Senior Facility Adhoc Committee Packet 2005 08-01-05 °� United City of Yorkville
'11- 800 Game Farm Road
E"141836 Yorkville, Illinois 60560
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AGENDA
SENIOR FACILITY AD-HOC COMMITTEE
Monday,August 1, 2005
4:00 P.M.
City Conference Room
1. Minutes for Approval/Correction: May 2, 2005
2. Update Regarding Senior Services Location and Castle Bank Changes for
Recreation Department
3. Joint Fundraiser—Polka Party - Update
4. Draft of Senior Agreement
a. City Approval Process
b. Senior Services Approval Process
c. Salvation Army Approval Process
5. Additional Business
6. Set Next Meeting Date
Page 1 of 4
SENIORUNITED CITY OF LLE
FACILIITY AD-HOC COMMITTEE DRAFT
Monday,May 2, 2005
4:00 PM
City Conference Room
City Staff Present:
Mayor Prochaska Alderwoman Spears
Parks & Rec Director Laura Brown
Guests Present:
Rita Murphy Joan Parker-Salvation Army
Madonna Bialek-Alzheimer's Assoc Lloyd Johnson-Food Pantry
Tony Scott-Kendall Co Record Allecia Vermillion-Beacon
JoAnn Behrens Identa Austin-S.S.A.
Cecelia Sanders-Sal. Army Golden Diners Bette Schoenholtz-Senior Services
Tammy Smock
The meeting was called to order at 4:20pm by Mayor Prochaska.
1. Minutes for Approval/Correction: April 4,2005: It was found that there were
some corrections in name changes (one being: Beecher Center into Beecher Building)
and to note that the grant spoken of on page 3 was money to used for some of the
kitchen items not just the kitchen items. These corrections were noted and will be
made. It was also requested that Tammy Smock and Cecilia Sanders be added to the
mailing list for this committee to receive the agenda and minutes for each meeting.
2. Update Regarding Senior Services Location (any new development with Harold
Oliver): Bette Schoenholtz stated to the Committee that the Senior Services board
had met and discussed the use of Beecher Building and they had no issues with it that
were brought up there. There was also no quorum at that meeting,but supportive of
the idea.
Mayor Prochaska passed out a sketch of Beecher Building for all present to look over
for what set-up they are proposing at that facility for Senior Services to use. He
suggested that they have someone sit down and actually do a scale drawing to see if
more offices could be put in place for Senior Services to use on the far east wall of
the Perkins Room.
Bette went on to state that she feels that Senior Services is moving down path of
using Beecher Building. She said Harold Oliver is still out of town until next week
and she was looking to speak with him to see how far he can help with the idea of
using Beecher Building. Overall this idea is pretty positive with Senior Services.
Mayor Prochaska stated that Harold Oliver could help with doing the work or even
financing could be an option here.
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3. Updating of the Proposed Changes with Salvation Army Hot meals Program and
Location of the Deli: Cecilia Sanders stated to the Committee that they are currently
doing hot meals (both congruent and delivery) and when the deli moves over, the
congruent diners will be using the deli as their lunch and home delivery will only be
getting the hot free portion. Laura Brown stated that the steam table will be available
at Beecher Building for this program as well. Bette Schoenholtz stated that they have
plenty of extra equipment for others to use as well,possibly in Oswego where they
are looking to offer a lunch program.
4. Short-term Options and Solutions
a. Recommendations: Mayor Prochaska asked Laura Brown to fill in the
Committee on how she is doing with the programs that are currently located
being ran at the Beecher Building and relocating them. He went on to stated
that he has spent time working on alternative spaces to run these programs,
with one possibility being St. Patrick's in Yorkville. St. Patrick's should be
getting the City an answer on this possibility within the week.
