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

NIBGA Board minutes April 21, 2013

Northern Indiana Bluegrass Association board meeting at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 1:00 P.M.
Officers present:                         Board Directors:
  President Jim Winger                  T.J. Collins
  Vice President Joe Steiner          Pam Keiper
  Secretary Barbara Collins           Paul Saurborn
  Treasurer Linda Winger

Others present: Chris Cooperrider - Special Events; Tonia Bacon - Co-Merchandise and Band Scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon, Jenna Bacon, Greg & Brenda Auldridge - Co-Gate Captains; Sandra Carnes - past V. Pres; Jeanette Young - Vendor Chair and Merchandise; Sue Saurborn; Dave Keiper.

• The March Secretary report was sent via email to all officers on 3-22-13 No additions or corrections. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried. 
• The March financials were emailed to all officers on  4-16-13. Reviewed by Treasurer Linda Winger. No additions or corrections. Motion to accept was made by Paul Saurborn. Seconded by Pam Keiper. All say yes. Motion carried.

INFORMATION ITEMS

• Reminder of the 4-H Club Horse Show - May 17 - 19, 2013 at the Noble Co. Fairgrounds.
• Mini Barn setup - Need all tables and chairs placed and secured on Sunday 5/19. Need security during the workshops and the B.U.G.  Friday 5/24.
  The supplies for Kids Korner will be placed in the Mini Barn on Sunday 5/19.
  Kids Korner will take place on Sat. 5/25. 
• Avilla nursing home schedule. Friday 5/24. Band performing is Cumberland Gap. Paul Saurborn will escort the band to Avilla. Jim W. suggested someone take pictures and a short video to post on YouTube. Jenna Bacon will do
• 50/50 drawing. Pam Keiper - chair. Order tickets. Sell tickets all week previous to Sat. 5/ 25 drawing. Drawing to be Sat. P.M. Time to be determined later. Who will sell tickets?  $1.00 each or 6 for $5.00. 
• Jim & Linda Winger will attend a meeting with NCCFC bluegrass committee on April 24, 2013 @ 6:00 p.m. at the Extension Office in Albion, IN. 
• Discussed - carry-in dinner plans for Sunday 5/19. Officers and other festival workers will have a carry-in luncheon and a meeting. 
• Reminder to charge club radios in April. Report any problems to Jim Winger. 
• Charlotte MI Festival has been bought by Wes Pittenger
• Marshall, MI will happen on schedule per Jeremy Col.
• Next newsletter will have a red line on un-renewed members.

OLD BUSINESS 

• TABLED =  NCCFC contract not due until 2016 but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated. At 4/24 meeting, Jim will mention the need to consider rate change
• Linda W. gave an  update on last months mailing to old members. Several newsletters came back due to no forwarding address but serveral old members did re-join.
• Friday workshops at festival. Discussion. Chris Cooperrider - chair, will do a oral (show of hands) survey during the workshops to see who came just for the workshops, or who was there already for the entire festival. She will evaluate for future dates and times and study if the day and times should be changed. 
• Vendors - Jeanette Young. Lions not coming but other group will set up in that building. They will be open 7 a.m. to 6 p.m. probably F/S/S only for breakfast & lunch. Other vendors will be Moose Lodge; a Mexican food stand; Open Kettle foods by Amish; Roasted nuts & Lemon shake-ups;  Saraha Grill - with chicken on a stick, pizza rolls, etc. Possibly few other vendors. Probably wood vendor. Jeanette will crate a newsletter note.
• Band Scramble - Tonia Bacon -Chair; Sign up will be in the Merchants Building on Sat. 5/25.  Drawing for the bands will be at 2:40 p.m.. Results will be posted. A more detailed report will be in the next newsletter. 
• Band hiring status; Joe Steiner; There is one more opening yet to fill for fall and Joe is awaiting a response.
• Advertising update; Facebook  report by Joe Steiner. Google Music Stores (93), Media 238 - J.W. 

