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HomeMy Public PortalAboutResolution 1738 RESOLUTION NO. 1738 A Resolution adopting the Village of Plainfield Riverfront Park Policy regarding the Plainfield Riverfront Park, its facilities, and park rules and regulations. WHEREAS: The Village of Plainfield owns property west of the DuPage River and south of Lockport Street that is part of the Plainfield Riverfront Master Plan; and WHEREAS: The Village-owned property is available as a passive park and open space area and has also recently been improved with a segment of the DuPage River Trail, including pedestrian bridge crossing the DuPage River; and WHEREAS: The Village encourages the use and enjoyment of the Plainfield Riverfront Park; and WHEREAS: The Village receives requests for use of the park for specific purposes and the Village is interested in providing a policy and rules and regulations for use of the park to ensure that the community is able to enjoy the park to its fullest extent. NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Plainfield that the Village of Plainfield Riverfront Park Policy attached shall be the policy of the President and Board of Trustees governing use of the Plainfield Riverfront Park. Passed this 5th day of December, 2016. AYES: Bonuchi, Lamb, O'Rourke, Peck, Racich, Wojowski NAYES: None ABSENT: None Approved this 5th day of December, 2016 /fit VIL AGE PRESIDENT ATTEST: VILLAGE CLERK Village of Plainfield Riverfront Park Policy The Plainfield Riverfront Park (the "Park") is available for events associated with the Village of Plainfield (the "Village"), local governmental entities, groups dedicated to the promotion of the civic, cultural, educational and informational needs of the community, and local businesses. To reserve the Park, or any portion of the Park, for such an event, an Event Reservation Application ("Application") must be timely submitted to, and approved by, the Village. To apply, please complete the Application form and return it to the Village's Management Services Department at 24401 W. Lockport Street, Plainfield, IL 60544. Phone: (815) 436-7093. Fax: (815) 436-1950. Each event must meet all terms, conditions and rules set forth in this Riverfront Park Policy (the "Policy"), unless otherwise exempted by an authorized Village representative. Facilities: The Park is a 42-acre area located west of the DuPage River and south of Lockport Street, in the Village. The Park includes extensive open space areas as well as an existing building, a commercial kitchen, accessible restroom facilities and an outdoor patio. PLEASE NOTE: The Park is located in the regulatory floodplain and is subject to flooding Any event scheduled to be held at the Park is subject to cancellation due to flooding All applicants acknowledge that a scheduled event may be cancelled due to flooding or otherwise unsuitable weather or ground conditions. The decision to cancel an event/program due to flooding or otherwise unsuitable weather or ground conditions shall be at the sole discretion of the Village. Scheduling: Event reservations for the Park are scheduled on a first come, first serve basis. Scheduling is prioritized as follows: 1. Village events. 2. Events held by the Plainfield Riverfront Foundation. 3. Events of official agencies, committees, and boards of governmental entities located in the corporate limits of the Village. 4. Educational, cultural, civic, social and informational events of other organizations located in the corporate limits of the Village. 5. Meetings or training seminars of businesses or corporations located in the corporate limits of the Village. 6. Educational, cultural, civic, social and informational events of organizations located outside the corporate limits of the Village. Park Rules: The Park may be used for any events permitted under the terms of this Policy. Groups using the Park are subject to the rules, regulations, reservation requirements and fee policies set forth herein. Failure to comply with all such rules, regulations, requirements and policies may result in the organization's security deposit being retained and the use, or future use, of the Park, being denied. The Village does not prohibit an applicant from using the Park to present civic, cultural, educational or informational programs from a religious viewpoint. 1. The Park is not available for the following purposes: • Worship or religious services held as part of a faith, sect or religion's regular religious regimen; except for wedding ceremonies which are permitted. • Individual political candidate's or partisan political activities. • Political Action Committees. • Ballot Initiative Committees. • Meetings of unions, trade groups or other organizations whose purpose of the meeting is to determine a political position on an issue or endorsement of a political candidate or candidates. • Club meetings or installation ceremonies that have secret rituals. • Businesses needing to hold private stockholder type meetings. • Classes or demonstrations involving the use of hazardous materials and/or weapons. • Events/programs or meetings that interfere with the functions of the Village and/or its users because of noise or other factors. 2. The name, address and/or telephone number of the Village may not be used as contact information for any group using the Park. The Village's phone number may not be published or advertised for any purpose by any group using the Park. Calls regarding events, or during approved events/, in the Park, shall not be directed to the Village. The Village reserves the right to cancel the reservation for group(s) that employ such practices. 