SECA Commission — Naperville, IL
Date: 2021-09-14

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



 Meeting Agenda

 SECA Commission

Tuesday, September 14, 2021 6:00 PM Meeting Rooms A&B



Agenda Introductory Language
Due to the COVID-19 pandemic, members of the public attending the meeting may do so subject
to compliance with COVID-19 safety protocols, including wearing face coverings at all times
while inside City buildings.

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 September 14.

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:

B. ROLL CALL:

C. PUBLIC FORUM:

D. OLD BUSINESS:


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SECA Commission Meeting Agenda September 14, 2021


1. 21-1143 Approve the SECA Commission meeting minutes of July 19, 2021

2. 21-1151 Receive a status update on the Public Art Program initiative

3. 21-1144 Approve the recommended update to the SECA Grant Fund mission
 statement

4. 21-1147 Approve the recommended SECA Grant Fund pre-payment process

5. 21-1148 Approve the recommendation to include additional sustainability questions
 on the CY22 SECA Grant Fund application

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.




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



 Meeting Minutes - Final

 SECA Commission


Tuesday, September 14, 2021 6:00 PM Meeting Rooms A&B


Agenda Introductory Language
Due to the COVID-19 pandemic, members of the public attending the meeting may do so subject
to compliance with COVID-19 safety protocols, including wearing face coverings at all times while
inside City buildings.

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 September 14.

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 6:01 p.m.

B. ROLL CALL:
 Present 9- Vasavi Chakka, Nancy Chen, Vicki Coletta, Colleen McQuillan, Shannon Greene
 Robb, Donna Kearney, Tom Miers, Theresa Sullivan, and Nancy Turner
 Absent 1- Jaqueline Clermont


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SECA Commission Meeting Minutes - Final September 14, 2021




 Commissioner Coletta entered the meeting at 6:16 p.m.

 Commissioner Greene Robb participated via teleconference.

 Staff present: Dawn Portner, Special Events Coordinator

C. PUBLIC FORUM:

 No speakers

D. OLD BUSINESS:

1. Approve the SECA Commission meeting minutes of July 19, 2021

 Commissioner Chakka requested the minutes be amended to correct the
 spelling of her last name.
 Commissioner Miers made a motion, seconded by Commissioner Chen to
 approve the minutes as amended. The motion carried by the following vote:

 Aye: 8- Chakka, Chen, Coletta, McQuillan, Greene Robb, Kearney, Miers, and Turner

 Absent: 1- Clermont

 Abstain: 1- Sullivan


2. Receive a status update on the Public Art Program initiative

 Commissioner Greene Robb gave the following update on the progress of the
 Public Art Program initiative:

 All three subcommittees (Vision, Program Administration, Arts Curation) have
 been meeting and are making progress, the Exploratory Task Force (ETF) will
 meet on September 21 and September 28 to receive subcommittee
 recommendations, and, after the ETF reaches consensus, the final
 recommendations will be presented to the City Council on October 19.
 The Commission received the update.


3. Approve the recommended update to the SECA Grant Fund mission statement

 The Commission reviewed the current SECA mission statement and the
 proposed mission statement presented by Chairwoman Brodhead and
 Commissioner Chakka.



 Commissioner Miers made a motion, seconded by Commissioner Chakka to
 accept the revised SECA mission statement as follows: The mission of the Special
 Events and Cultural Amenities Grant Program is to assist the City in furthering
 Special Events and artistic and cultural experiences that support an inclusive
 community that values diversity for Naperville and its visitors. The motion carried
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SECA Commission Meeting Minutes - Final September 14, 2021

 by the following vote:

 Aye: 8- Chakka, Chen, Coletta, McQuillan, Greene Robb, Kearney, Miers, and Turner

 Absent: 1- Clermont

 Abstain: 1- Sullivan


4. Approve the recommended SECA Grant Fund pre-payment process

 Commissioners Chen and Miers reviewed the current SECA prepayment
 process and proposed the following seven guidelines:

 1. All prepayment requests must be reviewed by the SECA Commission.
 2. The request from the grantee must include a 1-2 paragraph description
 of why the prepayment is needed and all invoices/contracts that support
 the prepayment request.
 3. New organizations/first-time events will be given primary consideration
 for prepayment in order to provide some financial relief.
 4. Upon receiving approval for a prepayment, the organization may only
 use the funds for venue deposits, logistics expenses, honorariums/artist
 fees, and event promoters/planners.
 5. Upon receiving approval for a prepayment, the grantee will be required to
 sign a revised SECA Grant Fund Agreement that includes a prepayment
 clause.
 6. A prepayment will only be granted if the event organizer can guarantee
 the fees are refundable. If the fees are not refundable, and the program
 or event is cancelled, it is the grantee’s responsibility to return the funds
 to the City of Naperville.
 7. Organizations with cash on hand are discouraged from requesting
 prepayments.
 Commissioner Kearney made a motion, seconded by Commissioner Turner to
 approve the seven changes to the SECA prepayment process as presented. The
 motion carried by the following vote:

 Aye: 8- Chakka, Chen, Coletta, McQuillan, Greene Robb, Kearney, Miers, and Turner

 Absent: 1- Clermont

 Abstain: 1- Sullivan


5. Approve the recommendation to include additional sustainability questions on the CY22
 SECA Grant Fund application
 Commissioner Turner presented three sustainability questions to be included
 on the CY22 SECA Grant Fund application:
 1. Waste Reduction and Recycling: in 200 words or less, describe your
 plans to reduce waste by recycling and/or composting at your event.
 Include signage, procurement policies for event materials and supplies,
 and any giveaway policies that promote the use of durable items as
 appropriate.
 2. Transportation Accessibility: In 200 words or less, describe

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SECA Commission Meeting Minutes - Final September 14, 2021

 transportation options available to attendees. (e.g., bicycle-friendly,
 walking-friendly, close to public transportation, etc.)
 3. Clean Energy: in 200 words or less, describe any on-site event energy
 usage and the fuel source used (e.g., electricity, diesel generators,
 biodiesel generators, solar power, etc.)


 Commissioner Chakka made a motion, seconded by Commissioner Greene Robb
 to approve including the additional sustainability questions on the CY22 SECA
 Grant Fund application. The motion carried by the following vote:

 Aye: 8- Chakka, Chen, Coletta, McQuillan, Greene Robb, Kearney, Miers, and Turner

 Absent: 1- Clermont

 Abstain: 1- Sullivan

E. NEW BUSINESS:

 None

F. ADJOURNMENT:
 Commissioner Kearney made a motion, seconded by Commissioner Coletta to
 adjourn the SECA Commission meeting at 6:56 p.m. The motion carried by the
 following vote:

 Aye: 8- Chakka, Chen, Coletta, McQuillan, Greene Robb, Kearney, Miers, and Turner

 Absent: 1- Clermont

 Abstain: 1- Sullivan




 /S/ Dawn Portner
 Dawn Portner
 Special Events Coordinator




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