NIBGA Board minutes Feb. 19, 2012

Meeting of the Northern Indiana Bluegrass Association at Southwest Conservation Club, 5703 Bluffton Rd., Ft. Wayne, IN

The meeting was called to order by NIBGA President – Jim Winger @ 12:30pm.

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

Others present: Chris Cooperrider/Special Events; Jeanette Young/Vendors; Sue Saurborn; Richard Bacon, Carolyn Bacon, Tonia Bacon & Jenna Bacon.

• The January minutes were emailed by Secretary/Barbara Collins to each office on 1/20/2012.  Joe Steiner motioned to accept. Paul Saurborn second. All approve. Motion carried.
• The January Financial report was emailed to each officer by Treasurer Linda Winger on 2/9/12. Paul Saurborn motioned to accept. Joe Steiner second. All approve. Motion carried.

INFORMATION ITEMS  

• Festival fliers and Events listing will be mailed next month with the newsletter.
• Band hosting program update. Host for the spring 2012 bands are still needed. Only 3 so far are signed up. Contact Chris Cooperrider.
• Postage rate increases are probable. Canada postage is .85 now. May go to $1.00. USA postage is now
• $.45 and may go to $.50 in the next couple of years. Membership may have to go up slightly to cover mailings. Getting the newsletter by e-mail would save the club high mailing cost.
•  It is reported that gas prices may go up close to $5.00 per gal. this summer.

OLD BUSINESS

• TABLE: Emergency procedures handout.   Review again at March/April meeting.
• TABLE: 501C3 update. Chris C. request to table until March meeting.
• Saturday Workshops: Discussion. Joe Steiner-V. Pres/Band Chair is authorized to offer Dan Miller a Vendor spot in return for running an Extended Flat Pick Guitar workshop on Saturday. All approve.
• Festival – Jim Winger did a detailed Analysis of camping actual totals for Spring 2011 & Fall 2011. T.J. Collins motioned to Table any discussion of price changes until Fall of 2013. Motion carried.
• Festival Band list. Joe Steiner reports that all bands for Spring 2012 are hired. All but two are hired for Fall 2012.
• Band Scramble: Jim Winger will revise the Sunday schedule to accommodate a Band Scramble on May 27 from 4:00 to 5:00 p.m. before the supper break. Tonia Bacon has agreed to Chair and make plans and do the signing up of participants. T.J. Collins motioned that we do the Band Scramble on Sunday. Paul Saurborn second. All approve. Motion carried.  

NEW BUSINESS

• New membership cards and membership renewals will be available next month. The next newsletter will have the 2012/2013 sign up form. You can sign up by mail or at the March meeting.
• Paul Saurborn motioned to adjourn. T.J. Collins second.  Meeting adjourned at 1:45p.m.

Sincerely – NIBGA Secretary – Barbara Collins

The next meeting of Northern Indiana Bluegrass Association will be March 18, 2012 at the Southwest Conservation Club, 5703 Bluffton Rd., Ft. Wayne, IN starting at Noon until 6:p.m.

NIBGA Board meeting, April 17, 2011

April 17, 2011 Meeting of Northern Indiana Bluegrass Association at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 1:15 P.M.
Officers present were:                         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: Chris Cooperrider - Taxi Chair/Special Activities Chair Jeanette Young - Vendor Chair, Tonia Bacon, Carol Bacon, Jade Bacon, Sue Saurborn, Sandra Carnes, Charles Carnes

Minutes of the March meeting were e-mailed to each officer by Sect. Barbara Collins on March 22. Paul Saurborn motioned to accept. Joe Steiner second. All approve. Motion Carried

March Financial reports were e-mailed to each officer in April by Treasurer - Linda Winger  The report was reviewed at the 4/17/11 meeting. T.J. Collins motioned to accept. Paul Saurborn second. All approve. Motion Carried.

