NIBGA board meeting 11/17/2013

Northern Indiana Bluegrass Association Orientation Meeting, November 17, 2013
At South West Conservation Club, Bluffton Road, Fort Wayne, Indiana.

The meeting was called to order by Vice-President - Joe Steiner at 12:30 p.m.

OFFICERS PRESENT:                      BOARD DIRECTORS: 
 President - Jim Winger                          T.J. Collins
 Vice-President - Joe Steiner                 Paul Saurborn
 Secretary - Barbara Collins                    Pam Keiper (via conference phone)
 Treasurer - Linda Winger

Others Present: Chris Cooperrider - Special Events; Jeanette Young - Vendor Chair & Merchandise; Leslie Ellis - Co Gate Captain; Past V. Pres. - Sandra Carnes; Jim Miller - Co Gate Captain; Greg and Brenda Auldridge - Co Gate Captains.

Secretary's report for the Oct 20th meeting was emiled to all officers Oct. 25th, 2013. No additions or corrections. Paul Saurborn motioned to accept. Jim Winger seconded. All say yes. Motion carried.

Treasurer's reports; The October 2013 Financial Report was emailed to all officers on 11/13/13. Report as of 10/31/13. The report was reviewed. Paul Saurborn motioned to accept the financial report.  Pam Keiper seconded. All say yes. Motion carried.

                                                              OLD BUSINESS

Renewal response to expired membership mailings. 300 copies were printed. Over 200 were mailed to members who's membership has expired. Very few replies. Discussion on how to reach past members.

There was a review of Fall Festival financials. No change.
Merchandise report. No change.

* TABLED = Renegotiation of rent cost with Noble County Fair Board for 2014.

501C3 = Lengthy discussion about Grants:
   Jim and Linda Winger attended a Grant learning class on Monday November 11, 2013 at the Fort Wayne Public Library. They will be attending more sessions. Some of the sessions cover:  Stewardship for Non - Profits. (Jim & Linda)
   Grant Basics 1 - Jim and Linda Winger.
   Grant Basics 1 & 2 on Dec. 3rd - Joe and Chris Steiner
   Grant Basics 2 - on Nov. 18th - Jim and Linda
There was much discussion on other deductible contributions.

Volunteer in-kind-time documentation: It is requested that all officers and volunteers send a 'Tally List' of time spent working at festivals, etc. Send to Chris (Cooperrider) Steiner.

Budget for 2014
   Discussion of Band Budget, Advertising, Golf Carts, Tents. Are they adjustable?

  Ticket prices for 2014 Festivals. After lengthy discussion there was a vote on Member and Non-member gate prices. It was purposed the prices need to be increased for financial reasons. To cover the rise in Electric, water, grounds rent, bands and all other necessary expenses to produce the festival for 2014. The band budget is the largest expense. After a in-depth look at expenses, T.J. Collins motioned to change the gate prices.

  A members 3 day week-end gate ticket will be $25.00. A Non-member 3 day gate ticket will be $30.00.  Plus the $10.00 one time charge for electric.
  The daily ticket prices will be: Friday $10.00 - - Saturday $20.00 - - Sunday $15.00.
Paul Saurborn seconded the motion. All say yes. Motion carried.

TABLED = Special Events: Extended Workshops at the festival: Chris Cooperrider requested more money budgeted to pay for more expensive and experienced workshop directors for the classes.

TABLED = B.U.G, (Bluegrass Under Ground) Revisit in the spring.

TABLED - Band Scramble

Joe Steiner gave a report on the band hiring status. He is already working with bands for 2014.

Linda Winger reports: Golf Carts and Early Tent Rental contracts will be taken care of before the end of Dec. 2013. The price for delivery of Golf Carts is going up. There is a discount for Golf Carts and Tents with early payment.

It was approved for Linda Winger to purchase 2,000 Forever Stamps for mailing newsletters, before the increase to save the club money later.

Renewals for Ever note (Document Storage Facility) was agreed to renew.

TABLE = Grant to Suzuki for 2014.

No expenses to approve.

Paul Saurborn motioned to adjourn. Jim Winger seconded. Meeting adjourned at 2:30 p.m.
Sincerely, Barbara Collins - NIBGA Secretary.

NIBGA Board meeting 10/20/2013

Northern Indiana Bluegrass Association Board meeting October 20, 2013

 at South West Conservation Club, Bluffton Road, Fort Wayne, Indiana. 

The meeting was called to order at 1:00 p.m. by Vice-President Joe Steiner.

Officers Present;                                      Board directors: 

  President Jim Winger                               T.J. Collins

  Vice-President Joe Steiner                      Paul Saurborn

  Secretary Barbara Collins                        Dave Keiper sitting in for Pam

  Treasurer Linda Winger                             (Pam was on vacation)

Others present: Sandra Carnes - Past Vice-president; Chris Cooperrider - Special events; Tonia Bacon - Merchandise & Band Scramble; Carolyn Bacon - Band Hospitality Room; Greg & Brenda Auldridge - Co-gate Captains; Leslie Ellis - Co-gate Captain. 

