NIBGA Board meeting minutes April 20, 2014

Meeting of Northern Indiana Bluegrass Association - April 20, 2014 at South West Conservation Club, Bluffton Rd. Fort Wayne, IN

Mission: The purpose of this organization shall be to educate the public to, and promote the awareness of, Bluegrass and Old Time Country Music.

The meeting was called to order by President Jim Winger at 1:05 P M

Roll Call; Officers present:                                    Board Directors:
  President - JIm Winger                                          T. J. Collins
  Vice-President - Joe Steiner (Via phone)            Pam Keiper - (not present)
  Secretary - Barbara Collins                                    Paul Saurborn
  Treasurer - Linda Winger
Others Present: Past V-President - Sandra Carnes; Greg & Brenda Aldrich - Co Gate Captains;  Jim Miller - Co Gate Captain.

• Secretary Report - Barbara Collins; The March minutes were emailed to all on 3/15/14  Paul Saurborn motioned to accept. T. J. Collins seconded. All say yes. Motion carried.

• Treasurer's reports - Linda Winger; March Financials as of 3/31/14 were emailed to all officers on 4/19/14. Financials were reviewed. Also the F13 Festival Tally was sent to officers on 4/18/14. The tally was reviewed. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried. 

OLD BUSINESS

• 501c3 Grants - A letter from AEP says, "they read our application. We can not apply this year (2014) but can apply next year (2015). 
• Jim Winger President got a letter saying "Noble County Fair Board (NCCFB) has waived the requested $500 for reduced rent for the fairgrounds for 2014. A possible rent reduction will be addressed in 2015 by NCCFB. 
• Special Events - Chris Steiner Special Events planner was not present and had no update.
• Stage Statis: NIBGA has recieved a solid Quote from ATC Moore Custom Trailers in Nappanee, IN for a custom built stage. There was a review of the Quote and further discussion took place. This Quote will be worked on. Possible adjustments may need done. The board will continue with this project with Pres. Jim Winger's direction and contact with Jim Moore Motors. 
• V.-Pres Joe Steiner will work on a quote from Jim Stone Maintenance & Fabrication. 
• Elliott's Cars and Carts in Warsaw Quote process started week of 3/10/14.  They declined to bid
• Randy Moore will deliver the rental stage to Kendallville on 5/21, set up, then take down on 5/26 and take away. Jim Winger reports. 
• The 2014 T-Shirt design is complete says Treasurer - Linda Winger.  Merchandise Order for S14 Festival. Linda is looking at colors and will decide soon and place an order. 
• News Sun - Kendallville newspaper. April 30th is the deadline to submit.  Jim Winger said, "Don't know if they will do a 'Pass Out' or just a newspaper ad"  Contents need to be created. Joe Steiner will do a set up for a Pass Out. 
• NIBGA Taxes are due 5/30/14. CPA needs information. Treasurer Linda Winger will do.
• Stage contents replacement. A list of what will need to be purchased was reviewed. Jim Winger made a list. Plans to buy some of the items the week before the festival. Jim will be ordering the tarps soon. 
• CC Graphics - Lillian Carnes re-submitted for new Quote.

NEW BUSINESS 

• Security coverage for Memorial festival was reviewed and approved. 
• No Vendor  update. Jeanette Young not present.
• Kids Korner - Julie Goldsmith will be doing the crafts again this year.
• Gate Sign with prices - Designs were sent to officers by Pres. Jim Winger via E-mail (PDF) All approved. 
• Advertising: Joe Steiner reports on Facebook add he maintains. Needing to do some redesigning. 
• 2014 Summer Newsletter mailing schedule:

• Sunday May 18 - Mail from Kendallville - Wingers et all. 
• June 15 - Barbara Collins
• July 20 - Paul Saurborn
• August 17- Sandra Carnes
• September - Joe & Chris Steiner
• Paul Saurborn motioned to adjourn. T. J. Collins seconded. Meeting adjourned at 1:45 P M. 
• Next meeting of NIBGA at Noble Co. Fairgrounds - May 18th, 2014

Secretary - Barbara Collins

NIBGA Board minutes March 16, 2014

Northern Indiana Bluegrass Association Orientation Meeting March 16, 2014 at Southwest Conservation Club, Bluffton Road, Fort Wayne, Indiana

NIBGA Mission: The purpose of this organization shall be to educate the public to, and promote the awareness of, Bluegrass and Old Time Country Music. 