INFORMATIONAL ITEMS

• NIBGA taxes due in May. Will be filed by Pres. Jim Winger
• Sunday, May 15, 2011 on WFWA/PBS (Ft. Wayne station) there will be a show. Taping will be May 12. 
• Backstage newsletter - Linda will contact Jim Egoff to see if we can have some to distribute. 

OLD BUSINESS

• 501c3 investigation - Chris C. update - Reports she is waiting on information and 'Do It Yourself'  forms to get on line. Consideration - Have a special event to attract a quorum, drawing? Band? Etc.? to change by-laws. Consideration: Have a drawing for both cash and other prizes to encourage attendance at jams. Can just come to listen or play and have a chance to win a prize. Point out it is a free event. Find out rules and possibilities for Proxy voting. 1/3 have to be present to vote any changes. Note to Dwight Worden, IBMA Assoc. rep, regarding options, awaiting response. 
• Band update - need to know about buses - How many? What electrical needs will they have? Band Chair - Joe Steiner reports there will be no buses needing electric as far as he knows. 
• Workshop status: Chris C. There will be 13 different workshops. Tickets for workshop directors will be at the gate. Must sign in. They will be week end tickets.  Bull Harmon workshop - will be in the Log Cabin. Others will be in the Mini Barn, Open barn - Swine Barn, one other in the Log Cabin also. *Chris C. and *Linda W. will make workshop posters. *Chris C. will let officers know how many chairs she will need and where they are needed for workshops. 
• Advertising: Pres. Jim Winger is taking care of advertising for the Memorial Day festival. There will be a NIBGA add on placemats at 2 Ft. Wayne restaurants. (Liberty Dinner & Keliah's) Advertising in Kendallville News Sun. Paid $735. Radio - We will commit per last months board meeting. Multiple spots available, Joe & Chris,: Wayne Taylor: HillBenders.   (Not sure what this was about) 
• IBMA 2011 - Should we attend? If so - who? Rooms & meals around $2,300, tickets around $1,600 Options: No one go; Just Joe Steiner go; Joe Steiner & Chris Cooperrider go; or Joe, Chris, Jim & Linda Winger go. There are benefits in a NIBGA presents at the International Bluegrass Music Association Convention. TABLE: for May 22 meeting. Must be decided soon. 
• Consideration: Collect e-mail address from attendees - pending until after festival. 

NEW BUSINESS

• NIBGA received a recommendation for a young man named Jonathan Demers for a music Scholarship. Jonathan has played mandolin and guitar and provided harmony vocals with Amy Gallatin & Stillwaters for nearly 3 years. Jonathan has applied personally for a Scholarship from NIBGA.
  
  Jonathan has auditioned and been accepted to Berklee Collage of Music in Boston, MA. He also has a background in music because of his father, Paternal Grandfather  and Paternal Grandmother who are/were all involved in music and bands. Jonathan's desire to further develop his music training and skills is sincere.  His need for financial help is significant. His desire to train at Burklee is strong. After the board looked at his need and qualifications Joe Steiner motioned to award Jonathan Demers a Scholarship for $500.00. Linda Winger second. All approve. Motion Carried.
  
  Secretary Barbara Collins will write a letter of acceptance to Jonathan.
  
• Suzuki class will perform at the Spring festival. Linda Winger reviewed the procedures for their tickets for entering the gate. There will be a list of qualified members to sign in for their tickets. 
• Linda Winger showed her final draft for the Spring/Fall 2011 T-Shirt design. The design was approved.
• Chris Cooperrider reported that all bands that wanted hosted have been assigned and notified. All is set to go. 
• 2011 SUMMER NEWSLETTER MAILING:   

          May - Jeanette Young
          June - Pam Keiper
          July - Barbara Collins
          August - Chris Cooperrider & Joe Steiner
          September - Paul & Sue Saurborn

• OKI wants to meet with area bluegrass associations. Pres. Jim Winger requested that V. Pres. Joe Steiner meet with them.
• Jeanette Young - Vendor Chair says we still need a Bake Sale vendor.  Several other vendors have committed. Others pending.
• Paul Saurborn motioned to adjourn. T.J. Collins second. All approve. Meeting adjourned at 2:30P.M..

