Held at Davanni’s, 3015 Harbor Lane North, Plymouth MN
Present: Staff: Executive Director Arne Brogger, Magazine Editor Doug Lohman.
Board Members: President Peter Albrecht, Treasurer Greg Landkamer, Secretary Mary DuShane, Board Members at Large Marilyn Bergum, Ken Bloch, Sarah Cagley, Theo Hougen-Eitzman, Ann Iijima, Alan Jesperson, Phil Nusbaum. Quillan Roe.
Called to order 7:07 pm by President Albrecht. He welcomes our new Youth Representative, Theo Hougen-Eitzman, to his first board meeting.
Approval of Minutes. Marilyn moves, Greg seconds, all approve the minutes from the 4-5-15 board meeting.
President’s Report. Peter has had some written responses to his letter in the May magazine, including suggestions that we work with college marketing students to develop a marketing analysis and new ideas for us, and that we give away bumper stickers for marketing, rather than selling them. Membership: Marilyn suggests we coordinate with the Milaca festival end of July and other smaller festivals. She also says that for Volunteer Development we need written job descriptions for all festival volunteers, so new volunteers know exactly how to proceed.
Executive Director: Peter reports there is some confusion in the membership, particularly in the festival committee, concerning the responsibilities of the Executive Director. When Jed Malischke was our ED for 20+ years, he was also the chair of the August festival committee, developing and handling myriad hands-on details for the festival. Upon his retirement this year, no one has yet stepped up to be the chair of the festival committee. Some committee members expect these tasks to be handled by our new Executive Director, who has been on the job only 90 days now. Ann speaks to this issue, saying, “As a board, we need to be of one mind in supporting Arne.” Arne says he senses the situation with the festival committee is a “shock reaction” but that he has had good help thus far from committee members. He reports on some issues he is currently working on, including negotiating with Martin Keller to do marketing for us, and recruiting new writers to beef up the magazine as a marketing tool. He also is examining our understanding with our festival site, El Rancho Manana, as needing revamping. Ken moves, Greg seconds, a motion to give Arne our full authority to negotiate with El Rancho for the 2016 festival. Sarah votes No. Motion passes. Arne asks the board to bring suggestions for a donor list of corporations or individuals who can help support us financially, something done by most non-profits but which we haven’t really developed. Ann, who has experience in fundraising, suggests we add planned giving to our fundraising efforts.
Treasurer’s Report. Greg hands out a revised copy of MBOTMA Accounting Policies and Procedures, along with a Balance Sheet and Profit & Loss Budget developed by Floyd Wellons of BKR Accounting, our new accountant. He reports that Floyd says our old accounting system is “a thousand piece puzzle” and is taking more time than he anticipated to analyze and translate to a more workable new system. The Finance Committee is planning to meet the last Friday of the month with Floyd.
IBMA. Last year we allocated money to send Jed and Bea to the IBMA in North Carolina in September. Alan moves, Greg seconds a motion to send Arne and Bea to the convention this year. Discussion. Motion fails.
CM Management Proposal. As discussed last meeting, Arne has inquired of Jed if he will continue to assist on a paid consulting basis with managing the MBOTMA database he devised over the years. We discuss the written proposal from Jed’s CM Management Company. Ann suggests we hire Jed as proposed, since the database is extremely complicated and operates on a program no longer supported by Microsoft, and Arne is struggling to make it work for him. Discussion. Ken, as a software engineer, volunteers to study the database and see if it can be transferred to a better working platform and broken into more accessible parts. We agree to table the CM Proposal meanwhile.
“Pollstar.com is a site offering press information and reporting on touring acts and agents. Arne thinks it would be potentially useful to us. Annual subscription is $399. Phil moves, Greg seconds a motion to authorize Arne to subscribe when he feels it is needed for MBOTMA. Sarah and Quillan vote No. Motion passes.
990 Tax Form. Barry Rogers of BKR Accounting has said he will prepare this for us, for $1600. Discussion: we are all interested in trying to cut our expenses this year. Doug volunteers to research what it takes to do a 990.
June Meeting. MBOTMA traditionally has not held board meetings during the summer months. We did last year because of pressing issues. Discussion. We agree to meet the first Tuesday in June this year.
Adjourned at 9:25 pm by President Albrecht.
Reported by Mary DuShane, MBOTMA Board Secretary