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Date: September 7, 2018

To: City of Warrenville Tourism & Arts Commission c/o Cristina White

From: Sandy Whitmer Warrenville Public Library District 630/393-1171 x118 [email protected]

Please find enclosed 10 copies of the Library’s FY20 Hotel Motel Tax Grant Application for on the Commons. An electronic (pdf) version of the application has been emailed.

Concerts on the Commons will celebrate its 13th season in 2019 if the grant is awarded. We appreciate the City’s support for the Hotel Motel Tax grants and look forward to learning about the grant awards early next year. The Library is committed to providing the staffing resources to continue this program which brings at least 3,000 people to the City’s Civic Center each summer.

Please feel free to contact me if any questions arise during the review process.

www.warrenville.com

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CITY OF WARRENVILLE HOTEL GRANT APPLICATION

SECTION 1 – GENERAL INFORMATION

Please type all information on the form provided.

Concerts on the Commons Event/Program Name

Warrenville Public Library District Legal Name of Applicant

28W751 Stafford Place Warrenville, IL 60555 Street Address City, State, Zip

Mailing Address (if different from street city, state, zip)

Sandy Whitmer 630/393-1171 x118 Contact Person(s) Telephone/Cell Phone

630/393-1688 [email protected] Fax Number E-Mail

36-3035297 Federal Identification or Social Security Number State Identification Number

Status of Applicant: Individual: Organization X

Identify All Officers’ Names and Titles

Name Title Sandy Whitmer Library Director Jerri Picha President, Library Board of Trustees Barbara DuRocher Vice President, Library Board of Trustees Sandy Lezon Treasurer, Library Board of Trustees Heather Stull Secretary, Library Board of Trustees Jill Richardson, Cindy Ruzicka Trustees & Rick Warren

If the person completing the application is not listed as a member of the board, please provide an affidavit from an authorized member of the organization that the applicant is authorized to act on their behalf.

2 CITY OF WARRENVILLE HOTEL GRANT APPLICATION

SECTION 2 – PROGRAM/EVENT CLASSIFICATION

Projected Start Date: May 1, 2019 Projected Completion Date*: August 28, 2019 (Must be between May 1, 2019 and April 30, 2020)

Exact Event Date(s): June 5, 12, 19, 26 Event/Program Location: Bob Walters Commons July 10, 17, 24, 31 August 7, 14, 21, 28

* No more than 45 days after the exact event date.

Applicant’s Total budget for Proposed Program or Event: $ 13,198.43

Other Sources of Project Funding:

Our Organization: $ in kind (staff) Grants: $

Individual Donations: $ Private Businesses: $

Amount Being Requested from Hotel Grant Funds: $ 13,198.43 Projected Attendance for Event or Program: __12 events @ 285 each = 3,420 Expected Overnight Stays for Event or Program: _none expected______

Please describer the information you have gathered to identify projected attendance and expected overnight stays?

Projected attendance is based on prior years’ attendance. Average attendance in 2018 was 283 persons per . This program has only generated one overnight stay in 10+ years.

3 SECTION 3 – PROGRAM DESCRIPTION

Explain what the funds will be used for. Events or Arts Programming Projects that utilize streets, personal, or public property should describe specifically what streets and/or property(ies) will be utilized and for what purposes. Attach a Site Plan if possible. If your project involves the use of personal or public property, identify the property, the owner, and attach a copy of written permission from the owner. If the event is on City property, a certificate of insurance will be required. Tourism/Promotion and Capital projects should specifically describe what is being purchased and who it will benefit. Groups are encouraged to work with one another on sharing equipment because capital dollars are limited.

“Concerts on the Commons” is a series of free, outdoor performances at Bob Walters Commons (the outdoor amphitheater located between City Hall and the Library). Concerts are planned and executed by Library staff. The concerts will take place every Wednesday evening from June 5 through August 28, 2019 (excluding July 3) for a total of 12 concerts.

This annual concert series continues to generate positive feedback. Average attendance climbed from 253 in 2017 to 283 in 2018. The concerts continue to draw people from Warrenville and surrounding communities.

Although the concerts draw as many as 400 people, many concert-goers walk or bike to the concerts so parking in and around the civic center has been sufficient in prior years.

