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

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.

NIBGA Board Meeting Minutes 11/20/2011

Northern Indiana Bluegrass Association
November 20, 2011 at Southwest Conservation Club, Bluffton Road, Ft. Wayne, Indiana

• The meeting was called to order at 12:35 P.M. by Pres. Jim Winger

Officers present:                                       Board directors:
 President - Jim Winger                                T.J. Collins
 Vice-President - Joe Steiner                         Paul Saurborn
 Secretary - Barbara Collins                          Pam Keiper – Via Phone
 Treasurer - Linda Winger
Others present: Chris Cooperrider, Leslie Ellis, Tonia Bacon, Carolyn Bacon & Sue Saurborn

• The October Secretary report was sent by e-mail to all officers in Oct. 2011. Paul Saurborn motioned to accept as read. T.J. Collins seconded. All approve. Motion carried.

• Financial reports were e-mailed to all officers by Treasurer Linda Winger. Financial were reviewed at the meeting. Paul Saurborn motioned to accept. Barbara Collins seconded. All approve. Motion carried.

INFORMATION ITEMS:

• A merchandise summery spread sheet was reviewed.

OLD BUSINESS

• TABLE: Emergency procedures handout. Work out at March/April meetings.
• 501C3 --- What should we do? Who will do it? Estimated time to complete?  There was a discussion. Try to do it right. Get original charter changed. Do at January meeting. Chris will get  appropriate paper work. There will be a motion drawn up by Joe Steiner for the Jan. meeting 
• All festivals are probably having a strained budget. Review possible band prospects. Reviewed budget. Band philosophy for 2012; national, regional, local, entertainment value, old timey, bluegrass, etc.  There was a long discussion about bands.
• Workshops at S11 festival appear to have been successful. After review and discussion it was determined we would continue workshops for S12. Paul Saurborn motioned to continue workshops. Pam Keiper seconded. All approved. Motion carried.
• GOLF CARTS: Discussion on how to cut back on golf carts. 2 seat carts and cargo boxes rent for $30 a day. 4 seaters rent for $50 a day. 6 seat carts are $75 a day plus a fixed delivery charge. Total $2,400. After much review it was decided to cut total amount of 2 seat carts from 12 to 10. There might be a 4 seat Taxi cart and a 6 seat cart. We will keep the utility cart for the janitor. 
• TABLE: Taxi service. Revisit in the spring 2012.
• Port-a-jons: Camper units are less lately. Discussion on saving money by cutting back. It was decided to drop 2 of the potties. There are 4 public bathrooms which are spread out throughout the fairgrounds. 
• Advertising: after discussion T.J. Collins motioned to continue advertising with WAWK radio and News Sun wrap. Paul Saurborn seconded. All approve. Motion carried.
• It was voted NO for advertising with other radio stations and Music store mailings. 
• Joe Steiner motioned to continue with news releases. Paul Saurborn seconded. All approve. Motion carried. 
• Paul Saurborn motioned to continue with placemat ads with Don in Kendallville and LFT in Ft. Wayne. T.J. Collins seconded. All approved. Motion carried. 
• Barbara Collins motioned to continue with the Web. About 10,000 page views by 5,000 visitors over the last year. #1 page is Concerts & Festivals. Joe Steiner seconded. All approve. Motion carried. 
• TABLE: Review grounds rental and utility usage. Can there be changes to reduce cost?
• TABLE: Review – Festival pricing for 2012 – Should it be changed? Should we adjust tickets, electric, camping? 
• Vendors – No action taken. Table until Jeannette is in attendance
• Low power complaints – Dec/Jan newsletter outlined problems with upgrading power and why it might be very expensive. Don Moore is trying but it will take time. No further action needed. 
• Merchandise was discussed again. Linda gave a report. A complete inventory was done Oct. 16th. The cash register would not let 3 department keys work at the festival so the cash drawer tape is inaccurate. Jim W. will investigate

NEW BUSINESS

• TENTS: Ace Tents – Rental – Same as before?   Payment due Dec 31, 2011; 30x60 - $400 40x100 - $900. Linda will look into prices for a  tent size smaller than the 40/100. She will report to the board and a vote will be needed before Dec 15, 2011. 
• Should we advertise in the Tri-State book? After discussion Joe Steiner motioned not to advertise there. T.J. Collins second. All approve. Motion carried. 
• Treasurer Linda Winger requested permission to purchase 2000 Forever Stamps before the price raise in 2012. This will save the club some money. Barbara Collins motioned for Linda to buy 2000 Forever Stamps. Paul Saurborn seconded. All approved. Motion carried.
• Paul Saurborn motioned to adjourn at 2:50 P.M.  Barbara Collins seconded. President Jim Winger called the meeting adjourned. 