NEW BUSINESS

• Advertising for Memorial Festival. Discussion - should we continue with the Wrap in the Kendallville paper? Cost probably $750. Other possibility - print our own. T.J. Collins motioned to print our own and not do the Wrap. Paul Saurborn seconded. Vote determined others were not in favor of printing our own and dropping the Wrap advertising. Motion Denied. We will continue with the Wrap for the spring festival. To be re-addressed for the fall wrap. 
• Advertising continued: Backstage Permotions is in circulation, WAWK place mat is free. -DONE, WAWK Terry Thacker is back and will do a Thursday remote from the festival.  $30 for 1 minute ad on WAWK; Continue with internet advertising strategy.
• Security; Short discussion. Stay aware of surroundings, and happenings. Paid Security will be present. 
• Due to illness Robin Wenger could not join us today discussing commitment and responsibilities of being a grant recipient. Robin plans to attend the May 19th meeting. 
• There will be a Wedding on Sat 5/ 25 on stage at the NIBGA festival. at supper break perhaps earlier if band scramble ends early. Sheri Thompson & Berry Markin. Harbortown is playing for the wedding. Joe will discuss with sound man. Belling? Golf Cart Parade? 
• Announcer status. Joe Steiner will take care of scheduling. 
• Summer 2013 newsletter mailings; June 16 @ festival - Pam Keiper, July 21 - Sue & Paul Saurborn, August 18 - Barbara Collins, September 15 - Joe Steiner  

Motion to adjourn by Barbara Collins. Seconded by T.J. Collins.  Meeting adjourned @ 2:20.

NIBGA Secretary - Barbara Collins

Next meeting, Sunday May 19, 2013 noon - Log Cabin - Kendallville fairgrounds.

NIBGA Board minutes March 17, 2013

Northern Indiana Bluegrass Association - March 17, 2013 at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 12:55 P.M.

Officers Present:                                     Board Directors:
  President Jim Winger                              T.J. Collins
  Vice. President Joe Steiner                     Pam Keiper (via conference phone call)
  Secretary Barbara Collins                        Paul Saurborn
  Treasurer Linda Winger
Others present: Chris Cooperrider - Special Events; Tonia Bacon - Co-Merchandise  and Band Scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon; Jeanette Young - Vendor Chair; James Miller.

• Secretary Report - Barbara Collins e-mailed to all officers Feb. 20, 2013. One addition was made by Jim Winger. The Festival T-shirt design was chosen at the Feb meeting. (Windmill design.)  Motion to accept by T.J. Collins. Paul Saurborn seconded. All say yes. Motion carried.
• Treasurers Report - Linda Winger emailed the Feb report to all officers on Feb. 13, 2013. The Feb Financials were reviewed. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried.

INFORMATION ITEMS

• Reminder: 4-H Club Horse Show, May 17-19, 2013
• Security: same as 2012 except Fri. until 1 a.m. instead of midnight. Jim W. emailed their chair.
• Port-a-jons: Ordered and verified. 
• Address replacement is live. This month we are mailing to 365 former members asking them to renew. Working copies will be sent to Barb & Joe soon. 
• Charlotte, MI festival will go on 2013. Charlotte was bought by Wes Pittenger. 
• Marshall, Mi festival will happen on schedule per Jeremy Cole. 