Library staff will manage all aspects of the concerts, from planning to promotion to execution. If this grant is awarded, the 2019 concert season will be the 13th year that the Library has coordinated a grant-funded summer concert series. We intend to bring the same caliber of high quality performers and a variety of popular music (rock, pop, country, oldies) plus one or two performers with a cultural flair. A diverse lineup will appeal to a wide audience. The Library uses a talent agency to contract nearly all of its performers. The first two bands listed below are a high priority for 2019 because inclement weather interfered with their performances in 2018. The remaining bands are a sampling of the acts that we will request.

Sixes & Sevens - Sixes & Sevens covers today's modern rockin' country hits from artists such as , , Blake Shelton, The Cadillac Three, , , and Justin Moore. The band’s 2018 performance was interrupted by a downpour.

The Millennials This energetic group’s first public show was at Warrenville’s Summer Daze Battle of the Bands in 2015. Since then the group has been bringing a fresh style to Rock-N-Roll classics. Influenced by Classic Rock acts such as Led Zeppelin, The Who, and the Beatles, and 80's music from BonJovi, Guns-N-Roses and Aerosmith.

4 Spoken Four Great vocals and musicality are the hallmark of Spoken Four and sister bands Maggie Speaks, Final Say and Shout Out.

Planet Groove This 7-piece band had the crowd moving and grooving to their non-stop 2018 Summer Daze performance of music from the 60s to today. Sure to be a crowd favorite!

Shout Section Big Band Popular with jazz fans and swing dancers, this band performs classic big band jazz from the 1930s and 1940s but also adapts modern hits to the big band style. Just when you think you know where the band is going they’ll throw you a very entertaining curveball.

The StingRays The StingRays play the greatest 50s, 60s, 70s Rock & Roll ever written -- authentically and passionately. People of all ages fill the dance floor, engage in trivia, and join the band in a Conga or twist contest.

1976 Revisit all the great rockin’ music from the 1970s. These six outstanding musicians authentically recreate all your favorites by bands and musicians like Fleetwood Mac, Peter Frampton, Tom Petty & The Heartbreakers, Heart, Boston, Pat Benatar and so many more.

5 Soda This cover band is always a hit at Concerts on the Commons. Popular music for all ages with lots of interaction for our youngest concert goers.

R-Gang R-Gang is another Warrenville favorite. Danceable from many eras and genres, including classic Motown tunes.

Classical Blast This innovative musical group crosses genres, combining rock music with classical instruments. Their style, technique and tools breathe new life into modern music, as well as, the classics. Featuring Romanian cellist, Petar Kecenovici and violinist, Jimmy Chaos, both classically trained musicians, Classical Blast brings the classical arts to mainstream rock music.

Guitarra Azul Guitarra Azul is an exciting blend of Rumba, Flamenco, Latin Jazz, and World Sounds, with intoxicating Latin percussion & fiery Spanish guitars. These world class musicians offer music that is invigorating to the spirit and soothing to the soul... it will fill your heart with passion and it will make your body want to dance with joy!

The Four C Notes Pioneered and headlined by John Michael Coppola, best known for his appearance in Chicago’s long running production of the Broadway smash hit Jersey Boys, The Four C Notes are the Midwest’s only tribute dedicated to recreating the music of Frankie Valli and the Four Seasons.

6 SECTION 4 - EVALUATION CRITERIA

The following criteria will be applied to establish a priority for the expenditure of Hotel Motel Tax Funds. In the space provided, please type a brief explanation stating how this project meets each criterion. Note: A project does not need to meet every criterion to be considered. How many people will be drawn? Will people stay in Warrenville hotels as a result of this project? Are you doing anything to attract visitors to stay in Warrenville Hotels? If awarded a grant last year, how many confirmed visits in hotels did the project/program generate? If there were no overnight stays, indicate where participants came from.

Based on 2018 attendance, we anticipate average attendance to be 285 per concert. While no overnight stays are expected, the 2018 concerts drew people from communities near and far including Naperville, Aurora, Wheaton, Elgin, Bartlett, Glendale Heights and West Chicago. We do our best to communicate that the funds for the concerts are generated by Warrenville hotel stays and encourage people to use Warrenville hotels and patronize local restaurants.

How will Warrenville businesses, citizens, and/or charitable organizations benefit?

