NIBGA Board meeting minutes 1/16/2011

January 16, 2011 Minutes of Northern Indiana Bluegrass Association board meeting at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 12:30 P.M.

Officers present were:
President – Jim Winger                  Board Directors:
Vice-President – Joe Steiner        T.J. Collins
Secretary – Barbara Collins          Paul Saurborn
Treasurer – Linda Winger              Pam Keiper – Via conference phone call.
Other chairs:
Chris Cooperrider – Taxi chair/workshop chair.
Jeanette Young – Vendor chair
Others present: Tonia Bacon, Carol Bacon, Jade Bacon, Jeanette's daughter, Sue Saurborn

• Minutes of the November meeting were e-mailed by Sect. Barbara Collins to each officer on Nov. 21, 2010 Paul Saurborn motioned to accept the minutes. TJ Collins second. All approve. Motion carried.
• November and December Financial Reports were e-mailed to officers on Jan. 10, 2011 by Treasurer Linda Winger. Linda revued both reports at the meeting. Paul Saurborn motioned to accept the reports. Joe Steiner second. All approve. Motion carried.

INFORMATION ITEMS:

• Bands receiving more than $599.99 for performing need to file a 1099.
• NIBGA year end Taxes are due May. Jim has recommend using the original CPA in Churubusco. Board agreed.

OLD BUSINESS

• 501c3 investigation – Chris C.  As things are now we do not qualify for this status. Chris will look into possibility of sitting up a foundation within NIBGA to be able to accept donations. If we sent a ballot with the note that unreturned ballots could be voted by the board, would that qualify as a Quorum to change the constitution? Joe Steiner will investigate
• Electrical problem at gate area. Joe S. will take care of this.
• Jeanette Young – Vendor chairman, reports she will continue to look for vendors for the festival. All agreed for her to use which ever Wood Vendor she chooses. Discussion on how to attract new vendors.
• Joe Steiner – Band Chairman, reviewed the list of bands hired for the spring and fall 2011 festivals. He is within the set budget for both festivals at this time. All but two bands are hired for spring and almost all for fall.
• Host families are needed to provide food, snacks, drinks, and or a resting place for the bands.
• Workshops for the festivals. Discussion on how much to charge, what day(s), to hold workshops, how long they should be, etc. have been discussed several times. Bull Harmon has agreed to do an extended workshop in the spring 2011. At this time the board is considering this for a Friday. Chris Cooperrider agreed to help Dave Vogie set up the workshops. Joe Steiner motioned to have a Friday extended workshop. Paul Saurborn second.  All agree. Motion carried. (Times to be decided later.)
• Joe Steiner motioned to give 2 free W/E tickets to workshop teachers who do at least a 2 hour minimum workshop. This does not include early camping or electric. Paul Saurborn second. All agree. motion carried.
• Advertising: Discussion and several suggestions on continued and new ways to advertise. Jim Winger will look into several possibilities.
• Tri State Blue Book will be one advertising for $125
• The Terry Lease book will not be printed
• Don Moore is working on Placemats with advertising on them to be distributed in the Kendallville area prior to festivals. Cost $195.00. More advertisers are needed he says.
• Other suggestions for advertising: Whatz-Up, Electric Company fliers sent with Elect. bills, WAWK radio station. Fort Wayne radio stations. WSLE in Valparaiso. Joe Steiner has asked bands to put links up on their WEB sites. Continue to research. Northern Indiana Bluegrass Association fliers will be distributed in many directions all over the USA. Jim W. will report back at next meeting.

NEW BUSINESS

• Discussion on possibly changing the Dues date of renewal. After discussion, TJ Collins motioned to keep the renewal date the same. Paul Saurborn second. All agree. Motion carried.
• The sheep shearing show has been moved to a date that is not apart of our contract. 
• Golf carts will remain same as 2010; Port-a-jons will remain same as 2010; Security will remain same as 2010; For further information on these see October minutes.

There were no expenses to approve.

Paul Saurborn motioned to adjourn. Joe Steiner second. All agree. Meeting adjourned at 2:20 P.M.

The next board meeting will be Sunday February 20, 2011   Jamming 12:00 to 6:00. Everyone welcomed.

Sincerely, NIBGA Secretary Barbara Collins