SECA Commission — Naperville, IL
Date: 2023-08-16

400 S. Eagle Street
 City of Naperville Naperville, IL 60540



 Meeting Agenda

 SECA Commission

Wednesday, August 16, 2023 6:00 PM Meeting Room A&B




A. CALL TO ORDER:

B. ROLL CALL:

C. PUBLIC FORUM:

D. OLD BUSINESS:
1. 23-0754 Approve the SECA Commission meeting minutes of March 22, 2023

2. 23-0948 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

E. NEW BUSINESS:

F. ADJOURNMENT:
 Any individual with a disability requesting a reasonable accommodation in order to
 participate in a public meeting should contact the Communications Department at least
 48 hours in advance of the scheduled meeting. The Communications Department can
 be reached in person at 400 S. Eagle Street, Naperville, IL., via telephone at
 630-420-6707 or 630-305-5205 (TDD) or via e-mail at info@naperville.il.us. Every effort
 will be made to allow for meeting participation.




City of Naperville Page 1 Printed on 8/11/2023

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