Senior Facility Adhoc Committee Packet 2005 08-29-05 ,c*'0 CIrY
°� United City of Yorkville
800 Game Farm Road
EST 1836 Yorkville, Illinois 60560
-c e Telephone: 630-553-4350
9
� �� Fax: 630-553-7575
AGENDA
SENIOR FACILITY AD-HOC COMMITTEE
Monday, August 29, 2005
4:00 P.M.
City Conference Room
1. Minutes for Approval/Correction: July 11, 2005 and August 1, 2005
2. Update Regarding Senior Services Location and Castle Bank Changes for
Recreation Department
3. Joint Fundraiser— Polka Party - Update
4. Senior Lease Agreement Update
5. Nutrition Program
6. Additional Business
7. Set Next Meeting Date
SENIOR FACILITY AD-HOC COMMITTEE DRAFT
YORKVILLE CITY HALL CONFERENCE ROOM
Monday, July 11, 2005
Mayor Art Prochaska called the meeting to order at 4 p.m.
Present
Mayor Art Prochaska; Alderwoman Rose Spears; Vicky Thompson, Salvation Army;
Lloyd Johnson,Kendall County Food Pantry; Identa Austin, Senior Services Association
Board; Sandra Brown, City of Yorkville; Joan Parker, Salvation Army; Rita Murphy;
Joanne Behrens, Salvation Army; Madonna Bialek, Alzheimer's Association; Kay
Hatcher, Kendall County; Cecilia Sanders, Salvation Army Golden Diners; and Bette
Schrenholtz, Senior Services Association.
1.Minutes for Approval/Correction--Minutes from the June 6, 2005 meeting were
approved.
2. Update Regarding Senior Services Location— Sandra Brown, executive director of
Parks and Recreation, said she would try to get a formalization of plans and a timetable.
She added she wants to get the Salvation Army involved as well.
Mayor Prochaska agreed saying some plans should be available soon.
3.Joint Fundraiser/Polka Party Update—Madonna Bialek asked who would handle
the money earned from the fundraiser. Brown said she has a background in fundraising
and could help set up a restricted fund for senior programs.
Bialek also showed a rough draft of a sample brochure to the committee members
seeking their comments. Joan Parker said the brochure needs to state that the funds
raised are going to fund local senior programming.
She also said she spoke with a representative from Upper Crust Catering and was quoted
a price of$5.45 per person as long as the committee can guarantee 200 people. The menu
would feature ham, chicken,potato salad or German potato salad and sauerkraut.
Bialek said the caterer also offered to reduce the price if only one meat is served. Tickets
for the polka party are $10 and the meat and beverages would be sold separately.
Bette Schrenholtz suggested the price for the event be raised and the ticket price could
include the polka party and meal. Bialek,however, said the band concerned that if the
ticket price is too high people won't come. Mayor Prochaska said he agrees with
Schrenholtz and said the meal needs to be included in the ticket price. He suggested that
organizers try to find sponsors to help defray the cots if that is a concern.
Brown said she'd make some calls to see if there are any potential sponsors available.
Prochaska said the food issue needs to be resolved before any tickets are sold. Even if
enough sponsorship is found to cover food,that would help,he said.
4. Yas/Fishel Senior Center Space Needs Drawings Update—Mayor Prochaska said
the city is still waiting for the firm to come back with a final report.
5.Additional Business—Lloyd Johnson asked if it would be possible to move the food
pantry to the old police station. However, Mayor Prochaska said that building has less
available space than the pantry's current location. He said when a new senior center is
designed, it will be designed to include a food pantry.
In other additional business, Schrenholtz said she talked with Harold Oliver and the
senior services are working out an agreement with him.
6. Next meeting date—The group set the next meeting for Aug. 1 at 4 p.m.
The meeting adjourned at 4:40 p.m.
Minutes respectfully submitted by Dina Gipe
Page 1 of 2 DRAFT
SENIOR FACILITY AD-HOC COMMITTEE
Monday,August 1, 2005
4:00 P.M.
City Conference Room
Present
Mayor Art Prochaska Rita Murphy, Senior Services
Alderwoman Rose Spears Identa Austin, Senior Services Association
Madonna Bialek, Alzheimer's Assn. Bette Schrenholtz, Senior Services Association
Kay Hatcher, Kendall County Joanne Behrens, Salvation Army
Tom Zekante Max Malone
The meeting was called to order at 4:00 by Mayor Art Prochaska.
