Board Meeting Minutes Synopsis 2019-02

Chair Geoff Sargent called the meeting to order at 10:05 am on Sunday February 10, 2019 at The Creek Monkey Tap House at 611 Escobar St., Martinez, CA 94553.   
Board Members Present:  Bruce Campbell, Patrick Campbell, Mark Hogan, Chuck Hurd, Kara Kundert, Steve Ladonga, Larry Phegley and Geoffrey Sargent 
Board Members Absent:  Brandon Godman, Dave Gooding 
Officers, Coordinators and Members Present:  Darby Brandli, Colleen Hogan, Eric Rodgers and Lucy Smith. Valerie Cornejo and Lisa Burns participated in the first part of the meeting by phone.  
The agenda was approved with 8 changes. 
The minutes of the January 12, 2019 meeting were approved as written. 
Eric Rodgers introduced himself. He recently relocated from Anchorage, Alaska where he was on the Board of Directors of the Anchorage Folk Festival and involved with putting on the festival for many years. 
Father’s Day Festival retrospective/prospective: 
–A meeting took place at the Nevada County Fairgrounds with fairgrounds officials, CBA representatives and principals from Strawberry Music Festival. We are solidifying the relationship and sharing information about resources and festival infrastructure.  
–The full hookup lottery has been conducted and all 39 of the spots are filled, with 10 on the waiting list. A postcard was sent notifying people of their number in line (not their space assignment.) 
Board Policies and Procedures Manual: 
No new policies have been submitted for the manual.  
Update on California Showcase Procedures: 
The Board confirmed the following updates:  
–In terms of the timeline, the review committee will meet in September and present recommendations (in Closed Session) at the October Board meeting.  
–The new Coordinator will be appointed no later than the February meeting, not in October when they are in the middle of the process. 
–To cast the widest possible net, the band submissions will not be limited to MP3 format. Bands may submit a CD or DVD, but the Coordinator will convert all submissions to MP3 to keep the blind listening consistent.  
–Bands should include a bio with their application.  
–The Coordinator accepts and organizes the band submissions but does not vote; therefore, it is not a conflict of interest for the Coordinator to submit for his/her own band. 
Budget update and issues: 
The Board approved minor budget revisions submitted by the Treasurer.  
Music Camp Registrations: 
97 people signed up for music camp within the first 24 hours of registration opening on 2/7/19. Two classes filled up immediately.  
New Sponsors for Father’s Day Festival: 
Two new sponsors proactively contacted the CBA: Ear Trumpet labs and NYX Camping. NYX Camping provides camping gear for rent onsite at the festival. People can reserve ahead or rent their equipment on the spot. There will be more information about this in the Breakdown and on the CBA website. 
IBMA Presence at IBMA: 
The Board has not yet decided the future of the CBA Suite at IBMA. There has been discussion of renting a room downstairs to showcase bands rather than the suite, perhaps sharing it with an affiliated organization. The money saved by cutting back the suite and sending 10 people to run it could help pay for a better showcase space. It was suggested that the CBA may be able to do both, running a showcase downstairs while also keeping a limited hospitality suite for jamming. This item was tabled until more information is gathered on costs and options. 
Father’s Day Festival 2019 Publicity: 
It was agreed that we can do more to promote the festival and was suggested that we donate two FDF tickets to the upcoming KQED Fundraiser. 
Date for August Board Meeting: 
The date and location have not been confirmed but it is hoped that the meeting can be held during the Old Time Campout at Lake Sonoma in August.  
Funding of CBA representative to Wintergrass 2019: 
The Board approved a small budget to offset the cost of hosting a jam suite at Wintergrass.  
Bluegrass Fire Relief: 
At the January meeting, the Board agreed that any funds raised in excess of the $50K GoFundMe goal will be donated to Paradise Unified School District. The excess is estimated to be $5-$6K. The next step is to merge the lists of families affected and assess the needs for disbursement of the GoFundMe funds. 
Event Policy Revision: 
This item postponed to the next meeting. 
Potential Cut of FDF Services due to lack of Volunteers: 
This item was delegated to the Father’s Day Festival Director and the Volunteer Coordinator to come back to the Board with a recommendation. 
Bluegrass Pride Exit and Future Relationship with CBA: 
The Board agreed to release the CBA-held Bluegrass Pride funds to the newly-formed, independent Bluegrass Pride organization. 
FDF Photographer Selection: 
It was agreed that it is not necessary to add a 5th photographer for the Father’s Day Festival. 
Donation to Grange: 
The Board approved a donation to the Morgan Hill Grange to help support the CBA’s presence at the Night at the Grange Concert.   
Shingle Springs Concert Budget: 
The Shingle Springs Sideline concert was approved. 
Executive Committee Report: 
The Executive Committee took no actions between meetings.  
Membership Report: 
Amy Warren has agreed to run the membership booth at Grass Valley and help the Membership Coordinator with his monthly duties. 
Treasurer’s Report: 
Financial reports and accompanying notes were sent to the Board before the meeting. 
Youth Program Report: 
The Berkeley Old Time Music Convention has invited the CBA to host a youth jam. Three jam leaders from Pacifica have agreed to run it. CBA Youth will also participate in the Berkeley Bluegrass Festival in May. 
Area Activities VP Reports: 
Bruce Campbell (Contra Costa County) – Bruce reported that the jam at Boneheads BBQ in Lafayette was cancelled on Superbowl Sunday but will normally happen the first Sunday of every month. “Bluegrass Jelly” at Armando’s in Martinez is going well. 
Mark Hogan (North Bay) – Mark continues to prep for the Sonoma County Bluegrass & Folk Festival on March 9th and prepare for the CSOTFA State Fiddle Championship to be held during the CBA’s spring campout in April.  
Larry Phegley (South Bay/Monterey Bay) – Larry is getting ready for the Sideline concert on Feb. 23 (Night at the Grange) and the Jeff Scroggins & Colorado concert on March 29. 
President’s Report: 
Darby Brandli announced that this is her last year as CBA President. She will continue to participate in the Youth Program.  
Chairman’s Report: 
–Geoff Sargent reported that the CBA received their first grant from the IBMA Foundation. This is one of two grants co-written to help support a Japanese musician’s visit to the Father’s Day Festival.  
–Geoff continues to work on getting name badges produced with the new logo. 
–A request came in for free space for a nonprofit at the FDF. It was agreed that we need to have an equitable policy that applies to all nonprofits who make this request.  
Five Year Committee Report: 
No report 
Tech Committee Report: 
No report 
The next meeting will be Sunday, March 10, 2019 at 11AM at the Lagunitas Brewery in Petaluma, CA.   
The meeting adjourned at 2:35 PM.