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