Laura Brown went on to say that Parkview School is a possibility to use as
well. A lot of the schools do shut down during the summer for work to be
done on them. The problem is that the Parks &Rec department has identified
6 summer programs with definite conflicts with where to run them. They are
continuing to work around these. She is also working around rental of the
Beecher building where in June there are weddings booked on the 12`x'and the
18th there.
She also stated that there will be more storage for the Salvation Army to use
and that will be worked out where when they start going into more detail on
the plans for Beecher Building being renovated.
Mayor Prochaska has recommended that the City Council and the Park Board
to go forward in having the City commit to the use of Beecher Building by
these groups since all is working out well. Alderwoman Spears requested that
Laura Brown get her figures of the increase and decrease of funds flowing
with Senior Services and all others using Beecher Building so she can show
this to the Council.
The group discussed the use of Senior Services' tables and chairs, which Bette
Schoenholtz feels would be fine, and how they would be situated in the rooms
and stored when not used. The Committee also discussed getting Mr. Harold
Oliver good plans of Beecher Building to show him what he is helping with.
With all `ayes' from those present, this will move forward with all as
discussed. When this does go before City Council, members from this
Committee will be urged to be present to speak and hear discussion.
Alderwoman Spears will be looking to present information on May 17, 2005
to City Council.
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5. Long-term Solutions
a. List Needs for Future Give to Facility Planners: At this time, Mayor
Prochaska asked the Committee to discuss ideas of what they would like to
see in a new building for future planning. He requested this to be made into a
separate list to be made available for facility planners to use and look over.
Below are the ideas they discussed and felt beneficial to all to use.
Needs for Future for Facility Planners
• Commercial size kitchen and dining area
• Food Pantry
o permanent space for maintaining all goods
o good spacing to create flow-(over 2300 sq foot)
o loading/unloading entrance(double doors)
o backroom area storage
o check-in space in front area
o clothing away from food
o 1-2 person office area
• Events room with dining area off of the side of that
• Washrooms
• Offices, 4 for now, aim for 6 rooms eventually- can put caseworkers together at
times
• Open area in middle of building, with offices and meeting rooms around
perimeter-some small sets of private rooms with capability to be made big or
small as needed
Mr. Johnson stated that he prefers the food pantry to not even have clothing,
as most pantry's do not. This created an idea that eventually this Committee
could look into creating a thrift shop to create extra funds.
The Committee agreed that they would like to look into creating a stand alone
senior community center with the area growing so fast there will be a constant
need. Laura Brown stated that there is merit for intergenerational centers and
both should be looked into for what other communities offer their senior
citizens. Eventually it will be what the taxpayers' support that determines the
tax dollars available for anything to be created.
6. Additional Business:
• Madonna Bialek stated to the Committee that she had been speaking with Eddie
Blazonczyk, a well known polka band, regarding putting together an event on the
upcoming September 11th to remember this day and help raise money for the
Seniors in the area. The cost for him and his band to come out is $1,000.00 and
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he has suggested charging a$10.00 fee per person for the music and dancing. On
the side they could have food, drinks and coffee for sale that would raise money
as well. They would like to eventually start having him come out yearly for a
performance and get together to continue support the senior activities. Bette
Schoenholtz stated she would be real interested in helping pulling this event
together as well as the rest of the Committee. Mayor Prochaska stated he was in
favor of this happening and urged all present to stay in touch and continue
working on this idea.
• Madonna Bialek also wanted to note to all present that there is a meeting planned
on May 19, 2005 at 7:00pm at Yorkville Congregational regarding a seminar for
the 10 warning signs of Alzheimer's Disease.
7. Set Next Meeting Date: The next meeting date was set for June 6, 2005 at 4:00pm at
the City Conference Room.
The meeting was adjourned at 5:25 pm.
Minutes by: Sheila Teausaw
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DRAFT
LEASE
SENIOR SERVICES ASSOCIATION,USE {Deleted:(INC??)
