Minutes - MBOTMA Board Meeting – January,2016
Meeting held 1/5/16 at Davanni’s in Golden Valley
Present: President Peter Albrecht, Vice President Jana Metge, Treasurer Greg Landkamer, Secretary Mary DuShane; Marilyn Bergum, Ken Bloch, Sarah Cagley, Ann Iijima, Alan Jesperson, Phil Nusbaum; Executive Director Jed Malischke, Administrative Assistant Bea Flaming; Interim Magazine Editor Doug Lohman. Absent: Quillan Roe.
Meeting called to order 7:00 by President Peter Albrecht.
Minutes from November Board Meeting and December Special Board Meeting. One error in November minutes: spelling of Greg Landkamer. Jana moves, Alan seconds, all approve we approve these minutes with this correction. Marilyn moves, Greg seconds motion to approve December minutes; Jana and Sarah abstain because they were absent; motion passes.
Harvest Jam Results Report. Jed explains the report, mailed to the board before the meeting. He notes that we have no contract with the Marriott West for the Harvest Jam next fall. This will be our first event in the 2017 fiscal year. Jana moves, Alan seconds, all approve we suggest that the new Executive Director make it a priority to make that contract. Ann questions the hotel’s dinner pricing, as we ordered chicken and they gave us beef. Jed will check with the hotel. Mary moves, Jana seconds, all approve acceptance of the report.
Treasurer’s Report. Greg defers to Jed, who explains certain lines on the end-of- fiscal-year Budget Report and Balance Sheet as of September 30, 2015. Jed notes that the amount under Accounts Payable reflects that he has paid $5,000 to El Rancho as downpayment on expenses for the August festival. Discussion on donations and how we might increase these. Jed reports that our first quarter of the 2016 fiscal year is complete, but we have had no report from the BR accounting firm about their transitioning our books to the new system. This is of concern to everyone. Jed reports he is up to date on the books for the quarter in the old system. Sarah, as head of the Finance Committee, will contact the accounting firm for an update.
Audit Committee will be Jed, Peter, Mary and Greg, appointed last month. Peter will arrange a date for the committee to meet and perform our internal audit of 2015, before the end of January.
JedFest. Planning for our fundraising event to be held January 23, this year honoring Jed’s long term leadership of MBOTMA, is well underway, Jana reports. She requests that board members bring raffle items and silent auction items. Discussion.
Youth Rep Seats. We now have two vacancies for Youth Representative seats on the board. Marilyn suggests we change this position to “Interns” and build a program to develop leadership in young people. Sarah says that when she was a Youth Rep, prior to being elected to the board this last November, being an actual voting member of the board was valuable to her and led to her running for the board and taking on committee responsibilities. Discussion. Are Youth Rep positions mandated or voluntary? Mary moves, Ken seconds, all approve that we table this issue till our next board meeting.
Mary will check the By-Laws.
Committee Chairs. Sarah states she will continue being chair of Underground. This leaves Community Concerts and the August Festival committees without chairs. Jed suggests we wait and see what the new Executive Director will want. Ann moves, Marilyn seconds, all approve we table this issue accordingly.
Annual Meeting. We need a date for our mandated annual meeting to which all MBOTMA members are invited. Phil moves, Jana seconds, all approve we hold this at the Winter Bluegrass Weekend again, at 11 am Saturday, March 12, in the hotel ballroom.
Phil moves, Marilyn seconds, all approve we hold the 2017 meeting at next fall’s Harvest Jam, at the invitation of the Harvest Jam Committee.
Annual Board Orientation Retreat. This is usually held in January. Last year we met at the Crown Plaza for a morning session and lunch, followed by an afternoon board meeting. Jana suggests we wait for the new Executive Director before committing to a date. Ann will do an online Doodle poll of the board to ascertain available dates for board members.
Executive Director Search. Ann reports on her reference checks on Arne Brogger, the candidate recommended by the ED Search Committee. All reports are very positive about his interpersonal skills and leadership qualities. Ken has prepared a motion, which reads: “I move that the MBOTMA Board of Directors offer a contract to Mr. Arne Brogger for the execution of the formerly distributed Statement of Work – Executive Director Contract, attached as Exhibit A thereto, for the term of one year, starting no later than 1 February 2016. The Board authorizes the Board President, Mr. Peter Albrecht, to sign said contract for MBOTMA in the name of the Board of Directors.
The Board also authorizes the Executive Director Search Committee to contact all of the candidates with the selection results and with the Board’s appreciation for their interest and efforts in applying for the contract. At the completion of the contract signing, and when all candidates have been notified, the Executive Director Search Committee shall disband.” Greg seconds this motion. It passes unanimously.
Adjourn. Alan moves, Greg seconds, all approve adjournment by Peter at 8:55 pm. Submitted by Mary DuShane, Board Secretary.