NIBGA Board minutes March 16, 2014

Northern Indiana Bluegrass Association Orientation Meeting March 16, 2014 at Southwest Conservation Club, Bluffton Road, Fort Wayne, Indiana

NIBGA Mission: The purpose of this organization shall be to educate the public to, and promote the awareness of, Bluegrass and Old Time Country Music. 

The meeting was called to order by President Jim Winger at 12:50 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 were:  Past Vice President - Sandra Carnes; Jeanette Young - Vendor Chair / Merchandise; Chris Steiner - Special Events Planner / Taxi Chair; Tonia Bacon - Merchandise / Band Scramble Chair; Carolyn & Richard Bacon - Hospitality Green Room. Leslie Ellis - Co gate Captain; Greg & Brenda Aldrich - Co gate Captains; Jim Miller - Co gate Captain; Michala Gerkin. 
• Secretary's report - Barbara Collins emailed the February 16th minutes to all officers on 2/24/14. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 

• Treasurer's Financial statements. - Linda Winger emailed statements to all officers on 3/8/14. The February financials were revised and reviewed. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 

OLD BUSINESS

• 501C3 Grants: Chris Steiner - Events Coordinator gave copies to all officers, her request to AEP c/o Indiana Michigan Power to be invited to apply for a AEP Grant. She sent them a list of samples of what NIBGA's activities and contributions have been to the community of Kendallville, Ind, the NCCFB Fairgrounds, WAWK Bluegrass Corner radio program, Bluegrass Music Permotions and donations and many more things. Chris told them about our club 'Stage on Wheels' being destroyed in the 1/17/14 fire in Kendallville and the need to replace it. Chris has asked in the name of NIBGA for a consideration of  a $35,000 Grant. No reply yet. 
• Joe Steiner reports that a  $1,000 Grant to NIBGA from Marathon Oil Company is approved and on it's way. 
• Pres. Jim Winger has sent a request to NCCFB to consider renegotiation of NIBGA's Fairground rent for 2014. He has asked for a waver of $500 for each year.  UPDATE = Since the meeting on 3/16/14 NCCFB has approved the waver for Spring 2014 and Fall 2014 fairgrounds rent of $500 each. 
• Joe Steiner reports that the 2014 Spring and Fall band hiring is completed. 
• TABLE:  Chris Steiner - Special events planner reports No spring workshops but working on Fall Extended work shops. 
• Stage Status: 
• Flatbed trailer - NO; Ace Tents - NO; Hancock Co. trailer we considered. Probably not a good choice; Steve Scott & Randy Moore - Stage used at Van Wert Festival. Barbara Collins shared photos she took and Joe Steiner put them on his lap top computer for all to view. There was discussion
  Paul Saurborn motioned to continue with the Randy Moore/Van Wert stage rental. T.J. Collins seconded. All say yes. Motion carried. 
• Estimates for building a new stage:
  (1) Moore Custom Trailers - still waiting on a Quote.
  (2) Elliott's Cars & Carts in Warsaw - quote process started week of 3/10/14.
  (3) Jim Stone Maintenance and Fabrication - busy with other repairs. As of this time there is nothing settled or decided on a new stage. The board is working to get the designs and plans worked up. 
• Linda Winger presented a design for the new 2014 Festival T-Shirt. Paul Saurborn motioned to accept. T.J. Collins seconed. All say yes. Shirt design approved.
• NIBGA taxes for 2013 are due May 30, 2014. CPA needs information. Linda Winger -Treasurer will take care of this soon.
• TABLE for April Meeting:  Stage Content Replacement -- Who & What?  There were offers form several officers to donate some of the needed items. Other items will need to be purchased. Discussion on what is needed. To be decided in at April meeting. 
• Lillian Carnes of CC Graphics presented her Bid to NIBGA for making new Banners, Signs & etc. for the Festival to replace what was destroyed in the stage fire 1/17/14. It was agreed to accept her bid. This will be paid for by NIBGA. 