Warrenville residents are able to enjoy an evening of entertainment in their own community. This is a free activity that is open to all ages. The concerts create a sense of community by bringing neighbors together during the summer months. The visibility of the services available in the civic center area are increased, including the Library, City and Park District. We refer as many people as possible to area restaurants (and hotels) by distributing the City’s Directory & Map when questions arise about where to eat or drink. For the second time, in 2018, we partnered with the City’s Community & Economic Development Department and invited restaurants to provide menus and coupons that were available at the concerts. Only one restaurant took us up on the offer in 2018 (Corner Bakery). We’re encouraged that City Staff are willing to partner with us. The concerts raise the visibility of the City in the eyes of out-of-town visitors, especially those who have never been to Warrenville but follow their favorite bands to Bob Walters Commons.

How critical are Hotel Motel Tax funds to the project? Have additional monies been requested or received from other sources? What changes would occur if the project couldn’t be funded?

Hotel Motel Tax funds are essential as they are used for the core expenditures – performers. A small portion of grant funds is used to print bookmark schedules. All other expenses (staffing, posters, signage, banner installations, and hospitality for performers) are paid by the Library. Without Hotel Motel Tax funds, the number of concerts would be significantly reduced.

For Events and Arts Programming Projects, describe the history of this event, if any, and how it will be promoted?

Concerts on the Commons began in the summer of 2007 with four concerts. In 2008, the program was expanded to six concerts. We expanded to 13 weekly concerts in 2009. 2010 saw cross promotion of the concerts and the farmers market in cooperation with the Warrenville Park District.

We will continue to promote the events locally through flyers, bookmarks, the Library’s website and newsletter. The concerts will be promoted through the Library’s Facebook and pages. Press releases will be sent to media outlets. We will also submit information to the DuPage Convention & Visitors Bureau online event calendar. Every effort will be made to submit event

7 information to other “free” calendar listings, including the Chicago Tribune and the Daily Herald. Unfortunately, we are not always able to meet the deadlines for special event publications due to the timing of the grant announcements and the amount of time it takes to schedule and contract the performers.

We continue to benefit from word of mouth promotion. In 2018, it was increasingly evident that people who enjoy the concerts are spreading the word and inviting their friends. Most bands do their own promotion which also brings new people to the venue.

We will continue to reach out to local businesses and ask for their assistance in promoting the concerts (displaying the concert schedule, distributing bookmarks, etc.)

Have you received money from the Hotel Tax Fund in the past? If so, please list the amount for each of the last five years.

Year Description Requested Granted Spent FY15 Concerts on the Commons $15,040 $15,040 $15,039.24 FY16 Concerts on the Commons $14,974 $14,974 $14,374.00

FY17 Concerts on the Commons $17,599 $15,249 $15,248.91 FY17 Sunday Musical Matinees $3,200 $2,800 $2,705.00

FY18 Concerts on the Commons $9,538 $9,538 $8.757.50 (July & August only) FY18 Sunday Musical Matinees $3,175 $3,175 $3,005.00 FY19 Concerts on the Commons $14,154.75 $14,154.75 $14,100.00* FY19 Sunday Musical Matinees $3,170 $3,050 $3,140.00*

*estimated, final report not filed

For Capital Projects, who will own the commodity, who will maintain it, and what is the life expectancy of the item being purchased? Have you investigated sharing the equipment with another entity who also needs it? If an improvement is being installed on real property, attach a letter from the owner acknowledging their permission. Note, it is TAC’s practice to require that capital equipment purchases be shared free of charge with other grant recipients.

No capital projects are planned for this grant cycle.

For Tourism/Promotion Projects, describe the audience being targeted and how your project will reach that market? The City Council requires applicants to report on cost per participants, so accurate counting of attendees is vital. Describe how you will count the attendees for submission on the final report.

The primary target audience for the Concerts on the Commons continues to be Warrenville residents. We plan to reach this audience by using local media such as the City Newsletter, the Library Newsletter, and Public Access Channel 10. Bookmark schedules will be distributed at the Library and at local events.

The secondary audience for the concerts is out-of-town visitors. Press releases will be sent to various media outlets including the Chicago Tribune (which publishes the Naperville Sun and Aurora Beacon News.) We also submit event information for email distribution to the Western DuPage Chamber of Commerce members.

Social media and online calendars (including the DuPage Convention and Visitors Bureau site) will also be utilized.

8 Each week we do a headcount of the people at the concert.

Our experience indicates word of mouth is a great form of free advertising. We count on people who’ve enjoyed past performances to tell their friends – or better yet, bring them to a concert.

