NIBGA Board meeting Jan. 20, 2013

Northern Indiana Bluegrass Association - January 20, 2013 at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, In. 46809

The meeting was called to order by President Jim Winger at 12:30 P.M.

Officers Present:                           Board Directors:
 President Jim Winger                     T.J. Collins
 Vice-President Joe Steiner             Pam Keiper (via speaker phone)
 Secretary Barbara Collins               Paul Saurborn
 Treasurer Linda Winger

Others present: Chris Cooperrider - Special Events; Jeanette Young - Vendor Chair & Co-Merchandise;Tonia Bacon - Co-Merchandise/Membership table & Band scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon; Brenda and Greg Auldridge Co-Gate Captains; Sue Saurborn.

•  Secretary report - Barbara Collins - Emailed to all officers November 19, 2012.
•   ***There was one revision to the Band Hosting.  Bands will not be hosted this year unless a potential host family specifically request a band. At that time Chris Cooperrider will contact the band to see if that is acceptable with this band, and then the host family will be informed. Because of the lack of host families we will not be promoting this to bands this year.  Paul Saurborn motioned to accept the correction. Linda Winger seconded. All say yes. Motion carried. 
• Treasurer Linda Winger emailed the November and December Financial statements to all officers on January 15, 2013. Financials were reviewed at the meeting. No additions or corrections.  Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried.

INFORMATION ITEMS

• Reminder: There will be a 4-H Club Horse Show at the Noble Co. Fairgrounds May 17, 18 & 19 -  2013. 
• Tres. Linda W. states; The tents for both Spring 2013 and Fall 2013 are paid in full. By doing this pre-pay we get a discount. 
• By becoming a 501C3 club there will be a change in the club charter. (J.W.) V. Pres. Joe Steiner covered details. 
• 1099's for bands are due by January 31, 2013. (J.W.)
• There have been many problems with the club computer Jim W. reports. All parts have been replaced at Jim W.'s expense.
• TO DO:  Band Schedules:  Extend band times from 45 minute sets to 50 minute sets. (Includes set up time.) 
• NIBGA 501C3 application was approved by the IRS and is effective March 2012

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. (J.W.)
• Workshops planned for Spring festival. Chris Cooperrider hopes to have at least 15 workshops. Chris requested $100.00 for expenses.  Pam Keiper motioned to allow $100.00. Paul Saurborn seconded. All agree. Motion passed. 
• A number of Workshops are being planned for all day Friday May 24, 2013. It is still to be determined how many sessions and locations. Tentatively the plans are to run 1-1/2 or 2 hr. classes consecutively, starting at 10:00 A.M. and ending at 6:00 P.M.. Tentatively planned are workshops in Bluegrass instrumentation, and "Roots of Bluegrass" instrumentation, including Bass*, Dobro*, Harmony singing*, Mandolin*, Auto-harp*, Harmonica*, Guitar* (2 levels), Dancing, Bluegrass Jamming, Old-time Jamming, Banjo, Mountain Dulcimer, and Fiddle.  *Means the workshop has been confirmed.  
• 50/50 Drawing - Agreed to do but need a Chair person and organizer. Pam Keiper volunteered to chair this and get others to help her. Details to be decided later. 
• Band Scramble for Spring 2013 festival: Tonia Bacon will Chair this. Jade Bacon will write up an article for the Newsletter. Details with day and time will be announced. 
• Band hiring update - Joe Steiner. Some bands confirmed for 2013. Working on scheduling. Joe is within budget. Will set up a band to visit the nursing home during the festival. 

NEW BUSINESS

• Golf Carts for festival: It is decided we will rent 11 total two seat carts for officers, security & maintenance man. Two larger ones for taxis, One cargo cart for Janitor Cheri. 
• Green room - for Bands. Carol Bacon agreed to maintain again this year. 
• Joe Steiner will be stage manager.
• Merchandise/Membership table manager. Tonia Bacon and Jeanette Young. They will set their schedules. 
• Taxi Management; Chris Cooperrider will sign up people and set schedules. 
• Workshop Management: Chris Cooperrider Spring 2013. Dave Vogie Fall 2013.
• Vendor Manager: Jeanette Young. 
• Tee-Shirt design for 2013. Mark Schlutte has submitted some designs. If one of his is chosen we will decide colors later. If anyone has a design they would like to submit it will be considered by the board. Must be decided soon. 
• Port-a-jons: There will be 6 set in before the festival begins. 
• Security for festival 2013;  We will use the same and same schedule. 
• Contracts for 2013 meetings to be signed with the Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809.  Paul Saurborn motioned to sign. Joe Steiner seconded. All say yes. Motion carried.     Contracts signed. 
• Confirm sound with Steve Klein for 2013.  Joe Steiner. 
• Confirm Sunday services for 2013. Jim Winger
• TABLE:    Advertising   WAWK?   Placemats?    
• TABLE    Research grants. 
• Duplex flyer needs prepared by next meeting. JW,  &  JS. 

