NIBGA Board meeting May 23, 2010

Meeting of the Northern Indiana Bluegrass Association was held at the Noble County Fair grounds. Fair Street, Kendallville, Indiana beginning at 2:00 P.M.
After the Officers, Gate Captains, and other chair persons shared a Carry-In lunch the meeting was called to order by President Jim Winger.
Present were:                                               Board Directors:
President - Jim Winger                                   T.J. Collins                 
V. President – Joe Steiner                              Joe Wyandt
Secretary – Barbara Collins                           Pam Keiper
Treasurer – Linda Winger                              Paul Saurborn
Past Vice President: Sandy Carnes (& husband)
Associate Gate Captains: Leslie Ellis, Jan Mead (& husband), Patty Page (& husband).
Taxi Chairman: Chris Cooperrider. Vendor Chairman: Jeanette Young. Kids Korner Chairman: Julie Goldsmith. Also, other members were in attendance.

April Secretary report was E-mailed to all officers in late April by Secretary Barbara Collins.  No additions or corrections. Paul Saurborn motioned to accept. Jan Meed second. All approve. Motion carried.

April Treasurers report: No report sent. No report available until Thursday 5/27.  No action required at this time.

INFORMATION ITEMS

• Billboard advertising postponed until fall 2010
• There is a new 80 gallon hot water heater in the women's RR at the Log cabin in addition to the 40 gallon mens.

OLD BUSINESS

• T.J. Collins: Port-a-jons. Review use and requirements for 2010 with Terry from Taylor Rental.
• Jim Winger: No change in the 501c3 investigation.
• Joe Steiner: Dan Hayes has NIBGA on the list for showcase sponsors for World of Bluegrass Convention in Nashville, Tennessee – fall 2010. There will possibly be no Awards Luncheon showcase this year.
• Possibly we will have a 5 year contract with Noble Co. Fair Board instead of the original suggested 3 year. This would cover 2011-2013. New contract available, not reviewed.
• Table until Fall: Extended workshops. Chris Cooperrider.
• Northern Indiana Bluegrass Association taxes have been filed. Leslie Ellis reports and she will investigate Indiana tax filing.
• Chris C. – Band Host Chair: Reports she needs 3 Band Host yet at this time. ( A couple more were pared up later after this meeting.)
• West Bound Rangers will perform at the Avilla Nursing Home @ 2:00 . Paul will take them. (Chris C., Joe S., Tonia B. went along also.)
• Mosquito spraying will be done at the Noble Co. Fair Grounds on Wed. p.m. or Thurs. a.m.. Paid for by Northern Indiana Bluegrass Association and sprayed by the fair board. (The spraying was done at 3:00 p.m. on Wednesday 5/26/10.)
• Notify band that there will be two tickets per member at the gate. They need to sign for their tickets. Joe Steiner- band chairman.
• Joe Steiner motioned to tell the Fair Board that we are not interested in donating to the Electronic sign board at this time. Paul Saurborn second. All agreed. Motion carried.
• The 50 amp cable that the electrican installed in the past won't be needed. NIBGA will store it and install in the future.  Joe Wyandt.
• Vendors update: Jeanette Young: Several are coming. Jeanette gave a list of those agreeing to come. Others are expected to show up.
• Campers are allowed to set up a Garage Sale at their camping spot until noon Friday 5/28. No vendors fee charge. No garage sales after that time and date.
• Chris Cooperrider needs 3 club radios for the taxi drivers.
• 5 gate captains will share 3 golf carts. Leslie E., Al E., Patty P., Jan M., & Dave S..
• Security – one golf cart
• Cleaning/Cheri – one utility cart
• One 4 seat taxi
• One 6 seat taxi
• Remaining are for officers and taxi use.
• Security will be on the grounds:   Thursday 4:PM - 11:PM, Friday 6:PM - 12:PM, Saturday 11:AM – 12:PM
• Vern Tyree will be heading the Guitar workshop Sat. 5/29. All workshops are scheduled.