NEW BUSINESS

• Jim Winger reviewed the Spring 2014 and Fall 2014 Band schedule with the board. Schedule approved.
• Jim Winger will now create and distribute festival fliers. Jim will prepare them this week and have them printed. 
• Jeanette Young - Vendor Chair - Reports she is getting some calls for the 2014 festivals. She listed some of the possibilities. 
• Merchandise Management - Jeanette Young and Tonia Bacon agree to continue doing the Merchandise and Membership table. 
• Green Room/Band Hospitality - Carolyn and Richard Bacon continue to do. Bacons will purchase a Coffee Pot, Cooler, and Ice Chest and turn in the receipts to NIBGA for reimbursement. These items are to replace what was destroyed in the Stage fire.  
• Band Scramble - Tonia Bacon will organize and take care of the details. 
• Kids Korner - Julie Goldsmith - Not present but will do in 2014. Julie would like to have a replacement to do Kids Korner as she has done it for 20 years. Volunteers needed. 
• Merchandise Order - Linda Winger will begin. Color and Sizes to be determined depending on what is available. 
• Membership renewal - The next newslette will have forms. The Festival Guide has a form. 
• Back Stage Promotions will promote NIBGA again for 2014. 
• TABLE -  News Sun add or insert?. Discussion. Band Schedule fliers or what? Add deadline is April 30th. Decision at April meeting.

T.J. Collins motioned to adjourn. Paul Saurborn seconded. Meeting adjourned at 2:30 P.M. 

Sincerely - Secretary Barbara Collins

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

NIBGA board meeting 11/17/2013

Northern Indiana Bluegrass Association Orientation Meeting, November 17, 2013
At South West Conservation Club, Bluffton Road, Fort Wayne, Indiana.

The meeting was called to order by Vice-President - Joe Steiner at 12:30 p.m.

OFFICERS PRESENT:                      BOARD DIRECTORS: 
 President - Jim Winger                          T.J. Collins
 Vice-President - Joe Steiner                 Paul Saurborn
 Secretary - Barbara Collins                    Pam Keiper (via conference phone)
 Treasurer - Linda Winger

Others Present: Chris Cooperrider - Special Events; Jeanette Young - Vendor Chair & Merchandise; Leslie Ellis - Co Gate Captain; Past V. Pres. - Sandra Carnes; Jim Miller - Co Gate Captain; Greg and Brenda Auldridge - Co Gate Captains.

Secretary's report for the Oct 20th meeting was emiled to all officers Oct. 25th, 2013. No additions or corrections. Paul Saurborn motioned to accept. Jim Winger seconded. All say yes. Motion carried.

Treasurer's reports; The October 2013 Financial Report was emailed to all officers on 11/13/13. Report as of 10/31/13. The report was reviewed. Paul Saurborn motioned to accept the financial report.  Pam Keiper seconded. All say yes. Motion carried.

                                                              OLD BUSINESS

Renewal response to expired membership mailings. 300 copies were printed. Over 200 were mailed to members who's membership has expired. Very few replies. Discussion on how to reach past members.

There was a review of Fall Festival financials. No change.
Merchandise report. No change.

* TABLED = Renegotiation of rent cost with Noble County Fair Board for 2014.

501C3 = Lengthy discussion about Grants:
   Jim and Linda Winger attended a Grant learning class on Monday November 11, 2013 at the Fort Wayne Public Library. They will be attending more sessions. Some of the sessions cover:  Stewardship for Non - Profits. (Jim & Linda)
   Grant Basics 1 - Jim and Linda Winger.
   Grant Basics 1 & 2 on Dec. 3rd - Joe and Chris Steiner
   Grant Basics 2 - on Nov. 18th - Jim and Linda
There was much discussion on other deductible contributions.

Volunteer in-kind-time documentation: It is requested that all officers and volunteers send a 'Tally List' of time spent working at festivals, etc. Send to Chris (Cooperrider) Steiner.

Budget for 2014
   Discussion of Band Budget, Advertising, Golf Carts, Tents. Are they adjustable?

  Ticket prices for 2014 Festivals. After lengthy discussion there was a vote on Member and Non-member gate prices. It was purposed the prices need to be increased for financial reasons. To cover the rise in Electric, water, grounds rent, bands and all other necessary expenses to produce the festival for 2014. The band budget is the largest expense. After a in-depth look at expenses, T.J. Collins motioned to change the gate prices.

  A members 3 day week-end gate ticket will be $25.00. A Non-member 3 day gate ticket will be $30.00.  Plus the $10.00 one time charge for electric.
  The daily ticket prices will be: Friday $10.00 - - Saturday $20.00 - - Sunday $15.00.
Paul Saurborn seconded the motion. All say yes. Motion carried.

