SECA Commission — Naperville, IL
Date: 2022-05-23

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



 Meeting Agenda

 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:

B. ROLL CALL:

C. PUBLIC FORUM:

D. OLD BUSINESS:
1. 22-0651 Approve the SECA Commission meeting minutes of April 4, 2022




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SECA Commission Meeting Agenda May 23, 2022


2. 22-0652 Conclude discussion of the CY22 SECA Grant Fund application/approval
 cycle review and provide recommendations for CY23

3. 22-0653 Receive the final update regarding the Public Art Exploratory Task Force


E. NEW BUSINESS:
1. 22-0654 Approve the CY23 SECA and Special Event Calendar Timeline


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

 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




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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.

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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



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SECA Commission Meeting Minutes May 23, 2022


 Absent: 1- Chakka




 /S/ Dawn Portner
 Dawn Portner
 Special Events Coordinator




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