Templates, Forms & Appendices

The blank letter shell behind the drafted request already sent in Phase 0 (G0-01) — Recipient · Requesting Body · Jurisdictional Question Posed · Attachments (map, overlap memo) · Requested Response Path.

Transmittal shell for the boundary map (Phase 0, G0-02): Date · Map Version · Included Assets · Excluded Assets · Requested CPD Action.

Adapted from CPD's current sample, not written from scratch — verify the current version with CPD before use (see Phase 1, 1-03).

Date/Time/Location · Purpose (plain language) · Accessibility Info · Contact · Independent-PAC Disclaimer (Phase 9, 9-06).

Location Posted · Date · Channel (physical/digital) · Posted By.

Welcome/Purpose · CPD Role Explained · Membership Process · Bylaws Timeline · Nominations Preview · Next Steps.

Name · Email (optional) · Date — deliberately no phone/address column; minimal data per Phase 6, 6-13.

Call to Order/Quorum · CPD Report · Officer/Committee Reports · Financial Report · Old Business · New Business · Public Comment (Phase 6, 6-15) · Adjournment.

Date/Attendance · Motions & Votes · Recusals · Reports Given · Action Items · Approval Date/Signature.

Resolution # · Motion Text · Moved/Seconded By · Vote Count · Result.

Notice Date (14+ days before election) · Election Date/Location · Offices Up for Election · Nomination Deadline.

Candidate Name · Office Sought · Nominated By · Acceptance Signature.

Good-Standing Member? (Y/N) · Bylaws Qualification Met? (Y/N) · Required Disclosures Filed? (Y/N).

Fixed word limit, same format for every candidate: Name · Office · Statement (max 250 words).

One line per office, all eligible candidates listed alphabetically, write-in line where bylaws allow.

Office · Candidate · Vote Count · Tally Observer Signatures (2+).

Election Date · Results by Office · CPD Representative Present? (Y/N, Name) · Secretary Signature.

Office · Term · Acknowledges CPD Volunteer/Background Requirement (Phase 1, 1-27) · Signature.

CPD Officer Update Form Filed? (Y/N) · Bank Signer Updated? · Digital Credentials Transferred? (Phase 3, 3-29).

Version Adopted · Vote Count · Adoption Date · Effective Date · Submitted to CPD? (Y/N, Date).

Confirms every Phase 1 document (Membership Applications, Registration Form, Partnership Pledge, Bylaws, incorporation evidence, election records) is present before mailing the recognition package.

One line per Minimum Compliance Dashboard row (Annual Report, election, bylaws current, binder current, NFP evidence, Code acknowledged, officer background checks current) — check-box format.

The fillable version of Phase 3's 3-03 — signature block for bylaws/CPD-rules/attendance/confidentiality/conflicts/conduct commitment, dated annually.

Name · Business/Family/Vendor/Donor Interests · Nature of Potential Conflict · Date · Signature.

Matter · Conflicted Party · Recusal Confirmed? (Y/N) · Vote Taken Without Them? (Y/N).

Purpose · Scope · Membership/Chair · Authority (non-delegable items named) · Meeting Frequency · Reporting Line · Budget if any · Sunset Date.

Committee · Update Since Last Report · Decisions Requested of Board · Budget Status · Risks/Blockers · Next Steps.

Rating scale (1-5) across engagement, compliance awareness, strategic contribution, financial oversight, succession readiness, plus a free-text improvement section.

Per-office checklist: Files Transferred · Passwords Rotated · Bank Signatory Updated · Open Items Briefed · CPD Contacts Introduced.

Account/Platform · Outgoing Admin · Incoming Admin · Password Reset? (Y/N) · MFA Re-Enrolled? (Y/N).

Policy Name · Legal/CPD Source · Changes Made · Approved By/Date · Next Review Date.

Columns by Chart of Accounts category (Phase 4, 4-09): Program · Stewardship · Events · Grants · Restricted Gifts · Administration; rows for projected revenue and expense.