*Next board meeting, Sunday May 22 at the fairgrounds in Kendallville.
     (Bring a carry in dish and personal table services. Jim & Linda will buy the meat.)

Sincerely, NIBGA Secretary - Barbara Collins

SWCC PANCAKE BREAKFAST:

Pancake Breakfast
Southwest Conservation club, Fort Wayne, IN
NIBGA's jam & meeting location

April 17 is NIBGA's last jam & meeting until October 16, 2011. The SWCC will be having a special breakfast starting at 7a until gone. Menu includes pancakes, sausage, eggs, biscuits & gravy, & hash browns. The food is inexpensive and very good.
Come and support the SWCC and join in the NIBGA jam or just sit, relax and enjoy the music which generally starts around 1p. If you get there earlier, you can have breakfast and help get the newsletter ready for mailing.

See you there Sunday, April 17.
Linda Winger - Treasurer

NIBGA board meeting minutes Nov. 21, 2010

November 21, 2010  Meeting of Northern Indiana Bluegrass Association

At South West Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by Vice President – Joe Steiner  at 12:25 P.M.

Officers present were:                        Board Directors:

 Vice-President - Joe Steiner                  T.J. Collins

 Secretary -  Barbara Collins                    Paul Saurborn

                                                                        Pam Keiper – Via conference phone call

Others present were: Taxi Chair – Chris Cooperrider: Vendor Chair – Jeanette Young

Three other members were present in the meeting.

Jim and Linda Winger were absent because they were at their 50^th Anniversary Party. Congratulations Jim & Linda.

The minutes of the last meeting were e-mailed by Sect Barbara Collins on October 17, 2010 to all officers.  

 T.J. Collins motioned to accept . Second by Paul Saurborn.  All approve. Motion carried.

The Treasurer Linda Winger sent the October Financial report to each officer, Totals as of 10/31/10.

Paul Saurborn motioned to accept. T.J. Collins second. All approve. Motion carried.

                                                       INFORMATION ITEM:

The contract for 2010/1011 between Northern Indiana Bluegrass Association and South West Conservation Club has been signed and paid as of 10/17/10. This is where the meetings for Oct., Nov., Jan., Feb., March & April are held. The jamming is open to all ~ Beginning at noon until about 6:00 P.M. the third Sunday of each month that meetings are held.

                                                        OLD BUSINESS

501c3 research. Chris Cooperrider has been researching all the details of becoming a 501c3 club. There are a lot of details (rules and regulations) and forms involved. Chris explained all the details she has gathered up to now. Chris reported that it is very involved and detailed and will take a lot of work to achieve this. She will continue to research and work on the project. At this point we do not qualify for 501c3.

TABLE: 501c3 until further meetings.

Joe Steiner will continue to work on the Electrical problem at the gate area.

T-Shirt project. Linda Winger has captured all historical shirt designs and posted them on the web. She needs to know who designed some of the early ones. Are we missing any? If anyone has any helpful information about past T-shirts, will  you please contact tres@nibga.com or give her a call.

TABLE:  Vendor chair Jeanette Young will look at the Wood Vendor situation. She has had several offers and will need to settle on one vendor by May.

                                                           NEW BUSINESS

Joe Steiner – Band Chairman – gave a list of bands hired and ones being considered for Spring and Fall 2011 Festivals. There was discussion and suggestions on bands the club is interested in.

Consideration – possible change to workshop format.

      Add intensive workshop to festival, maybe Friday during the day?

      Earmark money for an instructor. Discussion followed. Each attendee would possible pay $20.00 each for a 4 to 6 hour instructional class.

Paul Saurborn motioned to earmark $500.00 for an instructor in an extended workshop. Pam Keiper second. All approved. Motion carried.

There was discussion about instructor possibilities. Paul motioned for Joe Steiner to find an instructor. T.J. second. All approve. Motion carried.

