Villa Park staff: staffing costs could consume about 69% of Villa Fest budget, leaving a gap

Lily Morgan, the subcommittee’s staff liaison, told members the village’s parks, police and public‑works staffing for a two‑day Villa Fest would total about $20,689.20, not including fire‑department costs she said she has yet to obtain. Morgan said parks staff typically run three shifts (five staff per shift) and that parks overtime and off‑hour rates drive a large portion of the estimate.

She said discussions with the police department indicated a suggested minimum of six off‑duty officers per day for events with a liquor license, at about $100 per officer for overtime; for the likely combined Friday and Saturday hours the department’s estimated cost was about $10,800. Public works support (barricades, street sweeper and logistics) was estimated at roughly $1,000. Morgan said she will get a specific fire‑department estimate as a follow up.

The subcommittee compared those staffing totals to the event’s historical revenues and expenses. Stacy Claywick, who reviewed 2024–2025 files, reported 2025 expenses of $32,318 and revenue of $17,316 (a net cost of about $16,666). Claywick and Morgan said that adding the current staffing estimates to prior‑year line items would raise total event costs toward the mid‑$50,000 range; after applying last year’s revenue, the committee would be roughly $6,000 short. Morgan cautioned the fire cost is not yet included and could increase the shortfall.

Committee members asked staff to clarify why earlier budgets had not included village staffing costs and requested that Village President Patrick and Manager Rivas be invited to explain budgeting practices. Trustee Carrie Alfano said she would raise the question at the upcoming village board meeting and research how revenues from past events have been allocated (she noted revenues typically return to the village general fund).

Members discussed options to reduce expenses — for example, limiting carnival rides or postponing some attractions — and to boost revenue through sponsorships, vendor fees and targeted fundraising. They asked staff to provide a summarized spreadsheet and workbook with expense tabs and vendor/entertainment line items so the subcommittee can test scenarios and identify required sponsor commitments.

Next steps: staff will obtain fire‑department cost estimates, circulate the budget workbook and vendor/entertainment contacts, and report back at the committee’s next meeting. The committee adjourned after completing the agenda.