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.