NIBGA Board Meeting Feb. 16, 2014

Northern Indiana Bluegrass Association Orientation Meeting February 16, 2014 at South West Conservation Club, Bluffton Road, Fort Wayne, Indiana

The meeting was called to order by President Jim Winger at 12:50 P.M. 

Roll call -  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 Steiner - Workshop Chair/Taxi chair/ many other jobs; Sandra Carnes - Past Vice-President; Jim Miller - Co-Gate Captain. 

• The Secretary's report for January 19, 2014 meeting was emailed to all officers in Jan. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 
• Treasurer -  Linda Winger reviewed the January Financial report which was emailed to all officers on February 7, 2014. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried.

OLD BUSINESS

• 501c3 Grants; Chris Steiner is working on a AEP Grant. She will make a template for grants. Chris is hopes to be ready to present her information at their meeting two weeks from now. 
• Renegotiation of NCCFC rent: Jim Winger says it is underway but no report at this time.
• Band Hiring Status: Joe Steiner-Vice-President reports that all bands are hired for Spring 2014 and all but one for Fall 2014. He has been able to stay within budget. To see a full listing of bands, visit NIBGA's Facebook. 
• Special Events Chair Chris Steiner is working on Workshop line up for Fall 2014. Considering extended workshops for Saturday. Dave Vogie will set up workshops for Spring 2014. Chris would like to hire professional music teachers for Fall 2014. The board approves and will take into consideration. 
• Stage Status: Alternatives if new stage is not available for Memorial week end: Stage committee to investigate possibilities is Jim Winger, Joe Steiner and T.J. Collins. Some possibilities being looked at are: 
• Use a flatbed truck/trailer, Ace tent awning which Jim W. has checked into, 
• Rent Hancock County, Ohio stage. Joe Steiner has checked into and shared pictures of the trailer stage with the board. Joe will check further on details of that. 
• Another alternative is to use the Noble Co. Fairground Grandstand. There was much discussion on this subject. 
• Estimates for building a new stage: RPM Truck and Trailer Sales, Braselton, Ga. $35,000. They don't seem interested. Moore Custom Trailers, Nappanee, IN. Jim Stone Maintenance and Fabrication. 
• There was much discussion on size and features of what we would need. Jim, Joe and T.J. and Paul were asked to go places and look at possibilities for size and styles. 

NEW BUSINESS

• Yearly financial review - Financial committee Pam, Paul and Leslie. The financial committee reviewed the Bank Statements and find them to agree with the Treasurer's Financial reports. 
• Stage content replacement. Linda gave each officer a copy of the hopefully complete list of the contents that were destroyed in the stage fire in January. 
• Sandra Carnes showed the board samples of materials that were suitable for having new replacement signs made. She had price quotes. Jim looked with Custom Signs, and Graycraft Signs. Estimate to replace all signs is $1600 to $1700. Should we replace wagon wheel logo signs? We need a new gate price sign. Can be hand made if we get a volunteer to do it. Jim Miller and Paul S. are investigating using some aluminum that Jim has
• 2014 Festival Guide - Jim & Linda need entries by March 7, 2014. Please send to Wingers's at 5034 Wapiti Ct. Fort Wayne, Indiana. 46804
• NIBGA taxes for 2013 are due 5/30/14. CPA needs info - Linda
• We need a new NIBGA Festival T-Shirt design for 2014. Suggestions can be sent to Linda Winger. 

T.J. Collins motioned to adjourn at 2:05 P.M.  Paul Saurborn seconded.   Meeting Adjourned. 

Sincerely -  Secretary - Barbara Collins

NIBGA board meeting Jan. 19, 2014

Northern Indiana Bluegrass Association Orientation Meeting January 19, 2014  At South West Conservation Club, Bluffton Road, Fort Wayne, Indiana

The meeting was called to order by President Jim Winger at 1:00 P.M.  The meeting was directed by Vice-President Joe Steiner due to Jim still having eye healing.

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 Steiner - Workshop chair/Taxi chair/ and many other jobs. Jim Miller - Co-gate Captain.

• A letter was written by Special events/Merchandise-Membership chair, Tonia Bacon. Sent to Barbara Collins and shared with the board at Tonia's request. Tonia could not attend the meeting due to work schedule but wanted the board to know her intentions to continue helping.  Tonia plans to be at the March meeting.
• Secretary's report from Barbara Collins for November 17th, 2013 meeting was emailed to all officers on November 27th, 2013. Paul Saurborn motioned to accept. Jim Winger seconded. All say yes. Motion carried.
• Treasurer's reports from Linda Winger were emailed to all on January 13, 2014 which included November and December 2013 Financial Statements. Also Linda passed out Bank Statement copies for 3 Rivers, and PNC Smart Checking and PNC Money Market. Linda reviewed each statement with the board. Jim Winger motioned to accept. Paul Saurborn seconded. All say yes. Motion carried.

OLD BUSINESS

• 501c3 Grants - Suggestions for possibilities - Noble County Community Foundation, ACP. Chris Steiner will create a template for grants. 
• Renegotiation of NCCFC rent. Jim Winger will contact Frank Morton and Tim Addis.
• Joe Steiner - Band hiring chairman - Band hiring status. Joe reported that the Stockdale Family are the headliner for Fall 2014. Joe is working hard on securing other bands for Spring 2014 and Fall 2014. The budget is a challenge. Spring 2014 is half way set. The flyer for SPBGMA will be available at the end of January Joe said.
• Special Events - TABLE for February. Tonia Bacon will be involved with planning.
• Board Possibilities/ Key festival managers: More help with festivals is desired. We would like to get more people involved in planning and managing. Stay mindful throughout the year of work to be done and share our progress and our achievements as a Association. Be prepared to explain the Associations goals and challenges. Encourage others to become involved in the work and progress of NIBGA. See List on Page 4 of the February 2014 newsletter.

NEW BUSINESS 

• President Jim Winger reviewed the 2013 Budget with the board. Jim also reviewed the 2014 projected budget with them. The budget needs to be followed closely and stay within our guidelines of spending. Adjustments that have been made: Gate ticket price changes for 2014, Fairgrounds price change and many other expenses. 
• Workshop budget - Chris Steiner will prepare a list for the board to consider for a 2014 Extended Workshop program. Estimate cost and research possible grants, and consider changes necessary. This is TABLED for review at the February meeting. Officers will vote on the Workshop Budget.
• Board is advised to pay attention to variable expenses and realistic expectations of income. 
• STAGE REPLACEMENT: Because of the fire and loss of the 'Stage on Wheels'. Gather facts. Further discussion to continue at February meeting.
  President Jim Wingers report to date:
  
• Insurance - Phone discussion with adjuster this past Monday
• Options for replacement. spread the word that we are looking.
• Draw up a summary of options and recommendations.
• President Jim Winger appointed a 'Stage Replacement Committee'.
• The committee is: Jim Winger, Joe Steiner, T.J. Collins The committee will report their findings and suggestions at the February 16, 2014 meeting.
• Linda Winger started a list of all items on the stage that were destroyed by the fire. Other officers were asked to make additions. We feel we have a complete list now of lost items.
• It was advised we have a committee to review the financial statements on a annual basis for auditing purposes. The financial committee will review to confirm that the bank accounts match treasures annual report to the board statements. The appointed committee is: Paul Saurborn, Pam Keiper, Leslie Ellis.

Linda Winger motioned to adjourn at 2:25 P.M. Paul Saurborn seconded.

The next meeting of NIBGA will be February 16th, 2014

Sincerely - Secretary Barbara Collins