1. Minutes for Approval/Correction: May 2, 2005—The minutes were approved.
2. Update Regarding Senior Services Location and Castle Bank Changes for
Recreation Department—Harold Oliver offered the use of the Castle Bank
Building. The Seniors will use the upstairs while the downstairs is being
renovated,then the Recreation Department will be able to use the downstairs for
the Recreational Programs. There will be a Community Room—The Perkins
Room. Castle Bank will move out Labor Day Weekend. The Blood Drive will
still be in this building,but it is thought the Senior Services will be able to operate
when the Blood Drive is happening.
3. Joint Fund raiser—Polka Party- Madonna Bialek passed out fliers. The PNA
has said since they are also a Not for Profit Group, they are not able to donate any
money,but they are willing to advertise. There are some businesses that are
willing to donate items for a raffle or door prize.
Madonna Bialek asked if the Beecher Building would be available to set up on
Saturday. Mayor Prochaska said she would have to ask the staff.
Madonna Bialek wondered if the Senior Groups would be interested in donating
items for the Bake Sale and if they bring something, that it could be on a plate,
already wrapped for sale.
Channels 2, 5, 7, and CLTV will do free advertising. Madonna Bialek will get in
touch with WSPY and some other channels to see if they will also advertise.
Upper Crust will not be providing Napkins,plates and silverware in the price they
quoted for the food, however, they will be able to supply those for approximately
$0.25 per person. It was agreed that this was a reasonable amount, and Upper
Crust should be told it is wished they would add this into the cost and provide the
tableware.
The menu will be Polish Sausage, Sauerkraut, Pork Loin,Potato Salad,and Pasta
Salad.
Upper Crust would like to be guaranteed that 200 people would be served,
however if the actual number is just a few under,they are willing to be flexible.
Chief Martin will be putting up the Police signs at the intersections of Rt. 34 and
Game Farm Road, and Rt. 47 and Somonauk Street.
Page 2 of 2
Madonna Bialek wondered if the committee wanted to sell tickets at the door, or if
they should all be sold beforehand. She has a total of 204 tickets, and has 26
people interested in purchasing them.
Jenny Leifheit donated 40 flags for the Patriots Walk.
Mayor Prochaska pointed out that other nationalities such as Germans and
Norwegians also like sausage and Polkas, and does not want them to stay home
because it was publicized as a Polish event.
Alderwoman Spears suggested asking Jewel and Dominick's if they would be
willing to donate beverages for the event. There was some discussion,and it was
thought it would be better not to have cans of soda, that coffee, lemonade,tea and
water would be sufficient.
There was some discussion about what the price of the meal should be. It was
thought that the meal should include a beverage and a dessert,but if the people
would like extra beverages or desserts, or if they do not want a meal,they would
be able to purchase beverages and desserts separately. It was decided that the price
of the meal should be $7.00.
There will be a raffle, and a roll of tickets would be cheaper than purchasing decks
of cards.
There was discussion about a silent auction. It would involve another person to
acquire the items to be auctioned, and the Polka is being held on September 11`h
Maybe it is inappropriate to have too much fund raising on this day. If a silent
auction is to be held,the items should be patriotic in nature.
The wording for what is done with the extra dollars on the flier should read
something like: Any surplus funds will be used for Senior Programs.
4. Draft of Senior Agreement—There were some corrections to the Boiler Plate
version of the lease. Senior Services Association should be Senior Services
Associates,Inc. In the third paragraph the blank should be filled to read 23 years.
In the fourth paragraph the blank should be filled in to read 5 years. On page 2,#2
some should be changed to sum. #3 the Main Room should be called the Perkins
Room. The availability of days and hours should be all days and hours available
unless otherwise prearranged. #5 should be 5 years instead of 12 months. This
will go to Senior Services and Salvation Army Golden Diners for approval and
come back next month to Senior Ad-Hoc.
a. City Approval Process
b. Senior Services Approval Process
c. Salvation Army Approval Process
5. Additional Business—Madonna Bialek just wanted to say she does have tickets if
anyone needs them,just contact her.
Mayor Prochaska passed out a draft of a Policy to be set for fund raisers held by
the Senior Ad-Hoc Committee,and how the funds will be disbursed. This will
come back to Senior Ad-Hoc.
6. Set next meeting date. The next meeting will be August 29`h at 4:00 pm.
The meeting was adjourned at 4:52 pm.
Minutes submitted by Laura Leppert.
YORKVILLE
PARKS&RECREATION Yorkville Parks & Recreation Department
908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax
Administrative Office 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347
Memo
To: Art Prochaska, Mayor
From: Laura J. Brown, Executive Director
Date: August 18, 2005
Cc: City Council
Park Board
Tony Graff, City Administrator
Re: Beecher Community Center Use
Representatives from the Community Nutrition Network & Senior Services Association of
Cook County — Peg Isaacson, and Ann McLone Cooper dropped by the Beecher
Community Center on Wednesday and informed Barb they would be assuming the nutrition
program for Kendall County. The Northeastern Illinois Department on Aging, which awards
the federal funding for nutrition programs in Illinois awarded this contract to Community
Nutrition Network & Senior Services Association of Cook County. The CNN & Senior
Services Association of Cook County would assume it is same nutrition program that is here
today both the deli and meals on wheel program.
I did contact Capitan Horton of the Salvation Army to discuss the impact to their program
and if they had any intention to maintain their site at Beecher. She informed me that the
Salvation Army administration was meeting on Thursday to discuss their options and would
contact me on Friday as to any decision. She did indicate there was a 10 day appeal
process that she thought the Salvation Army would be filing.
I did follow-up with Peg Isaacson, and Ann McLone Cooper by phone on Thursday to
discuss and clarify their intent as it relates to the Beecher Community Center and their
operation. They expressed their desire was to find a site/location for their operation (hoping
this would be Beecher), and to assume the same operation of the Salvation Army Nutrition
Program previously. We did discuss a need for them to have a dialogue with Bette
Schoenholtz with Senior Services Association of Kendall County to discuss co-existing
operations in the Beecher Building and work out any duplication of services.
In addition, I have confirmed a meeting with Peg Isaacson, and Ann McLone Cooper to meet
with you and myself to discuss the transition, impacts, and any potential agreements.
1
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EST. le, Illinois 60560
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CLE CVs''
Date: August 29, 2005
To: Senior Ad Hoc Committee
From: John Wyeth, City Attorney
CC: Betty Schoenholtz, Director Senior Services Associates
Subject: Draft of Use Agreement with Senior Services Associates
Attached is updated draft of the agreement. It has incorporated comments received from since
the last COW meeting. It contains so any changes (large and small) from the first draft that I
haven't included a Redline.
Also, to aid your review and for your convenience, I've copied the following text of an August 26,
2005 email from the Finance Director to City Attorney re: Costs at Beecher Community Building
These are related to Section 2, Shared Cost.
John
Here's what I have...
a. Utilities— Telephone $750/year
Gas $2,000/year
ComEd—I don't believe we pay for the facility
b. Maintenance/Janitorial - Salary is $11,000/year
c. Maintenance/Supplies/Equipment—Budgeted $8,000 (so maybe $10,000)
d. Capital Maintenance (Furnance, floors, painting, structure, parking, etc)—
Budgeted $13,000 (so maybe $15,000). The Parking Lot cost was just under $45,000
Traci Pleckham
Finance Director
United City of Yorkville
630-553-8534 phone
630-553-7575 fax
Total is $38, 750 (using larger numbers and excluding Parking Lot)
This translates to $3,229 per month.
DRAFT, 8.29.05
PREMISES USE AGREEMENT
SENIOR SERVICES ASSOCIATES USE
OF
A PORTION OF THE BEECHER COMMUNITY BUILDING
UNITED CITY OF YORKVILLE, ILLINOIS
WHEREAS, Senior Services Associates (hereinafter referred to as "SSA") is an
organization dedicated to providing programs, services and activities to the citizens of the
UNITED CITY OF YORKVILLE (hereinafter referred to as "City") and surrounding
areas commonly referred to as "Senior" citizens, and
WHEREAS, SSA is uniquely qualified to proved such services to this very important
segment of the City's population, and
WHEREAS, SSA has demonstrated a long standing dedication to this segment of the
population by providing such services for approximately years, and
WHEREAS, SSA, after years at the same location, has found a need to obtain new
space to provide its programs an services, and
WHEREAS, the City, recognizing the unique and valuable position that SSA holds in the
community, and desiring that these programs, services and activities be continued for the
benefit of the community,has considered entering SSA use of certain space in the
Beecher Community Building under the specific terms and conditions found in this
agreement, and
WHEREAS,the City has determined that suitable space exists at the Beecher Community
Building, and
WHEREAS, SSA agrees that the available space at the Beecher Community building is
suitable and appropriate for its needs.
IT IS AGREED, upon the mutual considerations self evident within this agreement,that
the City shall hereby lease to SSA certain space within the Beecher Community Building
under the terms and conditions as contained herein, to wit:
1. PREMISES: Exclusive use of that portion of the Beecher Community Building as
described on the attached Exhibit A for offices and storage, and common, nonexclusive
use of the Main Room and Kitchen(as further defined in#3, below), washroom facilities,
storage areas, and the common hallways, doorways, sidewalk and parking areas.
2. SHARED COST: One Half(1/2) of the actual expenses for following purposes:
a. Utilities
b. Maintenance/Janitorial
c. Maintenance/Supplies/Equipment
d. Capital Maintenance(Furnace, floors, painting, structure, parking, etc)
3. AVAILBILITY OF PREMISES FOR CITY USE: Understanding that SSA will
make use of the Main Room, office area and Kitchen in the Beecher Community
Building for most of 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 SSA, as
an additional agreement, Senor Services Associates agrees to work in harmony with the
City to allow use of the Main Room, Kitchen and common areas for other events at times
when it has not scheduled an event,thus allowing for maximum use of this building. In
addition, the City will use best efforts in harmony with SSA to provide use of the Main
Room and Kitchen as is necessary for special events to minimize any impact additional
City use would have on SSA and its programming in the Main Room and Kitchen. The
City requires 3 month notification to coordinate scheduling of space for special events
beyond SSA's typical day to day operation. Furthermore, SSA shall have exclusive use of
its exclusive office and storage areas at all times, including locking same (although keys
will be provided to he City for safety/emergency purposes only), and SSA shall not be
precluded from access to its offices at any time, regardless of any activity/use of any
portion of the Beecher Center Building.
4. STORAGE: SSA understands that the Beecher Community Building has 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 any entity conducting the ongoing nutrition program.
All structural improvements must be approved by City staff prior to beginning 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 (except as provided in
Section 5 regarding early termination by the City) upon the termination of the lease
regardless of the reason for termination.
5. TERM OF THIS AGREEMENT: This agreement shall have a term of 5 years
commencing on , 2005 and concluding on , 2010. 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. If the
City exercises this option,terminates this agreement prior to , 2010, then it will
be responsible (at the City's sole discretion) to either provide mutually agreeable
replacement space or to make payment to Senior Services for the prorated value (using a
time line of 5 years) of the actual cost of the improvements (as certified by the
construction contractor within 30 days after SSA takes possession)placed into the
Beecher Center and retained by the City after the termination. SSA agrees that if the City
chooses to provide mutually agreeable replacement space,then SSA's agreement shall
not be unreasonably withheld.
6. MAINTENANCE, REPAIRS,UTILITIES. SSA 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.
The SSA shall work in concert with the City for quarterly and annual scheduled
maintenance of all common areas. The City will schedule this routine maintenance at
time with the least possible impact to daily operations.
7. INSURANCE: SSA 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: SSA shall be allowed to place a sign, or signs, upon the Beecher Community
Building or in front of the Beecher Community Building to assist residents in finding the
services. Said signs shall be in number, location, size and character solely upon the
Agreement of the Executive Director of Parks and Recreation.
9. COMPLIANCE WITH ALL LAWS AND REGULATIONS: SSA 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
Beecher Community Building(for Senior Services) and to City Hall (for the City).
This agreement made on , 2005
SENIOR SERVICES ASSOCIATES
By:
Its:
Attest:
a
By:
Its:
UNITED CITY OF YORVILLE
Arthur F. Prochaska, Jr., Mayor
Attest:
Jackie Milschewski, City Clerk