Advertising for 2011

  Ads committing to Tri-State blue book in MO & Terry Lease S. IL 125.00 each full page.

Approval to continue that add.

IBMA guide has an ad (as part of our sponsorship cost.)

Discussion on advertising budget for 2011.  It was decided to go with last year’s budget.

T.J. Collins motioned to set the advertising budget at $6,000.00. Paul second. All approve. Motion carried.

Advance tent rental due 12/31/10 to get the discount.

   The discount is a significant savings.

Paul Saurborn motioned to accept the savings offer. T.J. Collins second. All approve. Motion carried. Treasurer Linda Winger will send payment before 12/31/10.

Postage is going up in 2011. Linda Winger purchased 4,000 forever stamps. This will result in a large savings if rates go up.

Barbara Collins motioned to approve the purchase. Paul Saurborn second. All approve. Motion carried.

Xymmetric internet mail and domain name fee is $135.00 every 6 months. Need approval to pay.

Barbara Collins motioned to pay. Paul Saurborn second. All approved. Motion carried.

Evernote Premium.

  Evernote allows posting of events fliers on web site.

  Premium version will allow OCR on additional files, at cost of $45.00 per year.

     (There was discussion and an explanation of this feature)

T.J. Collins motioned to purchase the Evernote Premium one year on a trial basis and see how it works for us. Paul Saurborn second. All approve. Motion Carried.

There were no expenses to approve.

T.J. Collins motioned to adjourn. Paul Saurborn second. All say yes. Carried.        1:45 P.M.

Sincerely – NIBGA Secretary – Barbara Collins

The next board meeting is Sunday January 16, 2011. 

Breakfast is served!

The NIBGA meeting place (Southwest Conservation Club, 5703 Bluffton Rd
Fort Wayne, IN 46809-2157) will be serving breakfast for the early birds next Sunday, October 17. The NIBGA meeting starts at noon but come early and enjoy a great breakfast at a remarkably low price. Sandwiches and drinks are also available.


The public is welcome. Bring your acoustic instrument or just come and enjoy the music. 

NIBGA Board meeting minutes March 21, 2010

March 21, 2010

The February meeting of the Northern Indiana Bluegrass Association was held at the South West Conservation Club, 5703 Bluffton Rd., Fort Wayne, IN. (260) 747-4677 beginning at 1:00 P.M.

The meeting was called to order by President Jim Winger.

Officers present were: Pres. Jim Winger, V. Pres. Joe Steiner, Treasurer Linda Winger, Secretary Barbara Collins, Board Directors – T.J. Collins, Joe Wyandt, & Paul Saurborn.

Board Officer – Pam Keiper was in attendance by conference call. Jeanette Young – Vendor Chair was present. Chris Cooperrider – Taxi Chair was also present. There were 3 other members present.

Minutes of the February meeting was sent by E-Mail to all officers soon after the March meeting.

Paul Saurborn motioned to accept. Joe Steiner second. All accept. Motion carried.

February Financial Reports sent by E-Mail to officers from Treasurer Linda Winger. Finances were reviewed at the meeting.

Joe Wyandt motioned to accept. Paul Saurborn second. All accept. Motion carried.

                                               INFORMATION ITEMS     

Dues Reminder --- Dues are $5.00 for single, $10.00 for family until April 30, 2010.

   New and Renewal memberships for 2010/2011 are $10.00 single, $15.00 for families. New dues run from May 1, 2010 to April 30, 2011.

The jobless rate is still high in Noble County, Indiana

News Sun will provide NIBGA with 2,000 copies of the insert for the spring festival with the program in it.

Dennis Narkter = News Sun usually adds to the Friday entertainment page listings about a month before the festival event.

                                      OLD BUSINESS

TABLE:   How many port-a-jons

TABLE:   Settle on how many golf carts at April 18^th meeting.

501c3 Investigation – Jim W. & Chris C.

      A lawyer friend of Jims spoke with a corporate attorney at his firm and they can help with the switch to the 501c3. They would need the application along with a $900 retainer.

NIBGA will be a International Bluegrass Music Association sponsor for the 2010 World Convention in Nashville, Tennessee next fall.  Joe Steiner reports.

New fair grounds contract for 2011 / 2014. Jim Winger reports. No contract received yet.

Sleeping in the barns. No response yet from Don Moore. (second request)

2010 NIBGA T-Shirts. Linda Winger showed two designs she has been working on. One she named “Main Street’. The other ‘Rainbow’s End”. The final design will be presented at the April meeting.

Chris Cooperrider reported that she has not been able to confirm any extended workshops yet. She has had some offers to help.

Joe Steiner – Band Chairman. Joe reviewed the final band list and reports show all bands hired, and scheduling is complete. New fliers for Spring/Memorial Day festival are printed and being circulated. Bands need to be picked and matched with Host for meals. Volunteers to host a meal can still be accepted.

Mosquito spraying - Board voted to pay for spraying at the fair grounds in the Spring and Fall. The city of Kendallville is not able to afford the bill so NIBGA will be paying for the chemical. The city will be using their equipment to do the spraying. Jim will find out from Don Moore what the next step is.

Paul Saurborn motioned to pay for the Mosquito spray. Joe Steiner second. All agree. Motion carried.

Notify Bands that there will be two tickets per member at the gate. They need to sign for their tickets. Joe Steiner – Band Chairman.

TABLE:  Electronic sign that Noble Co. Fair board is considering until new contract is signed.

Vendor Chair – Jeanette Young has been working on vendors for the spring festival. She is getting calls from people wanting to sell a variety of items. Some food vendors and some non-food items. Some items considering are: Hand made hats, jewelry, Quilts, Framed pictures, Soy Candles.

Some for sure vendors are: Roger Shultz strings (Sandy will be selling), Lemon shake-ups, funnel cakes, Jones music stand, the Lions Club food stand and several others.

The yard sale will be allowed again up until noon on Friday of the concert.

                                                                    NEW BUSINESS

Coffee houses are not interested in having bands but will put up fliers.

It was decided that large road signs are to expensive. Run about $600 for a month. Chris will investigate the smaller signs.

Possible places to place ads: What’s Up?, Senior Life.

Summary of meeting with John Bry, NCCVB:

       Discussion on Dusenberg Drags event coming to Kendallville Labor Day Weekend.

       April visit date from National Director of Route 6 Tourist Association

       Bus tour companies

       Include us in ad work for ‘See Ya There, Guest Quest, and Indiana Toll Road. (Where to go in Indiana. Paid for by Ads.)

       Savor Indiana TV show new Indiana Lakes Guide for Noble county + Bar-b-que cook off.

John will get updates our “what to do” information on the web.

Jim Egoff, owner of Backstage Promotions will do the posters this year.

Expenses for a taxi phone for Chris Cooperrider for Thursday to Sunday approved.  Since after 9p & weekends are free, there may not be any expense.

Paul Saurborn motioned to pay for the phone minutes. Pam Keiper second. All approve. Motion carried.

Joe Wyandt motioned to adjourn the meeting. Paul Saurborn second.

President calls the meeting adjourned at 2:50 P.M.

             Secretary – Barbara Collins

                                    Next NIBGA meeting is April 18^th, 2010 at Noon

Breakfast at next jam Nov. 15

The Southwest Conservation Club, 5703 Bluffton Road, Ft. Wayne, IN 46809 will be serving a full breakfast from 8:30a until 11:30a at our next meeting. They will have a variety of breakfast foods including biscuits and sausage gravy, made to order omelets and much more. Choose your own items ranging in price from $.50 to $3 depending on your liking.

They will have fresh coffee and orange juice available.

Lunch menu starts at 11:30a until close with sandwiches and other goodies.

Bring your appetite to the next meeting on Sunday November 15.  The newsletters will arrive at noon so be there to help out. The jamming starts after the newsletter are ready for mailing around 1p.