Line Item · Budgeted · Actual · Variance · Explanation if >10%.

Cash Balance · Since-Last-Meeting Receipts/Disbursements · Budget-to-Actual Summary · Upcoming Obligations.

Bank Statement Balance · Book Balance · Outstanding Items · Adjusted Balances Match? (Y/N) · Preparer/Reviewer Signatures.

Event · Denomination Breakdown · Total · Counted By (2 signatures) · Deposited Date.

Batch Date · Source · Amount · Deposit Date · Bank Confirmation #.

Requester · Expense Description · Amount · Receipt Attached? (Y/N) · Approver Signature (not self).

Vendor · Amount · Account Coding · Invoice Attached? (Y/N) · Approver (per Phase 4, 4-21 threshold).

Donor Name · Amount/Description of Gift · Date Received · Tax-Deductibility Language (per actual exemption status).

Donor · Restriction Terms · Release/Modification Conditions · Signatures.

Item Description · Estimated Value · Intended Owner (PAC vs. CPD) · CPD Acceptance Needed? (Y/N).

Sponsor · Level/Amount · Benefits Provided · Independent-PAC Disclaimer Clause (Phase 9, 9-06).

Funder · Amount Requested · Match Obligation · Mission Fit Confirmed? (Y/N) · Authorized Signer.

Restricted Budget Lines · Spend-to-Date · Funder Report Due Date · Closeout Status.

Item · Owner (PAC vs. CPD-donated) · Value/Date Acquired · Location · Condition.

Confirms reconciliations complete, controls followed, and reviewer sign-off obtained for the year, per Phase 4's Annual Financial Review Policy (4-52).

Requester Name/Contact · Records Sought · Date Submitted — the actual intake form behind Phase 5's FOIA-informed procedure (5-18).

Request Date · Requester · Scope · Response Date · Withheld Items/Reason.

Member Name · Corporate Records Sought · Purpose Stated (if required) · Response Date.

Document · Retention Period Expired? (Y/N) · No Legal Hold in Effect? (Y/N) · Authorized By · Destruction Date.

Matter · Records Affected · Hold Start Date · Distribution List · Release Condition.

Complainant (optional if anonymous allowed) · Nature of Complaint · Date · Desired Outcome.

Acknowledgment of Receipt · Findings · Resolution/Next Steps · Escalation Path if Unsatisfied.

Date/Location · What Was Observed · Who Was Notified (CPD/911/etc.) · Follow-Up Needed.

President/Secretary/Treasurer co-sign confirming the Master Legal & Regulatory Compliance Matrix (Phase 5, 5-01) items were completed for the year.

Points to CPD's current official Volunteer Application — this Council never builds a homemade substitute for this specific form.

Name · Role · Check-In/Out · Training Status · Background Status if Required.

Uses CPD's current required one-day-volunteer waiver process rather than a Council-authored waiver.

Volunteer · Training Module Completed · Date · Trainer.

Child Name/Age · Parent/Guardian Signature · Activity Description · Photo Release (cross-ref 11-80).

Child Name · Emergency Contact(s) · Medical/Allergy Notes · Access Restricted To (per Phase 5, 5-34).

Restrooms/Showers · Walkways · Lighting · Signage · Accessible Route Condition · Issues Referred to CPD.

Date/Scope · Approved Tasks · Supervisor · Tools/PPE · Volunteer Sign-In · Weather Contingency.

Proposed Work · Location · Species/Materials Involved · Requested CPD Approval Date.

Date · Bags/Weight Collected · Category Breakdown · Hazardous Items Flagged.

Date · Location · Photo Reference · Observation (erosion/trampling/habitat) · Referred to CPD? (Y/N).

Fixed wording: "Per [CPD source, date]: [advisory text]." — never paraphrased into the Council's own claim.