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 - TABLED NO ACTION
• Friday Workshops-Memorial week end. Update - Chris Cooperrider. One more has been added totaling 16 workshops. Chris will make up fliers. Chris will also make up a workshop description for the next newsletter. 
• Band Scramble - Need detailed times for next newsletter. Those wishing to participate need to meet 1 hour before starting time (2:40 p.m.) to get their name in the drawing. $5 fee and perform 3 songs.  Band scramble will start at 3:40 p.m. on stage. Tonia Bacon will write up the article for the next newsletter. 
• Joe Steiner - Joe reviewed the band listings and other items pertaining to the bands. All bands are hired for the Spring festival and almost all for Fall. Joe will give Jim & Linda a list of the band addresses so they can mail them festival fliers.
• Research Grants - Jim Winger reports. Jim contacted Robin Wenger who writes grants for a living. Robin is Research Director for the City of Elkart. Mr. Wenger has consented to help NIBGA with searching for grants. 
• Advertising strategy. Jim Winger talked about Facebook and Google. Officers discussed how each works. Adds on Google - $50. Adds on Facebook $100. It was decided to use Google. Paul Saurborn motioned to advertise with Google. Barbara Collins seconded. All say yes. Motion carried. 
• 50-50 logistics. Pam Keiper - Chair. Order tickets. How many drawings? Who will sell? When to draw etc.. 
• Vendor report - Jeanette Young. Jeanette has received 3 applications. She keeps getting request and reports from potential vendors. She will check with the Moose and Lions to confirm. She will check with the wood man but sure he will deliver again. 

NEW BUSINESS 

• Advertising B.U.G. (Bluegrass Under Ground) Jade Bacon will post on Facebook, Twitter, and other social networks. B.U.G. is the After Hours Jam that will take place on Friday night of the festival after the stage show finishes.  
• Mini Barn setup - Tables and chairs need to be set up on Sunday before festival. Kids Korner supplies will be set in and secured. Need security during workshops and B.U.G.  Clean up after B.U.G. before Kids Korner on Sat. a.m..
• Review "TASK LIST for Fair board" at Bluegrass festival. 
• TABLE: Decide on how late to keep the gate open on Friday P.M. of festival. How to handle the ones coming in for B.U.G.  Pam will decide on how early to open and how late to close. 
• New 2013/2014 membership cards are available. 

Paul Saurborn motioned to adjourn at 1:50 P.M. T.J. Collins seconded.
Next meeting of NIBGA is Sunday April 21, 2013
Secretary - Barbara Collins

NIBGA Board meeting Feb. 17, 2013

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 12:35 P.M.
Officers Present:                                   Board Directors:
 President Jim Winger                              T.J. Collins
 Vice-President Joe Steiner                      Paul Saurborn
 Secretary Barbara Collins                       Pam Keiper - Absent
 Treasurer Linda Winger
Others Present: Chris Cooperrider - Special Events; Tonia Bacon - Co-Merchandise, Band Scramble Chair; Carolyn Bacon - Band Hospitality Room; Jade Bacon; Brenda & Greg Auldridge - Co-Gate Captains. 

• Secretary's Report - Barbara Collins: January minutes were emailed to officers Feb. 1, 2012. One addition was made by J. Winger. Motioned to approve by Paul Saurborn. Seconded by T.J. Collins. All say yes. Motion carried.

• Treasurer's Report - Linda Winger: Financial report as of 1/31/13 was emailed to all officers on 2/13/13. The financial report was reviewed at the 2/17/13 meeting. Paul Saurborn motioned to accept. T.J. Collins seconded. All say yes. Motion carried. 

INFORMATION ITEMS

• Reminder of the 4-H Club Horse Show; May 17 - 19, 2013
• 501C3 Packet was passed around to officers to view by Pres. J. Winger.
• Golf Carts for S-13 Festival are ordered.
• Port-a-jons for S-13 Festival are ordered. 
• 1099's forms for bands are complete. One was returned and correction was made. IRS form will be mailed next week. 
• Sunday services are confirmed for 2013. Spring Devotional will be lead by Phil Rittner. Fall Devotions will be lead by Rick Schneider. 
• Replacement for "Address". The club membership program is nearly complete. Will go live by next meeting. Working copies will be sent to Barb C. & Joe S. and anyone else who wants a copy.

