SECA Commission

400 S. Eagle Street City of Naperville Naperville, IL 60540 Meeting Minutes - Final SECA Commission Wednesday, August 16, 2023 6:00 PM Meeting Room A&B A. CALL TO ORDER: Chairwoman Brodhead called the meeting to order at 6:02 p.m. B. ROLL CALL: Present 7- Judith Brodhead, Vasavi Chakka, Nancy Chen, Rich Gannon, Tom Miers, David Scriven-Young, and Arthur Zards Absent 3- Natalia Dagenhart, Shannon Greene Robb, and Allison Longenbaugh Staff present - Dawn Portner, Special Events Coordinator C. PUBLIC FORUM: No speakers for Public Forum D. OLD BUSINESS: 1. Approve the SECA Commission meeting minutes of March 22, 2023 Commissioner Chakka made a motion, seconded by Commissioner Chen, to approve the SECA Commission meeting minutes of March 22, 2023. The motion carried with the following vote: Aye: 6- Brodhead, Chakka, Chen, Gannon, Miers, Scriven-Young, and Zards Absent: 2- Dagenhart, Greene Robb, and Longenbaugh 2. Approve the revised CY2024 SECA Grant Fund application timeline and reach consensus on policies regarding pre-payment and art proposals received outside of the application period Item #1 Commissioner Scriven-Young made a motion, seconded by Commissioner Gannon to accept the revised CY24 Special Events and SECA Application Timeline, moving the approval of the City Obligations from September to October. The motion carried by the following vote: Aye: 6- Brodhead, Chakka, Chen, Gannon, Miers, Scriven-Young, and Zards Absent: 2- Dagenhart, Greene Robb, and Longenbaugh City of Naperville Page 1 Printed on 10/4/2023 SECA Commission Meeting Minutes - Final August 16, 2023 Item #2 In recent months, Commission members have questioned the pre-payment policy and discussed whether a list of exceptions should be developed. By consensus, the Commission agreed with the staff recommendation that exceptions should not be added to the pre-payment policy. The Commission further agreed that pre-payment option shall be made available to new organizations only rather than to existing organizations sponsoring new events. Item #3 The Commission discussed setting aside a small amount of CY24 funds in the event artists contact the City outside of the application cycle. The Special Events Coordinator would serve as the point of contact and convene the SECA Commission to review the proposal. Commissioner Zards made a motion, seconded by Commissioner Miers, to set aside $10,000 of the CY24 allocated grant funds, for artists and artistic groups seeking funding outside the SECA grand fund application cycle. The motion carried by the following vote: Aye: 6- Brodhead, Chakka, Chen, Gannon, Miers, Scriven-Young, and Zards Absent: 2- Dagenhart, Greene Robb, and Longenbaugh E. NEW BUSINESS: Commissioner Miers discussed the idea of holding an informational workshop, tentatively called "SECA Bootcamp" for grant applicants. Originally proposed by Commissioner Zards, the purpose of the Bootcamp would be to provide applicants with information, including but not limited to, how to organize a successful event and draft the grant application. Subject matter experts may be invited and asked to share lessons learned in small group sessions. By consensus, the Commission requested Portner share this idea during the SECA Grant Fund applicant mandatory meetings, scheduled for the end of August, and report findings back to the Commission. F. ADJOURNMENT: Commissioner Chakka made a motion, seconded by Commissioner Scriven-Young to adjourn the SECA Commission meeting of August 16, 2023 at 7:01 p.m. The motion carried by a voice vote. /S/ Dawn Portner Dawn Portner Special Events Coordinator City of Naperville Page 2 Printed on 10/4/2023 SECA Commission Meeting Minutes - Final August 16, 2023 City of Naperville Page 3 Printed on 10/4/2023