Board Meeting Synopsis–10/2018

CALL TO ORDER 
Acting Chair Geoff Sargent called the meeting to order at 10:00 am on Sunday October 21 at the CBA Fall Campout, Lodi Grape Festival & Harvest Fairgrounds, 413 E. Lockeford St., Lodi, CA. 
 
ROLL CALL 
Board Members Present:  Bruce Campbell, Patrick Campbell, Brandon Godman, David Gooding, Mark Hogan, Chuck Hurd, Kara Kundert, Steve Ladonga, Larry Phegley, Geoffrey Sargent  
Board Members Absent:   Jessica Furui 
Officers, Coordinators and Members Present:  Marion Adeney, Darby Brandli, Ron Dale, Montie Elston, Mikki Feeney, Colleen Hogan, Deb Livermore, Rowen McCallister, Josh Micheals, Joanne Minasi, T.J. Minasi, Bob Palasek, Charlene Sims, Stuart Sims, Lucy Smith, Frank Solivan, Ruth Truesdell, Mark Varner, Lani Way 
 
APPROVAL OF ELECTION RESULTS AND BOARD CHAIR 
The election results were approved as announced at the Annual Membership Meeting on Sat. Oct. 20.
Geoff Sargent was reappointed as Board Chair. 
 
SETTING OF THE AGENDA 
The meeting agenda was approved with five changes. 
 
APPROVAL OF THE SEPTEMBER BOARD MEETING MINUTES 
The September 15, 2018 minutes were approved as written. 
 
PERSONS DESIRING TO ADDRESS THE BOARD ON UNAGENDIZED ITEMS 
Josh Micheals, Election Coordinator, presented the specific election results: The membership total at the time of the election was 2,537. This set the votes needed for a quorum at 254 and a total of 258 votes were submitted. Josh suggested that the Board consider creating a minimum requirement for write-in votes. 
 
Former Kids on Bluegrass Director Frank Solivan reiterated that he has retired from the position.  He recommended Helen Foley to take his place. It was confirmed that background checks are conducted on all volunteers who work with minors. 
 
Chairman Emeritus Carl Pagter thanked outgoing and incoming board members for their service.  
 
2018-2019 APPOINTMENTS AND BOARD CALENDAR 
The Board confirmed Officers, Area Activities Representatives, Year-Round Positions and Father’s Day Coordinators for the 2018-2019 term. 
The following positions are not yet filled: 
–Area Activities Representative – Delta Sierra 
–Area Activities Representative – San Bernadino/Riverside 
–IBMA Liaison 
–Mercantile Coordinator 
–FDF Gate Ticket Sales 
–FDF Stage Lighting 
–FDF Vern’s Stage Setup 
 
2018-2019 Board Meeting Dates and Locations:  
Sunday November 18, 2018 – 10am 2106 9th Avenue, Oakland, CA 
December date/time to be determined – conference call 
Saturday January 12, 2019 – 11am  The Great 48, Bakersfield 
Sunday February 10, 2019 – 10am Creek Monkey Tap House, Martinez 
Sunday March 10, 2019 – 11am Lagunitas Brewery, Petaluma 
Saturday April 13, 2019 – 10am  Spring Campout, Lodi Fairgrounds 
Saturday May 18, 2019 – 10am Grass Valley OR Vacaville 
June  No meeting 
Sunday July 14, 2019 – 10am 2106 9th Avenue, Oakland, CA 
August date/time to be determined –  Old Time Campout or GOFY 
Sunday September 15, 2019 – 10am 2106 9th Avenue, Oakland, CA 
Sunday October 20, 2019 – 10am Fall Campout, Lodi Fairgrounds 
 
OLD BUSINESS 
Welcome Table at Great 48: 
A suggestion was approved to staff a welcome table at the Great 48 to introduce Area VPs, Board members and Officers. 
 
Outstanding FDF Retrospective Reports: 
The FDF Retrospective is considered complete for 2018. The board will continue to follow-up on the list of identified actions. 
 
