City of Sterling Municipal Band Commission met Sept. 10.
Here is the minutes provided by the commission:
Commissioners: Staff:
Gonzalo S. Reyes – Chair Annette Hackbarth – Director
Kevin O’Keefe – Vice Chair Paul Ausman – Band Manager
Amy Boze – Secretary
Allen Lee – Treasurer
Vacant position
Others in Attendance:
No members of the public were present
I. CALL TO ORDER
A regular meeting of the Sterling Municipal Band Commission was held on 9/10/19 at 6:05 p.m. at Grandon Civic Center, Sterling, Il. 61081.
Commissioner Reyes called the meeting to order and attendance was taken showing four Commissioners were present.
II. CONSENT ITEMS
Commissioner Lee made a motion to approve the following consent items:
Minutes of 8/13/19 SMB Commission meeting
Band Director Report
Band Manager Report
Marketing Consultant’s
Commissioner O’Keefe seconded the motion which carried unanimously.
III. FINANCIAL REPORT
Commissioner Lee went over the financial report for the past month reporting that everything was on track and donations were now $3000 over what we had targeted for the year.
Personnel: budget $61,600 actual $30,527.50
Materials and Services: budget $29,791 actual $21,464.28
Capital Expenses budget $5,500 actual $3065.19
Revenue budget $97,568* actual $97,638
*Excluding revenues from events that have yet to occur.
Commissioner O’Keefe made a motion to receive the Financial report. Commissioner Boze seconded the motion which carried unanimously.
IV. COMMENTS FROM THE PUBLIC
No members of the public were present
V. OLD BUSINESS
Annette went over the quote from Full Compass Sound to purchase a new audio system for Grandon Civic Center. Over the past Summer season, we have had difficulties in setting up the current system for it to perform the way we would like it to. The complete satellite speaker system as well as stage monitors are not fully compatible with the current system. All Summer we had to choose which element to leave out of each concert in favor of the other. Paul also reported that in researching potential ways of setting up our current system in hopes to save money by not having to replace each component he discovered that the amplifier we have is no longer functioning at all. He also reported with Commissioner Lee that we do have the money to cover the cost for this fiscal year. However, Commissioner Lee expressed a desire to save the money from this year’s budget and roll it over to the 2020-2021 budget with an intention of using it for the new audio system. All present were in agreement that it would be OK. Annette will check with Full Compass to see how far out the quote will last, and if they will be able to bill us on 5/1/2020 to make sure that it hits next year’s budget. Commissioner O’Keefe would also like a detailed breakdown as to the budget implications
Paul reported that he has compiled a list of 150 businesses for the Corporate sponsorship/fund-raising. He will continue to add to the list. Annette suggested to check out the Sterling Greater Development and Sauk Valley area Chamber of Commerce web pages to fill out the list as well. Our goal is to have a mailing ready to go mid-October. Annette will draft a letter while Paul continues to build the mailing list.
Commissioner O’Keefe will contact Janna for recommendations to fill Commissioner Segneri’s vacant seat on the Commission. The early front runner is not eligible due to not living in Sterling. Commissioner Lee also has another prospect as well.
VI. NEW BUSINESS
Annette will be attending Midwest Clinic again this year. She will decide if she will go for one or two days before finalizing plans to go. She will be able to utilize early registration to reduce costs. The Commission would like one, if not two, more to accompany her. If one of those could be a Commissioner it would be nice too.
Paul will draft a letter to Dr. Neal asking for reimbursement for the extra hotel night she requested but failed to show up for. Since she was the one who initiated the request and said she would pay for it, but failed to cancel it once her plans changed, we feel it right that she still pays for it as that would be the standard business practice. Commissioner Lee will provide Paul the invoice.
VII. EXECUTIVE SESSION
Commissioner O’Keefe made a motion to go into executive session. Commissioner Lee seconded the motion which carried unanimously. The Commission entered executive session at 7:00
Commissioner O’Keefe made a motion to go into open session. Commissioner Boze seconded the motion which carried unanimously. The Commission entered open session at 8:14
VIII. CONTRACT RENEWAL
Commissioner O’Keefe made a motion to renew the Band Director’s contract for the 2020 SMB concert season. Commissioner Boze seconded the motion which carried unanimously.
IX. MISCELLANEOUS
No items were brought up for Miscellaneous.
X. ADJOURNMENT
Commissioner O’Keefe made a motion to adjourn the meeting. Commissioner Boze seconded the motion which carried unanimously and the meeting was adjourned at 8:18 p.m.
http://www.sterling-il.gov/docs/meetings/minutes/91019SMBMinutes.pdf
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