• Secretary's report for August 25th and 29th NIBGA meetings at the Kendallville Fairgrounds were emailed to all officers on Sept. 4, 2013. Paul Saurborn motioned to accept. Jim Winger seconded. All say yes. Motion carried. 

• Treasurer's reports by Linda Winger. August Financial Report as of 8-31-13 and September Financial Report as of 9-30-13 were emailed to all officers on 10-17-13. Linda reviewed both reports. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes.Motion carried. 

OLD BUSINESS

• There were 200 Newsletters with membership expiration notices mailed out. There were a few replies. Some returned because of wrong addresses. (Address unknown) There was discussion on different methods of contacting past members. One possibility discussed was starting a web site and set up ways of paying on line. More discussion later. 

• The board reviewed the Festival financials as of 10/19/13. 

• Jim Winger and Joe Steiner - NCCFC rental rates are to rise in 2014. President Jim Winger has been trying to make contact with the Fair Board. No results yet. Jim is planning to renegotiate the 2014 rent if possible. 

NEW BUSINESS

• November is Election month. All current officers have agreed to continue in their positions.  If anyone else is interested in running for a office, contact NIBGA. 
• The budget for 2014 was discussed at length. It was decided to stay with the current budget. As we begin applying and receiving Grants we plan to have more assets to use. Paul Saurborn motioned to set the Band Budget for 2014 at $15,000 with a cap of $17,500. T.J. Collins seconded. All approve. 
•  Advertising was discussed and mostly decided on what and where but no budget was set. Joe Steiner purposed using Google and Facebook. 
• There was a lengthy discussion on bands and stage show schedule. Linda Winger will contact Suzuki to see if they will do a free show for gate passes. 
• Jim Winger purposed a Gate ticket price adjustment. The board looked at a list of many possibilities. With the association's festival utility expenses rising, a slight adjustment may be necessary. 
• Tonia Bacon-Merchandise/Band scramble -  requested a receipt booklet with NIBGA on the pages to give people when they make a donation of cash or gift items. It was approved and will be done. 
• 501c3 - Grants discussion on where to apply. Robin Wenger is not able to help us. Joe Steiner and Chris Cooperrider plan to attend classes at Fort Wayne Library, to learn how to apply and where. Chris will be checking into hosting a Grant Writing class also. They will search for other training classes. 

TABLED ITEMS

1. Gate Price changes
2. Use best Open Mike band for first Friday 'unpaid' band. Play for free 1 day ticket. 
3. Children's Activities before and during festivals. Suggestions: Games, Music Instrument Workshops etc. 
4. Alternative Bluegrass on Sunday or other day?
5. More band discussion. B.U.G. - to have or not?  Band scheduling. (Traditional verses Contemporary). 
6. Put in Newsletter = Ask people if they can apply to a company, their employer, credit union, 401K or other sources to designate a grant or donation to NIBGA. All officers and Captains are asked to search for possibilities. 
7. Consider a class on Sunday before the festival to host a Will Writing class. 

T.J. Collins motioned to adjourn at 3:35 p.m.   Jim Winger seconded.  All say yes. 

The next Northern Indiana Bluegrass Association will be November 17, 2013 at The South West Conservation Club, Fort Wayne, Indiana. 

Sincerely ~ Secretary Barbara Collins 

Minutes from August meetings - submitted by Barb Collins, Secretary:

Northern Indiana Bluegrass Association - Festival Orientation Meeting - August 25, 2013 at Noble County Fairgrounds, Kendallville, IN.

The meeting was called to order by NIBGA President Jim Winger at 2:05 p.m.

Officers present: President Jim Winger, Vice-President Joe Steiner, Secretary Barb Collins, Treasurer Linda Winger              

Board Directors: TJ Collins, Pam Keiper, Paul Saurborn

Others present: Chris Cooperrider, Jeanette Young, Tonia Bacon, Sandra Carnes, Richard & Carolyn Bacon, Greg & Brenda Aldridge, Al, Leslie and Michael Ellis, Dave Keiper, Gary & Maggie Bilby, Jay Winger, Jan Meade, Hanna, Clair, and Michaela Gerkin.

Secretary's report: Barbara Collins emailed the May minutes to all officers on 6/2/13. There were no additions or corrections. Jim reported the SF merchandise inventory was off $223. Jim covered Spring Festival Income/Outflow.  Paul Saurborn motioned the minutes be accepted. Pam Keiper seconded. All say yes. Motion carried.

Treasurer's report: Linda Winger reported that all monthly reports have been emailed. At this time we are $6190 ahead of last festival. There are 70 units in as of Sat. 24th. Linda will be doing revisions in a couple of months.  Paul Saurborn motioned to accept the report. Joe Steiner seconded.  All say yes. Motion carried.

