NIBGA Board meeting, Oct. 19, 2014

Northern Indiana Bluegrass Association Board Meeting at South West Conservation Club, Bluffton Road, Fort Wayne, Indiana

The meeting was called to order by President Jim Winger at 1:05 P.M.
  Roll Call: Officers present are:
    President - Jim Winger                                     Board Directors:
    Vice-President - Joe Steiner                                   TJ Collins
    Secretary - Barbara Collins                                     Pam Keiper
    Treasurer - Linda Winger                                        Paul Saurborn

Others present: Chris Steiner, Sandra Carnes, Dave Keiper, Greg Aldrich, Brenda Aldrich

• Secretary - Barbara Collins emailed minutes of the August 24th & 28th meetings at Noble Co. Fairgrounds,  Kendallville, IN. to all officers on September 12, 2014. Paul Saurborn motioned to accept. TJ Collins seconded. All say yes. Motion carried.
• Treasurer - Linda Winger reviewed August and September Financial reports that were emailed to all officers on November 14, 2014. Pam Keiper motioned to accept. Paul Saurborn seconded. all say yes. Motion carried.
• Linda also reviewed the Fall 2014 Preliminary Festival Tally as of this date. More is being done to complete totals. 

INFORMATION ITEMS

• President - Jim Winger reviewed with the board, analysis of Income 2014 vs 3 highest previous years 2003, 2004, 2005

OLD BUSINESS

• Pam Keiper reports: A new merchandise second chair person is needed for the NIBGA festival merchandise table.  Louise McClouth has expressed interest in taking the job. She might do 2 days and Jeanette Young would continue doing 2 days. 

NEW BUSINESS

• Northern Indiana Bluegrass Association Officers and Directors for 2014/2015. All current officers have agreed to continue their positions. No one else has shown interest in a position. 
• Review of stage set up @ Labor Day Festival: What will we do about the stage in 2015? Jim Winger listed 5 options to consider. After discussion, Paul Saurborn motioned we continue with the same set up we used for Fall 2014.   TJ Collins seconded. All say yes. Motion carried. 
• TABLE =  For Nov. meeting. Katelynn Lowe, a High School Senior has requested a NIBGA Scholarship to help with Bluegrass music lessons. Also Doug and Any King have applied for music Scholarships for their 3 Elementary school age children. Due to shortage of time at the meeting, there was no decision made.
• TABLE = Nov. meeting" 2015 Advertising - Strategies: Review results of 2014. Which methods to use for 2015? There are many options to study. 
• Band Budget:  If we don't buy a new stage, should we/could we expand the band budget? 2014 was $15,000 with a cap of $17,500. 2013 was the same. After discussion Vice -President Joe Steiner purposed $22,000 with a cap of $25,000. Joe purposed more bands with each day different.. Joe Steiner made a motion for $22,000 with a cap of $25,000 for 2015 for Band Budget. Paul Saurborn second. all say yes. Motion carried. 
• TABLE = Suzuki Fiddlers Scholarship for 2015.  Yes or No?
• Grants for 2015 = Who will lead? Chris Steiner says, "We need Grants large enough to hire a good A Band to attract the crowd." Another suggestion was to use a Grant to subsidize the Thursday evening show. Another suggestion was a Grant to subsidize the Nursing Home Shows when we send a band to do a Friday show. Also it would be good to have a grant to help give back to the community. (Jim Miller's son is a Grant Writer.) 
• TABLE = Discussion and decisions on All Day Workshops at the festivals. 
• Expense: One expense receipt submitted for postage. Joe Steiner. 

Paul Saurborn motioned to adjourn. Pam Keiper seconded. President Jim Winger called the meeting adjourned at 2:45 P.M.

Sincerely - NIBGA Secretary - Barbara Collins
   Sent Nov. 22, 2014

Pre-festival meeting Aug. 14, 2014

      August 24th, 2014
Northern Indiana Bluegrass Association Orientation Meeting at Noble Co. Fairgrounds, Kendallville, IN

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

Roll Call: Officers Present are:                              Board Directors:
  President - Jim Winger                                           TJ Collins
  Vice-President - Joe Steiner                                   Pam Keiper
  Secretary - Barbara Collins                                    Paul Saurborn
  Treasurer - Linda Winger

Others Present are: Past V.Pres - Sandra Carnes; Chris Steiner - Taxi scheduling: Tonia Bacon - Merchandise/Membership table + Band Scramble Chairman; Jeanette Young - Vendor Chairman + Merchandise/Membership Table; Richard & Carolyn Bacon - Band Hospitality Room; Dave Keiper - Grounds maintenance; Julie Goldsmith - Kids Korner (Crafts & Games) Chairman; Leslie Ellis (& Michael) - Co Gate Captain; Jan Meade - Co Gate Captain; Jim Miller - Co Gate Captain; Greg & Brenda Aldrich - Co Gate Captains; Maggie & Gary Bilby - Instrument work shop. Jay Winger, Jerea & Abby Ambergy.

Secretary report - Barbara Collins - Minutes for May were emailed to all officers in early June 2014. All approved.

