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Senior Facility Adhoc Committee Packet 2005 08-01-05 °� United City of Yorkville '11- 800 Game Farm Road E"141836 Yorkville, Illinois 60560 o L �� y Telephone: 630-553-4350 ,m:,, � Fax: 630-553-7575 <LE `‘''' 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. 1 Page2of4 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. 2 Page 3 of 4 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 3 Page4of4 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 4 tile 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. Y 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. • Y 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.