Meeting held 9/1/15 at Davanni’s in Golden Valley
Present: President Peter Albrecht, Vice President Jana Metge, Treasurer Sandi Pidel, Secretary Mary DuShane; Ken Bloch, Sarah Cagley, Gary Germond, Alan Jesperson, Greg Landkamer, Phil Nusbaum. Executive Director Jed Malischke, Administrative Assistant Bea Flaming; Members of Endowment Fund Committee Bill Bushnell and Ross Nelson.
Call to order 7:04 by President Peter Albrecht with call for additional agenda items. One item: Jana moves, Mary seconds that we authorize Jed and Bea to receive our award at IBMA for our nomination for Event of the Year - if we win the award.
Minutes from July meeting. Sandi moves, Jana seconds, all approve we accept the minutes as submitted.
Preliminary Festival Results Report. Revenue was a little less than budgeted this year, but expenses were less also. The staff worked at saving. Ann saved some on promo. Net result: a small profit. A few more details on expenditures may yet come in. Discussion on promo. Sarah proposes enlisting volunteers who know how to use social media. Mary moves, Sandi seconds, all approve that we accept the report.
Threatened lawsuit from “Homegrown” music festival in Duluth regarding use of the name. Peter reports he wrote to their lawyers twice in May, offering to meet, and has had no response.
Endowment Fund. Bill Bushnell asks that we dedicate any funds raised by the GiveMN program this year to our endowment fund. Phil moves, Mary seconds we do this.
Discussion. Motion fails to pass. We agree that we intend to find a way to support the endowment fund in 2016. Sandi moves, Phil seconds, all approve that we participate in the GiveMN program this year. Sandi and Jana volunteer to work on the wording of our plea to the program.
Finance Committee. Committee Chair Sarah recommends we immediately implement Phase I of the planned financial restructuring, namely to implement Quick Books Online. She estimates $3,000 to hire Barry Rogers’s firm to set up the program, run a parallel accounting system for our completed books for our 2015 fiscal year, closing out our 2015 fiscal records as of September 30. Sandi moves, Jana seconds, all approve that we implement Phase I.
Gary moves, Jana seconds, all approve that we then implement Phase II, at an estimated $1200, to develop and document a work-flow plan; revise, establish and document internal controls for our organizational finances, with training for those who will be using the program; and develop improved internal controls for events.
Ken moves, Sandi seconds, all approve that we then implement Phase III, up to $750 per month, to have ongoing monthly accounting services, including governance and fiscal management and necessary annual reporting.
Magazine Editor. JoAnne Makela wishes to resign this position by the end of 2015. Jana moves, Ken seconds, all approve that we ask Doug Lohman, who has edited our magazine in the past and has expressed current interest, to serve as our Interim Editor while we conduct a proper search for JoAnne’s replacement. Jana moves, Ken seconds, all approve that we establish a search committee and ask Ann Iijima and Loretta Simonet, as magazine contributors, if they will co-chair this committee. Jana moves, Sandi seconds, all approve that we combine the January and February issues of the magazine, as we did last year, to save time and money.
Jed’s retirement. Jed announced to the executive committee a few days ago and now announces to the full board that he plans to retire from his position as Executive Director of MBOTMA as of December 31, 2015. This is momentous, as Jed has been capably running the organization for over 25 years. Much discussion. Ken moves, Gary seconds that we accept Jed’s resignation. Jana abstains. Motion passes. Mary moves, Jana seconds, all approve that we establish a committee to begin compiling, with Jed’s help, a detailed definition of the ED position and begin the search for a replacement. Ken agrees to chair this committee; Sarah volunteers to participate and will ask Quillan, who couldn’t be at the meeting tonight, if he would like to participate.
October 6th board meeting. Marilyn has been planning a workshop for volunteer development and recognition. She agrees to postpone this plan for the moment, so we can work on more pressing matters.
2016 Adjusted Budget. Jed hands out a chart of budget adjustment ideas for us to consider before the next meeting, to further balance our 2016 budget.
Insurance. Sarah would like us to have D&O Insurance, besides our general liability insurance. Discussion. She will ask the MN Council on Non-Profits and other resources about advisability and costs of such insurance.
IBMA 2015. Jana moves, Ken seconds, all approve we give Jed and Bea a total of
$2500 for their costs to attend the upcoming IBMA 2015 conference in Raleigh NC.
Adjourn. Sandi moves, Greg seconds, all approve adjournment. Meeting adjourned by President Albrecht at 9:36.
Submitted by Mary DuShane, Board Secretary