President Jim Winger complimented the gate for doing such a good job.

                                    INFORMATION ITEMS

WAWK Behind the mic Weds @ 9:30 a.m.

Avilla Nursing Home show scheduled for 8/30/13 @ 2:00 p.m. Paul Saurborn will be escorting the band "Sons of Bluegrass" to Avilla. 

Merrills may or may not come. Gloria is not feeling well. 

The grounds is very clean. Contact is Ron Richards. Frank Morton is much better but not 100%. Tim Addis’ daughter was injured & he is out. 

Bonnie Manning, professional photographer, will be here Saturday taking pictures and she has her tickets. 

Portajons will be delivered on Monday 8/26 and picked up the week after Labor Day. Pumping of RVs only on Wed 28th. On Friday 8/30, will service both Portajons & RVs. Saturday 8/31 will service both portajons & RVs. On Monday 9/2 coming early in the morning to service RVs for departing campers. Propane for guests will be $12 for 20# tanks and $15 for 30# tanks. RV pumps will be $10 each. 

Garbage pickup: AM on Weds, Fri., Sat., Sun., Tues.

Security schedule Thursday  - 4-11, Friday - 6-midnight, Saturday - 11 AM. - 11 PM. No Sunday

                                          OLD BUSINESS

NCCFC contract not due until 2016 but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated. Issue of losses raised at NCCFC meeting 4/20/13. TABLED - no action. 

501C3 discussion led by Robin Wenger, the commitment and responsibilities of being a grant recipient - postponed until Oct 20, 2013 NIBGA meeting.

The Sept 15 newsletter mailing will be done by Joe Steiner and Chris Cooperrider.

                                             NEW BUSINESS

Emergency procedures review. Jim suggested that all keep their copy close at hand. In the case of a missing child, it is necessary to ask for a detailed description of the child. 

Anyone with a News Sun letter: letter is good for 2 daily tickets. Take letter - give tickets (2). 

Mini Barn Set Up for B.U.G. (Bluegrass Under Ground) Need tables and several chairs. Need security during workshops and B.U.G..

Kids Korner -  Julie Goldsmith. Need 12 tables & 36 chairs. Some of the activities are tile painting, making furry spiders, beaded necklaces, etc.  Saturday morning 9AM. Need help setting up. Jay Winger teaching checkers. (P.S. 40 children attended.)

Saturday workshops - Dave Vogie chairman.  Maggie & Gary Bilby in the Mini Barn @ 1:00-2:30. 

Vendor update - Jeanette Young - chair.  Have been in touch with many vendors. Some for sure - some not for sure.  Ones for sure are - Masons in the Lions booth; ice machine at the Moose booth; Dawson's  Deep Fried Veggies; Soft Serve Ice Cream; Pizza by the Slice; Fish; Jewelry; Car Wash & repair kits for RVs.; Metal Art; Fire wood man; Soft pretzels; Hungry Howie's Pizza. 

Band Scramble- Tonia Bacon - chair. There will be a notice on the bulletin board. Time set for just before Supper Break on Sat 8/31/13. 5 people signed by Sun 8/25/13. $5 each to join. Prize for winning band is $250. Tonia will have a sign at her RV and will promote all week. 

Merchandise schedule. Opening Thursday 8/29 - Close Sun 9/1 in the evening. Tonia will run Thursday & Sunday. Jeanette will run Friday & Saturday. 

Joe Steiner is Stage Manager during the festival’s 4 days. 

50/50 drawing. Will sell tickets all week. Drawing at the stage right after Band Scramble right before Supper break. Approx. 4:30 or 5:00 p.m.. 

Advertising update: Facebook - Joe Steiner reports 29,000 Likes (Hits). Jim Winger reports on Google action. We do placemats now instead of the News Sun wraps. 

Gate schedule: Pam Keiper - Paul Saurborn Captains. New associate captain is Jim Miller replacing Al Ellis whose job keeps him from doing gate captain at this time. 

Golf Cart allocation; Golf carts will be shared by associate gate captains. 

Grounds update; Grounds look good, Jim Winger says. Taxi signs need to be put on carts. 

Treasurer Linda Winger passed out note books and pens, asking each officer and captain and chair person to keep a diary of their work hours and travel time for the 501C3 records. This information will be used for applying for grants. 

Chris Cooperrider - Taxi Chair - The Taxi sign-up sheet will be at the ice cream cabin.

Paul Saurborn motioned to adjourn. T.J. Collins seconded. All say yes. Meeting adjourned by Pres. Jim Winger at 3:00 PM. 

* Note: Next meeting will be at 1:00 PM Thursday 8/29 @ the Winger's trailer. 

* * * * * *

NIBGA Organizational Meeting  Noble County Fairgrounds - Kendallville  August 29, 2013   1:00   PM

Officers Present: President Jim Winger, Vice-President Joe Steiner, Secretary Barb Collins, Treasurer Linda Winger.