NEW BUSINESS

• If there are any Fair grounds problems, the contact person is Jim Winger who will contact Don Moore.
• Linda Winger shared letters to the club. There was a letter with a donation of $60.00 from Carl &  Marilyn Bryant in memory of 'Roger Schultz'. This is earmarked for the Kids Korner.
• The O'Bryan's from Kentucky sent a extra $10 with their membership for a donation also earmarked for the Kids craft Korner. This kindness is so much appreciated to help the club with it's craft activities for the kids.
• A little boy from Wilmington, Ohio wrote a very nice letter about his interest in Bluegrass music. Linda read the letter to those at the meeting. She sent him a package filled with Bluegrass information such as 'The History of Bluegrass', Fliers, a CD, and a DVD. and a note thanking him for his interest in Bluegrass.
• Linda W. reports: The 2010 new merchandise came with the new design on the front but no LOGO on the back. It had to be sent back to be added on. Hoodies are alright. The merchandise will be delivered to the fairgrounds on Monday 5/24. After that, inventory will be done to prepare for the festival sales.
• There was one out-of-state bad check from the last festival. It will be posted at the gate.
• The newsletter mailing schedule was reviewed; May – Sandy Carnes, June – Barbara Collins, July – Ellis family,  August – Paul Saurborn, September – Joe Wyandt
• A new security system has been installed in the Log Cabin  & Merchants Building. New keys will be marked. The merchants building can not be occupied without alarms or fire spotters.
• The EMS building will be moved in July to the handicap area close to the entrance.
• Julie G. reports: Suzuki to be on stage at 1:40 p.m. Saturday. All have letters and are to receive a ticket when they arrive at the gate. They will be with a parent. Put a sticker on their vehicle. They will need tables to set their instruments on before the performance.
• Board & Chairpersons: Line up behind the stage at 1:25. Go on stage for introduction at 1:30, Saturday 5/29.
• The back half of the track is very soft. Do not let anyone park on the track. T.J.Collins and Joe Wyandt will barricade to prevent campers getting stuck. (Done) It is O.K. to use the West side for parking.
• Linda's phone is registered with 911 for emergency contact. Hopefully it will shorten the response time if needed.
• Craft class will be Friday at 11:00 a.m. / 1:30 p.m. with Sandy Tedford in the Log Cabin.
• White Elephant Bingo is Friday at 3:30 p.m. in the Log Cabin with Sandy Tedford.
• There have been complaints of dogs bothering people. Jim will look into it.
• Insurance Issue: Our Insurance will be canceled if we have an incident with others using golf carts.                                      
• Discussion on Handicap transportation. What kinds of motorized bikes, carts so forth to allow?

All chairs report – off fair grounds schedule.

• Linda leaving early Tuesday. Back in afternoon.
• Joe Steiner leaving Sunday. Back early Wednesday.
• Chris Cooperrider back by Wednesday.
• Julie Goldsmith back here Thursday, Friday & Saturday.
• Pam Keiper back Wednesday night.
• Jeanette Young back late Monday or early Tuesday.
• Leslie Ellis not here Wednesday. Taking Nikki to school each morning.
• Al Ellis here evenings. Working days.
• Barb Collins gone Tues. 12p.m. – 10p.m.; Wed. same. Sunday p.m. 2:30/6:30.
• Joe Wyandt & T.J. Collins here the full time.
• Patty Page leaving today, back Friday p.m.
• George Page, Paul Saurborn, Jan Mead, Jim Winger here the rest of the time. (Some will need to go out for just short times during the week)

There will be a short meeting at the Winger's camp site on Thursday 527 at 1p to review festival status..
Paul Saurborn motioned to adjourn. Linda Winger second, President Jim Winger called the meeting adjourned.

Time  -- 3:33 P.M., NIBGA Secretary – Barbara Collins