Jon P. James, Conductor 1-815-622-1681 (home) 1-815-622-9425 (cell) jonjames404@comcast.net Patrick Sheehan, Business Manager 1-815-973-2317 (cell) sterlingmunibusiness@gmail.com STERLING MUNICIPAL BAND Post Office Box 991 Sterling, Illinois 61081 www.sterlingmunicipalband.com & CITY OF STERLING Regular Band Commission Meeting Minutes Monday November 9, 2015 The Regular Meeting of the Sterling Band Commission was held Conference Room 104, 1 st floor of 212 Third Avenue, at 5:30pm on Monday November 9, 2015. REGULAR MEMBERS PRESENT: Dianne Ausman (chair), Allen Lee, Jason Reter, Gonzalo Reyes REGULAR MEMBERS ABSENT: - ADMINISTRATIVE MEMBERS PRESENT: Cathy James (Travel Manager), ~~~ I. CALL TO ORDER Chairman Ausman called the meeting to order at 5:30 p.m. II. CONSENUS ITEMS A. The minutes from the October 12 th Regular Meeting were approved. approval of September 14 th Regular Meeting minutes motion seconded motion made
III. ADMINISTRATIVE BUSINESS A. Band Manager s Report: Business Manager Sheehan, absent from the meeting, added the financial figures from October 2015 to these minutes: 1. Donation Revenue total donation revenue since last Commission Meeting: $125.00 total donation revenue: program list January 1, 2015 to present: $30,734.31 total donation revenue: 2015-2016 Fiscal Year to date: $20,490.31 2. Payroll Payroll will be distributed on Friday November 13, 2015: Administration pay November 1 November 30 $1,500.00 Administration performance October 1 October 31 $0.00 Band members October 1 October 31 $0.00 total payroll for October 2015: $1,500.00 3. Purchase Orders / Requisitions VENDOR SERVICE INVOICE AMOUNT SBM Envelopes, black ink cartridge $26.06 SBM Copies of Winter Pops membership letter $6.06 Jon P. James Reimbursement for all Midwest Clinic expenses $1,397.83 SBM Color copies of Winter Pops flyter $14.50 approval of Business Manager report (void: report submitted in minutes) motion B. Travel Manager s Report: - Mrs. James has created the color flyers for public post of the Winter Pops Concert. She has contacted Creative Cuisine for a preliminary serving menu and cost. Turnroth Sign Company will post a sign in Central Park in the next few weeks. She is editing her media list, and will meet with Commissioner Lee this Thursday (November 12 th ) to compare contacts and go forward with a media strategy. C. Band Director s Report: - Mr. James reported that the Hospice s Festival of Trees has asked to borrow SMB s music stands for this year s festival, as they have done in the past. IV. Comment from the Public - No citizens were present at this meeting.
V. Old Business A. Band Commission Policy Handbook Group Editing (Constitution & Bylaws) Tabled until next meeting. However, the ongoing policy edit shall have a revised / date statement in the lower left hand corner on the front page. VI. New Business A. Evaluation questions for Director & Managers Commissioner Lee will collect examples of evaluation forms and will forward to Mr. Sheehan. B. Advertisement, media contacts, and news release procedures Commissioner Lee and Mrs. James will meet before the next Commission meeting to compare media contact lists and assemble a firmer plan for advertisement. C. Code of Conduct finalization The final Code of Conduct will be presented at the next meeting. D. Examples of incident reports Commissioner Reyes will email examples of such reports to BM Sheehan, who will distribute them to the entire group. E. Policy for timely notifications & actions Commissioner Reyes will email examples of such reports to BM Sheehan, who will distribute them to the entire group. There will be a 24-hour report time, and the chain of command will follow: Jon James, Patrick Sheehan, and the Commission. F. Year-Long Calendar containing all events The calendar will contain all rehearsals, Pops Concert, Spring Concert, jazz concerts, Commission meetings, evaluation dates, contract-signing dates, post-concert season review for Summer, and positive / negative / improvement points. VII: Miscellaneous - Is it possible to create space in our new trifold programs for audience members? - Commissioner Lee presented the idea of contacting Sauk Valley Media for more frequent newspaper and Internet ads for the SMB. - Is it possible to put upcoming event ads in the Winter Pops program (for Spring Concert, 2016 Summer Season)?
VIII: Executive Session motion to move into executive session motion seconded motion made p.m. The Band Commission moved into Executive Session to discuss personnel matters at 6:30 motion to exit executive session The Band Commission moved out of Executive Session at 7:25 p.m. motion to extend Conductor Contract until October 31, 2016. - A list of director duties (contract) will be sent [in document form] to Mr. Sheehan for distribution. IX: Adjournment: The meeting was adjourned at 8:02 p.m. motion to adjourn meeting
Minutes taken by Mrs. Cathy James in the absence of Mr. Sheehan. Minutes submitted by Business Manager, Sterling Municipal Band Tuesday November 17, 2015 Next Regular Meeting of the Sterling Band Commission will be Monday December 14 th, 2015 at 5:30pm in Conference Room 104 1 st Floor of 212 Third Avenue, Sterling, IL 61081 Monday December 14, 2015 Monday January 11, 2016 Monday February 8, 2016 Monday March 14, 2016 Monday April 11, 2016 Monday May 9, 2016 Monday June 13, 2016 Monday July 11, 2016 Monday August 8, 2016 Monday September 12, 2016 Monday October 10, 2016 Monday November 14, 2016 Monday December 12, 2016