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.     TABLED - NO ACTION
• Friday May 14, 2013 Workshops at Memorial festival. Update - Chris Cooperrider. There are 15 workshops confirmed. The list will be printed soon for public information. 
• Band Scramble - Chair Tonia Bacon. The band scramble will be on Saturday May 25, 2013 for 1-1/2 hrs. Starting at 3:40 and going until supper break. Length depends on number of bands entered. The band scramble for Fall 2013 will also be before supper break. Will add to the schedule. $5.00 entry fee. $250.00 for winning band. 
• Band hiring update - Joe Steiner reports all bands are hired for the S-13 festival. This was done under budget. Nursing home bands are confirmed for S-13 & F-13. Spring will be Cumberland Gap band. Fall will be Son's of Bluegrass possibly. Joe is continuing to finish the fall line up of bands. Will be done by Spring to make fliers available at the Spring festival.
• Steve Klein sound man is confirmed for 2013 shows.  J.S reports. 
• The After Hours "Bluegrass Underground" jam (BUG) with 'Dog 1'  will be Friday night May 24, 2013 starting after the last stage show. Approximately 10:30 p.m. Discussion on building it will be in was decided. All are welcomed to attend. 
• Reviewed the Duplex flyer and band schedule. Few adjustments may be made. 
• Festival guide is nearly done. Will be ready next month.  L. W. 
• Research of Grants available through 501C3. No progress. 
• Advertising strategy. Where? WAWK?  Placemats?  As of now, Flyers and News Sun Wraps. All in favor of N S wraps.  TABLE for more discussion next meeting. 
• 50/50 to be done at festival. Logistics to be decided.  Tabled

NEW BUSINESS. 

• T-shirt designs were emailed to officers for viewing. 5 styles were reviewed at the meeting, a design was approved. 
• Motion to adjourn by Paul Saurborn. Seconded by Linda Winger.  Meeting adjourned at 2:10 P.M.  
• Next meeting, Sunday March 17, 2013

Secretary: Barbara Collins 

NIBGA Board meeting Jan. 20, 2013

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

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

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

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

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

INFORMATION ITEMS

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

OLD BUSINESS

• NCCFC contract not due until 2016, but 2014 rate is $12,500 and 2015 is $13,000. If 2013 is a loss, these rates need to be renegotiated. (J.W.)
• Workshops planned for Spring festival. Chris Cooperrider hopes to have at least 15 workshops. Chris requested $100.00 for expenses.  Pam Keiper motioned to allow $100.00. Paul Saurborn seconded. All agree. Motion passed. 
• A number of Workshops are being planned for all day Friday May 24, 2013. It is still to be determined how many sessions and locations. Tentatively the plans are to run 1-1/2 or 2 hr. classes consecutively, starting at 10:00 A.M. and ending at 6:00 P.M.. Tentatively planned are workshops in Bluegrass instrumentation, and "Roots of Bluegrass" instrumentation, including Bass*, Dobro*, Harmony singing*, Mandolin*, Auto-harp*, Harmonica*, Guitar* (2 levels), Dancing, Bluegrass Jamming, Old-time Jamming, Banjo, Mountain Dulcimer, and Fiddle.  *Means the workshop has been confirmed.  
• 50/50 Drawing - Agreed to do but need a Chair person and organizer. Pam Keiper volunteered to chair this and get others to help her. Details to be decided later. 
• Band Scramble for Spring 2013 festival: Tonia Bacon will Chair this. Jade Bacon will write up an article for the Newsletter. Details with day and time will be announced. 
• Band hiring update - Joe Steiner. Some bands confirmed for 2013. Working on scheduling. Joe is within budget. Will set up a band to visit the nursing home during the festival. 

NEW BUSINESS

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

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

NIBGA board meeting minutes 11/18/2012

   Northern Indiana Bluegrass Association - November 18, 2012 at Southwest Conservation Club, 5703 Bluffton Road, Fort Wayne, IN 46809

The meeting was called to order by President Jim Winger at 12:20 PM

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

   Others present: Chris Cooperrider - Special events chair; Al, Leslie & Michael Ellis - Associate Co-gate captains,  Carolyn Bacon - Band Hospitality Room; Tonia Bacon - Merchandise; Jenna Bacon.