Treasurers report - Linda Winger reviewed the Spring Festival financial reports. Electric bill for  May 14 festival was up $1000 from all previous festivals. It has been reported to NCCFB several times but not corrected yet. Spring Net Profit is 8%. Not Good. Monthly financials were sent to all officers in early August 2014.

                                                       INFORMATION ITEMS

Internet at the fairgrounds has 2 different signals. There are 2 transmitters on the grounds. One at the Merchants Building and the other at the Log Cabin. There was some Internet problems which have now been corrected.

Jim Winger and Joe Steiner will go  "Behind the Mic" at WAWK on Wednesday 8/27 @ 2:00 p.m. to promote the NIBGA Festival.

Board Director - Paul Saurborn will take the band 'Trinity River' to Avilla Nursing Home @ 2:00 p.m. on 8/29 to do a performance for the residents.

The service schedule for the Port-a-jons is: Wed. 8/27 p.m.- RVs only; Fri. 8/29 p.m. RVs & Port-a-jons; Sat. 8/30 p.m.- RVs & Port-a-jons; Mon. 9/1 - 7:00 a.m. - RVs only. RV pumps will be $10 each. Port-a-jons have been delivered.

The STAGE will be inside the Activities Pavilion on a 12x24x24 platform. The stage used last spring would not work if it rained. No other stage has been found. The board is continually researching other possibilities.

Garbage pickup - AM on Friday 8/29, Saturday 8/30, Sunday 8/31 and Tuesday 9/2.

security Schedule: Thursday 8/28 - 4:00/11:00 p.m.; Friday 8/29 - 6:00 p.m/Midnight; Saturday 8/30 - 11:00 a.m/11:00 p.m.. No Sunday scheduled.


2014 Summer Newsletter mailing schedule - September 23 - Joe & Chris Steiner.

                                                               OLD BUSINESS
Review of stage quote from Premier Custom Trailers  $31,812. Discussion - Jim Winger Pres. described some others he has seen pictures of.

                                                                    NEW BUSINESS
Jim Winger reviewed Emergency procedures on possibilities. LOST CHILD - When to lock down. Get identification of child. There are NO Tornado safe shelters on the grounds. Each person should choose their own shelter. Best place is the Kendallville Police Station (or Fire House?) In case of a medical emergency Call 911. No charge to come. there is a clinic close bye.

Linda Winger reports: People asking if the Board and Volunteers are approachable. We should always be approachable to help with problems, answer questions, or even just be friendly to make all feel welcome.

Kids Korner Director - Julie Goldsmith - Will set up in the Mini Barn. Need 12 tables and 36 chairs. Time for the Crafts and Games is Saturday 8/30 @ 10:00 a.m. to 11:30 a.m.. Julie said she needs more help with the KIDS at the craft and games tables.

Saturday workshops: Due to low attendance in the Spring no other workshops are scheduled except the Kids Korner and Intermediate Jam.

Vendor Report - Jeanette Young - Jeanette said several vendors will be selling a variety of items such as : Pink Zebra Candles, Crocheted items - etc. Hand made wood items. "Food" Some are Lions Club Stand with the Moose serving a variety of food. A truck with curly fries/corn dogs/Elephant Ears and other items. Another one will be Ice Cream and will be serving Biscuits & Gravy for breakfast. There will be Lemon Shake-Ups, Smoothies and few other items.

Tonia Bacon - Band Scramble Chairman reports - There will be a bulletin board notice posted on the end of the Merchants building. Tonia will do sign ups on Saturday 8/30. Drawing for bands will be at 2:20 p.m. Saturday. The Band Scramble will be at 3:20 to 4:30 p.m. Just after the last band of the 1st set and just before Supper Break. Prizes will be $150 - 1st place. $75 - 2nd place. $25 - 3rd place.

Merchandise Schedule for opening and closing will be decided by Tonia Bacon and Jeanette Young. This will be Tonia's last time as Mds Mgr.. A replacement is needed for 2015.

Stage Management - Joe Steiner will be filling in for Bill Merrill. Joe is still working on the schedule for the announcers. Bill may fill in a spot.

Advertising Updates - Pres. Jim Winger. Fort Wayne Newspapers 130,000 readers, 4,000 Web Impressions. Aboite & area - Monthly Newspapers which are direct mailed in the SW area - 20,000 readers. Kendallville News Sun - One page in KPC media group. Mailings to 237 media outlets (early August) Updates to NIBGA Facebook page frequently to keep readers coming back. Facebook,Google add buys. Joe Steiner reports also.

Gate Schedule - Pam Keiper and Paul Saurborn working on this. Getting a good start.

Golf Cart allocation: If you are not needing your cart, someone else may use your cart for the day. Need to be shared. Taxi signs to be put on most carts. (Were done immediately after the meeting).

All officers and Captains and workers on Stage for the Introduction on Saturday 8/30 at 11:50 a.m.

Approval of expenses: NONE

Motion to adjourn: Paul Saurborn  Second: TJ Collins

President Jim Winger called the meeting adjourned at 2:40 p.m.

Next Meeting - thursday August 28th @ 1:p.m. at Wingers Trailer - A 10 minute wrap up.

Secretary - Barbara Collins