TABLED = Special Events: Extended Workshops at the festival: Chris Cooperrider requested more money budgeted to pay for more expensive and experienced workshop directors for the classes.

TABLED = B.U.G, (Bluegrass Under Ground) Revisit in the spring.

TABLED - Band Scramble

Joe Steiner gave a report on the band hiring status. He is already working with bands for 2014.

Linda Winger reports: Golf Carts and Early Tent Rental contracts will be taken care of before the end of Dec. 2013. The price for delivery of Golf Carts is going up. There is a discount for Golf Carts and Tents with early payment.

It was approved for Linda Winger to purchase 2,000 Forever Stamps for mailing newsletters, before the increase to save the club money later.

Renewals for Ever note (Document Storage Facility) was agreed to renew.

TABLE = Grant to Suzuki for 2014.

No expenses to approve.

Paul Saurborn motioned to adjourn. Jim Winger seconded. Meeting adjourned at 2:30 p.m.
Sincerely, Barbara Collins - NIBGA Secretary.

NIBGA Board meeting 10/20/2013

Northern Indiana Bluegrass Association Board meeting October 20, 2013

 at South West Conservation Club, Bluffton Road, Fort Wayne, Indiana. 

The meeting was called to order at 1:00 p.m. by Vice-President Joe Steiner.

Officers Present;                                      Board directors: 

  President Jim Winger                               T.J. Collins

  Vice-President Joe Steiner                      Paul Saurborn

  Secretary Barbara Collins                        Dave Keiper sitting in for Pam

  Treasurer Linda Winger                             (Pam was on vacation)

Others present: Sandra Carnes - Past Vice-president; Chris Cooperrider - Special events; Tonia Bacon - Merchandise & Band Scramble; Carolyn Bacon - Band Hospitality Room; Greg & Brenda Auldridge - Co-gate Captains; Leslie Ellis - Co-gate Captain. 

• Secretary's report for August 25th and 29th NIBGA meetings at the Kendallville Fairgrounds were emailed to all officers on Sept. 4, 2013. Paul Saurborn motioned to accept. Jim Winger seconded. All say yes. Motion carried. 

• Treasurer's reports by Linda Winger. August Financial Report as of 8-31-13 and September Financial Report as of 9-30-13 were emailed to all officers on 10-17-13. Linda reviewed both reports. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes.Motion carried. 

OLD BUSINESS

• There were 200 Newsletters with membership expiration notices mailed out. There were a few replies. Some returned because of wrong addresses. (Address unknown) There was discussion on different methods of contacting past members. One possibility discussed was starting a web site and set up ways of paying on line. More discussion later. 

• The board reviewed the Festival financials as of 10/19/13. 

• Jim Winger and Joe Steiner - NCCFC rental rates are to rise in 2014. President Jim Winger has been trying to make contact with the Fair Board. No results yet. Jim is planning to renegotiate the 2014 rent if possible. 

NEW BUSINESS

• November is Election month. All current officers have agreed to continue in their positions.  If anyone else is interested in running for a office, contact NIBGA. 
• The budget for 2014 was discussed at length. It was decided to stay with the current budget. As we begin applying and receiving Grants we plan to have more assets to use. Paul Saurborn motioned to set the Band Budget for 2014 at $15,000 with a cap of $17,500. T.J. Collins seconded. All approve. 
•  Advertising was discussed and mostly decided on what and where but no budget was set. Joe Steiner purposed using Google and Facebook. 
• There was a lengthy discussion on bands and stage show schedule. Linda Winger will contact Suzuki to see if they will do a free show for gate passes. 
• Jim Winger purposed a Gate ticket price adjustment. The board looked at a list of many possibilities. With the association's festival utility expenses rising, a slight adjustment may be necessary. 
• Tonia Bacon-Merchandise/Band scramble -  requested a receipt booklet with NIBGA on the pages to give people when they make a donation of cash or gift items. It was approved and will be done. 
• 501c3 - Grants discussion on where to apply. Robin Wenger is not able to help us. Joe Steiner and Chris Cooperrider plan to attend classes at Fort Wayne Library, to learn how to apply and where. Chris will be checking into hosting a Grant Writing class also. They will search for other training classes. 

TABLED ITEMS

1. Gate Price changes
2. Use best Open Mike band for first Friday 'unpaid' band. Play for free 1 day ticket. 
3. Children's Activities before and during festivals. Suggestions: Games, Music Instrument Workshops etc. 
4. Alternative Bluegrass on Sunday or other day?
5. More band discussion. B.U.G. - to have or not?  Band scheduling. (Traditional verses Contemporary). 
6. Put in Newsletter = Ask people if they can apply to a company, their employer, credit union, 401K or other sources to designate a grant or donation to NIBGA. All officers and Captains are asked to search for possibilities. 
7. Consider a class on Sunday before the festival to host a Will Writing class. 

T.J. Collins motioned to adjourn at 3:35 p.m.   Jim Winger seconded.  All say yes. 

The next Northern Indiana Bluegrass Association will be November 17, 2013 at The South West Conservation Club, Fort Wayne, Indiana. 

Sincerely ~ Secretary Barbara Collins 

Minutes from August meetings - submitted by Barb Collins, Secretary:

Northern Indiana Bluegrass Association - Festival Orientation Meeting - August 25, 2013 at Noble County Fairgrounds, Kendallville, IN.

The meeting was called to order by NIBGA President Jim Winger at 2:05 p.m.

Officers present: President Jim Winger, Vice-President Joe Steiner, Secretary Barb Collins, Treasurer Linda Winger              

Board Directors: TJ Collins, Pam Keiper, Paul Saurborn

Others present: Chris Cooperrider, Jeanette Young, Tonia Bacon, Sandra Carnes, Richard & Carolyn Bacon, Greg & Brenda Aldridge, Al, Leslie and Michael Ellis, Dave Keiper, Gary & Maggie Bilby, Jay Winger, Jan Meade, Hanna, Clair, and Michaela Gerkin.

Secretary's report: Barbara Collins emailed the May minutes to all officers on 6/2/13. There were no additions or corrections. Jim reported the SF merchandise inventory was off $223. Jim covered Spring Festival Income/Outflow.  Paul Saurborn motioned the minutes be accepted. Pam Keiper seconded. All say yes. Motion carried.

Treasurer's report: Linda Winger reported that all monthly reports have been emailed. At this time we are $6190 ahead of last festival. There are 70 units in as of Sat. 24th. Linda will be doing revisions in a couple of months.  Paul Saurborn motioned to accept the report. Joe Steiner seconded.  All say yes. Motion carried.

President Jim Winger complimented the gate for doing such a good job.

                                    INFORMATION ITEMS

WAWK Behind the mic Weds @ 9:30 a.m.

Avilla Nursing Home show scheduled for 8/30/13 @ 2:00 p.m. Paul Saurborn will be escorting the band "Sons of Bluegrass" to Avilla. 

Merrills may or may not come. Gloria is not feeling well. 

The grounds is very clean. Contact is Ron Richards. Frank Morton is much better but not 100%. Tim Addis’ daughter was injured & he is out. 

Bonnie Manning, professional photographer, will be here Saturday taking pictures and she has her tickets. 

Portajons will be delivered on Monday 8/26 and picked up the week after Labor Day. Pumping of RVs only on Wed 28th. On Friday 8/30, will service both Portajons & RVs. Saturday 8/31 will service both portajons & RVs. On Monday 9/2 coming early in the morning to service RVs for departing campers. Propane for guests will be $12 for 20# tanks and $15 for 30# tanks. RV pumps will be $10 each. 

Garbage pickup: AM on Weds, Fri., Sat., Sun., Tues.

Security schedule Thursday  - 4-11, Friday - 6-midnight, Saturday - 11 AM. - 11 PM. No Sunday

                                          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. Issue of losses raised at NCCFC meeting 4/20/13. TABLED - no action. 

501C3 discussion led by Robin Wenger, the commitment and responsibilities of being a grant recipient - postponed until Oct 20, 2013 NIBGA meeting.

The Sept 15 newsletter mailing will be done by Joe Steiner and Chris Cooperrider.

                                             NEW BUSINESS

Emergency procedures review. Jim suggested that all keep their copy close at hand. In the case of a missing child, it is necessary to ask for a detailed description of the child. 

Anyone with a News Sun letter: letter is good for 2 daily tickets. Take letter - give tickets (2). 

Mini Barn Set Up for B.U.G. (Bluegrass Under Ground) Need tables and several chairs. Need security during workshops and B.U.G..

Kids Korner -  Julie Goldsmith. Need 12 tables & 36 chairs. Some of the activities are tile painting, making furry spiders, beaded necklaces, etc.  Saturday morning 9AM. Need help setting up. Jay Winger teaching checkers. (P.S. 40 children attended.)

Saturday workshops - Dave Vogie chairman.  Maggie & Gary Bilby in the Mini Barn @ 1:00-2:30. 

Vendor update - Jeanette Young - chair.  Have been in touch with many vendors. Some for sure - some not for sure.  Ones for sure are - Masons in the Lions booth; ice machine at the Moose booth; Dawson's  Deep Fried Veggies; Soft Serve Ice Cream; Pizza by the Slice; Fish; Jewelry; Car Wash & repair kits for RVs.; Metal Art; Fire wood man; Soft pretzels; Hungry Howie's Pizza. 

Band Scramble- Tonia Bacon - chair. There will be a notice on the bulletin board. Time set for just before Supper Break on Sat 8/31/13. 5 people signed by Sun 8/25/13. $5 each to join. Prize for winning band is $250. Tonia will have a sign at her RV and will promote all week. 

Merchandise schedule. Opening Thursday 8/29 - Close Sun 9/1 in the evening. Tonia will run Thursday & Sunday. Jeanette will run Friday & Saturday. 

Joe Steiner is Stage Manager during the festival’s 4 days. 

50/50 drawing. Will sell tickets all week. Drawing at the stage right after Band Scramble right before Supper break. Approx. 4:30 or 5:00 p.m.. 

Advertising update: Facebook - Joe Steiner reports 29,000 Likes (Hits). Jim Winger reports on Google action. We do placemats now instead of the News Sun wraps. 

Gate schedule: Pam Keiper - Paul Saurborn Captains. New associate captain is Jim Miller replacing Al Ellis whose job keeps him from doing gate captain at this time. 

Golf Cart allocation; Golf carts will be shared by associate gate captains. 

Grounds update; Grounds look good, Jim Winger says. Taxi signs need to be put on carts. 

Treasurer Linda Winger passed out note books and pens, asking each officer and captain and chair person to keep a diary of their work hours and travel time for the 501C3 records. This information will be used for applying for grants. 

Chris Cooperrider - Taxi Chair - The Taxi sign-up sheet will be at the ice cream cabin.

Paul Saurborn motioned to adjourn. T.J. Collins seconded. All say yes. Meeting adjourned by Pres. Jim Winger at 3:00 PM. 

* Note: Next meeting will be at 1:00 PM Thursday 8/29 @ the Winger's trailer. 

* * * * * *

NIBGA Organizational Meeting  Noble County Fairgrounds - Kendallville  August 29, 2013   1:00   PM

Officers Present: President Jim Winger, Vice-President Joe Steiner, Secretary Barb Collins, Treasurer Linda Winger.

Board Directors: TJ Collins, Pam Keiper, Paul Saurborn

Others Present: Dave Keiper, Jeanette Young, Tonia Bacon, Richard & Carolyn Bacon, Leslie Ellis, Jan Meade, Dave Vogie, Jim Miller, Maggie Bilby, Greg & Brenda Aldridge.

Treasurer's report. Now 182 camping units. Income as of now is $15,629. 

Grounds: Dave Keiper & T.J. Collins.  Good. Going smooth. Plenty of parking space left. Electric and water are O.K. as of now. Corrected a few problems. 

Vendors: Jeanette Young. Almost all in. Still have wood. 

Hospitality room. Bacon's are set up and ready. Bacon's report that the bottled water was donated by Steve Jennings business. Reminded to lock up the Merchants building each night. 

Merchandise/Membership table: Tonia says all is ready to set up tonight. Tonia will open Thursday and Sunday. Jeanette will open Friday and Saturday. 

Gate: Pam Keiper and Paul Saurborn.  All going good so far. Joe Steiner asked for them to report to him when the bands arrive. 

Workshop: Billby's. Sat 12:00 to 1:00. Changed time. 

Band Scramble: Tonia reports 9 have signed up as of today and 3 are on standby to fill in if needed. Band scramble will start at 5:00 P.M. on Saturday. 

Joe Steiner - Vice president; Reports on all bands. 

Announcers: Terri Grannis, Terry Thacker, and Chris Vogie. The stage is ready. 

Kids Korner- At the Log Cabin - 9:00 a.m. Saturday. 12 tables - 36 chairs. Still need help setting up. 

50/50 tickets are selling well. Drawing after Band Scramble at the stage.  Selling now are T.J. & Barbara Collins and Tonia Bacon and girls and Pam Keiper.

Bilby's will be playing at Albright's Grocery, Sat. after the "Slow Plus Jam" is over, for the store’s 59th Anniversary. Bilby's will also announce at the WAWK radio station and tell about the NIBGA Festival. 

Tonia - B.U.G. (Bluegrass Under Ground) will begin at 11 P.M. Friday. Joe Steiner will introduce the band in the Mini Barn. The band is Jug Huffers. 

Paul Saurborn motions to adjourn. T.J. Collins seconded. Meeting adjourned at 1:12 P.M.

May NIBGA board minutes

I'm a little slow in getting these published. Barb sent the info in May. 

Northern Indiana Bluegrass Association ~ Festival Orientation Meeting ~ May 19, 2013 

  Noble County Fairgrounds, Kendallville, IN.               

The meeting was called to order by NIBGA Pres. Jim Winger at 2:00 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:  Robin Wenger - Grants Adviser; Chris Cooperrider - Workshop Chair & Taxi Captain; Jeanette Young -Vendor Chair & Merchandise/Membership table, Tonia Bacon Merchandise/Membership table, Band Scramble Chair, B.U.G. Chair, Carolyn Bacon & Richard Bacon - Band Green Room Chair; Sandra Carnes - Past President; Brenda & Greg Auldridge - Co-Gate captains; Leslie & Al Ellis - Co-Gate captains; Michael Ellis, Dave Keiper -Grounds; Jay Winger; Julie Winger-Goldsmith - Kids Korner Director; Lydia Gerkin; Jan Meede - Gate Captain. 

Secretary report: Minutes of the April NIBGA meeting were emailed to all officers April 22, 2013 by Sect. Barbara Collins. Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried. 

Treasurer reports: April financials are not available yet. Reporting Treas. Linda Winger. 

 As of today festival gate income is $5,202. 

                                  INFORMATION ITEMS:

 WAWK  Behind the mic Tuesday May 21- 9:32 a.m.

                                   OLD BUSINESS

NCCPC 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 -- issue of losses raised at NCCFC meeting 4/20 . TABLED - no action. 

501C3 discussion led by Robin Wenger; The commitment and responsibilities of being a grant recipient. Robin gave advice, suggestions, goals & objectives for 2014. Many groups give grants to Arts and culture. Mr Wenger recommended each officer keep track of time spent outside of meetings on volunteer jobs including time on phone for club business, money donated, mileage, including time donated at the festivals. Also keep track of people attending Thursday evening free shows at no cost to attendees. Cost of 2 hr radio time and pay for festival stage announcers. Document what the cost of paying workshop directors would be and submit. Mr Wenger also suggested starting with $5,000 to $20,000 grant applications then work up to $50,000 for the arts. Start low. Show proof of handling money then apply for more. This discussion was very informative and productive. 

Kids Korner - Julie G. shared what her craft projects would be for the kids on Sat. 5/ 25. After discussion it was decided she would be able to set up in the Log Cabin instead of the Mini Barn. 

Avilla Nursing Home schedule. The band Cumberland Gap will play a show there at 2:00 p.m.. 5/24. Paul Saurborn will escort them and someone will take pictures. 

Chris Cooperrider - Friday 5/24 workshops are set. Schedule is on the flyer. Chris will do a head count of each work shop. 

Jeanette Young - Vendor chair; Several vendors scheduled to come. Some are - Jones Music, Ice Cream stand, Group in Lions stand, Moose will open9:00 a.m. with a variety of food. wood truck, Amish fruit pies, Indian food, music lady, wood crafts, Four wheelers & etc. 

Tonia Bacon - Band Scramble; Make signs - post several places. Pre-registration required. Pay $5 fee, put name & instrument on paper to drop in drawing. Bands will be matched up and have time to practice 3 songs. Band Scramble begins on stage at 3:40 to 5:00 p.m. on Saturday 5/25. Winning band will receive $250.

Tonia Bacon - Merchandise. Inventory will be done on Thursday morning 5/23. (Was done by Tonia, Carolyn, Jade & Jenna Bacon.) 

Announcers for 5/23 to 5/26 - 2013.  Chris Vogie, Terry Thacker, Cheri Mckenley & Teri Grantis. 

50/50 - Pam Keiper - Ready. Sell tickets all week and have drawing on stage on Saturday 5/25. 

Advertising; Joe Steiner and Jim Winger report that hits on Facebook and Google are up.

Wedding Sat. 5/25 at 5:00 p.m. on stage. Sheri Thompson & Barry Markin will marry on stage during supper break. Harbor town will be playing for the wedding. All officers and gate captains will ride in a procession around the fairgrounds with bells, and tin cans tied to the golf carts to celebrate. Bride and Groom on leading cart. (P.S. This event made the newspapers)

Summer newsletter mailing schedule:  June 16 - Pam Keiper. July 21 - Paul Saurborn. August 18 - Barbara Collins. September 15 - Joe Steiner. 

                           NEW BUSINESS

Pres. Jim Winger passed out print copies of Emergency Response Plans. Plans were reviewed.

NE Indiana Suzuki Guild Fiddlers entrance/ticket procedure. They will arrive Sat. 5/25. They will have their letter for entrance. 

Advertising for Memorial festival - coupons in Post and mail. $2.00 each week end ticket coupon; collect coupon, give week end ticket; no other discounts with coupon; only week end tickets. 

News Sun letter - good for a daily ticket; take letter, give daily ticket. 

Gate schedule - Pam Keiper & Paul Saurborn. Schedule started and going well.

Golf Cart allocation. Each officer has a cart, utility cart for Cheri F., Taxi cart, others will be shared with gate captains. One for Security use. 

Grounds update: T.J. says all is going well so far. Chains and locks will be put on the 4 gates on  Wednesday 5/ 22. 

Taxi signs need to be put on carts. 

Kids Korner - Julie has prepared craft projects. Some are - 2 sets of construction from Home Depot, Hats made from newspaper, jewelry & others. 

Jim W. says check all keys to see which ones work.  

Paul Saurborn motions to adjourn. T.J. Collins seconds. All say yes.

 Meeting adjourned at 3:55 p.m.

Thursday 5/23 - meeting at Wingers campsite at 1:00 p.m.. 

Sincerely - NIBGA Secretary - Barbara Collins

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

 Thursday May 23, 2013                        1:00 P.M. @ Wingers Trailer

                    Noble County  Fairgrounds - Kendallville, IN

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: Chris Cooperrider- Workshop Chair/Taxi chair; Jeanette Young - Vendor Chair/Merchandise; Leslie Ellis - Gate Captain; Jan Meede - Gate Captain; Greg & Brenda Auldridge - Co-Gate Captains; Dave Smith - Gate Captain; Dave Vogie; Maggie Billby; Bill Merrill; 

Treasurer - Linda Winger; 205 people are registered as of today. $1709.  Up as of Wednesday. 

Vendor Chair - Jeanette Young. Ice cream stand came in on Monday. Jones came Wednesday. Several others in and more coming.

Gate - Pam K. & Paul S. -- All set. Schedule nearly full. 

Merchandise - Tonia Bacon - Inventory done. Ready to set up. 

Hospitality - Carolyn & Richard Bacon - Ready (All cookies are homemade) 

Grounds - T.J. C. & Dave K. - Few minor electric and water problems being attended to. All else good. Plenty of parking space left. 

Bands - Joe Steiner - All bands set. Thursday ones ready to go. 

Announcers - Cheri McKenley - Friday & Sunday; Terry Thacker - Thursday; Chris Vogie; Teri Grantis - Sunday. 

Kids Korner - Julie needs help with tables in Log Cabin on Saturday morning. 

B.U.G.  (Bluegrass Under Ground) 'Dog 1 Band' (from Chicago) set to play in Mini Barn at 10:45 Friday evening 5/23. Bacon's will provide fresh popcorn and hot coffee. Donation accepted. Band will play one hour and then there will be a open jamming until about 1:00 a.m..  (P.S. this was very successful with a large attendance.) 

Band Scramble - Ready to go on Saturday. 

50/50 Tickets being sold. Drawing on Saturday afternoon. 

All set for the wedding on Saturday. Golf carts will line up on the East side of the stage area at Supper Break. Ready to parade the entire fairgrounds and 'Bell' the newlyweds. 

The stage is set to go for the week end programs.

Secretary - Barbara Collins