• The October minutes were emailed to all officers Oct 30, by Secretary Barbara Collins Paul Saurborn motioned to accept. T J Collins seconded. All say yes. Motion carried.
• October Financials were emailed 11/14/12 to all officers by Treasurer Linda Winger. Linda reviewed with the board. Paul Saurborn motioned to accept. Pam Keiper seconded. All say  yes. Motion carried. 

OLD BUSINESS 

• 501C3 - President Jim Winger reports that the 501C3 reviews are up to November. It will be a few more months before they get to NIBGA's application.
• Friday all day Workshops F13 - Chris Cooperrider suggest we use bands that would be at the festival for the workshops. Chris will prepare a budget for the workshops TABLE FOR JANUARY MEETING
• Band Hosting -  The band hosting will not be promoted this year but allowed. Chris Cooperrider will make a list of bands wishing to be hosted and a list of those wanting to host a band. They will be matched up closer to the festival time. There will be no publicity re: band hosting.
• Band Scramble - Tonia Bacon Chairperson; Tonia suggest a $5.00 entry fee per person for the band scramble participants.  Linda suggested giving each participant a NIBGA  Can Cozie. To be decided later. It is suggested the wining band get $250 prize money. Paul Saurborn motioned to give the winning band $250.00 prize money. Joe Steiner seconded. All say yes. Motion carried. 
• Guitar raffle - Discussion. Would need a permit to run a raffle. It was decided to not do a instrument raffle since the income and expense is not easily determined. 
• 50/50 drawing - Pam Keiper motioned to do a 50/50 drawing at the Spring 2013 Festival. Paul Saurborn seconded. All say yes. Motion carried.   TABLE - For January 2013. To work out details later.

NEW BUSINESS

• Web Sites - BluegrassUSA.net site = 18,808 hits; Events page = 5,289; Web site Fee $135.00 per year; Peak day was Aug. 30, 2012 with 383 hits; May 24, 2012 was 101 hits; Average in summer was higher. Renewal of Evernote with annual fee of $45.00. Allows posting on web. 1, 849 hits last year. Barbara Collins motioned to renew the web site and Evernote. Joe Steiner seconded. All agree. Motion carried.
• Golf Carts - The "NO GOLF CARTS"  at festivals policy was reviewed. It was reviewed why we can not afford to allow carts in the fairgrounds during the festival. For more information on this, see the Dec 12/Jan 13 NIBGA newsletter. It explains in detail 'why not'.  "We are a private function and have the right to disallow golf carts."  T J Collins motioned to continue the 'No Golf Cart' policy. Paul Saurborn seconded. All say yes. Motion carried.
• Postage rate increase -  The postage rates will go up 1/27/13. US stamps go from .44 to .45. Canada goes up from .85 to $1.10. For mailing newsletters in the US it will cost the club $4.95 per year. (Plus printing newsletters) Canada's postage will cost $12.10 per year. Barbara Collins motioned for Treasurer Linda Winger to purchase 1,000 Forever stamps before the price increase.  Paul Saurborn seconded. All say yes. Motion carried.
• 4-H Club Horse Show - May 17 -19, 2013 there will be a horse show at the Horse & Pony ring at the Noble Co. fairgrounds. They will use the horse ring and the Log Cabin. This is the week before the festival. The meters will not be read until after this event, May 20 instead of May 16. This will save us some on the utility bills. The horse show rigs will try to group together near the pony ring. NIBGA is invited to watch the show.
• Tent Rental - Usually we get a 10% discount for early advance rental payment. Paul Saurborn motioned to pre-pay if we can. Barbara Collins seconded. All say yes. Motion carried.
• Band Hiring - Band Chairman Joe Steiner has contacted some bands. He is working on the band line up for 2013 festivals. 

Paul Saurborn motioned to adjourn the meeting. Pam Keiper seconded.  Meeting adjourned at 1:20p
Sincerely, Secretary Barbara Collins