FDF Ticket Price Increase for 2019: 
The Board approved a small increase in ticket prices for FDF 2019.  
 
IBMA Report: 
Outgoing IBMA Liaison Lucy Smith gave a verbal report on IBMA. There were several issues with the showcase suite. The Board will pursue the idea of moving the showcase to a meeting room downstairs.  Lucy made a recommendation for her replacement; however, the Board was not prepared to decide until they know more about the future of the showcase. 
 
Raffle Results: 
Outgoing Raffle Coordinator Charlene Sims presented the instrument raffle financial results, which were outstanding this year due in part to the high quality of the instruments. The Board thanked Charlene for her many years of service coordinating the raffle.  
 
NEW BUSINESS 
2018-2019 Budget: 
This item held to the November meeting when the Treasurer is present. 
 
Great 48: 
On behalf of South San Joaquin Area VP Jack Pierce, Geoff Sargent reported that two California bands have been hired for the Friday night concert, the Bow Ties and High Country. Jack is working on several sponsors. The Marriot Hotel is already 80% full.  
 
Tracking Significant Board Policy Decisions: 
It was agreed that the Board needs an Operations manual to keep policies and procedures in one place. This manual will also help with new board member orientation. Secretary Colleen Hogan volunteered to start creating the manual structure. 
 
Conflict of Interest Policy: 
New and returning Board Members were asked to review and sign the Conflict of Interest policy, which is done on an annual basis.

REPORTS 
Executive Committee Report: 
The Executive Committee took no action between meetings. 
 
Membership Report: 
Membership Coordinator Larry Phegley reported 2,537 members as of October 16.  
 
Treasurer’s Report: 
Treasurer Valerie Cornejo was not present at the meeting. She sent financial reports by email for the board to review. 
 
Music Camp Report: 
The final report has not yet been submitted for Music Camp 2018.  Geoff Sargent will check with Maggie Sokolik, Music Camp Liaison.  
 
Youth Program Report: 
–Darby Brandli announced that fundraising for the Youth Program was kicked off at the campout.  
–Three CBA kids were sent to IBMA.  
–There were three youth bands: The Blue Js, Crying Uncle, North Country Blue. Molly Tuttle, Blue Summit and Angelica Grim also performed at IBMA. 
–The mentorship program has begun. 
 
Committee Reports: 
5-year Committee – The branding guide is 95% complete. There are still plans to launch the new logo at the Great 48.  The expense to produce new banners was approved. 
Shade for Vern’s Stage – This item moved from a committee report to the FDF Retrospective Action List. 
Breakdown Committee – No report. 
Tech Committee – No report. 
 
Area Activities VP Reports: 
Bruce Campbell (Contra Costa) – Bruce reported Jim Evans, who has served for many years as FDF Shuttle Coordinator, reached out to him with an offer to help coordinate jams in his area.  
 
Mark Hogan (North Bay) –Mark is focused on confirming the lineup for the Sonoma County Bluegrass & Folk Festival on March 9, 2019 and making arrangements for the State Fiddle Championship to be held at the CBA’s Spring Campout in 2019. 
 
Lucy Smith (Butte/Tehama) – The Kathy Kallick Band was in her area at the end of September. The Banjo Extravaganza is coming up in November. Lucy plans to start focusing on local jams once the last concert is complete.  
 
Larry Phegley (South Bay/Monterey Bay) – Laurie Lewis and the Right Hands will be at the Otter Opry on November 17. 
 
President’s Report: 
President Darby Brandli had nothing additional to report. 
 
Chair’s Report: 
Chair Geoff Sargent had no additional items. 
 
CONFIRM TIME AND PLACE FOR THE NEXT BOARD MEETING 
The next meeting is 10:00 AM on Sunday November 18, 2017 at 2106 9th Avenue, Oakland, CA. 
 
ADJOURNMENT 
The meeting adjourned at 1:00 pm.