Meeting held Tuesday 5/6/14 , at the Marriott West Board Room
Present: Board Members: President Gary Cobus, Vice President Jana Metge, Treasurer Peter Albrecht, Secretary Mary DuShane; Members at Large: Marilyn Bergum, Sarah Cagley, Alan Jesperson, Greg Landkamer, Phil Nusbaum, Sandi Pidel, David Smith; Staff: Jed Malischke, Executive Director; Bea Flaming, Administrative Assistant.
Meeting called to order 7:07 pm by President Cobus.
Additional Agenda Items: (1) David – El Rancho lease and Insurance issues; (2) Alan – new bluegrass venue at Carbone’s.
Minutes of April 2014 meeting presented. Sandi clarifies her remarks, not quite as reported, minor revisions needed. Peter moves, Sandi seconds, all approve that we accept these minutes as revised.
Report on Lonely Pines Concert Series. The program lost a little more money than budgeted. Weather? Conflicts in dates? Peter moves, David seconds, all approve we accept the report.
Report on Cabin Fever Festival.Good results, higher profit than budgeted. Greg moves, Peter seconds, all approve we accept the report.
Treasurer’s Report.Budget Report and Balance Sheet presented. We are seven months into the fiscal year. Jed sums up some points. (a) We are over budget in many categories, but this could be made up by good results at the summer and fall festivals. (b) Jed has hired Ann Iijima to do some promotional work for our festivals; this expense will come from the PR and/or festival budget. (c) The “fiscal agent” funds we had restricted for the Monroe Crossing grant are now used up and no longer a line item. (d) David objects to some lines in the report: Jed will alter the way some bills are entered; e.g., the El Rancho lease will be moved from “Accounts Payable” to “Prepaid Expenses.” Sandi moves, David seconds, all approve we accept the report as revised.
(a) Internal Audit Report and (b) Tax Filings. Jed presents the audit report and the completed 990 tax form for our review. David claims he has found several errors in the tax form and has recommendations for changes. (a) Marilyn moves, Peter seconds, all approve we accept the Internal Audit Report. (b) Marilyn moves, Peter seconds, that we file the 990 form as is and then have a CPA review, and if changes are needed, we file an amended form. David opposes. Motion passes.
Board Policies and Procedures. We have reviewed the three proposed policies prepared by former Board member Ken Bloch. (a) Re the Fiscal Agency policy: Peter moves, David seconds, all approve that we temporarily table decisions on this policy, as we have other more pressing issues at present. (b) Re the Fixed Assets and Record Retention policies: Jana moves, Sandi seconds, all approve that we table discussion of these proposals, to be reviewed in the fall. We thank Ken for his good work in drafting these policies.
Fall General Audit Proposal.Jana reports that she has contacted potential non-profit auditors plus the Attorney General’s office. To have an independent auditor meet with our Executive Director, review all questions that have arisen and help us form “agreed-upon procedures” will likely cost $2500 to $3000. Jana volunteers to organize this effort; we can all send our questions to Jana. Peter moves, Greg seconds, all approve that we proceed in this fashion with a general audit in the fall.
Board Elections: Nomination Committee and Election Judge. Gary reports that Martha Galep has again volunteered to head up our nomination committee and can help track down likely candidates during the summer. Gary will ask Ken Bloch if he will be our election judge again. Election date will be November 22, 2014. Peter moves, Sandi seconds, all approve these proposals.
Membership Committee.Marilyn presents a timeline for updating our membership issues. She plans to prepare surveys and gather information at the summer festivals. Thanks, Marilyn, for your enthusiasm and ongoing plans to boost new membership as well as membership retention.
MBOTMA Underground Proposal. Sarah presents an update. (a) Underground is planning an event for May 24, a square dance with the Wild Goose Chase Cloggers band performing and Rina Rossi calling, suggested donaton $10. (b) The former “youth” stage at the August festival will now be called the “MBOTMA Underground stage and will be open to all ages. (c) Sarah presents a proposal for a first-timer membership discount. Mary moves, Sandi seconds, all approve Sarah’s proposals. We will wait to implement the membership discount until fall, pending Marilyn’s other membership recommendations.
Annual Program Plan.In the fall we will review our Program Plan for 2015 and begin work on the Program Plan for 2016. Jed presents a report of his suggestions for revisions, mainly cutting some programs and some funding for other programs. Jana suggests we also work on developing ideas to raise more money. Discussion of various ideas, to be continued in the fall.
(1) (a) David is concerned that our written lease with El Rancho Manana, the venue for our summer festivals, expired in 2011. Jed reports that the management there has been undergoing some changes and that we currently are operating under a verbal agreement with them. (b) Jed provided David with our insurance information, as requested, and David has questions regarding several items. Jed and David will continue this discussion.
(2) Alan reports that Carbone’s is remodeling a building at 46th & Cedar in south Minneapolis, to be open as a full restaurant and bar in approximately three months. The owner is very interested in booking bluegrass music on the weekends, which is very good news. This will also be a likely venue for future MBOTMA fundraisers. Thanks, Alan!
Adjourn. Peter moves, Sandi seconds, all approve adjournment. Meeting adjourned by President Cobus at 9:46. Submitted by Mary DuShane, Board Secretary