MBOTMA Board Meeting 6-7-16 - Minutes
Held at Lunds & Byerly’s, 5725 Duluth Street, Golden Valley
Staff: Executive Director Arne Brogger, Administrative Assistant Bea Flaming, Magazine Editor Doug Lohman.
Board Members: Peter Albrecht, Ken Bloch, Mary DuShane, Theo Hougen-Eitzman, Ann Iijima, Alan Jesperson, Greg Landkamer,Jana Metge, Greg Landkamer, Quillan Roe. Absent: Merilyn Bergum, Sarah Cagley, Phil Nusbaum.
Guests: MBOTMA members Brett Day, David Smith.
Called to order 6:59 pm by President Albrecht.
Approval of Minutes. Ken moves, Alan seconds, all approve the minutes from the 5-3-16 board meeting, with one minor wording change.
Status of CM Management Proposal. Ken has examined the extensive MBOTMA database Jed compiled and describes it as “well organized” and containing a “huge number of functions.” He says he needs to sit down with Peter and Arne and ascertain their specific needs regarding accessing portions of the database. Ann asks if we need Jed’s ongoing help to utilize the database. Arne: “Jed is obviously a valuable resource. I value his input.” Bea says she needs updating of the database on a regular basis in order to perform her operations. Jana suggests Bea, Arne, Jed and Ken get together to discuss, and also suggests we ask Jed if we could defer payments to him until October, hence paying from the 2017 budget. Discussion. Ann moves, Jana seconds, all approve that we send a counter offer to Jed that we accept his proposal for work to be done, on a quarterly basis, with the first payment to be October 15, 2016, from our 2017 budget.
Preliminary Report from Kickoff Festival. The festival was held June 2-5. Arne reports that he and the Kickoff committee are two weeks away from a full report. At present our expenses are $15,750. Jana says the budget listed a revenue of $30k, with expenses of $24k. She managed the front gate for the festival and hands out a detailed report of gate activity and revenue. She reports 525 weekend armbands were issued, of which 125 were comp. She says festival chair Matt Johnson felt the festival went well despite Friday’s rain. Arne predicts a final report at our next meeting.
Potential Alternate Sites for 2017 Summer Festivals. Brainstorming. Ann moves, Greg seconds, all approve we appoint a committee to investigate sites, including bringing the idea to Kickoff and August festival staff members for input, inviting them to join the committee.
Finance Committee Report. Greg, as board treasurer, reports that he will have online access to our finances in another week. He distributes several printed documents: Balance Sheet; Profit & Loss Budget vs. Actual for October 2015 through April 2016, including details of the WBW and Cabin Fever (Duluth) festivals and Merchandise; and a Profit & Loss statement by month for October through April. Discussion. Jana moves, Mary seconds, all approve we receive and accept these reports. Sarah has resigned as chair of the finance committee. Jana volunteers to act as chair until the next finance committee meeting (last Friday of the month).
Planned Meeting with Brett Day. Brett has concerns about the duties of the Executive Director, saying that the Statement of Work distributed to applicants for the position included all the tasks that Jed did: management of the association and management of all events. Peter suggested a meeting with some board members and some longtime festival committee members to discuss this. June 30 looks like the likeliest date. We need to collect copies of contracts for all independent contractors and Brett’s list of necessary tasks for the August festival.
Old Business: Doug reports that he has looked into preparation of the annual non-profit 990 tax form. He says it is complicated and requires a tax accountant. Jana moves, Ann seconds, all approve that we contract our accounting firm, BWK Rogers, to do the 990 report and annual AG report for us, at a cost of $1600.
New Business: Next meeting will be Tuesday, July 5. Arne’s email address should be changed in the magazine and in our lists from “ExecDir” – which also goes to Jed – to firstname.lastname@example.org.
Adjourn. Theo moves, Ken seconds, all approve adjournment at 8:53.
Reported by Mary DuShane, MBOTMA Board Secretary