How will the event be advertised? Please describe the rationale for determining your advertising selections?

Our attendance continues to grow without paid print advertising. We utilize a variety of methods, but have found the best form of advertising to be word of mouth. People who enjoy the concerts advertise them by sharing their experience and returning to the venue with friends.

The bookmark schedules remain popular with people interested in carrying the full summer schedule in their pocket. These are distributed at the Library and a local events.

As outlined above, we will use free online event calendars to reach an audience that extends beyond Warrenville residents. Warrenville residents will receive info about the concerts through the Library’s newsletter, in-house flyers, social media, etc.

The City of Warrenville also includes information about the concerts in its newsletter during the summer months.

9 SECTION 5 - PROJECT BUDGET

List all revenues and expenses. Complete project expense information must be provided on this document. Quoted estimates must be provided when possible and when not possible, describe in an attachment how the expense was estimated. Attachments must be numbered.

Revenues:

Hotel-Motel Tax Grant $ 13,198.43 $ $ $ $ $ $ $ $

Total Revenues (must equal total expense): $ 13,198.43

Expenses:

Name of Vendor Expense Amount Attachment # Various Performers ____ $ 13,080.00 1 Minuteman Press Advertising (bookmark $ 118.43 2 schedules)_ $ ____ $ $ ____ $ ____ $ $ ____ $ ____ $ $ ____ $

TOTAL EXPENSES (must equal total revenues): $ 13,198.43

Listed expenses should relate to the event only. If an expense incurred will provide benefit before or after an event or beyond a project’s stated intent, the expense shall be pro-rated to cover only the event. The applicant must include an explanation of any pro-rating as an attachment.

10 SECTION 6 – CITY REPORTING

The City of Warrenville shall require all funds be accounted for using Generally Accepted Accounting Principles (GAAP) for governmental funds as set forth by the Governmental Accounting Standards Board (GASB). Final event reports, which may be subject to audit, are due no later than 45 days following an event. Final reports must include an analysis of the impact of the program or event on tourism and conventions or on the attraction of nonresident overnight visitors to the City, including the postal zip codes and/or postal addresses of attendees where practicable, and a complete and proper accounting of the use of grant funds. It must include a full and proper accounting of all expenses incurred, a full and proper accounting of any and all revenues received, and any outstanding invoices. More detailed descriptions of the final report can be found in the City Code under 3-1-5 5c. Organizations must include the final report form, but may use any format of reporting remaining information. An audit is not conditional, and shall be performed at any time, given proper notice of no less than five working days prior to audit for the collection of required forms, records and/or supporting documentation. While not required, if final reports are submitted using the services of a Certified Public Accountant, said CPA shall provide signature on all documentation submitted to the City of Warrenville.

11 SECTION 7 – CERTIFICATION

I certify the information contained in this application is complete, accurate, and fully discloses the scope and intent of my request for funding from the Hotel Tax program. I agree to comply with the City’s requests for information regarding the use of awarded funds and to provide access to accounting records related to these funds.

I acknowledge that if expenditure of funds is approved, such approval will be for line-item-by- line-item expenditures, which must be adhered to within the maximum approved. I acknowledge that any deviation from the line items or changes in funding categories will be requested in writing for review by the Tourism and Arts Commission who has authority to approve changes that do not exceed the total grant award.

I understand that for events open to the public that require the issuance of a permit from a unit of local government, except as otherwise permitted by law, the possession of concealed firearms at the event is strictly prohibited per 430 ILCS 66/65(a)(10).

This application is made for the sole purpose of receiving grant fund under the Hotel Tax Grant Program from the City of Warrenville. The information contained in this application is true to the best of my knowledge and belief. I understand that it is unlawful for a person to willfully and knowingly make, or cause to be made, or to assist, conspire with, or urge another to make, or cause to be made, any false, fraudulent, or misleading oral or written statement to obtain grant funds as provided by the Warrenville Hotel Tax Grant Program, 3-1-5 Warrenville City Code. Such actions constitute a Class A Misdemeanor and can serve as the basis for denial or forfeiture of any benefits paid out under the Public Safety Employee Benefits Act.

By signing this application, I accept and agree to be bound by the terms and conditions of the Hotel Tax Grant Program as administered by the City of Warrenville in compliance with current federal, state and local laws.

