NIBGA board minutes Oct. 21, 2012

Northern Indiana Bluegrass Association meeting at Southwest Conservation Club, 5703 Bluffton Rd., Ft. Wayne, IN 46809
The meeting was called to order by President Jim Winger at 1:10 PM
Officers present:                                Board Directors:
  President - Jim Winger                         T.J. Collins
  Vice President - Joe Steiner                  Pam Keiper
  Secretary - Barbara Collins                   Absent: Paul Saurborn (he had a family event)
  Treasurer - Linda Winger
Others present: Jeanette Young - Vendor Chair, Chris Cooperrider - Special events, Leslie Ellis - Co-gate captain, Dave Keiper, Carolyn Bacon, Tonia Bacon, Jade Bacon, Charles & Sandy Carnes

MINUTES OF THE LAST MEETING:

• The  Aug/Sept Secretary report by Barbara Collins was e-mailed to all officers on Sept 13, 2012.  Joe Steiner motioned to accept. Pam Keiper seconded.  All say yes. Motion carried.

FINANCIAL REPORT:

• The August and September Financial statements were e-mailed to all officers (10/18) prior to the meeting.  Statements were reviewed. No corrections or additions. Joe Steiner motioned to accept. Pam Keiper seconded. All say yes. Motion carried.

INFORMATION ITEMS 

• 501C3 application  status. No information; Chris Cooperrider will check on the status. Jim W. via e-mail 10/23/12 says; It looks like we have another 6 months before we will know anything based on IRS web site information.

OLD BUSINESS

• No old business. 

NEW BUSINESS

• November is election month. All officers accept for 2012/2013. 
• Review of Labor Day financials including festival history report. Attendance has trended down. Expenses up. Review of comparison list years 2005 to 2012. NIBGA Festival History was reviewed. Review of Account Balances from 2005 to 2012. 
• Discussions of; 
• 2011 and 2012 festivals were a loss. What do we do to resume profitability?  
• Obtain 501C3 status and apply for 2013 grants. Grants for 2013 are closed for the year or grants for events through June 30, 2013 are closed. Will have to wait until we are approved to apply for grants. 
• Ways to increase attendance?
• Reduce advertising - which kinds?
• Reduce other expenses - which ones?
• NCCFC contract coming up. Jim Winger will work on negotiating. 
• Reduce utility expenses - HOW?
• Reduce band budget? Have fewer bands, lower cost bands, or have fewer days of festival? Board chose to stay with the 4 days of music but will adjust bands schedules and include a band scramble.

• Board set a budget at this time for the Band Chairman to use for 2013. Joe Steiner motioned. Pam Keiper seconded.  5 Yes - 1 No. Motion carried. 
• Saturday Bands/shows will be  reduce from 7 to 6 and add band scramble. Two sets for each band. Joe Steiner motioned. Linda Winger seconded. All agree. Motion carried. 
• Sunday shows - keep 6 bands. Pam Keiper motioned. T.J. Collins seconded. All agree. Motion carried. 
• Discussion on Electric bill at Fairgrounds during the festivals. Because of increase in usage and increase in rates it has been decided we need to increase the charge for electric. T.J. Collins motioned to raise the electric charge from $5.00 to $10.00 per camping unit.  Pam Keiper seconded. All say yes. Motion carried.

TABLED FOR NOVEMBER MEETING;

• Friday workshops
• Band hosting
• Discuss possible raffles
• Band schedules: Extend band times from 45 minute sets to 50 minute sets. (Includes set up time)

Joe Steiner motioned to adjourn. T.J. Collins seconded. Time adjourned - 3:30 PM
Sincerely - Secretary Barbara Collins