Bandstand Committee

MEETING MINUTES - BANDSTAND COMMITTEE Monday, September 9, 2019 – DPW Office, 50 Manca Drive Members Present: Michael Zlotnik – Chairman, Nancy Binder, Jason Pelavin, Donna Russo, Edward Vipond, Denise Merriam (Administrative Assistant) and Christine Kumar (Administrative Coordinator) Call to Order: Michael called the meeting to order at 4:35pm Open Meeting Recording: Michael asked if anyone was recording the meeting. None. Acceptance of Minutes: Motion made by Jason, second by Donna to accept as printed the minutes from August 15, 2019. All in favor, motion passes. Organization of Committee: Nancy Binder and Edward Vipond were confirmed as members by City Council on September 3, 2019. The committee is now comprised of five members.  Chairman – Michael Zlotnik (by unanimous vote on 8/15/19)  Scheduler – Donna Russo has volunteered  Sponsor/Fundraising – Committee will formulate a list of potential sponsors and then divide them up to solicit donations.  Communications/Social Media – Jason volunteered to work on communications and social media. The committee agrees that the City website (www.gardner-ma.gov) should be used as a central location. Jason will work with Rachel in the Mayor’s Office to obtain a user ID and password for the website. Michael discussed other roles that are needed at each concert, but will be dependent on member availability:  Master of Ceremonies – Nancy and Jason volunteered  Open Bandstand (1 hour prior to concert)  Donation Can (to be passed around crowd during concert)  Close Bandstand  Night Deposit (when can donations have been counted) Correspondence:  Email from David DeChambeau - Inquired about when the steel drum band will be booked again (it has been 2 – 3 years since their last appearance). Jason will respond and let him know the committee is going to look into it.  Email from “Beatles for Sale” – They are interested in booking for 2020 and have provided three dates that they are available to perform. Mike will contact them about booking for Saturday, July 11, 2020 (rain date would be the 15th). MEETING MINUTES (9/9/19) – Continued Financial Statement: Motion made by Jason Pelavin, second by Nancy Binder to accept the financial statement. All in favor, motion passes. Members requested to have statement reported for calendar year as opposed to fiscal year. Status of Facilities: It was noted that the overall condition of the facilities are good, but grass was dry. The park does not have a sprinkler system. Donna suggested that the committee look into installing metal railings along the stairs. Dean Meunier (DPW) will get a price. Other Business: 2019 Brochure - Mike pointed out that the 2019 brochure was never presented to the committee for approval. Unfortunately, some businesses/sponsors that made a donation were not included in the brochure, and others did not make a donation but were included in the brochure. Donna will follow up with those sponsors to see if she can collect any of the donations. Motion made by Jason, second by Nancy to enact a policy that requires all sponsor payments to be paid in full before the brochure goes to print. All in favor, motion passes. Cultural Council Grant - Donna has started the grant application process. The committee discussed a “mission statement” and “core values” to be included on the application. Nancy will assist with the completion and submittal of the application by the October 15, 2019 deadline. 2020 Schedule - Discussed starting the season on June 20th and ending on August 29th (rain dates would be the Wednesday following each concert). Will look into the 4th of July date more, but it could be used for a special event (something patriotic, perhaps). There would be a total of 11 concerts (including 4th of July) as proposed. Suggestions for 2020 Season - Donna – Create set donation levels ($100, $250, $500) for brochure listing and/or trade of services. There needs to be consistency. Donna – Look into having a food truck(s) at a single event or maybe once a month. Would need to check with Board of Health (permits) and DPW (cleanup, trash receptacles, etc.). Donna – Put out suggestion cards and create a suggestion form that gets submitted through the website. Offer a prize (randomly selected suggestion card) at the end of the season. The next meeting is scheduled for Monday, October 7, 2019 at 4:30pm at the DPW offices. Motion made Nancy, second by Jason to adjourn the meeting at 6:08pm. All in favor, motion passes. Respectfully submitted, Christine Kumar, Administrative Coordinator All documentation mentioned at the meeting may be viewed at the DPW office at 50 Manca Drive