The meeting was called to order by President Jim Winger at 12:50 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 were:  Past Vice President - Sandra Carnes; Jeanette Young - Vendor Chair / Merchandise; Chris Steiner - Special Events Planner / Taxi Chair; Tonia Bacon - Merchandise / Band Scramble Chair; Carolyn & Richard Bacon - Hospitality Green Room. Leslie Ellis - Co gate Captain; Greg & Brenda Aldrich - Co gate Captains; Jim Miller - Co gate Captain; Michala Gerkin. 
• Secretary's report - Barbara Collins emailed the February 16th minutes to all officers on 2/24/14. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 

• Treasurer's Financial statements. - Linda Winger emailed statements to all officers on 3/8/14. The February financials were revised and reviewed. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 

OLD BUSINESS

• 501C3 Grants: Chris Steiner - Events Coordinator gave copies to all officers, her request to AEP c/o Indiana Michigan Power to be invited to apply for a AEP Grant. She sent them a list of samples of what NIBGA's activities and contributions have been to the community of Kendallville, Ind, the NCCFB Fairgrounds, WAWK Bluegrass Corner radio program, Bluegrass Music Permotions and donations and many more things. Chris told them about our club 'Stage on Wheels' being destroyed in the 1/17/14 fire in Kendallville and the need to replace it. Chris has asked in the name of NIBGA for a consideration of  a $35,000 Grant. No reply yet. 
• Joe Steiner reports that a  $1,000 Grant to NIBGA from Marathon Oil Company is approved and on it's way. 
• Pres. Jim Winger has sent a request to NCCFB to consider renegotiation of NIBGA's Fairground rent for 2014. He has asked for a waver of $500 for each year.  UPDATE = Since the meeting on 3/16/14 NCCFB has approved the waver for Spring 2014 and Fall 2014 fairgrounds rent of $500 each. 
• Joe Steiner reports that the 2014 Spring and Fall band hiring is completed. 
• TABLE:  Chris Steiner - Special events planner reports No spring workshops but working on Fall Extended work shops. 
• Stage Status: 
• Flatbed trailer - NO; Ace Tents - NO; Hancock Co. trailer we considered. Probably not a good choice; Steve Scott & Randy Moore - Stage used at Van Wert Festival. Barbara Collins shared photos she took and Joe Steiner put them on his lap top computer for all to view. There was discussion
  Paul Saurborn motioned to continue with the Randy Moore/Van Wert stage rental. T.J. Collins seconded. All say yes. Motion carried. 
• Estimates for building a new stage:
  (1) Moore Custom Trailers - still waiting on a Quote.
  (2) Elliott's Cars & Carts in Warsaw - quote process started week of 3/10/14.
  (3) Jim Stone Maintenance and Fabrication - busy with other repairs. As of this time there is nothing settled or decided on a new stage. The board is working to get the designs and plans worked up. 
• Linda Winger presented a design for the new 2014 Festival T-Shirt. Paul Saurborn motioned to accept. T.J. Collins seconed. All say yes. Shirt design approved.
• NIBGA taxes for 2013 are due May 30, 2014. CPA needs information. Linda Winger -Treasurer will take care of this soon.
• TABLE for April Meeting:  Stage Content Replacement -- Who & What?  There were offers form several officers to donate some of the needed items. Other items will need to be purchased. Discussion on what is needed. To be decided in at April meeting. 
• Lillian Carnes of CC Graphics presented her Bid to NIBGA for making new Banners, Signs & etc. for the Festival to replace what was destroyed in the stage fire 1/17/14. It was agreed to accept her bid. This will be paid for by NIBGA. 

NEW BUSINESS

• Jim Winger reviewed the Spring 2014 and Fall 2014 Band schedule with the board. Schedule approved.
• Jim Winger will now create and distribute festival fliers. Jim will prepare them this week and have them printed. 
• Jeanette Young - Vendor Chair - Reports she is getting some calls for the 2014 festivals. She listed some of the possibilities. 
• Merchandise Management - Jeanette Young and Tonia Bacon agree to continue doing the Merchandise and Membership table. 
• Green Room/Band Hospitality - Carolyn and Richard Bacon continue to do. Bacons will purchase a Coffee Pot, Cooler, and Ice Chest and turn in the receipts to NIBGA for reimbursement. These items are to replace what was destroyed in the Stage fire.  
• Band Scramble - Tonia Bacon will organize and take care of the details. 
• Kids Korner - Julie Goldsmith - Not present but will do in 2014. Julie would like to have a replacement to do Kids Korner as she has done it for 20 years. Volunteers needed. 
• Merchandise Order - Linda Winger will begin. Color and Sizes to be determined depending on what is available. 
• Membership renewal - The next newslette will have forms. The Festival Guide has a form. 
• Back Stage Promotions will promote NIBGA again for 2014. 
• TABLE -  News Sun add or insert?. Discussion. Band Schedule fliers or what? Add deadline is April 30th. Decision at April meeting.

T.J. Collins motioned to adjourn. Paul Saurborn seconded. Meeting adjourned at 2:30 P.M. 

Sincerely - Secretary Barbara Collins