Board Directors: TJ Collins, Pam Keiper, Paul Saurborn

Others Present: Dave Keiper, Jeanette Young, Tonia Bacon, Richard & Carolyn Bacon, Leslie Ellis, Jan Meade, Dave Vogie, Jim Miller, Maggie Bilby, Greg & Brenda Aldridge.

Treasurer's report. Now 182 camping units. Income as of now is $15,629. 

Grounds: Dave Keiper & T.J. Collins.  Good. Going smooth. Plenty of parking space left. Electric and water are O.K. as of now. Corrected a few problems. 

Vendors: Jeanette Young. Almost all in. Still have wood. 

Hospitality room. Bacon's are set up and ready. Bacon's report that the bottled water was donated by Steve Jennings business. Reminded to lock up the Merchants building each night. 

Merchandise/Membership table: Tonia says all is ready to set up tonight. Tonia will open Thursday and Sunday. Jeanette will open Friday and Saturday. 

Gate: Pam Keiper and Paul Saurborn.  All going good so far. Joe Steiner asked for them to report to him when the bands arrive. 

Workshop: Billby's. Sat 12:00 to 1:00. Changed time. 

Band Scramble: Tonia reports 9 have signed up as of today and 3 are on standby to fill in if needed. Band scramble will start at 5:00 P.M. on Saturday. 

Joe Steiner - Vice president; Reports on all bands. 

Announcers: Terri Grannis, Terry Thacker, and Chris Vogie. The stage is ready. 

Kids Korner- At the Log Cabin - 9:00 a.m. Saturday. 12 tables - 36 chairs. Still need help setting up. 

50/50 tickets are selling well. Drawing after Band Scramble at the stage.  Selling now are T.J. & Barbara Collins and Tonia Bacon and girls and Pam Keiper.

Bilby's will be playing at Albright's Grocery, Sat. after the "Slow Plus Jam" is over, for the store’s 59th Anniversary. Bilby's will also announce at the WAWK radio station and tell about the NIBGA Festival. 

Tonia - B.U.G. (Bluegrass Under Ground) will begin at 11 P.M. Friday. Joe Steiner will introduce the band in the Mini Barn. The band is Jug Huffers. 

Paul Saurborn motions to adjourn. T.J. Collins seconded. Meeting adjourned at 1:12 P.M.

May NIBGA board minutes

I'm a little slow in getting these published. Barb sent the info in May. 

Northern Indiana Bluegrass Association ~ Festival Orientation Meeting ~ May 19, 2013 

  Noble County Fairgrounds, Kendallville, IN.               

The meeting was called to order by NIBGA Pres. Jim Winger at 2:00 P.M. 

Officers Present:                                  Board Directors:

  President Jim Winger                           T.J. Collins

  Vice-President Joe Steiner                   Pam Keiper

  Secretary Barbara Collins                     Paul Saurborn

  Treasurer Linda Winger

Others Present:  Robin Wenger - Grants Adviser; Chris Cooperrider - Workshop Chair & Taxi Captain; Jeanette Young -Vendor Chair & Merchandise/Membership table, Tonia Bacon Merchandise/Membership table, Band Scramble Chair, B.U.G. Chair, Carolyn Bacon & Richard Bacon - Band Green Room Chair; Sandra Carnes - Past President; Brenda & Greg Auldridge - Co-Gate captains; Leslie & Al Ellis - Co-Gate captains; Michael Ellis, Dave Keiper -Grounds; Jay Winger; Julie Winger-Goldsmith - Kids Korner Director; Lydia Gerkin; Jan Meede - Gate Captain. 

Secretary report: Minutes of the April NIBGA meeting were emailed to all officers April 22, 2013 by Sect. Barbara Collins. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 

Treasurer reports: April financials are not available yet. Reporting Treas. Linda Winger. 

 As of today festival gate income is $5,202. 

                                  INFORMATION ITEMS:

 WAWK  Behind the mic Tuesday May 21- 9:32 a.m.

                                   OLD BUSINESS

NCCPC contract not due until 2016 but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated -- issue of losses raised at NCCFC meeting 4/20 . TABLED - no action. 

501C3 discussion led by Robin Wenger; The commitment and responsibilities of being a grant recipient. Robin gave advice, suggestions, goals & objectives for 2014. Many groups give grants to Arts and culture. Mr Wenger recommended each officer keep track of time spent outside of meetings on volunteer jobs including time on phone for club business, money donated, mileage, including time donated at the festivals. Also keep track of people attending Thursday evening free shows at no cost to attendees. Cost of 2 hr radio time and pay for festival stage announcers. Document what the cost of paying workshop directors would be and submit. Mr Wenger also suggested starting with $5,000 to $20,000 grant applications then work up to $50,000 for the arts. Start low. Show proof of handling money then apply for more. This discussion was very informative and productive. 

