NIBGA Board Meeting Minutes 11/20/2011

Northern Indiana Bluegrass Association
November 20, 2011 at Southwest Conservation Club, Bluffton Road, Ft. Wayne, Indiana

• The meeting was called to order at 12:35 P.M. by Pres. Jim Winger

Officers present:                                       Board directors:
 President - Jim Winger                                T.J. Collins
 Vice-President - Joe Steiner                         Paul Saurborn
 Secretary - Barbara Collins                          Pam Keiper – Via Phone
 Treasurer - Linda Winger
Others present: Chris Cooperrider, Leslie Ellis, Tonia Bacon, Carolyn Bacon & Sue Saurborn

• The October Secretary report was sent by e-mail to all officers in Oct. 2011. Paul Saurborn motioned to accept as read. T.J. Collins seconded. All approve. Motion carried.

• Financial reports were e-mailed to all officers by Treasurer Linda Winger. Financial were reviewed at the meeting. Paul Saurborn motioned to accept. Barbara Collins seconded. All approve. Motion carried.

INFORMATION ITEMS:

• A merchandise summery spread sheet was reviewed.

OLD BUSINESS

• TABLE: Emergency procedures handout. Work out at March/April meetings.
• 501C3 --- What should we do? Who will do it? Estimated time to complete?  There was a discussion. Try to do it right. Get original charter changed. Do at January meeting. Chris will get  appropriate paper work. There will be a motion drawn up by Joe Steiner for the Jan. meeting 
• All festivals are probably having a strained budget. Review possible band prospects. Reviewed budget. Band philosophy for 2012; national, regional, local, entertainment value, old timey, bluegrass, etc.  There was a long discussion about bands.
• Workshops at S11 festival appear to have been successful. After review and discussion it was determined we would continue workshops for S12. Paul Saurborn motioned to continue workshops. Pam Keiper seconded. All approved. Motion carried.
• GOLF CARTS: Discussion on how to cut back on golf carts. 2 seat carts and cargo boxes rent for $30 a day. 4 seaters rent for $50 a day. 6 seat carts are $75 a day plus a fixed delivery charge. Total $2,400. After much review it was decided to cut total amount of 2 seat carts from 12 to 10. There might be a 4 seat Taxi cart and a 6 seat cart. We will keep the utility cart for the janitor. 
• TABLE: Taxi service. Revisit in the spring 2012.
• Port-a-jons: Camper units are less lately. Discussion on saving money by cutting back. It was decided to drop 2 of the potties. There are 4 public bathrooms which are spread out throughout the fairgrounds. 
• Advertising: after discussion T.J. Collins motioned to continue advertising with WAWK radio and News Sun wrap. Paul Saurborn seconded. All approve. Motion carried.
• It was voted NO for advertising with other radio stations and Music store mailings. 
• Joe Steiner motioned to continue with news releases. Paul Saurborn seconded. All approve. Motion carried. 
• Paul Saurborn motioned to continue with placemat ads with Don in Kendallville and LFT in Ft. Wayne. T.J. Collins seconded. All approved. Motion carried. 
• Barbara Collins motioned to continue with the Web. About 10,000 page views by 5,000 visitors over the last year. #1 page is Concerts & Festivals. Joe Steiner seconded. All approve. Motion carried. 
• TABLE: Review grounds rental and utility usage. Can there be changes to reduce cost?
• TABLE: Review – Festival pricing for 2012 – Should it be changed? Should we adjust tickets, electric, camping? 
• Vendors – No action taken. Table until Jeannette is in attendance
• Low power complaints – Dec/Jan newsletter outlined problems with upgrading power and why it might be very expensive. Don Moore is trying but it will take time. No further action needed. 
• Merchandise was discussed again. Linda gave a report. A complete inventory was done Oct. 16th. The cash register would not let 3 department keys work at the festival so the cash drawer tape is inaccurate. Jim W. will investigate

NEW BUSINESS

• TENTS: Ace Tents – Rental – Same as before?   Payment due Dec 31, 2011; 30x60 - $400 40x100 - $900. Linda will look into prices for a  tent size smaller than the 40/100. She will report to the board and a vote will be needed before Dec 15, 2011. 
• Should we advertise in the Tri-State book? After discussion Joe Steiner motioned not to advertise there. T.J. Collins second. All approve. Motion carried. 
• Treasurer Linda Winger requested permission to purchase 2000 Forever Stamps before the price raise in 2012. This will save the club some money. Barbara Collins motioned for Linda to buy 2000 Forever Stamps. Paul Saurborn seconded. All approved. Motion carried.
• Paul Saurborn motioned to adjourn at 2:50 P.M.  Barbara Collins seconded. President Jim Winger called the meeting adjourned. 

The next meeting of Northern Indiana Bluegrass Association will be the 3rd Sunday in January of 2012.
Sincerely – NIBGA Secretary – Barbara Collins