3. Electricity is available in limited locations and is available by request only. Areas not served by existing electric will require generator power to be provided by the applicant. 4. The Village does not supply space for groups needing a place to store supplies or equipment. 5. Village employees are not available for porter service, custodial assistance, operation of equipment, attendance taking, the arrangement of exhibits and/or other forms of assistance. 6. The Village acknowledges that the nature of certain events permitted at the Park, such as wedding receptions and festivals, may entail the service of alcoholic beverages. This policy permits the service of alcoholic beverages at the Park at the sole discretion of the Village, and pursuant to the Village's applicable liquor licensing ordinance and State of Illinois liquor licensing statutes. All applicants seeking to serve alcoholic beverages at an event must obtain the applicable Village and state liquor licenses prior to the date of the event, and must comply with all terms and conditions of such licenses during the event. The applicant acknowledges that use of the Park is subject to all conditions of such licenses and failure to comply with all applicable license conditions may result in the applicant's security deposit being retained and use, or future use, of the Park being denied. 7. Use of the Park may also require approval of a loudspeaker/amplification permit. The applicant acknowledges use of the Park is subject to the conditions of such a permit and failure to comply with any applicable permit conditions may result in the applicant's security deposit being retained and use, or future use, of the Park being denied. 8. Use of the Park does not constitute Village sponsorship or endorsement of the events, programs, themes, products, ideas, or viewpoints expressed by participants or sponsors of the event. No advertisement or announcement implying such an endorsement or sponsorship is permitted. 9. Groups using the Park must provide a Certificate of Insurance with the exact date and time the Park will be used and identifying the Village as an additional insured. The Certificate of Insurance should reflect the following limits of insurance: General Liability/Products Liability Limit: $1,000,000 each occurrence/$2,000,000 aggregate. Workers' Compensation Statutory Benefits: $500,000/$500,000/$500,000. Employers Liability: $500,000/$500,000/$500,000. Auto Limit: $1,000,000 combined single limit. Professional Liability Limit (if applicable): $1,000,000. 10. Adult sponsors/chaperones shall be held responsible for compliance with this Policy and must attend events where individuals under eighteen (18) years of age will be present. One (1) adult for every five (5)persons under the age of eighteen (18) shall be present at the event at all times. The adult sponsors/chaperones also assume responsibility for the group and its activities. 11. No physical changes are permitted to be made to the Park and its surroundings. 12. No furniture or equipment other than that already available in the immediate area will be provided. 13. No additional furniture or equipment may be used without prior approval of the Village Administrator or his/her designee. 14. Nails,tacks, tape, etc. and the hanging, tacking and/or posting of flyers, signs and/or posters on any Park structures, trees, etc. are prohibited. 15. All events taking place in the Park must be open to the public and all citizens, regardless of age (unless the event is a twenty-one (21) or older event), sex, race, religion, national origin or disability. This Policy recognizes that some proposed events may be ticketed events with limited access. Purchase of tickets shall be open to the public and may not be restricted based on age (unless the event is a twenty- one (21) or older event), sex, race, religion, national origin or disability. Groups using the Park must comply with the Americans with Disabilities Act ("ADA") and it is the responsibility of the group to provide any and all reasonable accommodations for persons with disabilities in accordance with the ADA. 16. Groups are responsible for set up and cleanup of the Park, surrounding area, and other areas utilized by the group. 17. Children must be supervised at all times and no one may use the Park solely for babysitting purposes. 18. Groups are permitted to utilize the Park a maximum of two (2) times per calendar year. 19. Groups wishing to post directional signage for events may display the necessary signage on easels, and must supply the signage and easels. 20. Animals (i.e. petting zoos, caged animals, etc.) are not permitted in the Park except for service dogs assisting the disabled. Dogs being walked through the Park must comply with all applicable Village ordinances. 21. Food truck(s) may participate in events permitted pursuant to this Policy. Food trucks shall comply with the permitting and approval requirements of the Village and the Will County Health Department. 