NIBGA board meeting minutes 11/18/2012

   Northern Indiana Bluegrass Association - November 18, 2012 at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 12:20 PM

  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 - Special events chair; Al, Leslie & Michael Ellis - Associate Co-gate captains,  Carolyn Bacon - Band Hospitality Room; Tonia Bacon - Merchandise; Jenna Bacon.

• The October minutes were emailed to all officers Oct 30, by Secretary Barbara Collins Paul Saurborn motioned to accept. T J Collins seconded. All say yes. Motion carried.
• October Financials were emailed 11/14/12 to all officers by Treasurer Linda Winger. Linda reviewed with the board. Paul Saurborn motioned to accept. Pam Keiper seconded. All say  yes. Motion carried. 

OLD BUSINESS 

• 501C3 - President Jim Winger reports that the 501C3 reviews are up to November. It will be a few more months before they get to NIBGA's application.
• Friday all day Workshops F13 - Chris Cooperrider suggest we use bands that would be at the festival for the workshops. Chris will prepare a budget for the workshops TABLE FOR JANUARY MEETING
• Band Hosting -  The band hosting will not be promoted this year but allowed. Chris Cooperrider will make a list of bands wishing to be hosted and a list of those wanting to host a band. They will be matched up closer to the festival time. There will be no publicity re: band hosting.
• Band Scramble - Tonia Bacon Chairperson; Tonia suggest a $5.00 entry fee per person for the band scramble participants.  Linda suggested giving each participant a NIBGA  Can Cozie. To be decided later. It is suggested the wining band get $250 prize money. Paul Saurborn motioned to give the winning band $250.00 prize money. Joe Steiner seconded. All say yes. Motion carried. 
• Guitar raffle - Discussion. Would need a permit to run a raffle. It was decided to not do a instrument raffle since the income and expense is not easily determined. 
• 50/50 drawing - Pam Keiper motioned to do a 50/50 drawing at the Spring 2013 Festival. Paul Saurborn seconded. All say yes. Motion carried.   TABLE - For January 2013. To work out details later.

NEW BUSINESS

• Web Sites - BluegrassUSA.net site = 18,808 hits; Events page = 5,289; Web site Fee $135.00 per year; Peak day was Aug. 30, 2012 with 383 hits; May 24, 2012 was 101 hits; Average in summer was higher. Renewal of Evernote with annual fee of $45.00. Allows posting on web. 1, 849 hits last year. Barbara Collins motioned to renew the web site and Evernote. Joe Steiner seconded. All agree. Motion carried.
• Golf Carts - The "NO GOLF CARTS"  at festivals policy was reviewed. It was reviewed why we can not afford to allow carts in the fairgrounds during the festival. For more information on this, see the Dec 12/Jan 13 NIBGA newsletter. It explains in detail 'why not'.  "We are a private function and have the right to disallow golf carts."  T J Collins motioned to continue the 'No Golf Cart' policy. Paul Saurborn seconded. All say yes. Motion carried.
• Postage rate increase -  The postage rates will go up 1/27/13. US stamps go from .44 to .45. Canada goes up from .85 to $1.10. For mailing newsletters in the US it will cost the club $4.95 per year. (Plus printing newsletters) Canada's postage will cost $12.10 per year. Barbara Collins motioned for Treasurer Linda Winger to purchase 1,000 Forever stamps before the price increase.  Paul Saurborn seconded. All say yes. Motion carried.
• 4-H Club Horse Show - May 17 -19, 2013 there will be a horse show at the Horse & Pony ring at the Noble Co. fairgrounds. They will use the horse ring and the Log Cabin. This is the week before the festival. The meters will not be read until after this event, May 20 instead of May 16. This will save us some on the utility bills. The horse show rigs will try to group together near the pony ring. NIBGA is invited to watch the show.
• Tent Rental - Usually we get a 10% discount for early advance rental payment. Paul Saurborn motioned to pre-pay if we can. Barbara Collins seconded. All say yes. Motion carried.
• Band Hiring - Band Chairman Joe Steiner has contacted some bands. He is working on the band line up for 2013 festivals. 

Paul Saurborn motioned to adjourn the meeting. Pam Keiper seconded.  Meeting adjourned at 1:20p
Sincerely, Secretary Barbara Collins