2:09 p.m., Sunday, August 30, 2009 at Noble County Fairgrounds
Officers present: Jim Winger, Linda Winger, Paul Saurborn, Joe Wyandt, Pam Keiper, Sandy Carnes, absent: TJ and Barb Collins due to illness.
Minutes read and approved Paul motioned, Sandy 2nd, carried
Linda Winger gave the treasurer’s report
Linda reminded that while our treasurer’s report isn’t secret or hidden, to please be discreet about them, especially band payments.
Treasurer’s Report - Joe W motioned, Paul 2nd, carried
Jim explained how to read the spring financial report. A lot of the expenses for the year are front loaded and the fall should show a higher profit because many of the expenses are charged against the spring festival.
Linda explained how she figures ticket counts. Discussion about the lost package of tickets (which were later found).
Thank you to Joe for keeping band budget down this spring.
Spring 09 was 3rd best festival income wise. 12% gross (this year’s gross) is approximately mid range for profit. Jim needs to send festival prior years summary to board. Was not in board packet.
Joe Wyandt is scheduled to handle the next newsletter mailing.
Fairgrounds to control restroom cleaning through Wednesday. Cheri will handle it after that.
Fire extinguishers are needed in the merchants building. - Al E will do
Fire chief visited on Wednesday and Friday and laid down the law. Said we are in violation of fire code for state of Indiana. No tents in buildings, nothing blocking buildings. Slips will be handed out at the gate stating this fact. People can be ticketed for violating fire laws and camping in the buildings, etc.
Are we liable for people not paying attention? Jeanette says that if someone breaks a law in Allen County, the property owner is responsible. Jim will seek clarification on who is responsible. Stressed that we need to make people aware of the fire laws. (Later, Jim found out that if we see something, we should mention it to the offending party, but if they refuse to move, the fire marshal will handle it.) Also need to make sure people aren’t parking on roads and driveways.
Stage storage: Paul talked about where it will be parked. ¾ of a mile from here in a building that is dry and has sprinklers. $40 a month.
Gate captain report: No volunteers for Monday or Tuesday. Gate captains will handle the gates themselves. 33% off of volunteers from last year. We are losing people that normally volunteer a lot.
When money is picked up at the gate, please jot the time on it. Will make it easier for Linda to figure out.
Barb and TJ: They were told they didn’t need to work this year, that we have things covered. TJ was not sleeping well, so they went home, but are expected back later.
Merchandise: Tonia did inventory yesterday. Polos weren’t ordered this year, they don’t sell well. Please bring checkbook when you come, no IOUs.
Stage tents will be set up Thursday. 6 or 7 tables needed for bands. Tonia will start setting things up during the day – 4:30 ish. Close merchandise area before last band starts. 8 or 9:00. By dusk.
Announcers: make sure that they announce times of closing of Merchandise table. Show off shirts, etc.
Grounds: Joe Wyant. One electric outlet replacement. Things working well so far.
Vendors. Jeanette Young will shadow Sandy. Pork Producers will be open. Not as many vendors as before. No one has been calling. Villa Lions Club open on Wednesday. Bake sale, Ice cream, Russell and Rhonda, Moose (on Thursday), Kettle Korn vendors. No music vendors except Appalachian Grass.
Ice refrigerator in merchants building: $2 for small, $5 for large. We sell it until the Lions get here.
Kids corner: Speed stacking. Tonia’s girls will help. T-shirts, beading, necklaces, bookmarks, teabag folding, and chess and checkers. Will need 12 tables. Had 50 kids last time. Al and someone will move the tables on Friday morning.
Announcers to mention kids corner. Bring a parent to help. Kids corner – 10:00-11:30.
Sandy Tedford will need to let someone know how many tables and chairs she needs for the crafts.
Crafts: Linda showed the card stitching projects. Craft time (1:00-3:00) conflicts with Winettes 2:00 party on Friday. White elephant bingo at 3:30-5:00.
Garage sale/flea market. People need to remember to stop their “camper” sales by noon on Friday. Sandy will cruise the grounds and make sure people have closed shop. Positive feedback on the garage sales.
Golf cart drivers. Chris will need more volunteers this year. Must be licensed driver, 21 years old, and have insurance. Need to make sure they aren’t taking their family and friends for rides. Chris will have sign-up sheets on Wednesday.
Jim passed out article about golf carts and why we won’t have them. Insurance is expensive and hard to find.
H1N1 virus. Keep your hands clean.
NIBGA credit card was canceled. Non-profit has to jump though hoops to get a card. Need a copy of the minutes that show that President is approved to get a credit card.
Motion:
"Jim and Linda Winger have approval of the board to acquire credit cards for business use and purchase of materials necessary to conduct the affairs of the NIBGA board"
Paul motioned, Sandy seconded. Motion carried by board of directors.
Donnie Voiles and Chris Vogie will be Friday/Saturday MCs Sunday – Terry Thacker or Bill Merrill will be MC.
Showcase bands:
By Chance: 6:20
Red River: 6:40
Toy Hearts going to nursing home on Friday at 2:00. Paul will drive. Chris going along to videotape.
Next board meeting on Thursday at 1:00 at Wingers camper.
Adjourned approximately 3:30 p.m. Paul motioned, Sandy 2nd. Motion carried
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