Kids Korner - Julie G. shared what her craft projects would be for the kids on Sat. 5/ 25. After discussion it was decided she would be able to set up in the Log Cabin instead of the Mini Barn. 

Avilla Nursing Home schedule. The band Cumberland Gap will play a show there at 2:00 p.m.. 5/24. Paul Saurborn will escort them and someone will take pictures. 

Chris Cooperrider - Friday 5/24 workshops are set. Schedule is on the flyer. Chris will do a head count of each work shop. 

Jeanette Young - Vendor chair; Several vendors scheduled to come. Some are - Jones Music, Ice Cream stand, Group in Lions stand, Moose will open9:00 a.m. with a variety of food. wood truck, Amish fruit pies, Indian food, music lady, wood crafts, Four wheelers & etc. 

Tonia Bacon - Band Scramble; Make signs - post several places. Pre-registration required. Pay $5 fee, put name & instrument on paper to drop in drawing. Bands will be matched up and have time to practice 3 songs. Band Scramble begins on stage at 3:40 to 5:00 p.m. on Saturday 5/25. Winning band will receive $250.

Tonia Bacon - Merchandise. Inventory will be done on Thursday morning 5/23. (Was done by Tonia, Carolyn, Jade & Jenna Bacon.) 

Announcers for 5/23 to 5/26 - 2013.  Chris Vogie, Terry Thacker, Cheri Mckenley & Teri Grantis. 

50/50 - Pam Keiper - Ready. Sell tickets all week and have drawing on stage on Saturday 5/25. 

Advertising; Joe Steiner and Jim Winger report that hits on Facebook and Google are up.

Wedding Sat. 5/25 at 5:00 p.m. on stage. Sheri Thompson & Barry Markin will marry on stage during supper break. Harbor town will be playing for the wedding. All officers and gate captains will ride in a procession around the fairgrounds with bells, and tin cans tied to the golf carts to celebrate. Bride and Groom on leading cart. (P.S. This event made the newspapers)

Summer newsletter mailing schedule:  June 16 - Pam Keiper. July 21 - Paul Saurborn. August 18 - Barbara Collins. September 15 - Joe Steiner. 

                           NEW BUSINESS

Pres. Jim Winger passed out print copies of Emergency Response Plans. Plans were reviewed.

NE Indiana Suzuki Guild Fiddlers entrance/ticket procedure. They will arrive Sat. 5/25. They will have their letter for entrance. 

Advertising for Memorial festival - coupons in Post and mail. $2.00 each week end ticket coupon; collect coupon, give week end ticket; no other discounts with coupon; only week end tickets. 

News Sun letter - good for a daily ticket; take letter, give daily ticket. 

Gate schedule - Pam Keiper & Paul Saurborn. Schedule started and going well.

Golf Cart allocation. Each officer has a cart, utility cart for Cheri F., Taxi cart, others will be shared with gate captains. One for Security use. 

Grounds update: T.J. says all is going well so far. Chains and locks will be put on the 4 gates on  Wednesday 5/ 22. 

Taxi signs need to be put on carts. 

Kids Korner - Julie has prepared craft projects. Some are - 2 sets of construction from Home Depot, Hats made from newspaper, jewelry & others. 

Jim W. says check all keys to see which ones work.  

Paul Saurborn motions to adjourn. T.J. Collins seconds. All say yes.

 Meeting adjourned at 3:55 p.m.

Thursday 5/23 - meeting at Wingers campsite at 1:00 p.m.. 

Sincerely - NIBGA Secretary - Barbara Collins

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

 Thursday May 23, 2013                        1:00 P.M. @ Wingers Trailer

                    Noble County  Fairgrounds - Kendallville, IN

Officers Present:                          Board Directors: 

  President Jim Winger                    T.J. Collins

  Vice-President Joe Steiner            Pam Keiper

  Secretary Barbara Collins             Paul Saurborn

  Treasurer Linda Winger

Others: Chris Cooperrider- Workshop Chair/Taxi chair; Jeanette Young - Vendor Chair/Merchandise; Leslie Ellis - Gate Captain; Jan Meede - Gate Captain; Greg & Brenda Auldridge - Co-Gate Captains; Dave Smith - Gate Captain; Dave Vogie; Maggie Billby; Bill Merrill; 

Treasurer - Linda Winger; 205 people are registered as of today. $1709.  Up as of Wednesday. 

Vendor Chair - Jeanette Young. Ice cream stand came in on Monday. Jones came Wednesday. Several others in and more coming.

Gate - Pam K. & Paul S. -- All set. Schedule nearly full. 

Merchandise - Tonia Bacon - Inventory done. Ready to set up. 

Hospitality - Carolyn & Richard Bacon - Ready (All cookies are homemade) 

Grounds - T.J. C. & Dave K. - Few minor electric and water problems being attended to. All else good. Plenty of parking space left. 

Bands - Joe Steiner - All bands set. Thursday ones ready to go. 

Announcers - Cheri McKenley - Friday & Sunday; Terry Thacker - Thursday; Chris Vogie; Teri Grantis - Sunday. 

Kids Korner - Julie needs help with tables in Log Cabin on Saturday morning. 

B.U.G.  (Bluegrass Under Ground) 'Dog 1 Band' (from Chicago) set to play in Mini Barn at 10:45 Friday evening 5/23. Bacon's will provide fresh popcorn and hot coffee. Donation accepted. Band will play one hour and then there will be a open jamming until about 1:00 a.m..  (P.S. this was very successful with a large attendance.) 

Band Scramble - Ready to go on Saturday. 

50/50 Tickets being sold. Drawing on Saturday afternoon. 

All set for the wedding on Saturday. Golf carts will line up on the East side of the stage area at Supper Break. Ready to parade the entire fairgrounds and 'Bell' the newlyweds. 

The stage is set to go for the week end programs.

Secretary - Barbara Collins

NIBGA Board minutes April 21, 2013

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 1:00 P.M.
Officers present:                         Board Directors:
  President Jim Winger                  T.J. Collins
  Vice President Joe Steiner          Pam Keiper
  Secretary Barbara Collins           Paul Saurborn
  Treasurer Linda Winger

Others present: Chris Cooperrider - Special Events; Tonia Bacon - Co-Merchandise and Band Scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon, Jenna Bacon, Greg & Brenda Auldridge - Co-Gate Captains; Sandra Carnes - past V. Pres; Jeanette Young - Vendor Chair and Merchandise; Sue Saurborn; Dave Keiper.

• The March Secretary report was sent via email to all officers on 3-22-13 No additions or corrections. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried. 
• The March financials were emailed to all officers on  4-16-13. Reviewed by Treasurer Linda Winger. No additions or corrections. Motion to accept was made by Paul Saurborn. Seconded by Pam Keiper. All say yes. Motion carried.

INFORMATION ITEMS

• Reminder of the 4-H Club Horse Show - May 17 - 19, 2013 at the Noble Co. Fairgrounds.
• Mini Barn setup - Need all tables and chairs placed and secured on Sunday 5/19. Need security during the workshops and the B.U.G.  Friday 5/24.
  The supplies for Kids Korner will be placed in the Mini Barn on Sunday 5/19.
  Kids Korner will take place on Sat. 5/25. 
• Avilla nursing home schedule. Friday 5/24. Band performing is Cumberland Gap. Paul Saurborn will escort the band to Avilla. Jim W. suggested someone take pictures and a short video to post on YouTube. Jenna Bacon will do
• 50/50 drawing. Pam Keiper - chair. Order tickets. Sell tickets all week previous to Sat. 5/ 25 drawing. Drawing to be Sat. P.M. Time to be determined later. Who will sell tickets?  $1.00 each or 6 for $5.00. 
• Jim & Linda Winger will attend a meeting with NCCFC bluegrass committee on April 24, 2013 @ 6:00 p.m. at the Extension Office in Albion, IN. 
• Discussed - carry-in dinner plans for Sunday 5/19. Officers and other festival workers will have a carry-in luncheon and a meeting. 
• Reminder to charge club radios in April. Report any problems to Jim Winger. 
• Charlotte MI Festival has been bought by Wes Pittenger
• Marshall, MI will happen on schedule per Jeremy Col.
• Next newsletter will have a red line on un-renewed members.

OLD BUSINESS 

• TABLED =  NCCFC contract not due until 2016 but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated. At 4/24 meeting, Jim will mention the need to consider rate change
• Linda W. gave an  update on last months mailing to old members. Several newsletters came back due to no forwarding address but serveral old members did re-join.
• Friday workshops at festival. Discussion. Chris Cooperrider - chair, will do a oral (show of hands) survey during the workshops to see who came just for the workshops, or who was there already for the entire festival. She will evaluate for future dates and times and study if the day and times should be changed. 
• Vendors - Jeanette Young. Lions not coming but other group will set up in that building. They will be open 7 a.m. to 6 p.m. probably F/S/S only for breakfast & lunch. Other vendors will be Moose Lodge; a Mexican food stand; Open Kettle foods by Amish; Roasted nuts & Lemon shake-ups;  Saraha Grill - with chicken on a stick, pizza rolls, etc. Possibly few other vendors. Probably wood vendor. Jeanette will crate a newsletter note.
• Band Scramble - Tonia Bacon -Chair; Sign up will be in the Merchants Building on Sat. 5/25.  Drawing for the bands will be at 2:40 p.m.. Results will be posted. A more detailed report will be in the next newsletter. 
• Band hiring status; Joe Steiner; There is one more opening yet to fill for fall and Joe is awaiting a response.
• Advertising update; Facebook  report by Joe Steiner. Google Music Stores (93), Media 238 - J.W. 

