Minutes for the City of Sterling Municipal Band Commission

Transcription

1 Minutes for the City of Sterling Municipal Band Commission October 8, 2018 Commissioners: Gonzalo S. Reyes Chair Alex Segneri Vice Chair Amy Boze Secretary Staff: Annette Hackbarth Interim Director Cheryl Neumann Interim Director Paul Ausman Business Manager Allen Lee Treasurer Kevin O Keefe Others in Attendance: Shirley Sharp I. CALL TO ORDER A regular meeting of the Sterling Municipal Band Commission was held on 10/8/2018 at 6:00 p.m. in the City Council Chambers of City Hall, 212 Third Ave, Sterling, Il Commissioner Reyes called the meeting to order and attendance was taken showing all five Commissioners were present. II. CONSENT ITEMS Commissioner O Keefe made a motion to approve the following consent items of the agenda: SMB Commission Minutes for 9/10/18 & 9/25/18 (with changes) SMB Business Manager s report Commissioner Segneri seconded the motion. The motion carried unanimously. III. FINANCIAL REPORT Commissioner Lee went over the financial report for the previous month. There would be an additional approximate $100 charge from Loescher Plumbing for

2 checking out the mechanical systems at Grandon Civic Center to make sure it was ready for Winter. Commissioner Segneri made a motion to receive the Financial Report. Commissioner O Keefe seconded. The motion carried unanimously. IV. COMMENTS FROM THE PUBLIC Shirley Sharp stated that she has not yet received a response to her inquiry at the last regular meeting. Commissioner Reyes said that the letter was mailed on 10/6/18 and should be arriving shortly. V. OLD BUSINESS Repairs to the Band Shell: Commissioner Reyes met with Loescher Plumbing & Heating. They made sure that the heaters were in working order since we were forecasted to have freezing temperatures coming up. Everything looked good to them, and the heat was set at 50 as suggested by Commissioner O Keefe. Loescher also stated that GCC has P-TAC heaters for each side, and they are easy to replace should they fail. They always have 4 on hand in case of emergencies. The filters should be cleaned every two months. Commissioner Reyes also stated that he would like the rooms to be cleaned at least once a year, that we are responsible for winterizing both sides at the end of October each year, He was creating a maintenance log for the shell, and reported that Ian Torres has been contacted to find out how to change the combination on the safe. Commissioner Reyes said that after contacting City Manager Scott Shumard the quote we received from Turnroth Sign for replacing the sign that was damaged was accurate due to prevailing wage. We will coordinate with City Manager Shumard in replacing the sign with upcoming Central Park updates the City has planned. He would like the back steps to be done before the cold weather sets in. Commissioner Lee has drafted a letter to our donors regarding the end of the Summer Season, the Pops concert, and changes in staff we have recently experienced. Commissioner O Keefe asked if he had all of the donor information. Commissioner Lee stated that he does not, Only those since April Commissioner O Keefe reported that he has been in contact with Tom Williams regarding the remaining speakers we had ordered for GCC and that they are backordered until the middle of November. There is room at GCC to store them.

