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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 Taiiclasext U [ City of Yorkville Memo ne Farm Road EST. le, Illinois 60560 rvoifA;ng .ne: 630-553-4350 o y Fax: 630-553-7575 117 Kentlat County ..,p• 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