MBOTMA Annual Board Orientation Retreat 2-6-16
Held at the Crowne Plaza, Plymouth MN, 8:30 am to 3:30 pm
Present: Staff: Outgoing Executive Director Jed Malischke, Incoming Executive Director Arne Brogger, Bea Flaming, Administrative Assistant, and Doug Lohman, Interim Magazine Editor
Board Members: President Peter Albrecht, Vice President Jana Metge, Treasurer Greg Landkamer, Secretary Mary DuShane, Marilyn Bergum, Ken Bloch, Sarah Cagley, Phil Nusbaum. Absent: Ann Iijima, Alan Jesperson, Quillan Roe.
Committee Members: Bill Bushnell, Endowment Fund Chair; Rick Anderson, Winter Bluegrass Weekend Chair; Matt Thompson, Kickoff Chair; Festival committee members Dick Hopperstad, Gary Germond, Brett Day, Rudy Marty, Jasper McCroskey.
8:30 Coffee and social time with Arne Brogger, our new Executive Director. 9:00 Welcome from President Peter Albrecht, with special thanks to the various committee members for joining us today.
9:05 “What is a Non-Profit?” Jana leads discussion of our mission, articles of incorporation, by-laws. Handouts: Booklet from Minnesota Attorney General’s office “Fiduciary Duties of Directors of Charitable Organizations” and information on IRS and AG compliance and rules for filing, from the MN Council on Non-Profits.
9:20 Peter introduces Arne to everyone. New email: ExecDir@minnesotabluegrass.org; new phone 612-210-2356.
9:25 “What is MBOTMA?” Jed presents wall projections of pie charts of expenses and revenue, summary of assets/liabilities and equity, plus handouts of our Organizational Chart and Budget Adjustment Review, which he explains. He also speaks about our computer data – financial, documents, database; paper files – current and historic; and equipment – event equipment, promotion equipment, trailer with merchandise.
10:25 Finance and Accounting. Sarah, Finance Committee Chair, says the Finance Committee will be implementing policy changes suggested by the Review of Procedures conducted by Barry Rogers’ accounting firm. She introduces Floyd Wellons, of the BKR Accounting Firm, who will be handling our accounting needs for the 2016 fiscal year. Floyd says his firm does 95% not-for-profit accounting and that he has 25 years of experience in the field. He says Jed used to do everything for MBOTMA and now it will take two people: Arne to do the Executive Director tasks and him to do the accounting. He states that the Minnesota Attorney General’s office limits a budget allocation for nonprofit administration costs to not more than 30%; we are currently at 28.5%. Floyd will be working with our Finance Committee on several tasks: (1) Developing a work plan for our accounting procedures, with meetings every Tuesday at 2:00; (2) Re-shaping our chart of accounts and budget formats to conform to GAAP (Generally Accepted Accounting Principles). He hands out a summary report called “Adopted Budget” with categories that used to be horizontal in our budget reports now listed vertically for clarity. (3) Producing monthly financial statements for us, reporting to the Finance Committee, Treasurer or Executive Director. He asks that our requests to him be channeled through these people.
(4) He will set up online access channels for our new online accounting program.
11:10 Membership. Marilyn hands out event attendance decline graphs and asks that we all take yellow membership cards to hand out to people and place in music stores, reporting to Marilyn which stores we’re putting them in. There were 963 members when she started working on membership and now there are 983. We need to work at getting new members to combat decline.
11:30 Lunch break.
12:20 MBOTMA Programs. Jed leads discussion, working with the event chairs through three of our events by projecting on the wall the components of the events and then writing on large paper on an easel which components are taken care of (in blue) and which need work (in red). There are many details and tasks Jed used to handle that committee chairs and committee members and volunteers will now need to cover.
Winter Bluegrass Weekend. Represented by Rick Anderson, Chair, with Brett and Jana also present. This event has been running for 30 years and has a stable committee.
Components: Concert, dance, showcase, talent, extras (e.g., workshop leaders), promotion*, raffle, sponsors, tickets/gate, vendors, venue, volunteers, workshops, merchandise.
Kickoff. Represented by Matt Johnson, Chair. Components: Booths, camping, promotion*, equipment/rentals, uke gathering, talent, tickets/gate, food vendors, volunteers, workshops, merchandise.
August Festival. Committee members present: Dick, Greg, Rudy, Gary, Jana. There is no overall chair yet to replace Jed as chair. Dick proposes the components be divided into subgroups for chairing: venues, operations, setup/teardown, concert area, promo.
Components: vendors/booths, camping, venues, instructional camps, raffle, sponsors, tickets/gate, volunteers, promotion*, talent & extras, operations, equipment/rentals, programs, merchandise.
Doug volunteers to look at the promotional flyers, schedules and other printed needs for the festivals and see if he can produce them.
2:15 Website. Katryn Conlin, our webmaster, leads discussion. She designed our website in 2007, on a “content management system” platform, with some updating done approx. three years ago in conjunction with new magazine design. Her contract with us is for one hour per month, so her involvement is currently minimal. She says the system is old but easy to use. Drawbacks: not mobile friendly, has complicated ticket system. She recommends we continue with our current system for now, perhaps utilizing her more. We need to decide who will update what, and Katryn will be happy to train additional users. Currently only she and Jed and Bea have access. (Rina Rossi and Ann Iijima do our Facebook page, and Jasper tweets for us.)
2:45 Magazine. Doug Lohman, Interim Editor. Our magazine has a 42 year history. JoAnn did a great job of updating the magazine when she came on as editor about three years ago, making it much nicer visually. Doug calls it a good promo tool for the organization. He states he is open to suggestions, will be attending board meetings, urges quick action on permanent editor search for continuity. The current cost is $15 to $20 per year per member. Discussion. Suggestions include making issues more readily available to non- members, at our events plus perhaps coffeehouses. Jed suggests the various committees submit articles directly to Doug for publication.
3:20 Endowment Fund. Bill Bushnell has a brief presentation on the fund. He and his committee members are now investing the principal in stocks to try to increase interest income. Handout: info about the fund.
MBOTMA Board Meeting February 6, 2016
Held at the Crowne Plaza, Plymouth MN, at 3:30 p.m.
Following our full day Board Retreat and Orientation for the Minnesota Bluegrass and Old Time Music Association (MBOTMA) on February 6, 2016, President Peter Albrecht conducted a brief board meeting, preparatory to our next board meeting scheduled in March. Only one issue required a vote of the board:Jana Metge (Board Vice President) moved and Ken Bloch (At-Large Board Member) seconded that we authorize the check signers for our Wells Fargo bank accounts be changed from Gary Cobus (past Board President) and Peter Malischke (outgoing Executive Director) to: Peter Albrecht (current Board President) and Arne Brogger (incoming Executive Director).The motion passed unanimously.
Reported by Mary DuShane, MBOTMA Board Secretary