3 Commissioner Reyes reported that City Attorney Tim Zollinger has passed along our By-Laws with revisions. Commissioner Lee stated that donors will not be able to use their donation as a tax write off since the SMB was not a 501-c3 organization. Commissioner Reyes reported that the policy book is on a 6-month timeline for completion. Commissioner Reyes reported that Dr. Everett has been ill recently, but should have the Interagency Agreement finalized for the next regular Commission meeting, Business Manager Ausman will contact Jennifer at ROE to schedule fingerprint background checks on 11/14/18. Commissioner Boze stated that Woodlawn will be using the choir room and perhaps Jennifer could use Mike McCoy s office instead. Business Manager Ausman will bring his printer/copier from home to use if needed. Commissioner Reyes reported that Midwest Painting and Decorating has agreed to pay the plumbing bill (approximately $325) resulting from excess paint in the sink drain causing water to back up and damage the floor. Commissioner Reyes has also noticed 2 chips of paint that have fallen off the shell, possibly off the face. VI. NEW BUSINESS Commissioner Reyes has a to do list of planning items for the Pops concert. Commissioner Lee suggested using the Concert date to put deadlines on it for completion. Commissioner O Keefe suggested Annette Hackbarth and Cheryl Neumann as Interim Directors for the 2019 Pops Concert. Commissioner Boze inquired if we wanted to have a guest artist for the 2019 Spring concert. She and Commissioner O Keefe think we should. She also thinks that as soon as the Interim Directors are chosen we should get on booking the guest artist. Commissioners Boze and O Keefe think it would be beneficial to attend Midwest still. Commissioner O Keefe checked online and registration can be done on site. A decision on who will attend, and on which days will be determined at a later date. One of the goals for attending is to contact possible guest artists for the spring concert. Commissioner Boze reported that with one exception there are no conflicts with the scheduled 2019 dates for facility usage. On 3/6/2019 we possibly might need to use CMS as a rehearsal space. Commissioner Reyes is working on the yearly calendar of scheduling meetings, rehearsals, concerts, evals, ect.

4 Commissioner Boze thinks that the scheduled 2019 Jazz Band dates are very important to a lot of people and need to remain on the schedule. Commissioner O Keefe agreed, and said it was a planning discussion can wait until next month. Commissioner Reyes inquired on what should be done with the Travel Manager position that was open. Lee will take the job descriptions for Business Manager. Travel Manager, and Director and break them apart. Commissioner O Keefe asked if it should be absorbed into the Business Manager position, and suggested making the Business Manager temporary Travel manager as well for the purpose of planning for the 2019 Pops Concert until the details can finalized. Commissioner O Keefe will help pull music for rehearsals for the 2019 Pops Concert along with the Interim Directors until a new librarian is hired. Business Manager Ausman will include a posting for Band Librarian in the 2019 Dinner at the Pops Rehearsal and Concert schedule. Any member interested should contact one of the commissioners. Janna Groharing has submitted a report/plan for Marketing and Advertising for the Band. Commissioner O Keefe will meet with her to go over her ideas. Commissioners Reyes and Boze will inventory all items the Band owns for security and insurance reasons. VII. MISCELLANEOUS Commissioner Boze spoke with Mike McCoy and Tim Schlegel regarding rehearsal space. All of the scheduled dates are confirmed and approved with the exception of the 12/5 & 12/12 rehearsals which will need to be held at CMS. Mr. McCoy said that the percussion will be set up and ready to go for out 11/7/18 rehearsal. VIII. EXECUTIVE SESSION Commissioner O Keefe made a motion to enter into Executive session, seconded by Commissioner Segneri. The motion passed unanimously and the Commission entered Executive session at 6:53 p.m. Commissioner Segneri made a motion to enter into Open session, seconded by Commissioner O Keefe. The motion passed unanimously and the Commission entered Open session at 7:31 p.m. IX. HIRING/TERMINATION OF EMPLOYEE Commissioner O Keefe made a motion to hire Annette Hackbarth and Cheryl Neumann as Interim conductors for the 2019 Dinner at the Pops Concert with a stipend of $1,500 each. The motion was seconded by Commissioner Segneri and passed unanimously.

5 X. ADJOURNMENT Commissioner Lee made a motion to adjourn, seconded by Commissioner Segneri. The motion passed unanimously and the meeting adjourned at 7:30 p.m. Minutes were taken by Business Manager Paul Ausman and submitted to the Clerk of the City of Sterling. Paul Ausman SMB Business Manager The next regular meeting of the Sterling Municipal Band Commission will be Monday November 12, 2018 at 6:00 p.m. in the City Council Chambers located on the first floor of City Hall, 212 Third Ave, Sterling, IL