The next meeting of Northern Indiana Bluegrass Association will be the 3rd Sunday in January of 2012.
Sincerely – NIBGA Secretary – Barbara Collins

NIBGA Board Meeting agenda November 15, 2009

Location: Southwest Conservation Club - Fort Wayne, IN

• Call to order; roll call; agenda changes?
• Minutes of the last meeting e-mailed: no meetings since last festival; minutes posted
• Treasurer reports:
• October reports, e-mailed — Linda W.
• F09 festival final, e-mailed — Linda W.
• Year to year report, e-mailed - Jim W What should we plan for 2010 attendance? Income?
• Information items:
  
  
  • Statistics on web page -- e-mailed
  
  
  
• Old Business
  
  
  • $80 fee to connect and disconnect the 50 amp plug ins behind the bleachers at the Noble Co. fairgrounds. Jim will check on it and report back.
    
  • Port-a-jons - Review use and requirements for 2010
    
  • Golf carts - Review use and requirements for 2010
    
  • Golf cart taxis - review procedures, new plans for 2010? Call a ride - use a cell phone number, not Linda. Put in publicity material, use different channel for taxi's - Chris C. Manager;
    
  • 501c3 versus 501c4 status
    
    
    • Should dues be revised?
    
    
  • Discuss how many food vendors should we allow for the festivals. consider space and no duplicates of vendors.
    
  • NIBGA as a International Bluegrass Music Association sponsor for the 2010 World Convention in Nashville. Joe S.
  
  
  
• New Business:
  
  
  • Kruse Auction financial troubles - e-mailed
    
  • Don Moore - 2011-2015 contract
    
  • Don Moore - exception for sleeping in barns
    
  • Dues renewal from now until May 2010
    
  • Update on bands hired, being considered - Joe S
  
  
  
• Approval of expenses
• Motion to adjourn
• Miscellaneous:

Next board meeting, Sunday January 17, 2010

Need a picture of the board for web publication

Feb. 15, 2009 NIBGA board agenda

Call to order;
roll call;
agenda changes?

• Minutes of the last meeting e-mailed: 1/28/09 Additions/corrections/approval

Treasurers reports:

• January report

Information items:

• 1099s mailed and corrections on three received
• Fairgrounds rent increase reduced by 50% for 2009

Old Business:

• Update on Bands hired
• T-shirt design: train - first draft completed
• Request for 3 - 50 amp outlets at fairgrounds; requested estimate - Underground wiring will only support one more 50 amp. A temporary 50 amp can be installed on the pole by the bake sale. Estimated costs are minimal.
• 2008 tax filings: Leslie Ellis will respond
• Old Time Dance - Chris C.
• Wash & wax stage - request for help in N/L
• Get a detail sound equipment sheet from Steve to send to bands - completed
• Festival Sponsors - requested info from NIBA who get funds from the IL arts.
• Vendor status - S. Carnes
• Discussion: 2009-10 festivals
• Bids requested on golf carts; report
• Determine golf cart needs
• Review areas for expense control
• RV advertising - no response
• Backstage - no advertising posters for 2009

New Business:

• Sandy Tedford proposes White Elephant bingo.
• Request one can of food from each camping rig for Kendallville food pantry.
• How much merchandise should be ordered?
• Need postings on:
• http://www.banjohangout.org/forum/
• http://www.mandolincafe.com/
• and other bluegrass sites
• Hotel reservations for IBMA will be due prior to next meeting. These are cancelable with no charge until Sept.

Approval of expenses:

Motion to adjourn:

Miscellaneous: