Meeting held Tuesday 4/1/14, at the New Brighton Family Service Center
Present: Board Members: President Gary Cobus, Treasurer Peter Albrecht, Secretary Mary DuShane; Members at Large: Marilyn Bergum, Sarah Cagley, Gary Germond, Alan Jesperson, Greg Landkamer, Phil Nusbaum, Sandi Pidel, David Smith; Staff: Bea Flaming, Administrative Assistant. Member, former Board member Ken Bloch.
Meeting called to order 7:05 pm by President Cobus.
Additional Agenda Items:
1) Marilyn – membership issues
2) David – insurance issues
3) Ken Bloch – Board Policies
Minutes of March 2014 meeting presented. Marilyn moves, Gary G seconds, all approve that we accept these minutes.
Appointment of Youth Representative Seat for Board. Following last month’s delay of confirmation, to allow potential other applicants to respond, and no potential applicants having responded, Mary moves, Alan seconds, that we accept President Cobus’s nomination of Sarah Cagley to serve another term as one of our two youth representatives on the Board. Phil opposes. Motion passes.
Winter Weekend Results Report. Jed’s report distributed. Attendance was down a little, which is disappointing. Extensive discussion, including noting a downward trend with most of our festivals the last few years. We agree that attendance is cyclical and that we can weather some ups and downs.
Board Policies and Procedures. Ken Bloch distributes his drafts of three of the Board Policies he has been working on: (1) Record Retention Policy; (2) Fixed Assets Policy; and (3) Fiscal Agency Policy. Discussion. We agree to study these drafts and bring any suggested changes.
Discussion of hiring an expert in non-profit organizational policy to do a “non-profit audit” for MBOTMA in the fall, to include a financial audit and also a review and suggested updates for our non-profit issues and insurance issues.
Staff Contracts. Sandi says we need to review and update our contracts for Jed, Bea, our magazine editor, our web master, and also contractors for festivals, most notably Armadillo Sound, plus our contract with El Rancho Manana for our festival site. Sandi recommends we have a lawyer look at these contracts and advise us, so we can make sure we are compliance with IRS rules and best practices for non-profits. Discussion, including whether we need to clarify our Executive Director as an Independent Contractor or an Employee. Phil suggests we speak with Springboard for the Arts in St. Paul as a helpful resource for non-profit contract issues. We will ask Jana to ask Consultant Barry Rogers for advice on staff contracts as well.
Executive Director’s report on meeting with Dulono’s management. Dulono’s Pizza, despite being a steadfast venue for bluegrass music every weekend since the Seventies, thanks to Alan Jesperson’s persistence in booking the venue, has now decided, under its new ownership, to discontinue bluegrass music on the weekends. Furthermore, the new owner has declined to honor the agreement former management had with MBOTMA to pay us money owed for the Educational Fund benefit held at Dulono’s in February. Jed canceled the MBOTMA Spring Fling benefit scheduled at Dulono’s. We will seek other potential venues.
Membership: Marilyn distributes a page of her thoughts and plans for “MBOTMA Membership Project.” She has had extensive experience with membership leadership in other organizations and has suggestions for promoting and boosting our membership. Discussion.
Insurance: David reviews his email sent to Board members in advance of the meeting regarding questions about our organizational insurance. Gary G moves, Greg seconds, all approve that we ask Jed to ask our insurance agent to address the questions David has raised, to make sure our insurance is adequate.
Adjourn. Alan moves, Greg seconds, all approve adjournment. Meeting adjourned by President Cobus.
Submitted by Mary DuShane, Board Secretary