Board Meeting Minutes Synopsis 2013-11

CALL TO ORDER Darby Brandli, CBA President, called the meeting to order at 10:00 AM at the Brandli home in Oakland. Darby turned the meeting over to Geoff Sargent, Assistant to the Chairman, to run in the Chairman’s absence. ROLL CALL Board Members Present: David Brace, Darby Brandli, Steve Goldfield, Dave Gooding, Mark Hogan, Jack Hyland, Jim Ingram, Geoffrey Sargent Board Members Absent: Tim Edes, Montie Elston, Angelica Grim Officers Present: Bruno Brandli, Colleen Hogan, Carl Pagtner Members Present: Josh Micheals SETTING OF THE AGENDA The Board approved the meeting agenda with four changes. APPROVAL OF BOARD MEETING MINUTES The Board approved the September and October Meeting Minutes as written. PERSONS DESIRING TO ADDRESS THE BOARD ON UNAGENDIZED ITEMS Carl Pagtner asked to discuss increasing the CBA’s support of the Bluegrass Museum in Owensboro and the Bluegrass Foundation in Nashville. Matt Dudman, who is involved with the Bluegrass Museum Board, has offered to attend a meeting in December or January to discuss this in more detail. OLD BUSINESS Open Positions-Year Round Jobs: • IBMA Liaison: Larry Kuhn will submit a job description for this position to the Board for the January meeting. This is the first step in finding his replacement. • Electrical / Transportation / Comm. Coord: Alex Cameron is interested in the Transportation & Communications Coordinator position. The Electrical position is still open. • Ice Booth / Ice Wagon – This position is open pending confirmation with the members who ran it last year. T-shirt Design Committee: The Board will consider two designs once artwork is final: 1) the bass headstock from the Bluegrass Breakdown ad and 2) animals playing bluegrass. Area Activities VP Job Description: There are two versions of the Area Activities VP position that need consolidation into a single job description. The Statewide Activities VPs, Vaughn and Glenda Lew, will put this information together and communicate to all Area Activities Vice Presidents. Meeting for Membership Development Plan: The meeting has not yet occurred due to difficulty scheduling. The suggestion was for several board members to vet the development plan in a face-to-face meeting or phone conference with the consultant then bring to the full board for discussion. Membership Contest: The CBA will hold a membership contest the first quarter of 2014 with two jackets given out: one to a new member and one to a renewing member. The drawing will occur from stage on March 8 at the Sonoma County Bluegrass & Folk Festival. Web Ticket Updates and Email Provider: Ticket purchasers will now receive two emails when they make an online purchase: one from PayPal and one from the e-commerce general email with the purchase itemized. Both forms now specify that online tickets will not be mailed to the purchaser. Purchaser’s name goes on a “will call” list at the gate. The money previously approved to secure a new email provider was not needed. In addition, the CBA can now create a whole list of gmail accounts at no charge, so officers and coordinators no longer need to use their personal email address. Anyone needing a CBA gmail address to cover their program or function should send the information to Josh Micheals at [email protected] Josh Micheals is nearing completion of a new page in the CBA Admin web site that will allow us to archive CBA electronic documents (contracts, minutes, agenda, etc) and access the information more easily. Youth Academy: Registration begins January 1, 2014. Fund raising will begin in December with a gift certificate that people can purchase as a holiday gift. NEW BUSINESS Great 48 Updates: The four Showcase Showdown bands are set. Members are already starting to book their rooms. Modesto Concert: David Brace is working on a one-night concert at the Tuolumne River Lodge in Modesto on 2/8/14 featuring Nu Blu. The Board approved payment of the refundable deposit to secure the lodge. The 2/8/14 Board Meeting was moved to 2:00 PM at the Tuolumne River Lodge so members can attend both the meeting and the concert. IBMA Financial Report: The event ended in a surplus of funds, already returned to the CBA general treasury. Reasons: 1) overhead expenses were less in Raleigh 2) the event was one day shorter 3) the CBA Instrument Raffle generated record proceeds over prior years. REPORTS Executive Committee Report: The Executive Committee reported no action or discussions between meetings. Membership Report: The numbers have dropped down again, which is part of the reason for the membership contest and need for sustained focus on retaining and increasing members. Members receive a reminder email when their membership is expiring. Membership fees may be tax deductible. Treasurer’s Report: The Treasurer was not present at the meeting and no report submitted. Music Camp Report: The 2013 Music Camp was a financial success, although it was not 100% full. There has been a request to move some of the classrooms closer in. Two or three new locations in the tent-camping and RV-camping areas are under consideration. Area Activities VP Reports: • Bruno Brandli, East Bay: Bruno reported that they are working on getting new venues in the East Bay area, especially after the loss of the 5th String, McGrath’s and Frog & Fiddle. • Mark Hogan, North Bay: Mark announced the final lineup for the 2014 Sonoma County Bluegrass & Folk Festival (3/8/14). He is also working on finalizing the schedule and lineup for the Cloverdale Fiddle Festival (4/5/14.) The CBA may consider sponsoring a youth division for the CFF contest. President’s Report: Darby Brandli did not have anything additional to report other than stressing again the importance of bolstering membership. Chairman’s Report: The Chairman was not present at the meeting. CONFIRM TIME AND PLACE FOR THE NOVEMBER BOARD MEETING Next meeting is 10:00 AM Saturday December 14, 2013 at the Brace River House, 2608 Paradise Rd., Modesto, CA, 95358 ADJOURNMENT Meeting adjourned at 1:30 pm.