NEW BUSINESS

• Advertising for Memorial Festival. Discussion - should we continue with the Wrap in the Kendallville paper? Cost probably $750. Other possibility - print our own. T.J. Collins motioned to print our own and not do the Wrap. Paul Saurborn seconded. Vote determined others were not in favor of printing our own and dropping the Wrap advertising. Motion Denied. We will continue with the Wrap for the spring festival. To be re-addressed for the fall wrap. 
• Advertising continued: Backstage Permotions is in circulation, WAWK place mat is free. -DONE, WAWK Terry Thacker is back and will do a Thursday remote from the festival.  $30 for 1 minute ad on WAWK; Continue with internet advertising strategy.
• Security; Short discussion. Stay aware of surroundings, and happenings. Paid Security will be present. 
• Due to illness Robin Wenger could not join us today discussing commitment and responsibilities of being a grant recipient. Robin plans to attend the May 19th meeting. 
• There will be a Wedding on Sat 5/ 25 on stage at the NIBGA festival. at supper break perhaps earlier if band scramble ends early. Sheri Thompson & Berry Markin. Harbortown is playing for the wedding. Joe will discuss with sound man. Belling? Golf Cart Parade? 
• Announcer status. Joe Steiner will take care of scheduling. 
• Summer 2013 newsletter mailings; June 16 @ festival - Pam Keiper, July 21 - Sue & Paul Saurborn, August 18 - Barbara Collins, September 15 - Joe Steiner  

Motion to adjourn by Barbara Collins. Seconded by T.J. Collins.  Meeting adjourned @ 2:20.

NIBGA Secretary - Barbara Collins

Next meeting, Sunday May 19, 2013 noon - Log Cabin - Kendallville fairgrounds.

NIBGA Board minutes March 17, 2013

Northern Indiana Bluegrass Association - March 17, 2013 at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 12:55 P.M.

Officers Present:                                     Board Directors:
  President Jim Winger                              T.J. Collins
  Vice. President Joe Steiner                     Pam Keiper (via conference phone call)
  Secretary Barbara Collins                        Paul Saurborn
  Treasurer Linda Winger
Others present: Chris Cooperrider - Special Events; Tonia Bacon - Co-Merchandise  and Band Scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon; Jeanette Young - Vendor Chair; James Miller.

• Secretary Report - Barbara Collins e-mailed to all officers Feb. 20, 2013. One addition was made by Jim Winger. The Festival T-shirt design was chosen at the Feb meeting. (Windmill design.)  Motion to accept by T.J. Collins. Paul Saurborn seconded. All say yes. Motion carried.
• Treasurers Report - Linda Winger emailed the Feb report to all officers on Feb. 13, 2013. The Feb Financials were reviewed. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried.

INFORMATION ITEMS

• Reminder: 4-H Club Horse Show, May 17-19, 2013
• Security: same as 2012 except Fri. until 1 a.m. instead of midnight. Jim W. emailed their chair.
• Port-a-jons: Ordered and verified. 
• Address replacement is live. This month we are mailing to 365 former members asking them to renew. Working copies will be sent to Barb & Joe soon. 
• Charlotte, MI festival will go on 2013. Charlotte was bought by Wes Pittenger. 
• Marshall, Mi festival will happen on schedule per Jeremy Cole. 

OLD BUSINESS

• NCCFC contract not due until 2016 but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated - TABLED NO ACTION
• Friday Workshops-Memorial week end. Update - Chris Cooperrider. One more has been added totaling 16 workshops. Chris will make up fliers. Chris will also make up a workshop description for the next newsletter. 
• Band Scramble - Need detailed times for next newsletter. Those wishing to participate need to meet 1 hour before starting time (2:40 p.m.) to get their name in the drawing. $5 fee and perform 3 songs.  Band scramble will start at 3:40 p.m. on stage. Tonia Bacon will write up the article for the next newsletter. 
• Joe Steiner - Joe reviewed the band listings and other items pertaining to the bands. All bands are hired for the Spring festival and almost all for Fall. Joe will give Jim & Linda a list of the band addresses so they can mail them festival fliers.
• Research Grants - Jim Winger reports. Jim contacted Robin Wenger who writes grants for a living. Robin is Research Director for the City of Elkart. Mr. Wenger has consented to help NIBGA with searching for grants. 
• Advertising strategy. Jim Winger talked about Facebook and Google. Officers discussed how each works. Adds on Google - $50. Adds on Facebook $100. It was decided to use Google. Paul Saurborn motioned to advertise with Google. Barbara Collins seconded. All say yes. Motion carried. 
• 50-50 logistics. Pam Keiper - Chair. Order tickets. How many drawings? Who will sell? When to draw etc.. 
• Vendor report - Jeanette Young. Jeanette has received 3 applications. She keeps getting request and reports from potential vendors. She will check with the Moose and Lions to confirm. She will check with the wood man but sure he will deliver again. 

