Hiawatha Board of Directors Minutes
Links to recent regular board minutes appear, from newest to oldest, below the following link to the minutes from our 2011 Annual Members Meeting. The Annual Meeting was held November 4, at UpFront and Company in Marquette.
2011 Annual Members Meeting
Please click here for minutes of our 2011 Annual Members Meeting.
January 2012
Please click here for January 2012 minutes. Our board minutes for November and December 2011 are not available at this time but will be posted as soon as possible.
October 5, 2011
Please click here for October 2011 minutes.
September 7, 2011
Please click here for September 2011 minutes.
August 3, 2011
Please click here for August 2011 minutes.
July 6, 2011
Please click here for July 2011 minutes.
June 1, 2011
Please click here for June 2011 minutes.
May 4, 2011
Please click here for May 2011 minutes.
April 6, 2011
Please click here for April 2011 minutes.
March 9, 2011
Present: Board members Sue Bertram, Phil Watts, Heidi Stevenson, Jesse Luttenton, Chuck Howe, Steve Nelson. Maggie Morgan, Staff.
Absent: Ron Larson, J. Pearl Taylor, Karen Bacula, Mike Fitzpatrick
Highlights: Motions passed to
Accept the minutes of the 2 February 2011 Board meeting.
Accept the Treasurer's report, subject to audit.
Replace Festival volunteer overnight security with paid security staff
A motion was passed to accept the minutes from 2 February 2011.
Treasurer's Report
Phil summarized the current HMC finances of the checking, savings and investment accounts.
First figure below, February 3, 2011; second figure March 9. 2011.
Wells Fargo Checking: $29,136.92, $28,576.21
Fidelity Investments (Bell Financial): $57,062.07, $57,619.23
Fidelity Money Market: (included above/approx $2,000)
Total: $86,198.99, $86,195.44
Phil noted he will be meeting with Dennis Bell of Bell Financial in March regarding investments per the Board request, and will have options for consideration prior to the April Board meeting. The Credit Union account has been closed. A motion made by Steve Nelson to accept the Treasurer's Report, seconded by Heidi Stevenson; and was passed Board, subject to audit.
**Director's Report (Maggie)
Festival Meeting: next Festival Committee Meeting Potluck scheduled for Tuesday, March 22, at Bertrams' house at 6 p.m. Discussion items were as follows:
Copier: Maggie requested approval of the Board for a three-month rental of a copier prior to the Festival, due to the time limitation of using the facility copier on the second floor not always being convenient during the months prior to the Festival. Motion made by Jesse Luttenton, seconded by Steve Nelson. All in favor.
Thursday Night Lottery: Maggie reported that all is well with the Thursday night campsite lottery with the City of Marquette. HMC will again open the letters, assign sites, and send the site list and checks to the City. This represents no change from previous years for the 2011 Thursday Night Lottery.
Festival Overnight Security: The Board discussed replacing overnight Security Volunteers with paid security. It was noted that this would add $1,000 to the Security budget line item, assuming enough people can be hired to meet our needs. It was also noted that it is anticipated that four hires would most likely meet our needs, and; allow HMC to save money and/or at least break even on the expense. HMC has always had CJ Security Volunteers for overnight security (8 hours) for both Saturday and Sunday night. It was the agreement of the Board to continue; noting that while we may pay more/save less, the more professional our overnight security the less likely MQT City Police may be required on site. The Board was in agreement that we would like to maintain our policy of not having a police presence. Motion made by Steve Nelson, seconded by Heidi Stevenson with all in favor.
2011 Festival Site Construction: The Board discussed possible issues anticipated by the upcoming dam construction at the 2011 Festival site at length. Issues included possible number of campsites lost and the possible need for additional security. The Board was in agreement that additional security is not be our issue nor at our expense; rather the City's issue as HMC is renting the site. The question of possible compensation on expenses depending on the number of camp sites potentially lost was also discussed. The Board was in agreement that a letter regarding our concerns should be sent to the Board of Light and Power, with a copy to the City of Marquette (Karl) discussing our concerns and request documentation in writing that the issue of security, as well as liability regarding the construction site should is not HMC's responsibility.
Festival T-shirts/Rising Costs: Maggie reported that to date Julie Lindquist has received only one bid from the four local vendors for the 2011 Festival T-shirts. The Board discussed the rising costs related to the Festival t-shirts, and the need to move forward on the decision. No action was taken.
Festival Budget: No additional discussion/action was made on the 2011 Festival Budget. The Board approved preliminary Festival Budget from February stands, as an updated version of the Festival Budget was not yet confirmed.