Warrenville Public Library District 9/7/2018 Applicant Date

Signature of Representative/Officer

Library Director Title

12 HOTEL GRANT ADA AGREEMENT

In consideration of a grant approval by the City of Warrenville from its Hotel Tax funds, Warrenville Public Library District (“Grantee”), does hereby acknowledge that it is obligated (Name of Applicant/Organization) it is obligated to comply with the provisions of the Americans with Disabilities Act (“ADA”), and Grantee hereby agrees to abide by all provisions, requirements, and regulations of the ADA which are applicable to the conduct of Concerts on the Commons. (Name of Program)

GRANTEE: Name of Applicant/Organization

Library Director Title

13 HOTEL GRANT WAIVER AND RELEASE OF ALL CLAIMS

Whereas, Warrenville Public Library District (“Grantee”), has applied (Name of Applicant or Organization) for and been approved by the City of Warrenville (“City”) for a grant of Hotel Tax funds for Concerts on the Commons . (Name of Project)

NOW, THEREFORE, in consideration of the grant of Hotel Tax funds from the City, Grantee hereby agrees that in the event that, or as a result of the program or event sponsored by the Grantee, the City is made a party defendant in any litigation or any claim or demand is made against the City, the Grantee shall defend, indemnify, and hold harmless the City, its officers, agents, commissioners, and employees, individually and collectively, from and against any and all suits, claims, demands, set offs, or other actions, including but not limited to judgments arising therefrom. The obligation of the Grantee shall include and extend to payment of reasonable attorneys’ fees for the representation of the City and its said officers, agents, commissioners, or employees in any litigation or investigation and includes expenses, court costs, and all other fees associated with any litigation, claim, or demand, or appeal.

GRANTEE: (Name of Applicant or Organization)

Library Director Title

14 ATTACHMENT 1

Request Amount: $13,080 for 12 Performers

Based on data from the past three years, we are asking for $1,090 per performer.

2016 Concerts on the Commons Data Number of concerts: 14 Total cost: $14,800 Average per performer: $1,057.14 David Downer (6/8) $1,000 Stewart Gehring (6/15) $1,000 Rob Loar (6/1) $1,000 Arts Warrior (6/29) $1,000 Brass Bullit (6/22) $1,000 Todd Donnelly (7/20) $1,200 Generation Sixties (7/6) $1,000 Maggie Speaks, Inc. (7/13) $1,200 Arts Warrior (8/10) $1,000 Robert William Kuntz (8/3) $1,000 Mason Rivers (7/27) $1,100 Bill O’Connell (8/17) $1,100 Bopology (8/24) $1,000 LFC Entertainment (8/31) $1,200

2017 Concerts on the Commons Data Number of concerts: 8 Total cost: $8,600 Average per performer: $1,075.00 Beach Bum Band (7/19) $1,000 Maggie Speaks, Inc. (7/12) $1,200 Billy Croft Productions (8/2) $1,000 Brass Bullit $1,000 Kathleen Fern (7/26) $1,200 Frank Canino (8/16) $1,000 Arts Warrior (8/23) $1,000 Thomas Dixon (8/30) $1,200

2018 Concerts on the Commons Data Number of concerts: 12 Total cost: $12,950 Average per performer: $1,079.17 The Barefoot Hawaiian (6/6) $1,250 Ricky Baker (6/13) $1,200 Petra Van Nuis (6/20) $900 Digging Records (6/27) $1,200 Reid Spears (7/11) $1,400 Gary Mascetti (7/18) $1,000 Ron Piech (7/25) $1,000 Sixes & Sevens (8/1) $1,000 Good Clean Fun Music (8/8) $1,000 Matthew Kerr (8/15) $1,000 Ron Rysell (8/22) $1,000 Frank Canino (8/29) $1,000

15 ATTACHMENT 2

Request Amount: $118.43 for Advertising Bookmark Schedules (Minuteman Press)

The Library will use the services of Warrenville’s Minuteman Press to produce 1,000 bookmark schedules. The schedules are 2-sided with the full color concert logo and grant tagline on the front; black & white schedule and library contact info on the back. The schedules are a convenient size that can be folded and carried in a wallet.

Cost is based on 8/28/18 quote from Minuteman Press.

16 PERMISSION

The Library has prepared the application below to use Bob Walters Commons for the 2019 concerts. Per the City’s Community Development Department, the City does not accept applications for 2019 until January. The Library will submit the application at that time.

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