Minutes - MBOTMA Board Meeting – April, 2015
Meeting held 4/7/15 at Davanni’s in Golden Valley
Present: President Peter Albrecht, Vice President Jana Metge, Secretary Mary DuShane; Board Members: Marilyn Bergum, Sarah Cagley, Gary Germond, Alan Jesperson, Greg Landkamer, Phil Nusbaum, Quillan Roe, David Smith; Staff: Executive Director Jed Malischke
Call to order 7:00 by President Peter Albrecht
Underwriting fund request. Guests Ann Fee and Dick Kimmel from St. Peter present their request for underwriting funds to produce a series of four bluegrass concerts in 2016 at the St. Peter Arts Center. We thank them for coming and will consider their request.
February meeting minutes. Done by Gary Germond in Mary DuShane’s absence. Jana moves, Marilyn seconds, all approve we accept these minutes.
Winter Bluegrass Weekend results. Jed presents this report, which was also mailed to us before the meeting. Attendance was down this year, but results are not bad because expenses were controlled and ticket prices were raised. Jana moves, Gary seconds, all approve we accept this report.
Cabin Fever festival results. Jed presents copies, also mailed to us earlier. Results very positive. This newest festival is gaining momentum and had good promo thanks to the Duluth committee. Greg moves, Jana seconds, all approve acceptance of this report.
Executive Director’s financial report. (Also mailed earlier, with copies available.) Mary moves, Greg seconds that we approve this report, with the caveat that we need to double-check expense and revenue numbers from the 12-to-12 fundraising event held January 31. Discussion. David says we are not in good shape as an organization and that there are discrepancies in the report. He opposes approval; Marilyn, Sarah and Jana abstain; motion to accept the report passes.
990 Tax Form. Jana moves, Mary seconds that we have the form reviewed by Barry Rogers, CPA, and returned to us to accept, receive and file in May. Discussion. Phil opposes; motion passes.
State Fair contests. Guest MBOTMA member Tony Anthonisen speaks to the new plan for this suspended program, along with Jana. The committee has developed a proposal to continue the vocal duet contest but switch the flatpicking guitar contest to an instrumental duet format, to be more entertaining for general audiences. Nate at the State Fair will increase State Fair funding of this event from $3750 to $5000. Ben Manning plans to get donations of another $1000. Mary moves, Jana seconds that we put this program back on our budget plan, at $6000. Phil opposes; motion passes.
ADA Policy. We need such a policy to satisfy the State Arts Board grant requirements. Jana presents a sample ADA policy. She moves, Quillan seconds, all approve that we approve this policy, making sure we get it to Ken Bloch, former board member who has been drafting policies for us, and then get it to all committees for compliance.
Policies and Procedures Audit. (a) Jana moves, Marilyn seconds, all approve that we accept Auditor Barry Rogers’s final report and recommendations for our organization. (b) Jana moves, Marilyn seconds, all approve that we form a Finance Committee. David, Marily, Gary, Jana, Sarah volunteer to be on this committee. Peter will chair until another chair is settled upon. (c) Jana moves, Quillan seconds, all approve that we investigate the hiring of a bookkeeper/accountant by the start of our next fiscal year. (d) Marilyn moves, Quillan seconds, all approve that we schedule an extra board meeting this season, in June, to run 3 hours or until our agenda is completed, to continue implementation of the policies and procedures audit recommendations.
First-Timer discount proposal. Sarah suggests that to attract new attendees we could offer a first-timer special price to our biggest festival events. She suggests $25 for a weekend pass. Her committee MBOTMA Underground will administer this process by asking for phone and email of all discount applicants and keeping a list, with a policy review after one year.
Membership. Marilyn presents a report on her membership efforts over the last year and outlines plans, with emphasis on location, discounts, and training of committee volunteers.
Adjourn. Gary moves, Phil seconds, all approve adjournment of the meeting. Adjourned by President Albrecht at 9:27.