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Senior Facility Adhoc Committee Packet 2005 10-10-05 o� United City of Yorkville 'r; 800 Game Farm Road 18361 Yorkville, Illinois 60560 p Lam! 2I Telephone: 630-553-4350 , , o Fax: 630-553-7575 AGENDA SENIOR FACILITY AD-HOC COMMITTEE Monday, October 10, 2005 4:00 P.M. City Conference Room 1. Minutes for Approval/Correction: August 29, 2005 2. Guidelines for Requesting a Grant for Financial Support 3. Update Regarding Senior Services Location 4. Senior Lease Agreement Update 5. Nutrition Program Update 6. Create Permanent Advisory Committee 7. Additional Business 8. Set Next Meeting Date Page 1 of 2 DRAFT SENIOR FACILITY AD-HOC COMMITTEE Monday,August 29,2005 4:00 P.M. City Conference Room Present Mayor Art Prochaska Madonna Bialek, Alzheimer's Assn Rita Murphy Cecelia Sanders, Salvation Army Golden Diners Tom Zerante Lloyd Johnson,Food Pantry Laura Brown, Parks Director Joan Parker, Salvation Army Golden Diners Alderwoman Wanda Ohare Tony Scott, Kendall County Record The meeting was called to order at 4:05 by Mayor Art Prochaska. 1. Minutes for Approval/Correction: July 11, 2005 and August 1, 2005. On the July minutes Sandra Brown should be Laura Brown. On the August minutes Tom Zerante's name is misspelled, and under the update regarding senior services location, it should be the recreation department will use the Castle Bank building, not the seniors. The minutes were approved as corrected. 2. Update Regarding Senior Services Location and Castle Bank Changes for Recreation Department—The plans are done for the Beecher Building. 4. Senior Lease Agreement Update—John Wyeth worked up a draft for the Castle Bank Senior use agreement. The Senior Service Associates will pay for% of the actual utilities, and maintenance of the building. The city will require a 3 month notification for special events for coordinating purposes. The agreement is for 5 years. Either party may terminate the agreement with 60 days written notice. If the city were to terminate the agreement, it would provide another suitable space of pay a prorated value of the cost of improvements to the SSA. There would be no monthly fee, only 1/2 of the maintenance cost. There would be a provision added to this agreement that any unsecured property would be the sole responsibility of the SSA. The city would be held harmless for any loss or damage incurred. This will move on to COW for discussion. 5. Nutrition Program- The funding for the nutrition program must be applied for every 3 years. The funding was challenged by CNN. They will be taking over the nutrition programs in Grundy and Kendall Counties. The Salvation Army Golden Diners have filed an appeal. There will be a meeting on September 6th at 6 pm to discuss the transfer. There is no date set yet for the appeal. The Salvation Army Golden Diners would still like to run their program if they can find the funds to do so. CNN is scheduled to take over as of October lst. Mayor Prochaska felt the city was put in an aqua rd position. The city must now decide which group to support. The city was never consulted about this change. Since the city sponsors this program with a facility,Mayor Prochaska feel the Area Agency has been irresponsible. Page 2 of 2 3. Joint Fund raiser—Polka Party—Update—Harold Oliver will sponsor this event for $2,000. Madonna Bialek and Laura Brown will get together to discuss the setup of the room. Since there is now a sponsorship, the meal tickets will be $5.00. The extra desserts and beverages will be left out on the table. The Golden Diners will supply the cups and they will donate a door prize. Other businesses that could be contacted for donations include Panera, Krispy Kreme, and the local Golf Courses. The dinner ticket will also be used as a raffle ticket for the raffle prizes. Yorkville Florists, Rosebud Florists, and Forget Me Not Florists will donate supplies for the centerpieces, and the Yorkville Garden Club will assemble them. It was thought for the coffee and the lemonade the pitchers were easier for the seniors to use than the large 5 gallon coolers with the spigots,but if the cups were filled ahead of time for the people to take, the 5 gallon cooler would be fine. Also if there was only one kind of coffee donated it would be preferred to have decaffeinated coffee for health reasons. The final week of publicity it will be announced that at the conclusion of the Polka event,the Patriot's Walk will begin. The Girl Scouts can walk in the patriots walk. Also in the past the Boy Scouts have participated. They can present a color guard. The American Legion has also presented a color guard in the past. The first year this event was held, the American Legion passed our blue star banners. Other agencies that might like to participate would be the Young Women's Club, The Rotary Club,Kiwanis,the Moose, or the Lions Club. 6. Additional Business—Laura Brown passed out guidelines for requesting a grant from the city for financial support. There are several questions to be thought about, who would receive the application, and who would decide if the applicant would receive the grant. A maximum amount should be set for any one person or organization. It should be Adults ages 60 and older instead of Senior Service Grant. The grant would be awarded to people or organizations that would benefit Yorkville seniors or that it is a Yorkville based operation. And these grants would be subject to funding. Mayor Prochaska would like to make the Senior Ad-Hoc Committee a permanent advisory committee. This will be on next month's agenda. Mayor Prochaska would also like the input of the Human Resource Commission. 7. Set next meeting date. The next meeting will be September 26th. The meeting was adjourned at 5:05 pm. Minutes submitted by Laura Leppert. UNITED CITY OF YORKVILLE SENIOR SERVICES Guidelines for requesting a Grant for financial support Purpose Active Adult Grants Program supports projects designed to help provide programs and services to the residents of the United City of Yorkville who are active adults ages 60 years and older. Such projects may include socialization, educational, leadership, mentoring, recreational, cultural, intergenerational programs, service club organizations offering programs benefiting adults 60 years and older and other activities. Who Can Apply? Grants are awarded to nonprofit organizations that are defined as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. Applicants must demonstrate that a significant majority of their program's participants 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. Request must be received 8-12 weeks prior to any events. How to Apply In order to be considered for a grant, grantseekers 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 ACTIVE ADULTS (60 YEARS AND OLDER) 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 Request must be received 8-12 weeks prior to event. 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.