22. Groups using the Park are entitled to exclusive use of the Park, or that portion of the Park for which the reservation was approved by the Village, only. The applicant shall include in the Application, the area of the Park to be utilized by the group for the event for which they are seeking a reservation. The applicant acknowledges that use of the Park, or a portion of the Park, by the applicant's group, does not preclude others from being present in any area of the Park not reserved by the group. Groups cannot prohibit others from using the surrounding Park areas, or limit the type of activities occurring in the surrounding Park areas, during the time reserved for an event in the Park. 23. The Park must be left clean and in good condition. All refuse must be disposed of properly in the containers provided. Failure to leave the Park in proper order will result in the forfeiture of the group's security deposit and/or denial of future requests to use the Park. 24. Each group using the Park is responsible for reimbursing the Village for any and all damage to Village owned furniture, equipment and/or the facility, i.e. large ground ruts left or extensive ground coverage damage, during the group's use of the Park. The Village reserves the right to limit or prohibit future use of the Park by groups that cause damage to the Park or have caused a disturbance and/or failed to comply with the rules, regulations, requirements and policies set forth in this Policy. 25. Groups shall abide by all local and state fire and health regulations when using the Park. 26. The Village Administrator or his/her designee is empowered to make decisions regarding the availability and use of the Park, and approval of Applications. Requests for exceptions to the above rules, regulations and policies must be submitted in writing to the Village Administrator or his/her designee. Reservations: The Park is available for reservations from April 1 through November 1, seven (7) days a week, from 8:00 a.m. to 10:00 p.m. 1. An approved reservation is required for use of the Park, or any portion thereof. 2. All reservations are subject to Park availability, on a first come, first serve basis. 3. Groups wishing to reserve the Park, or any portion of the Park, must complete the required Application. 4. Groups interested in applying for a reservation are encouraged to acquaint themselves with the Park and the rules of use prior to completing an Application. 5. Applications for reservations are accepted up to six (6) months in advance of the event date, but no later than thirty (30) days prior to the proposed event. It is recommended that applicants apply at the earliest possible date. 6. The Park must be requested for a minimum of two (2) hours. 7. Reservation times must include the group's set up and cleanup time. 8. Applications must be submitted to the Village's Management Services Department. 9. Submission of an Application does not guarantee approval of the reservation request for the Park. 10. The proper Certificate of Insurance and fees (rental fee and security deposit) must be submitted to the Village at the time of submission of the completed Application. Fees may be paid by cash or check made payable to the Village of Plainfield. If an applicant's reservation request is denied, all fees will be returned to the applicant. 11. Upon the Village's receipt of a completed Application, the Village will approve or deny the Application. Groups will be notified of approval or denial by fax or e-mail within three (3) business days. No application will be considered until all fees are paid and an appropriate Certificate of Insurance is received by the Village. If denied, the applicant may appeal the denial to the Village President by filing with him/her a written notice of appeal identifying the basis of the appeal. The Village President shall review the Application and the appeal notice provided to him/her and shall notify the applicant and the Village's Management Services Department, within ten (10) business days of receipt of the applicant's appeal, of his/her decision to grant or deny the appeal. 12. Reservations must be applied for by an authorized representative of the interested group who is twenty- one (21) years of age or older. This individual will be the only person authorized to make changes to the reservation and will also serve as the primary contact for the Village. 13. Groups must vacate the Park by the time specified on the Application. 14. Reservations are not transferrable and groups may not assign their reservation to another group. 15. Groups wanting to cancel their reservation must notify the Village's Management Services Department as soon as possible. Cancellation notices shall be in writing and may not be later rescinded. Telephone cancellations will be accepted in cases of last minute emergencies. If a cancellation is made within ten (10) days of the scheduled event, the group will forfeit fifty percent (50%) of their rental fee. If the Park is not used and a cancellation notice is not given to the Village, the group may forfeit its entire security deposit and rental fees and/or future Park rental privileges. . 16. All approved events require a Park Permit issued by the Village. Park Permits will be issued via fax or in person, upon approval of a completed Application and upon receipt of all required fees and the appropriate Certificate of Insurance. 17. The Village reserves the right to preempt or cancel events if an emergency arises. If this occurs, reasonable efforts will be made to promptly contact the group (via phone, fax, or e-mail) and reschedule the reservation. If this is not possible, the group will be notified and all fees refunded. 