Miscellaneous Items: It was noted that expanded Office Hours for the HMC office begin June 6, 2011. The HMC Newsletter regarding the 2011 Festival will be in the mail no later than April 8, 2011. Information regarding the increase in the Parking Ticket price is included in the newsletter. Maggie leaves April 4, and all arrangements to cover the office responsibilities have been scheduled. Maggie also reminded the Board that the 2011 Festival ticket sales will begin one week later this year than normal.
The next HMC Board meeting will take place in The Commons, April 6, at 5 p.m.
Respectfully Submitted: Jessie Luttenton, HMC Board Secretary
February 2, 2011
Present: Board members Sue Bertram, Karen Bacula, Phil Watts, Heidi Stevenson, Jesse Luttenton, Chuck Howe, Ron Larson, J. Pearl Taylor, Steve Nelson. Maggie Morgan, Staff.
Absent: Mike Fitzpatrick.
Highlights: Motions passed to:
Accept the minutes of the January 5, 2011 Board meeting.
Accept the Treasurer's report, subject to audit.
Raise the Festival Parking pass fee from $40 to $50.
A motion was passed to accept the minutes from January 2011.
TREASURER'S REPORT: (Phil)
First figure, January 5, 2011; second figure, February 3, 2011
Wells Fargo Checking: $30,410.91, $29,136.92
MCFCU Share Acct.: $19.78, 0
Fidelity Investments (Bell Financial): $55,599.12, $57,062.07
Fidelity Money Market (included above at about $2,000)
Total: $86,023.81, $86,198.99
Phil noted he will be checking into possible investments per the Board request, as well as indicating the Credit Union account had not yet been closed and the need to update check signer signatures. A motion was passed to accept the Treasurer's Report, subject to audit.
SET-ASIDE FUND
HMC's requested meeting with the City of Marquette regarding the Set Aside funds and the Arabesque Tent is set for 3:30 p.m., Monday, February 7. Keith Swanson, Maggie Morgan and Sue Bertram will attend. The Board discussed a variety of aspects on the upcoming meeting. The Board discussion also included aspects of reporting to the HMC membership regarding the status and the expenditure of the set aside funds, as well as an outside interest on the issue expressed from the Doug Garrison Show.
DIRECTOR'S REPORT (Maggie)
Festival Meeting: Next Festival Committee Meeting/Potluck is scheduled for Tuesday, March 22, at Bertrams' house. Time is set for 6 p.m.
Festival Budget: The Festival Budget had not yet been updated for today's meeting, but after discussion on Festival prices, the Board passed a motion to raise the parking pass fee to $50, while leaving all other Festival related ticket prices the same. The Board also approved the preliminary Festival Budget as presented, with an expectation of an updated version of the Festival Budget to be presented next month.
The Board also discussed delaying ticket sales for the Festival by one week this year to accommodate a schedule conflict. There was no objection to this delay.
Thursday Night: The Board discussed the Thursday night lottery, agreeing to allow it to remain the same as previous years except that Hiawatha would be conducting the drawing this year. Considering that this is Hiawatha's last year of our current site contract with the City, all were in agreement of this decision. Some additional discussion and comments were made about the upcoming changes next year to Thursday night. The Board also discussed the number of campsites and the possibility of further reduction of the overall total again for the upcoming year.
Security: The Board discussed at length the use of Criminal Justice Program for Festival security and the number and compensation of overnight hires. Discussion included pros and cons as well as successes and challenges experienced in previous years. The discussion on the topic is ongoing.
Festival Logo: The HMC Board held a brief discussion of the need for an update on the wording of the logo contest submissions. In particular, the way submissions are received (hard vs. electronic), and the number of submissions per applicant. After the Board concluded the business portion of the Board meeting, HMC Board members selected the winner from 37 Festival logo submissions. Maggie will notify the winner, which is HMC's first International winning submission.
The next HMC Board meeting will take place in The Commons, March 2, at 5 p.m.
Respectfully Submitted: Jesse Luttenton, HMC Board Secretary
January 5, 2011
Present: Karen Bacula, Phil Watts, Heidi Stevenson, Jesse Luttenton, Chuck Howe, Ron Larson, Sue Bertram, Steve Nelson. Maggie Morgan, staff
Absent: J. Pearl Taylor, Mike Fitzpatrick.
Highlights: Motions passed to: accept December minutes; accept the treasurer's report, subject to audit; begin further written communication between Keith Swanson and the city attorney regarding the use of the set aside fund to purchase the Arabesque tent, as well as set up a meeting between Hiawatha board members and the city manager upon Keith's recommendation; elect new board officers.
January Festival Meeting date, time, and location set; monthly bills on organizational credit card.
