Meeting held Tuesday 10/7/14, at the Lunds store in Edina
Present: Board Members: Vice President Jana Metge, Treasurer, Peter Albrecht, Secretary Mary DuShane; Marilyn Bergum, Alan Jesperson, Gary Germond, Greg Landkamer, Phil Nusbaum, Catie Jo Pidel, Sandi Pidel, David Smith; Staff: Executive Director Jed Malischke, Administrative Assistant Bea Flaming; MBOTMA Member Ken Bloch
Meeting called to order 7:00 pm by Vice President Jana Metge, in the absence of President Gary Cobus. She welcomes us and lists one additional item to the agenda sent out earlier: approval of the organization Audit. David asks for another additional item: discussion of cash flow.
Minutes of September 2014 meeting presented. Gary moves, Catie Jo seconds, all approve that we accept these minutes.
Audit. Jana presents “letter of agreement” from Barry Rogers, CPA, regarding his agreement to conduct our organizational audit. Peter has located a donation of $4,000 to MBOTMA to finance this project. Peter moves, Sandi seconds, that we sign the letter of agreement and proceed with the audit up to $4,000. All approve.
Membership committee. Marilyn continues where we left off last month, passing out her documented recommendations: (1) “Member-get-a-member challenge” program to run from 11-1-14 to 2-28-15: Current members will enlist new members, with recognition and possible prize for the member enlisting the most paid new memberships. To be run by word of mouth, plus notice in the magazine and website. Jed suggests a prize of a pair of tickets to the Winter Bluegrass Weekend headliner concert with recognition from the stage. Catie Jo moves, Sandi seconds, all approve that we institute this program. (2) Greg moves, Catie Jo seconds, all approve that we begin a postage increase for first-class mailing of the magazine (if requested by members) from $12 to $18, as of 1-1-15. (3) Increase in membership prices, in each category, as proposed by Marilyn. Mary moves, Peter seconds, that we incorporate these increases, beginning 1-1-15.
Endowment Fund follow-up. Jed reports that, as approved in our last meeting, the Endowment Fund has been transferred to a new bank.
Budget Revisions for the 2015 Budget. (1) Jed reports on the committees’ work to raise revenues and decrease expenses, as mandated in our last meeting. Reporting in so far: Harvest Jam, Cabin Fever, Properties, Winter Bluegrass Weekend. Jed lines out their suggestions. Mary moves, Peter seconds that we accept the budget revisions suggested by these committees. Extensive discussion. David, Phil, and Gary vote No. Motion passes. We thank the committees for their responsiveness and work on the budget issues. (2) Mary moves, Greg seconds that we cut out our underwriting budget line until further notice. Discussion. Motion passes. (3) Peter moves, Sandi seconds, all approve that we cut funding for the State Fair contests until the committee has a plan to reduce expenses or increase revenue.
Fundraising. Mary moves, Peter seconds, all approve that we produce a fundraising event, to be chaired by Sandi and completed by the end of February. Sandi will bring a budget projection for this event next month. Peter moves, Marilyn seconds, all approve that we institute an annual fundraising campaign, to include GiveMN, direct mail and other methods. Mary moves, Greg seconds, all approve that staff initiate an “awareness campaign” of MBOTMA’s current need to raise funds, to include a letter from the President, direct mail, and notice in the magazine.
Election candidates. Thanks to Martha Galep for assembling a slate of candidates for open board positions for the November elections. Marilyn moves, Alan seconds, all approve that we accept this slate of candidates.
Committee chairs. Peter moves, Greg seconds that we approve the roster of committee chairs appointed by President Gary Cobus. Discussion. Two changes to the roster are proposed: Ken Bloch suggests we eliminate the Festival Properties Committee, of which he has been the chair, as its tasks are now completed; Jed should be added to the list as chair of the MBOTMA Festival. Motion passes.
Fiscal Agency Policy. We tabled the discussion on this issue in several past board meetings, finally pending its inclusion in the organizational audit. Meanwhile, Monroe Crossing has applied for a grant and has asked us to serve as their fiscal agent. Peter moves, Phil seconds that we authorize Jed to enter into the currently proposed fiscal agent agreement with Monroe Crossing. Extensive discussion. David, Gary and Alan vote No. Motion passes. Alan moves, Peter seconds, all approve that MBOTMA enter into no further fiscal agent agreements until we have an approved policy in place.
Cash Flow document handed out by David, with his predictions of a cash flow deficit to occur within a few months if current trends continue and we don’t amend our budgeting procedures. Extensive discussion.
Special Budget Meeting. Peter moves, Sandi seconds, all approve that we schedule a special board meeting on October 28, to discuss budget and cash flow issues, with program committee chairs to be invited. Sandi offers her house as a meeting location.
Adjournment. Gary moves, Catie Jo seconds, all approve that we adjourn the meeting. Adjourned by Vice President Jana Metge at 9:50 pm. Submitted by Mary DuShane, Board Secretary