18. Groups that violate policies, fail to properly clean up their site, cause damage to facilities, are larger than arranged for, or are misleading in their Application are subject to the loss of their security deposit and/or future rental privileges. 19. The Village will not provide tables, trashcans or other items in addition to what is already present at the Park. It is the responsibility of the applicant to verify that the facilities are adequate for the event and to provide supplemental items on their own. 20. If portable bathrooms are deemed necessary due to the nature of a group's event, the applicant must obtain the proper facilities, locate them in a Village approved area of the Park, and remove them no later than 10:00 a.m. the day after the event. 21. Upon request, groups must present their Park Permit for inspection. Fees: Rental fees are charged to assist with custodial and maintenance services. Fees do not apply to Village uses. The rental fee and security deposit are due and payable to the Village upon submission of the Application. • Park Rental Residents Non-Residents • 2-5 hours $50.00 per event $100.00 per event • 5-10 hours $125.00 per event $250.00 per event • Security Deposit* $300.00 $300.00 • Event Security Fee** per Plainfield Police per Plainfield Police Resident fees apply to residents, groups and businesses located within the Village's corporate limits. Non- resident fees apply to individuals, groups and businesses located outside of the Village's corporate limits. The fee for events requiring a loudspeaker/amplification permit will be determined on a case-by-case basis. Determination of the fee will be based on the nature of the event, anticipated attendance, , potential for impact to the Park and other factors. *Security deposits apply to resident and non-resident events and are returned within twenty-one (21) days, after the event and after a satisfactory inspection of the Park by Village Staff **All Applications are subject to review by the Plainfield Police Department. Some events may require the presence of a Police Officer(s) for security reasons. The Plainfield Police Department has sole discretion to determine whether security is necessary for the event. The event security fee may change without notice depending upon the determination of the Police Department as to the level of security required for the event. Once Application is made and approved, the group will be notified of any applicable security fees. If applicable, all security fees are due no later than ten(10) days prior to the event. Once the fee has been paid, the Park Permit will be issued. If the security fees are not timely paid, the group' reservation will be forfeited. The Village reserves the right to waive, review and/or change all fees applicable to use of the Park, pursuant to this Policy. Village of Plainfield Riverfront Park Event Reservation Application Form To request a reservation for an event at the Plainfield Riverfront Park,please complete this Application form and submit it to the Village of Plainfield's Management Services Department, 24401 W. Lockport Street, Plainfield, IL 60544. Phone: (815)436-7093. Fax: 815-436-1950. Group Name: Type of Organization: Contact Name: Address: City: Zip: Daytime Phone Number: Evening Phone Number: Daytime Fax Number: E-mail Address: Brief Description of the Nature of the Event/Program: Day and Date Requested: Event/Program Times - Start: Finish: When requesting a reservation,please be sure to include adequate time for your group's set up and cleanup. Total Estimated Attendance: Number of Children: Number of Adults: Portion of Park to be reserved(please circle): Entire Park Portion of the Park If only using a portion of the Park,please specifically identify the area to be reserved: Please circle the applicable answers: Will a sound system be used? Yes No Will power be necessary? Yes No Will alcoholic beverages be served? Yes No Will food be served? Yes No Will portable toilets be necessary? Yes No Will traffic control be necessary? Yes No The required Certificate of Insurance and the following fees are due at the time of Application: Rental Fee$ + Security Deposit$300.00=Amount Due&Enclosed $ Additional event security fees may be charged at the rate of$ per hour, if deemed necessary by the Plainfield Police Department. Your group will be notified of these fees, if necessary, once the Application has been approved. Security fees are due ten(10)days prior to the event. The Park Permit will not be issued until all fees are paid. By completing this Application,the applicant acknowledges he/she has read and will abide by the Village of Plainfield Riverfront Park Policy(a copy of which is attached). The applicant further agrees to indemnify,hold harmless and defend the Village of Plainfield, its officers,trustees,agents,representatives, employees and all other personnel from and against any and all claims of personal injury, including death, and/or damages and losses sustained by the applicant and the applicant's attendees arising out of, or in any way associates with,the applicant's and applicant's attendees use of the Park as applied for under the Plainfield Riverfront Park Policy. Signature: Date: For Office Use Only: Date Application,Fees,&Insurance Received: Approved or Denied/Date: Date Group Notified of Approval/Denial: Event Security Required Y/N: Date Security Fee Due/Received: Date Public Works Department Notified of Event/Power: Date Police Department Notified: Date Deposit Returned/Charged: Amount: