Pre-festival meeting Aug. 14, 2014

      August 24th, 2014
Northern Indiana Bluegrass Association Orientation Meeting at Noble Co. Fairgrounds, Kendallville, IN

The meeting was called to order by President Jim Winger at 2:00 P.M.

Roll Call: Officers Present are:                              Board Directors:
  President - Jim Winger                                           TJ Collins
  Vice-President - Joe Steiner                                   Pam Keiper
  Secretary - Barbara Collins                                    Paul Saurborn
  Treasurer - Linda Winger

Others Present are: Past V.Pres - Sandra Carnes; Chris Steiner - Taxi scheduling: Tonia Bacon - Merchandise/Membership table + Band Scramble Chairman; Jeanette Young - Vendor Chairman + Merchandise/Membership Table; Richard & Carolyn Bacon - Band Hospitality Room; Dave Keiper - Grounds maintenance; Julie Goldsmith - Kids Korner (Crafts & Games) Chairman; Leslie Ellis (& Michael) - Co Gate Captain; Jan Meade - Co Gate Captain; Jim Miller - Co Gate Captain; Greg & Brenda Aldrich - Co Gate Captains; Maggie & Gary Bilby - Instrument work shop. Jay Winger, Jerea & Abby Ambergy.

Secretary report - Barbara Collins - Minutes for May were emailed to all officers in early June 2014. All approved.

Treasurers report - Linda Winger reviewed the Spring Festival financial reports. Electric bill for  May 14 festival was up $1000 from all previous festivals. It has been reported to NCCFB several times but not corrected yet. Spring Net Profit is 8%. Not Good. Monthly financials were sent to all officers in early August 2014.

                                                       INFORMATION ITEMS

Internet at the fairgrounds has 2 different signals. There are 2 transmitters on the grounds. One at the Merchants Building and the other at the Log Cabin. There was some Internet problems which have now been corrected.

Jim Winger and Joe Steiner will go  "Behind the Mic" at WAWK on Wednesday 8/27 @ 2:00 p.m. to promote the NIBGA Festival.

Board Director - Paul Saurborn will take the band 'Trinity River' to Avilla Nursing Home @ 2:00 p.m. on 8/29 to do a performance for the residents.

The service schedule for the Port-a-jons is: Wed. 8/27 p.m.- RVs only; Fri. 8/29 p.m. RVs & Port-a-jons; Sat. 8/30 p.m.- RVs & Port-a-jons; Mon. 9/1 - 7:00 a.m. - RVs only. RV pumps will be $10 each. Port-a-jons have been delivered.

The STAGE will be inside the Activities Pavilion on a 12x24x24 platform. The stage used last spring would not work if it rained. No other stage has been found. The board is continually researching other possibilities.

Garbage pickup - AM on Friday 8/29, Saturday 8/30, Sunday 8/31 and Tuesday 9/2.

security Schedule: Thursday 8/28 - 4:00/11:00 p.m.; Friday 8/29 - 6:00 p.m/Midnight; Saturday 8/30 - 11:00 a.m/11:00 p.m.. No Sunday scheduled.


2014 Summer Newsletter mailing schedule - September 23 - Joe & Chris Steiner.

                                                               OLD BUSINESS
Review of stage quote from Premier Custom Trailers  $31,812. Discussion - Jim Winger Pres. described some others he has seen pictures of.

                                                                    NEW BUSINESS
Jim Winger reviewed Emergency procedures on possibilities. LOST CHILD - When to lock down. Get identification of child. There are NO Tornado safe shelters on the grounds. Each person should choose their own shelter. Best place is the Kendallville Police Station (or Fire House?) In case of a medical emergency Call 911. No charge to come. there is a clinic close bye.

Linda Winger reports: People asking if the Board and Volunteers are approachable. We should always be approachable to help with problems, answer questions, or even just be friendly to make all feel welcome.

Kids Korner Director - Julie Goldsmith - Will set up in the Mini Barn. Need 12 tables and 36 chairs. Time for the Crafts and Games is Saturday 8/30 @ 10:00 a.m. to 11:30 a.m.. Julie said she needs more help with the KIDS at the craft and games tables.

Saturday workshops: Due to low attendance in the Spring no other workshops are scheduled except the Kids Korner and Intermediate Jam.

Vendor Report - Jeanette Young - Jeanette said several vendors will be selling a variety of items such as : Pink Zebra Candles, Crocheted items - etc. Hand made wood items. "Food" Some are Lions Club Stand with the Moose serving a variety of food. A truck with curly fries/corn dogs/Elephant Ears and other items. Another one will be Ice Cream and will be serving Biscuits & Gravy for breakfast. There will be Lemon Shake-Ups, Smoothies and few other items.

Tonia Bacon - Band Scramble Chairman reports - There will be a bulletin board notice posted on the end of the Merchants building. Tonia will do sign ups on Saturday 8/30. Drawing for bands will be at 2:20 p.m. Saturday. The Band Scramble will be at 3:20 to 4:30 p.m. Just after the last band of the 1st set and just before Supper Break. Prizes will be $150 - 1st place. $75 - 2nd place. $25 - 3rd place.

Merchandise Schedule for opening and closing will be decided by Tonia Bacon and Jeanette Young. This will be Tonia's last time as Mds Mgr.. A replacement is needed for 2015.

Stage Management - Joe Steiner will be filling in for Bill Merrill. Joe is still working on the schedule for the announcers. Bill may fill in a spot.

Advertising Updates - Pres. Jim Winger. Fort Wayne Newspapers 130,000 readers, 4,000 Web Impressions. Aboite & area - Monthly Newspapers which are direct mailed in the SW area - 20,000 readers. Kendallville News Sun - One page in KPC media group. Mailings to 237 media outlets (early August) Updates to NIBGA Facebook page frequently to keep readers coming back. Facebook,Google add buys. Joe Steiner reports also.

Gate Schedule - Pam Keiper and Paul Saurborn working on this. Getting a good start.

Golf Cart allocation: If you are not needing your cart, someone else may use your cart for the day. Need to be shared. Taxi signs to be put on most carts. (Were done immediately after the meeting).

All officers and Captains and workers on Stage for the Introduction on Saturday 8/30 at 11:50 a.m.

Approval of expenses: NONE

Motion to adjourn: Paul Saurborn  Second: TJ Collins

President Jim Winger called the meeting adjourned at 2:40 p.m.

Next Meeting - thursday August 28th @ 1:p.m. at Wingers Trailer - A 10 minute wrap up.

Secretary - Barbara Collins

NIBGA festival organizatnal meeting May 18, 2014

Organizational meeting of Northern Indiana Blue Grass Association ~ May 18th, 2014
At the Noble County Fairgrounds ~ Kendallville, IN.

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 2:00 ;p.m.
Officers Present:
  President - Jim Winger                             Board Directors
  Vice President - Joe Steiner                        TJ Collins
  Secretary - Barbara Collins                          Pam Keiper
  Treasurer - Linda Winger                             Paul Saurborn

Others present: Past Pres. Sandra Carnes, Chris Steiner - Special events/Taxi chair; Tonia Bacon - Merchandise/Memberships & Band Scramble; Carolyn & Richard Bacon - Band Hospitality Room; Dave Keiper - Grounds; Leslie Ellis- Co Gate Captain; Greg & Brenda Aldrich - Co Gate Captains; Jan Meade - Co Gate Captain; Jim Miller - Co Gate Captain; Julie Goldsmith - Kids Korner Crafts; Jay Winger;

• Secretary's report - The minutes of the April 20th meeting was sent via e-mail to all officers on 4 - 21 - 2014.  Motion to accept - Paul Saurborn. Seconded - T.J. Collins. All say yes. Motion carried.
• Treasurer's report - Financials as of 4/30/2014 were emailed to all officers in early May. It was reviewed and Paul Saurborn motioned to accept. Joe Steiner seconded. All say yes. Motion carried.
• A Thank You was given to Paul Saurborn and Jim Miller for making the new signs for Ticket Prices for the festival gate.

INFORMATION  ITEMS

• WAWK - Behind the mike @ Noble Co. Fairgrounds will be 5/21 Wednesday @ 9:30 a.m.. 
• Avilla Nursing Home schedule - 5/23 @ 2:00 p.m.. Paul Saurborn will be escorting the band. "Buck and Company. 
• Grounds has been wet preventing leaf pick up and mowing. Work release group came in and raked along the fences. Contact is Ron Richards. Frank Morton is not to be used. Tim Addis daughter was injured and is on a walker.
• Service schedule for Port-a-jons & RV's is:  Wed pm RV only, Friday pm -RV & Portajons; Sat pm - RV and Portijons; Monday 7 am RV only. Propane for guest will be $12 for 20# tanks and $15 for 30# tanks. RV pumps will be $10 each. 
• Portajons will be delivered Monday PM on 5/19. 
• Randy Moore will deliver the rental stage to Kendallville on Wed. 5/21, set up, then take down on 5/26 and take away. 
• Garbage pickup: AM on Thurs., Fri, Sat, Sun & Tues. 
• Security Schedule: Thursday  5/22 - 4 to 11 p.m.: Friday 5/23 - 6 p.m. to midnight: Saturday 5/24 - 11 a.m. to 11 p.m. No Sunday. 
• 2014 Summer Newsletter mailing schedule
  June 15 - Barbara Collins
  July 20 - Paul Saurborn
  August 17 - Sandra Carnes (needs mailed week before festival)
  September 21- Joe & Chris Steiner

OLD BUSINESS

• Emergency procedures were reviewed for the fairgrounds. 
• Review of ATC stage 

NIBGA Board meeting minutes April 20, 2014

Meeting of Northern Indiana Bluegrass Association - April 20, 2014 at South West Conservation Club, Bluffton Rd. Fort Wayne, IN

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 1:05 P M

Roll Call; Officers present:                                    Board Directors:
  President - JIm Winger                                          T. J. Collins
  Vice-President - Joe Steiner (Via phone)            Pam Keiper - (not present)
  Secretary - Barbara Collins                                    Paul Saurborn
  Treasurer - Linda Winger
Others Present: Past V-President - Sandra Carnes; Greg & Brenda Aldrich - Co Gate Captains;  Jim Miller - Co Gate Captain.

• Secretary Report - Barbara Collins; The March minutes were emailed to all on 3/15/14  Paul Saurborn motioned to accept. T. J. Collins seconded. All say yes. Motion carried.

• Treasurer's reports - Linda Winger; March Financials as of 3/31/14 were emailed to all officers on 4/19/14. Financials were reviewed. Also the F13 Festival Tally was sent to officers on 4/18/14. The tally was reviewed. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried. 

OLD BUSINESS

• 501c3 Grants - A letter from AEP says, "they read our application. We can not apply this year (2014) but can apply next year (2015). 
• Jim Winger President got a letter saying "Noble County Fair Board (NCCFB) has waived the requested $500 for reduced rent for the fairgrounds for 2014. A possible rent reduction will be addressed in 2015 by NCCFB. 
• Special Events - Chris Steiner Special Events planner was not present and had no update.
• Stage Statis: NIBGA has recieved a solid Quote from ATC Moore Custom Trailers in Nappanee, IN for a custom built stage. There was a review of the Quote and further discussion took place. This Quote will be worked on. Possible adjustments may need done. The board will continue with this project with Pres. Jim Winger's direction and contact with Jim Moore Motors. 
• V.-Pres Joe Steiner will work on a quote from Jim Stone Maintenance & Fabrication. 
• Elliott's Cars and Carts in Warsaw Quote process started week of 3/10/14.  They declined to bid
• Randy Moore will deliver the rental stage to Kendallville on 5/21, set up, then take down on 5/26 and take away. Jim Winger reports. 
• The 2014 T-Shirt design is complete says Treasurer - Linda Winger.  Merchandise Order for S14 Festival. Linda is looking at colors and will decide soon and place an order. 
• News Sun - Kendallville newspaper. April 30th is the deadline to submit.  Jim Winger said, "Don't know if they will do a 'Pass Out' or just a newspaper ad"  Contents need to be created. Joe Steiner will do a set up for a Pass Out. 
• NIBGA Taxes are due 5/30/14. CPA needs information. Treasurer Linda Winger will do.
• Stage contents replacement. A list of what will need to be purchased was reviewed. Jim Winger made a list. Plans to buy some of the items the week before the festival. Jim will be ordering the tarps soon. 
• CC Graphics - Lillian Carnes re-submitted for new Quote.

NEW BUSINESS 

• Security coverage for Memorial festival was reviewed and approved. 
• No Vendor  update. Jeanette Young not present.
• Kids Korner - Julie Goldsmith will be doing the crafts again this year.
• Gate Sign with prices - Designs were sent to officers by Pres. Jim Winger via E-mail (PDF) All approved. 
• Advertising: Joe Steiner reports on Facebook add he maintains. Needing to do some redesigning. 
• 2014 Summer Newsletter mailing schedule:

• Sunday May 18 - Mail from Kendallville - Wingers et all. 
• June 15 - Barbara Collins
• July 20 - Paul Saurborn
• August 17- Sandra Carnes
• September - Joe & Chris Steiner
• Paul Saurborn motioned to adjourn. T. J. Collins seconded. Meeting adjourned at 1:45 P M. 
• Next meeting of NIBGA at Noble Co. Fairgrounds - May 18th, 2014

Secretary - Barbara Collins

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.