OF
I A PORTION OF THE BEECHER COMMUNITY,BUILDING Deleted:CENTER
UNITED CITY OF YORKVILLE,ILLINOIS
WHEREAS, Senior Services Association is an organization dedicated to providing
programs,services and activities to the citizens of the United City of Yorkville and
surrounding areas commonly referred to as"Senior"citizens,and
WHEREAS,Senior Services Association is uniquely qualified to proved such services to
this very important segment of the City's population,and
WHEREAS,Senior Services Association has demonstrated a long standing dedication to
this segment of the population by providing such services for approximately_years,
and
I WHEREAS, Senior Services Association,after_years at the same location,has found a
need to obtain new space to provide its programs an services,and
WHEREAS, the United City of Yorkville,recognizing the unique and valuable position
I that Senior Services Association holds in the community,and desiring that these
programs,services and activities be continued for the benefit of the community,has
I considered entering into a lease of space to Senior Services Association,and
WHEREAS, the United City of Yorkville has determined that suitable space exists at the
I Beecher Community,Building,and {Deleted:Center
WHEREAS, Senior Services Association agrees that the available space at the Beecher
Community,building is suitable and appropriate for its needs. {Deleted:Center
IT IS AGREED,upon the mutual considerations self evident within this agreement,that
the United City of Yorkville shall hereby lease to Senior Services Association certain
space within the Beecher Community,Building under the terms as contained herein,to {Deleted:Center
wit:
I 1. PREMISES: Exclusive use of that portion of the Beecher Community,A,uilding as Deleted:Center
described on the attached Exhibit A,and common,nonexclusive use of the Main Room Deleted:b i
and Kitchen(as further defined in#3,below),washroom facilities,storage areas,and the
common hallways,doorways,sidewalk and parking areas.
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2. RENT: The some of$ per month.
3. HOURS OF USE: Understanding that Senior Services Association will make use of
the Main Room,office area and Kitchen in the Beecher Community Building,for most of . f Deleted:Center
its programs,services and activities,and also understanding that the City will schedule
events for the Main Room and/or Kitchen when not used by Senior Services Association,
it is agreed that Senior Services Association's use of the Main Room,office areas,and
Kitchen shall be limited to the following days and times:
Days of Week:
Hours of the Day: (Example—(9:00 am through 3:00pm)
As an additional agreement,Senor Services Association agrees to work in harmony with
the City to allow use of the Main Room1,Kitchen and common areas for other events if it -{Deleted:and i
has not scheduled an event,thus allowing for maximum use of this building. In addition,
the City will work in harmony with Senior Services Association to provide use of the
Main Room and Kitchen as is necessary for special events outside of the Hours listed
above.The City requires 3 month notification to coordinate scheduling of space for
special events beyond day to day operation.
4. STORAGE: Senior Services understands that the Beecher Community Building,has (Deleted:Center
very limited storage space,and that it will have to limit its use of storage areas to the least
use possible, and will have to share such space with other uses within the building,
including,but not limited to the Salvation Army.
All improvement structurally or decorating must be approved by City staff prior to
conduct such improvements. All improvements should be done with the common interest
and use of the building,or area in mind. Said improvements will become a part of the
building, owned by the City. and shall be surrendered without compensation upon the
termination of the lease regardless of the reason for termination.
5. TERM OF THIS AGREEMENT: This agreement shall have a term of 12 months
commencing on ,2005 and concluding on ,2006. In addition
to the term,the parties agree that either party may terminate the agreement(without the
need to express a reason or cause)upon 60 days written notice to the other party.
I 6. MAINTENANCE,REPAIRS,UTILITIES. Senior Services Association shall be
responsible for maintaining(cleaning)its exclusive space as well as the Main Room and
Kitchen. Said maintenance shall be limited to keeping the premises clean and orderly,
but shall not include any repairs to the structure,nor shall it include major cleaning
including but not limited to power washing and buffing of floors. All other cleaning,and
all other repairs of the exclusive premises,as well as the common areas shall be the
responsibility of the City,and such is considered and included in the Monthly Rental Fee.