Paul Saurborn motioned to adjourn. T.J. Collins seconded.  Meeting adjourned at 2:00 P.M.
Next meeting, Sunday Feb. 17, 2013
Secretary: Barbara Collins

NIBGA Board meeting minutes 1/16/2011

January 16, 2011 Minutes of 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 12:30 P.M.

Officers present were:
President – Jim Winger                  Board Directors:
Vice-President – Joe Steiner        T.J. Collins
Secretary – Barbara Collins          Paul Saurborn
Treasurer – Linda Winger              Pam Keiper – Via conference phone call.
Other chairs:
Chris Cooperrider – Taxi chair/workshop chair.
Jeanette Young – Vendor chair
Others present: Tonia Bacon, Carol Bacon, Jade Bacon, Jeanette's daughter, Sue Saurborn

• Minutes of the November meeting were e-mailed by Sect. Barbara Collins to each officer on Nov. 21, 2010 Paul Saurborn motioned to accept the minutes. TJ Collins second. All approve. Motion carried.
• November and December Financial Reports were e-mailed to officers on Jan. 10, 2011 by Treasurer Linda Winger. Linda revued both reports at the meeting. Paul Saurborn motioned to accept the reports. Joe Steiner second. All approve. Motion carried.

INFORMATION ITEMS:

• Bands receiving more than $599.99 for performing need to file a 1099.
• NIBGA year end Taxes are due May. Jim has recommend using the original CPA in Churubusco. Board agreed.

OLD BUSINESS

• 501c3 investigation – Chris C.  As things are now we do not qualify for this status. Chris will look into possibility of sitting up a foundation within NIBGA to be able to accept donations. If we sent a ballot with the note that unreturned ballots could be voted by the board, would that qualify as a Quorum to change the constitution? Joe Steiner will investigate
• Electrical problem at gate area. Joe S. will take care of this.
• Jeanette Young – Vendor chairman, reports she will continue to look for vendors for the festival. All agreed for her to use which ever Wood Vendor she chooses. Discussion on how to attract new vendors.
• Joe Steiner – Band Chairman, reviewed the list of bands hired for the spring and fall 2011 festivals. He is within the set budget for both festivals at this time. All but two bands are hired for spring and almost all for fall.
• Host families are needed to provide food, snacks, drinks, and or a resting place for the bands.
• Workshops for the festivals. Discussion on how much to charge, what day(s), to hold workshops, how long they should be, etc. have been discussed several times. Bull Harmon has agreed to do an extended workshop in the spring 2011. At this time the board is considering this for a Friday. Chris Cooperrider agreed to help Dave Vogie set up the workshops. Joe Steiner motioned to have a Friday extended workshop. Paul Saurborn second.  All agree. Motion carried. (Times to be decided later.)
• Joe Steiner motioned to give 2 free W/E tickets to workshop teachers who do at least a 2 hour minimum workshop. This does not include early camping or electric. Paul Saurborn second. All agree. motion carried.
• Advertising: Discussion and several suggestions on continued and new ways to advertise. Jim Winger will look into several possibilities.
• Tri State Blue Book will be one advertising for $125
• The Terry Lease book will not be printed
• Don Moore is working on Placemats with advertising on them to be distributed in the Kendallville area prior to festivals. Cost $195.00. More advertisers are needed he says.
• Other suggestions for advertising: Whatz-Up, Electric Company fliers sent with Elect. bills, WAWK radio station. Fort Wayne radio stations. WSLE in Valparaiso. Joe Steiner has asked bands to put links up on their WEB sites. Continue to research. Northern Indiana Bluegrass Association fliers will be distributed in many directions all over the USA. Jim W. will report back at next meeting.

NEW BUSINESS

• Discussion on possibly changing the Dues date of renewal. After discussion, TJ Collins motioned to keep the renewal date the same. Paul Saurborn second. All agree. Motion carried.
• The sheep shearing show has been moved to a date that is not apart of our contract. 
• Golf carts will remain same as 2010; Port-a-jons will remain same as 2010; Security will remain same as 2010; For further information on these see October minutes.

There were no expenses to approve.

Paul Saurborn motioned to adjourn. Joe Steiner second. All agree. Meeting adjourned at 2:20 P.M.

The next board meeting will be Sunday February 20, 2011   Jamming 12:00 to 6:00. Everyone welcomed.

Sincerely, NIBGA Secretary Barbara Collins

One 1099 redo

One of the 1099 recipient called over the weekend and said that he cannot have any income. (disability income problems?) He wants his 1099 canceled and a new one issued in another band members name.

Grump, he signed the W9. Now I have to get a new W9 from the other band member, re-issue two 1099s and a 1096. Just love this paperwork stuff.