SECA Commission

400 S. Eagle Street City of Naperville Naperville, IL 60540 Meeting Minutes - Final SECA Commission Monday, April 4, 2022 6:00 PM Meeting Rooms A&B Agenda Introductory Language TO SPEAK LIVE AT THE MEETING: To address the Commission, members of the public may sign up with staff immediately prior to the meeting. PUBLIC ACCOMMODATION: • Any individual who may require an accommodation to participate in the meeting should contact the Community Services Department at (630) 305-5300 by 4 p.m. on April 4. PARTICIPATION GUIDELINES: The citizen participation guidelines are outlined in 1-5-6-6: - CITIZEN PARTICIPATION of the Naperville Municipal Code. • ALL VIEWPOINTS AND OPINIONS WELCOME: All viewpoints are welcome, positive comments and constructive criticism are encouraged. Speakers must refrain from harassing or directing threats or personal attacks at Commission members, staff, other speakers or members of the public. Comments made to intentionally disrupt the meeting may be managed as necessary to maintain appropriate decorum and allow for city business to be accomplished. • SPEAKER TIME LIMITS: Speakers must limit their remarks to no more than three minutes. • IF YOU SIGNED UP TO SPEAK, staff will call your name at the appropriate time during the meeting. Once your name is called you may identify yourself for the public record and then address remarks to the Commission as a whole. Speak clearly and try to limit remarks directly to the matter under discussion. Speakers are called in the order they sign up. A. CALL TO ORDER: Acting SECA Chairwoman Coletta called the meeting to order at 6:02 p.m. B. ROLL CALL: Present 10 - Judith Brodhead, Vasavi Chakka, Nancy Chen, Jaqueline Clermont, Vicki Coletta, Shannon Greene Robb, Donna Kearney, Tom Miers, Theresa Sullivan, and Nancy Turner City of Naperville Page 1 Printed on 2/14/2023 SECA Commission Meeting Minutes - Final April 4, 2022 Also Present - Student Commissioner Rahil Patel Staff Present - Dawn Portner, Special Events Coordinator SECA Chairwoman Brodhead participated via teleconference (entered at 6:11 p.m.) Commissioner Chakka entered the meeting at 6:13 p.m. C. PUBLIC FORUM: No speakers. D. RECOGNITION: 1. Recognize outgoing SECA Commissioners Jacque Clermont and Donna Kearney Acting Chairwoman Coletta recognized outgoing SECA Commissioners Kearney and Clermont and thanked them for their outstanding service. Both were presented with Certificates of Appreciation from Mayor Chirico. E. OLD BUSINESS: 1. Review and approve the SECA Commission meeting minutes of December 1, 2021 Commissioner Turner made a motion, seconded by Commissioner Clermont to approve the SECA Commission meeting minutes of December 1, 2021. The motion carried by the following vote: Aye: 9- Brodhead, Chakka, Chen, Clermont, Coletta, Greene Robb, Kearney, Miers, and Turner Abstain: 1- Sullivan 2. Discuss the CY22 SECA Grant Fund application/approval cycle and provide recommendations for CY23 The Commissioners reviewed the CY22 SECA Grant Fund application/approval cycle and discussed recommendations for CY23. The Commission discussed fundraisers, who receives funds raised from the event, whether funds are distributed to different organizations in the community, and the need to have a clear definition and set guidelines. Portner explained that in 2016 the Council approved the current definition of a fundraiser as an event with the primary purpose of generating revenue to support the organization's own mission. She said if an event met the definition it would be ineligible to apply. She concluded by stating that an event is not characterized as a fundraiser if the primary purpose is to present cultural or entertainment experiences. City of Naperville Page 2 Printed on 2/14/2023 SECA Commission Meeting Minutes - Final April 4, 2022 The Commission discussed implementing scoring criteria for applications and having clear guidelines to assist with evaluating applications. Porter explained that scoring criteria was approved as part of the 2018 SECA Grant Fund comprehensive review and implemented for the 2019 application cycle. She said the commissioners believed that the objective criteria that was created was too difficult to use and abandoned it the following year. The Commission discussed developing recusal protocol. The Commission discussed the possibility of moving City Services costs to the City Obligations category and only reviewing requests for event operations as well as the appropriateness of selecting a small number of events to fully fund each year. A motion was made by Greene Robb, seconded by Clermont, to require any Commissioner who is an employee or in a governing role of a specific organization that has applied for SECA funding to abstain from voting on that specific allocation request. The motion carried by the following vote: Aye: 9- Brodhead, Chakka, Chen, Clermont, Coletta, Greene Robb, Kearney, Miers, and Turner Abstain: 1- Sullivan Chairwoman Brodhead left the meeting at 7:15 p.m. Commissioner Chakka left the meeting at 7:36 p.m. 3. Receive a status report regarding the Public Arts Task Force Commissioner Greene Robb gave an update on the Public Art Exploratory Task Force and explained that an initial recommendation was presented to Council on October 19, 2021, that Council gave feedback and directed the Task Force to continue working and present a detailed program in the future, that the Task Force reconvened in December and formed four subcommittees to research program topics, and that materials will be submitted to staff for compilation into an Applicant Manual and presented to Council on May 17. She also stated that Task Force members have been asked to assist on projects to support the City's beautification efforts such as developing a Student Art Banner program for 95th Street, design of the Naperville Salutes banners, partnering with the Downtown Naperville Alliance on a summer pop-up art event in the downtown, and consulting on the design of new banners for the Historic District. The update was received. F. NEW BUSINESS: City of Naperville Page 3 Printed on 2/14/2023 SECA Commission Meeting Minutes - Final April 4, 2022 1. Revise the regular SECA Commission meeting minutes of July 19, 2021, September 14, 2021, and November 13, 2021 to correct commissioner attendance When the minutes were being prepared for this meeting it was discovered the list of automated Commissioners names was not correct in the Legistar program used for Agenda Items, Minutes, etc. The City has corrected this issue and the affected minutes need to be amended to reflect this change. A motion was made by Kearney, seconded by Clermont, to update the regular SECA Commission meeting minutes of: July 19, 2021, September 14, 2021 and November 13, 2021 to correct Commissioner attendance. The motion carried by the following vote: Aye: 7- Chen, Clermont, Coletta, Greene Robb, Kearney, Miers, and Turner Absent: 2- Brodhead, and Chakka Abstain: 1- Sullivan G. ADJOURNMENT: Commissioner Kearney made a motion, seconded by Commissioner Miers to adjourn the SECA Commission meeting of April 4, 2022 at 8:10 p.m. The motion carried by the following vote: Aye: 7- Chen, Clermont, Coletta, Greene Robb, Kearney, Miers, and Turner Absent: 2- Brodhead, and Chakka Abstain: 1- Sullivan /S/ Dawn Portner Dawn Portner Special Events Coordinator City of Naperville Page 4 Printed on 2/14/2023