NIBGA Board meeting minutes Aug. 28, Sept 1, 2011

Sunday August 28, 2011

Meeting of Northern Indiana Bluegrass Association at Noble County Fairgrounds – Kendallville , IN

The meeting was called to order by Pres. Jim Winger at 1:10 P.M. after an officers & volunteer gate captains carry-in lunch.

Officers present: Board directors

 Pres. Jim Winger T.J. Collins 

 V. Pres. Joe Steiner Pam Keiper

 Secretary – Barbara Collins Paul Saurborn

 Treasurer – Linda Winger

Dave Keiper, Chris Cooperrider – Taxi Chairman, Gate captains: Al & Leslie Ellis, Jan Meade (& Don Meade), Patty & George Page; Vendor Chair – Jeanette Young, Past V. pres. Sandy Carnes & Charlie Carnes, Julie Goldsmith – Kids Korner chairman, Alexis Goldsmith, Jay Winger, Richard Bacon, Carolyn Bacon, Tonia Bacon, & Jenna Bacon.

 INFORMATION ITEMS

• Minutes of the May meeting were sent to all officers via E-mail in June by Secretary Barb Collins. Paul Saurborn motioned to approve. Joe Steiner second. All approve. Motion carried.
• Financial reports for May, June & July were sent to all officers via E-mail by Treasurer Linda Winger. Pam Keiper motioned to accept. Paul Saurborn seconded. All approved. Motion carried.
• There was a review of the Spring 2011 Festival Tally (8/20/11). No action needed. Festival income is down a little from Fall of last year.
• Paul and Sue Saurborn will do the newsletter mailing for in Sept. which will be the Oct. 2011 newsletter.
• WiFi up and running on the Merchants Building & Log Cabin.
• Street sweeping down the midway will be Thursday 9/1/11. 
• Trash Pickup: We are charged for tonnage only on Thursday and Friday. Saturday and Sunday the cost is $60.00 each day. All pickup times are A.M. 
• The Security systems in the log cabin and merchants building are off at this time. 
• Honey wagon schedule: Wed PM RV only, Friday PM RV and Port-a-jons, Sat RV and Port-a-jons, Monday 7 AM RV only. Fee for service remains at $10.00.

OLD BUSINESS

• Golf Cart list: T.J. Collins, Al Ellis & Leslie Ellis, Pam/Dave Keiper, Jan Meade (shared), Patty Page (shared), Paul Saurborn, Dave Smith (shared), Joe Steiner, Jim Winger, Linda Winger/Dave Vogie (Sat a.m.), Jeanette Young, Security - Thurs, Fri, Sat., Utility – Cheri Franz, One 4 seat taxi – Chris Cooperrider, One 6 seat taxi.
• Workshops Schedule: Friday PM intermediate jam, Sat. regular Slow Jam schedule. See handout & bulletin board at for times. 
• Advertising: WAWK, WLZZ, WTHD, WBET, FWJG, placemats at Kendalville & Fort Wayne, News Sun wrap, news releases, News Sentinel article 8/31 along with flyers. 

