the current limits of 15 people per 1000 square feet in would be very difficult if not impossible to have a fireworks show without exceeding these limits. However, if current guidance is relaxed prior to July 4, a fireworks show may still be possible. We believe that it would be possible to have a fireworks show if Illinois enters the "Bridge" phase before the Festival, Under the first part of the Bridge phase, capacity limits would be doubled. Under the second part, they would be removed entirely. The Mt. Prospect Lions Club currently has a contract with Central States Fireworks for two shows — a brief show on June 30 and a longer, larger show on July 4. We can cancel this contract up until mid-June for a small cancellation fee. At this time, the Mt. Prospect Lions Club is asking for approval to hold the 82nd Festival along with our usual waiver of fees and out of pocket expenses. We would like this approval to cover both the carnival rides and the food, beverage and entertainment area with the understanding that the fireworks shows will be addressed at a later date in consultation with Village staff. 111111 !1111 11111111 11111p -11111111111q�� IN'IM` w. NEEMO7hMME1=1 7. Signage throughout midway to encourage patrons to follow CDC guidelines (Social Distancing, Hand Washing/Sanitizer, Proper Wearing of Face Masks for ALL Patrons age 2 and over) and remind patrons or ill patrons to remain at home 8. Hand sanitizers will be located at every ride or attraction as well as additional stations throughout the midway 10. A cleaning crew will be on site to continuously sanitize (wipe off) all frequently touched surfaces such as hand rails, lap bars and counters 11. Reduce the number of riding devices, food stands, games and attractions to ensure the patrons may social distance prolperly 1.1 �7 IT M/111 MT, UJI", OF M-19VT Activity Safer - Outdoor Activities Less Safe - Indoor Activities I * Outside, at least 6 feet apart * If you can't stay at least 6 feet apart from people who don't live with you, wear your mask. Inside, at least 6 feet apart Well ventilated room Wearing mask VA It is important to remember the difference between attractions and other venues for mass gatherings such as sport arenas, movie theaters and concerts: Exposure time is limited. Guests generally move throughout their experience, much like in an inter -city district or zone. The guests are not sitting in a single location, elbow -elbow, for an extended period. 4. A large percentage of attraction attendance is made up of family members and others who Ii in the same home (bubble), and therefore do not need to be physically distanced from each other. I E-1 NOMMEN =- ti�w1 is s� ME= Mffl�� Di 0