NEW BUSINESS 

• Advertising B.U.G. (Bluegrass Under Ground) Jade Bacon will post on Facebook, Twitter, and other social networks. B.U.G. is the After Hours Jam that will take place on Friday night of the festival after the stage show finishes.  
• Mini Barn setup - Tables and chairs need to be set up on Sunday before festival. Kids Korner supplies will be set in and secured. Need security during workshops and B.U.G.  Clean up after B.U.G. before Kids Korner on Sat. a.m..
• Review "TASK LIST for Fair board" at Bluegrass festival. 
• TABLE: Decide on how late to keep the gate open on Friday P.M. of festival. How to handle the ones coming in for B.U.G.  Pam will decide on how early to open and how late to close. 
• New 2013/2014 membership cards are available. 

Paul Saurborn motioned to adjourn at 1:50 P.M. T.J. Collins seconded.
Next meeting of NIBGA is Sunday April 21, 2013
Secretary - Barbara Collins

NIBGA Board meeting Feb. 17, 2013

Northern Indiana Bluegrass Association at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN. 46809
The meeting was called to order by President Jim Winger at 12:35 P.M.
Officers Present:                                   Board Directors:
 President Jim Winger                              T.J. Collins
 Vice-President Joe Steiner                      Paul Saurborn
 Secretary Barbara Collins                       Pam Keiper - Absent
 Treasurer Linda Winger
Others Present: Chris Cooperrider - Special Events; Tonia Bacon - Co-Merchandise, Band Scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon; Brenda & Greg Auldridge - Co-Gate Captains. 

• Secretary's Report - Barbara Collins: January minutes were emailed to officers Feb. 1, 2012. One addition was made by J. Winger. Motioned to approve by Paul Saurborn. Seconded by T.J. Collins. All say yes. Motion carried.

• Treasurer's Report - Linda Winger: Financial report as of 1/31/13 was emailed to all officers on 2/13/13. The financial report was reviewed at the 2/17/13 meeting. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried. 

INFORMATION ITEMS

• Reminder of the 4-H Club Horse Show; May 17 - 19, 2013
• 501C3 Packet was passed around to officers to view by Pres. J. Winger.
• Golf Carts for S-13 Festival are ordered.
• Port-a-jons for S-13 Festival are ordered. 
• 1099's forms for bands are complete. One was returned and correction was made. IRS form will be mailed next week. 
• Sunday services are confirmed for 2013. Spring Devotional will be lead by Phil Rittner. Fall Devotions will be lead by Rick Schneider. 
• Replacement for "Address". The club membership program is nearly complete. Will go live by next meeting. Working copies will be sent to Barb C. & Joe S. and anyone else who wants a copy.

OLD BUSINESS

• NCCFC contract not due until 2016 but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated.     TABLED - NO ACTION
• Friday May 14, 2013 Workshops at Memorial festival. Update - Chris Cooperrider. There are 15 workshops confirmed. The list will be printed soon for public information. 
• Band Scramble - Chair Tonia Bacon. The band scramble will be on Saturday May 25, 2013 for 1-1/2 hrs. Starting at 3:40 and going until supper break. Length depends on number of bands entered. The band scramble for Fall 2013 will also be before supper break. Will add to the schedule. $5.00 entry fee. $250.00 for winning band. 
• Band hiring update - Joe Steiner reports all bands are hired for the S-13 festival. This was done under budget. Nursing home bands are confirmed for S-13 & F-13. Spring will be Cumberland Gap band. Fall will be Son's of Bluegrass possibly. Joe is continuing to finish the fall line up of bands. Will be done by Spring to make fliers available at the Spring festival.
• Steve Klein sound man is confirmed for 2013 shows.  J.S reports. 
• The After Hours "Bluegrass Underground" jam (BUG) with 'Dog 1'  will be Friday night May 24, 2013 starting after the last stage show. Approximately 10:30 p.m. Discussion on building it will be in was decided. All are welcomed to attend. 
• Reviewed the Duplex flyer and band schedule. Few adjustments may be made. 
• Festival guide is nearly done. Will be ready next month.  L. W. 
• Research of Grants available through 501C3. No progress. 
• Advertising strategy. Where? WAWK?  Placemats?  As of now, Flyers and News Sun Wraps. All in favor of N S wraps.  TABLE for more discussion next meeting. 
• 50/50 to be done at festival. Logistics to be decided.  Tabled

NEW BUSINESS. 

• T-shirt designs were emailed to officers for viewing. 5 styles were reviewed at the meeting, a design was approved. 
• Motion to adjourn by Paul Saurborn. Seconded by Linda Winger.  Meeting adjourned at 2:10 P.M.  
• Next meeting, Sunday March 17, 2013

Secretary: Barbara Collins