Hazard Observed · Location · Date/Time · Referred To (CPD/911) · Outcome.

Equipment · Condition (missing/damaged/OK) · Reported to CPD? (Y/N, Date).

Beach Walk Condition · Wheelchair Access Point · Meeting/Event Access · Digital Access (Phase 9, 9-23) · Findings Referred.

The fillable version of Phase 8's 8-02 field list: Purpose · Audience · Location/Date · Budget · Partners · Risks · CPD Approvals Needed.

Points to CPD's current official version — never a Council-authored substitute for this specific mandatory form. This Activity Request template is for routine PAC activities per CPD's own PAC Guidelines appendix; larger or public-facing events instead use CPD's "Special Event Permit Application" via chicagoparkdistrict.com/permits-rentals-101 — both are real, current CPD processes for different event scales.

Same trigger list as Phase 8's 8-06: special event, amplified sound, food, tents, generators, vending, alcohol, insurance.

Site Layout · Schedule · Staffing · Vendor Load-In/Out · Accessibility · Waste Plan · Closeout.

Emergency Contacts · Weather Thresholds · Evacuation Route · Medical Referral Point · Missing-Person Protocol Link.

Conditions at Decision Time · Decision (proceed/delay/cancel) · Decided By · Notification Sent? (Y/N).

Same fields as Phase 8's 8-15: business/product, permits, insurance, power needs, compliance attestation.

Performer · Scope/Fee · Schedule · Cancellation Terms · Media Permissions · CPD-Independence Clause.

Subject Name · Parent/Guardian Signature if Minor · Uses Permitted · Date.

Same fields as Phase 8's 8-13: accessible route, seating, restrooms, accommodation contact, advance communication.

Event · What Happened · Response Taken · Referred to CPD/Insurer? (Y/N).

Attendance · Finances · Incidents · Accessibility Notes · Vendor/Partner Performance · Lessons for Next Time.

Standard annual questions on priorities, safety/accessibility perception, programming interest, and stewardship concerns (Phase 8, 8-32).

Agenda · Facilitation Notes · Sign-In · Issues Raised · Follow-Up Owner.

Partner · Roles/Deliverables · Communication Plan · CPD-Independence Clause (Phase 5, 5-40).

Same fields as Phase 8's 8-27: legal status, mission alignment, reputation, conflicts, insurance, safeguarding, capacity.

Headline · Dateline · Body · Boilerplate (includes Independent-PAC Disclaimer, Phase 9, 9-06) · Media Contact.

Content · Source Verified? (Y/N) · Approved By · Post Date — required for anything safety-related or otherwise sensitive.

Requester · Intended Use · Approved Artwork Provided? (Y/N) · Approved By.

Same fields as Phase 10's 10-02: objective, owning committee, timeline, budget line, success measure.

One row per KPI Framework indicator (Phase 10, 10-08): Indicator · Target · Current · Trend.

Assembles the evidence the Annual CPD PAC Report (Phase 10, 10-03) needs, built around CPD's current form/instructions rather than assumed content.

The public-facing layout for Phase 10's 10-07: accomplishments, condition observations, concerns, finances, priorities.

Scoring grid for Phase 10's 10-14 criteria (safety, accessibility, preservation, environment, equity, public benefit, cost/readiness, CPD fit) against each proposed project.

Risk · Probability · Impact · Mitigation/Control · Owner — powers both Phase 5's 5-43 and Phase 10's 10-17.

One row per required deadline across CPD, Illinois, federal, and Attorney General filings, plus grant reporting dates.

The fillable version of Phase 10's converging checklist (10-28) — every phase's annual item, one check-box each.

The schema this entire library's data.js search index already implements: ID · Title · Classification · Owner · Status · Full Text Published?.

Source/URL · Publisher · Publication/Update Date · Last Checked · Controlling Document Notes — tracks every CPD/state/federal source this library cites, so staleness is caught before it's relied on.