•
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The Senior Service Association shall work in concert with the City for quarterly and
annual scheduled maintenance of all common areas. The City will schedule these routine
maintenance at time with the least possible impact to daily operations.
7. INSURANCE: Senior Services Association shall maintain general liability insurance
under its name,and name the City as an additional insured on said policy of insurance,
the terms and limits of the policy must by agreeable and agreed upon by the City Director
of Finance.
8. SIGNS: Senior Services Association shall be allowed to place a sign,or signs,upon
the Beecher Community Building,,or in front of the Beecher Community Building,to , --{Deleted:Center
assist residents in finding the services. Said signs shall be in number,location,size and {Deleted:Center
character solely upon the Agreement of the Executive Director of Parks and Recreation.
9. COMPLIANCE WITH ALL LAWS AND REGULATIONS: Senior Services
Association shall conduct their activities and uses of the premises,and maintain the
premises at all times in keeping with all applicable laws and regulations including but not
limited to the Health Regulation regarding the preparation of food and use of the kitchen
area.
10. NOTICES: All notices shall be given by hand delivery to the other party at the
I Beecher Community Building,(for Senior Services)and to City Hall(for the City). {Deleted:Center
This agreement made on ,2005
I Senior Services Association, {Deleted:_(Inc.?)
By:
Its:
Attest:
By:
Its:
{Deleted:q
United City of Yorkville
Arthur F.Prochaska,Jr.,Mayor
Attest:
I Jackie Milschewski ,City Clerk - Deleted:
OF YORKVILLE
` t C (AO SERVICES
Grant for financial support
Puri
Seni( ;rojects designed to help provide programs
and f City of Yorkville who are active adults
ages ay include socialization, educational,
leads ral and other activities.
Who
Grar itions that are defined as tax-exempt under
Sect) :ode. Applicants must demonstrate that a
signiIIL-LT„L 1111A1.., ,Lr %di L„�„ VV, �,.. , Varticipants are from the United City of
Yorkville city's limits.
All the funds for Grants are obtained through donations or fund raisers held by the
Senior Ad-hoc committee. Each year the amount available may fluctuate based on
the amounts received. Only one application per agency may be submitted.
Grants generally not awarded from discretionary funds:
• To individuals, including scholarships
• To government agencies outside the United City of Yorkville corporate limits
• For religious purposes
• For endowment
• To private foundations and private operating foundations
Grant Review Process
The Grant Review Committee consists of representatives for the United City of
Yorkville ad-hoc senior committee which includes Alderman and staff from the city,
community volunteers, and other organizations with the common goal of services for
active adults 55 years and older. The committee meets to review and evaluate all
applications received and conduct site visits when appropriate. The committee then
makes grant recommendations to the full City Council for approval.
All grant applicants will be notified in writing whether or not a grant has been
awarded.
How to Apply
In order to be considered for a grant, grant seekers must submit one (1) copy of a
complete application. Each application must contain: A) Signed Application Cover
Sheet, B) Narrative Form, and C) Attachments
UNITED CITY OF YORKVILLE
SENIOR SERVICES
Grant Application
Fill out completely:
Organization Name:
Contact Name/ Title:
Address:
City: State Zip code
Phone: Email:
Indicate and provide (One) copy of your 501 (c) (3) IRS determination letter or proof
of IRS tax exempt status.
Amount of Funding Requested
Background of Organization
(Include qualification of the organization to operate a particular project or program
Provide a program
Narrative including explanation of program or service which you are requesting a
grant. Include statement of need (include the process used to identify need and a
description of target population and projected number of United City of Yorkville
Residents who will be served); Statement of Objectives (describe local programs the
project will enhance);
Budget Information
Program evaluation for measuring outcome
Signature Date:
At the conclusion of your program please provide a copy of any publications or press
releases naming the United City of Yorkville as a program sponsor.