NEW BUSINESS

• Single point of contact between fair board and NIBGA is Jim Winger / Don Moore
• Radio Inventory. To determine how many radios are in circulation and if everyone has the proper charger and or needs batteries. 
• TABLE: Discussion on if we want to donate to Noble Co. fairgrounds to add some new electric on the track . Possible 8 circuits. One time $400. Permanent $1,500 -$2,000. Should we ask the Horse & Pony Club to share the expenses for electric in their area? Paul Saurborn motioned and TJ Collins seconded to discuss further. 
• Emergency procedures handout & review – JW There was a lengthy review of necessary emergency procedures and how to set action in place if necessary. Suggestions on how to notify the crowd; announce from the stage and office intercom; set points of contact and gathering points; put person in charge of posting at important spots; emergency procedures are necessary for storm, accidents, chemical spills, child abduction, medical emergencies and more. The board will work on a solid plan over the winter.
• NO ROPING off spots for anyone except Bands. The board will determine who gets a reserved band spot and where. 
• Weekend tickets were passed out to all officers. 
• Band bus parking. Joe Steiner needs one spot as of now. 
• Bands and Host report – Chris Cooperrider. Need just a few host as of now. Maggie Bilby will set up a table in the merchandise tent for potential Host to sign up.
• Pam Keiper has the band tickets for all bands to enter. Two tickets per band member and they need to sign in at the gate. (Joe S.)
• The Stockdale Family band will be playing at Sacred Hearts home, Avilla , IN on Friday 9/2 at 2p. compliments of Northern Indiana Bluegrass Association. 
• Announcers are: Thursday PM- Donnie Voiles; Friday PM -Terry Thacker; Saturday AM -Terri Grannis, Saturday PM – Donnie Voiles; Sunday AM - Terry Thacker; Sunday afternoon and evening – Chris Vogie.
• Pam & Paul gate report the volunteer schedule is filing up.
• T.J. Collins – Grounds: Reports things are going well now. Handicap roped off, plenty of camping room. 
• Julie Goldsmith – Kids Kraft Korner – 5 activities. (spiders, cup stacking, etc.) Julie needs 12 Tables and 40 chairs. Set up Monday 8/29. Tear down craft area Sat. 9/3.
• Merchandise order report – Linda Winger/Barb Collins. Barb will do inventory Sunday evening.
• Need 7 tables, no chairs in tent. Need racks & hangers from the stage storage on Thursday 9/1. 
• Jeanette Young – Vendor Chair. No bake sale group has been found. All regular food vendors from spring are returning. This will be Tim's last festival here for selling strings. The wood vendor will be coming in. Ice Cream wagon –yes. It was suggested to offer Harold Jones to sell instrument strings when Tim no longer does. 
• Taxi sign up list at small log cabin and gate areas. Taxi dispatch 260-302-1555 – Chris C. 
• Sheriff schedules are same as in the spring. They need a cart and radio, Jim will provide.
• The board and chairs are to be on stage for introduction at 2:15 PM Saturday 9/3/11.
• Jim and Linda's phones have been reported to 911 as an emergency contact. Generally use Linda for 911. 
• Leave radios on at all times until bedtime. 
• Requested that all officers report when they are leaving the grounds and when we return. 
• Thursday there will be a short reporting meeting at 1:00p.m. at Winger's campsite. 
• Paul Saurborn motioned to adjourn at 3:45 PM Joe Steiner seconded. 

Sincerely – NIBGA Secretary – Barbara Collins

Thursday September 1, 2011, meeting of the Northern Indiana Bluegrass Association Noble Co. Fairgrounds at Winger's Campsite

Meeting called to order by Pres. Jim Winger at 1:00 PM

Officers Present: Board Directors:

 Pres. Jim Winger T.J. Collins

 V. Pres. Joe Steiner Pam Keiper

 Secretary Barbara Collins Paul Saurborn

 Treasurer Linda Winger

Other chair and gate captains present: Chris Cooperrider, Leslie Ellis, Jan Meade, Dave Vogie, Dave Smith, George Page, Jeanette Young, Julie Goldsmith, Maggie Bilby. 

• Report on festival income at this date - Linda W.
• Jeanette Young – Vendor Chair – Wood vendor will be around about dark tonight. Other vendors are in place.
• Dave Vogie – Workshop Chair – Some instructors are here. Buck & Company are coming. Workshop schedules are posted. Harmonica workshop at 9:30a.m.
• Maggie Bilby: Friday – Slow jam, Saturday Intermediate jam. At 12:00 and 1:30. 
• Chris Cooperrider: Taxi Chair – the 4 and 6 seat taxi schedule is full. 
• Julie Goldsmith: Kids Craft Chair – Getting set up today for Saturday.
• All bands except Buck & Co. are scheduled for hosting. Host set up table will be under the merchandise/band tent.
• T.J. Collins – Grounds looking good. Everything looks ready to go. Need to tie up tent sides yet. Tables & chairs out for bands. Tables & racks out for merchandise/memberships. Lights are up and ready to turn on in the tent. 
• Barb C. – Merchandise will start out at 4:30 today. Leslie has found 2 helpers. (She showed up with 7 Elves, besides herself) 
• Joe Steiner – there is room for others in Merrill's usual parking spot. 
• Linda cautions – DRINK LOTS OF WATER. It is to be hot over the week end. (And it was!)

Sincerely – NIBGA Secretary – Barbara Collins Adjourned 1:15pm