Oswego Committee of the Whole Meeting - October 20, 2026

This Committee of the Whole meeting on October 20, 2026, began with a public forum where resident David Rood advocated for increased tree care funding. The main agenda item was a special events program update and planning discussion presented by staff, covering 2026 event outcomes, weather-related cancellations, venue 1012 performance, and recommendations for 2027. The meeting concluded without a closed session and was adjourned.

Public Comments & Testimony

• David Rood, resident, spoke about village-owned parkway trees. He noted that after five parkway ash trees were removed due to emerald ash borer in 2016, no village replacements have been planted in nearly 10 years. He and his wife paid out of pocket for one replacement and used the 50-50 program for another. He stated the village is responsible for over 19,000 parkway trees and criticized the five-year pruning program (previously on the website, now removed). He reported that 20-year-old trees in his subdivision have never been pruned and that residents have received conflicting guidance on pruning. He expressed strong support for increasing the tree care budget, arguing that quality of life matters and that tax relief should not come at the expense of maintaining shared environment.

Discussion Items

• Special Events Program Update and Planning Discussion: Kelly (staff) presented a comprehensive review of 2026 events and recommendations for 2027. Key points include:
  • 2026 Event Statistics: 30 events planned, including 9 public events (down from 11 in 2025). Two new events: Cultural Art Commission Lantern Parade (successful) and Boots Bourbon and Barbecue Festival (canceled due to weather). Oswego 250 also canceled; some elements repurposed into other events.
  • Revenue and Expenditures: Wine on the Fox generated a net profit of $36,891, offsetting the $30,000 fireworks display and Movies Under the Stars series. Boots Bourbon and Barbecue cancellation resulted in a loss of approximately $40,000. Christmas walk projected to break even. Overall expected net loss for 2026: $35,120. The special event fund began the year at $179,491 and is projected to finish at $544,371 (though this figure appears inconsistent with the stated net loss of $35,120). The fund has grown roughly $92,000 over the past three years.
  • Weather Insurance Discussion: Kelly noted that insuring events would cost upwards of 10% of the value insured. For the two canceled events, insurance premiums over four years would total approximately $80,000, comparable to the losses incurred. Payout thresholds are specific and may create a gray zone for cancellation decisions. Recommended considering insurance on a case-by-case basis for high-cost elements (e.g., talent guarantees) or date-specific events like July 4th.
  • Venue 1012 Performance: Venue events decreased from 14 in 2023 to 4 in 2026 (3 movies + Boots Bourbon and Barbecue). Expenditures per event have risen. Only 22% of independent venues in Illinois are profitable. New rentals in 2026 generated $2,700 in incremental revenue plus $525/month from a parking agreement. Staff recommended simplifying rental policies (currently 12 pricing tiers) and marketing the venue to increase usage.
  • Staff Recommendations for 2027: (1) Continue village-produced events: Movies Under the Stars series and reboot Boots Bourbon and Barbecue Festival; (2) Build on rental momentum by streamlining pricing, revising policies, and encouraging use by outside organizations (e.g., American Legion potentially running concerts); (3) Strengthen signature events (Christmas Walk, July fireworks, Wine on the Fox) using attendee feedback; (4) Improve staff efficiency through volunteer ambassador program and reduced internal meetings; (5) Build community partnerships (e.g., expand cultural exchanges, replicate Lantern Parade model); (6) Begin planning for Harrison Street event programming.
  • Trustee Comments: Trustees praised Kelly’s performance. Support expressed for increasing rentals and community use, simplifying pricing (citing South Elgin’s two-tier model), creating a preferred vendor list (possibly via Chamber of Commerce), developing an events ambassador volunteer program, and exploring cultural exchanges. Consensus was given to proceed with the recommendations.

Key Outcomes

• The board gave consensus and direction for the 2027 special events program as outlined by staff, including continued village-produced events and efforts to increase venue rentals.
• No formal vote was taken; the presentation served as a planning discussion.
• The meeting adjourned without entering closed session.