Band Commission

~ WHEATON BAND COMMISSION MEETING MINUTES 'W' WHEATO N OTY HALL, 303 W WESLEY srnm. WHEATON , ILUNOIS 00181 Meeting Minutes - May 1, 2021 Call to Order - 7:05 PM In Attendance Dottie Macke, Chair Don Westlake, Board Member John Dalby, Board Member Anna K. Orland, Board Member Nancy McDonal, Secretary Don Cavalli, President WMB Discussion Points Dottie welcomed board members and guest WMB president Don Cavalli. Don announced that the WMB will perform for the 2021 summer season in the Memorial Park bandshell. A draft copy of the program was shared. Planning for the 2020 season began in Aug/Sept 2020. It was decided auditions would not be held. Instead, the WMB offered all band members from the 2019 season roster the opportunity to play the 2021 season. Almost all members accepted. To limit capacity on the stage, the band roster has been split into 2 bands A and B which will alternate performance weeks. Despite no auditions, the audition judges were still paid for reserving/booking time to their calendar. WMB created following protocols for band members for rehearsals and concerts: • Temperatures taken upon arrival to rehearsals and concerts. • Absorbent floor pads placed by each horn player's chair for valve release. • Chairs and stands are sanitized before and after each rehearsal or concert. • Each member has own stand. • COVID-19 vaccines and instrument masks are optional. Don shared a copy of the contract between the City of Wheaton and the Wheaton Park District outlining the phrase 4 bridge protocols the WMB is required to follow in order to perform. Protocols may be lifted if government restrictions are eased during the season. A short period ensued where Don answered general questions from band commission board members and clarified protocol details. Key protocols reviewed: • Event Brite has been retained as ticketing resource. All guests must obtain a ticket online to enter a concert. Additional 40 tickets will be available at the library for those without internet access and 25 tickets reserved for Band Wagon/band volunteers/special guests of the band. Even with limited tickets, the guest area seats 4 30 in 2 sections. Guests must bring their own chair as no park chairs will be set up. • Four gated entrances will be set up by the park district and manned by Friends of WMB volunteers. • Gates open at 6:30pm. At 7:15, tickets from no-shows will be offered to walk-ins. • The terrace area is not accessible for the general public._John Darby indicated this area may be opened up for Lions Club members. • A park district employee will open the bandshell at 5pm and remain in the park until the concert ends. Don mentioned the storage available to WMB in the band shell is not optimal. WMB will need to monitor its supplies stored in the bandshell more closely. The stands/chairs are in a general storage area accessible to other groups using the bandshell. The Fourth of July parade was not budgeted for 2021 season. However, the band has excess funds to cover participation due to a few cancelled events and deferred purchase of Tympani equipment. Dottie suggested Wheaton band commission board members ride in a convertible in front of the marching band. She asked if anyone had or knew of someone willing to loan their convertible. Don expressed satisfaction with the WMB web presence during the virtual 2020 band season. A short discussion ensued around band sponsorships. Anna offered to follow up with some contacts to solicit. The floor returned to Dottie to wrap up the meeting. She announced that Sharron Barrett-Hagan, Wheaton City Manager Assistant will be resigning effective September 18, 2021. Sharon has been very helpful for the WMB and Wheaton Band Commission. Dottie will send flowers when the time arrives. Dottie also announced she's planning to move to South Carolina for the winters where she's currently building a house. She will continue to chair the Wheaton Band Commission and be present for annual and important meetings including the November city council budget meeting. A final reminder came from Don to please email him if a board member is available to volunteer at the gates for the summer concerts while protocols are still in place. Dottie adjourned the meeting. Adjournment of Meeting - 8:26PM Minutes respectfully submitted, Nancy McDonal, Wheaton Band Commission Secretary May 27, 2021 2 ~ I