SECA Commission

400 S. Eagle Street City of Naperville Naperville, IL 60540 Meeting Minutes SECA Commission Monday, May 23, 2022 5:00 PM Meeting Room 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 May 23. 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: Chairwoman Brodhead called the meeting to order at 5:03 p.m. in Meeting Rooms A&B B. ROLL CALL: Present 7- Judith Brodhead, Jaqueline Clermont, Nancy Chen, Vicki Coletta, Shannon Greene Robb, Tom Miers, and Theresa Sullivan Excused 2- Donna Kearney, and Nancy Turner Absent 1- Vasavi Chakka City of Naperville Page 1 Printed on 9/22/2022 SECA Commission Meeting Minutes May 23, 2022 Commissioner Clermont entered the meeting at 5:27 p.m. Also present: Community Services Director, Pam Gallahue and Special Events Coordinator, Dawn Portner C. PUBLIC FORUM: No speakers D. OLD BUSINESS: 1. Approve the SECA Commission meeting minutes of April 4, 2022 Commissioner Miers made a motion, seconded by Commissioner Coletta to approve the SECA Commission meeting minutes of April 4, 2022. The motion carried by the following vote: Aye: 6- Brodhead, Clermont, Chen, Coletta, Greene Robb, and Miers Excused: 2- Kearney, and Turner Absent: 1- Chakka Abstain: 1- Sullivan 2. Conclude discussion of the CY22 SECA Grant Fund application/approval cycle review and provide recommendations for CY23 Gallahue provided information regarding using a points system to review and score applications, stated that a system was used when the Commission was first created and it was abandoned after a few years, that a new system was developed for the 2019 applications but was ultimately too cumbersome and complicated. She reviewed the 2019 scoring criteria and explained that the commissioners would need to assign points in several different categories for each application. By consensus the Commission decided to not use a points-based system but rather use the criteria on the form at their own discretion to assist with the application review. Gallahue explained that the City Council approved a definition for "fundraiser" in 2016 and stated that the Commission should use that as a starting point if an update is necessary. By consensus the Commission reaffirmed the 2016 definition with no changes and directed staff to manage applications that are submitted as a fundraiser as well as any other applications that do not meet funding criteria. Gallahue explained that the application has been built over the years based on commissioner input and that while supporting documentation is required from all applicants the commissioners have discretion on what components to use when making funding decisions. City of Naperville Page 2 Printed on 9/22/2022 SECA Commission Meeting Minutes May 23, 2022 The commissioners explained how they use supporting documentation when evaluating applications and that it is important to discuss reasons for funding decisions when the Commission meets as a whole. The commissioners compared funding for similar events, discussed calculating the average of recommendations and the historical increase in final award as a percent of request, and explained how organizers may perceive a bias in how funds are allocated. The Commission discussed what is needed from staff when asked to provide direction on applicant requests throughout the year as well as a deadline to respond and decided to revisit the appropriateness of allowing the pre-payment option to continue and how to address applications that receive zero funding from a majority of commissioners in the future. 3. Receive the final update regarding the Public Art Exploratory Task Force Gallahue explained that the City Council unanimously approved the recommendation to create a Public Arts Program and place administrative responsibility with the SECA Commission. She outlined several components of the Applicant Manual, stated that the text amendment to temporarily expand the SECA Commission to 11 members will be on the June 7 City Council agenda, and said the mayor can begin accepting applications once it is approved. Councilwoman Sullivan left the meeting at 7:00p.m. E. NEW BUSINESS: 1. Approve the CY23 SECA and Special Event Calendar Timeline Commissioner Miers made a motion, seconded by Commissioner Greene Robb to approve the CY23 SECA and Special Event Calendar Timeline. The motion carried by the following vote: Aye: 6- Brodhead, Clermont, Chen, Coletta, Greene Robb, and Miers Excused: 2- Kearney, and Turner Absent: 1- Chakka Abstain: 1- Sullivan F. ADJOURNMENT: Commissioner Chen made a motion, seconded by Commissioner Greene Robb to adjourn the SECA Commission meeting at 7:15 p.m. The motion carried by the following vote: Aye: 6- Brodhead, Clermont, Chen, Coletta, Greene Robb, and Miers Excused: 3- Kearney, Turner, and Sullivan City of Naperville Page 3 Printed on 9/22/2022 SECA Commission Meeting Minutes May 23, 2022 Absent: 1- Chakka /S/ Dawn Portner Dawn Portner Special Events Coordinator City of Naperville Page 4 Printed on 9/22/2022