Submitted By
Kira Tchang, Assistant Village Manager/HR Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution for the Village of Oak Park to Serve as a Co-Sponsor of the Oak Park Juneteenth Car Caravan Event, Waiving Certain Village Code Special Event Permit Requirements and Providing for Reimbursement of Event Expenses up to $2,000
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Overview
Overview
On June 15, 2020, the Village of Oak Park issued a proclamation in support of the celebration of Juneteenth both “financially and in spirit” from that day forward. The 2020 Juneteenth Car Caravan which began informally through resident organizers was enthusiastically embraced by the community and saw high levels of participation with staff noting upwards of 400 vehicle participants. This item is designed to support the ongoing efforts of community members and ensure community safety as it relates to necessary traffic control measures.
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Recommendation
Recommendation
Staff recommends that the Village of Oak Park serves as a co-sponsor of the Juneteenth Car Caravan held in Oak Park in celebration of Black freedom and achievement following the June 19, 1865 emancipation of enslaved peoples in Texas. As co-sponsor of the event, staff recommends a waiver of certain special event requirements including special event permit fees, insurance requirements and the reimbursement for any staff overtime or materials associated with the event.
Organizers originally proposed a route which encircled the Village. Because Harlem Avenue, North Avenue and Roosevelt Road are all under State jurisidiction and State approval on short notice is unlikely, staff proposes a modified car caravan route in 2021 beginning at Taylor Park which includes Division Street, to Austin Boulevard to Jackson Boulevard to Oak Park Avenue and ending at Division Street. Staff recommends beginning discussions with the State now regarding potential use of Harlem Avenue, North Avenue and Roosevelt Rood in 2022.
Organizers have requested that they provide a list of materials to Village staff and that the Village pay for the requested materials directly, however given the short time frame and limited staffing resources available, staff recommends the prompt reimbursement of up to $2,000.00 in expenses for materials, supplies and marketing for the event. This is in line with expenditures related to the Fourth of July Parade.
Fiscal Impact
The adopted FY21 General Fund Budget would support the event under Village Board of Trustees Special Events account no. 1001-41010-101-560638.
Background
On June 15, 2020, the Village of Oak Park issued a proclamation in support of the celebration of Juneteenth both “financially and in spirit” from that day forward.
Alternatives
Request additional information.
Previous Board Action
Attached is a copy of the 2020 Proclamation in support of Juneteenth.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A