A motion was passed to accept the minutes of the December 2010 board meeting.
TREASURER'S REPORT (Phil)
First figure from December 1, 2010; second figure from January 5, 2011
Wells Fargo Checking: $34,449.47, $30,410.91
MCFU Share Acct.: $13.78, $0.00
Fidelity Investments (Bell Financial): $51,976.03, $55,599.12
Fidelity Money Market (included above; around $2,000)
**Total: $86,439.28, $86,010.03
A motion was passed to accept the Treasurer's Report, subject to audit.
DIRECTOR'S REPORT (Maggie)
FESTIVAL
January Festival Meeting: The first Festival Meeting of the year is set for Tuesday, January 18, at the Bertram residence, 2233 Evergreen Street in Trowbridge Park. A potluck begins at 5:30 p.m., with business commencing sometime around 6 p.m. Board members, Area Coordinators, and Monitors: please bring a dish to pass, a place setting, and something to drink.
Logo Contest: February 1, is the deadline for submitting logos for this year's contest. Selecting the winner will be on the agenda for the February 2 meeting.
Arabesque Tent: The Hiawatha office received a letter from the Marquette assistant city manager indicating that the set aside fund has already been used to purchase the Arabesque Tent. The letter refers to an agreement between parties. The board passed a motion to begin written communication between our attorney and the city's attorney in which:
We request a written copy of the agreement referred to in the city's last correspondence.
We request the specific amount of the set aside fund that was withdrawn for the tent purchase and the date it was withdrawn.
In addition, board members would like to schedule a meeting with the city manager to discuss this, upon our attorney's recommendation.
MISCELLANEOUS
Monthly Bills on the Organization Credit Card: The board decided that it is appropriate to pay some of the regular monthly office bills with the new organizational credit card. This will be convenient for times that Maggie has to be away from the office.
Election of Board Officers: The 2011 Hiawatha Board Officers are as follows:
President: Sue Bertram
Vice President: Chuck Howe
Treasurer: Phil Watts
Secretary: Jesse Luttenton
The meeting adjourned at 6:25 p.m.
The next board meeting will take place in The Commons, February 2, at 5 p.m. Submitted: Heidi Stevenson, board secretary
NOTE: These are Heidi's last minutes after a long and excellent tenure as Board Secretary. Thanks, Heidi!
December 1, 2010
Present: J. Pearl Taylor, Phil Watts, Heidi Stevenson, Jesse Luttenton, Chuck Howe, Ron Larson, Sue Bertram, Steve Nelson, Karen Bacula. Maggie Morgan, staff
Absent: Jim Jajich, Ron Larson, Bill Hart, Mike Fitzpatrick
Highlights: accept November minutes; accept 2010 Annual Meeting minutes; accept the treasurer's report, subject to audit; pay our ABO tent deposit by December 15
Discussions: Spirit of Hiawatha DVD sales, treasurer review of monthly organizational credit card statement, "premium" membership perks and financial planning, Beaumier Heritage Center pre-festival workshop.
A motion was passed to accept the minutes of the November 2010 board meeting.
TREASURER'S REPORT (Phil)
First figure from November 3, 2010; second figure from December 1, 2010
Wells Fargo Checking: $35,908.84, $34,449.47
Mqt. Comm. Fed. Union Share Acct.: $13.78, $13.78
Fidelity Investments (Bell Financial): $52,507.70, $51,976.03
Fidelity Money Market (included above, around $2,000.00)
Total: $88,430.32, $86,439.28
A motion was passed to accept the Treasurer's Report, subject to audit.
DIRECTOR'S RPORT (Maggie)
Festival Results: We are still awaiting one $400 budget item; otherwise, the results are complete.
Tent Deposit: The board passed a motion to take Maggie's recommendation and pay our tent deposit with ABO by December 15 for a 5% discount, but enter it in the checkbook on January 1, for bookkeeping purposes.
Spirit of Hiawatha DVD Sales: The talent releases for the Spirit of Hiawatha DVD have all been signed. Superior Productions will produce the DVD shortly. The board decided that it made sense to let Brian Cabell sell them on his website. A promo will run on the TV-6 website, and likely on air. In addition, the board decided that to add a link to Brian's order page for the DVD to our website, to send an announcement out to our e-mail distribution list, and to handle the DVD like performer merchandise at the festival.
Coordinator Positions: The board discussed the importance of meeting deadlines in these positions and ways to ensure all of our current coordinators are doing so.
Arabesque Tent Presentation: Board members Sue Bertram and Jesse Luttenton volunteered to attend the city's December 8 presentation on the Arabesque Tent along with Maggie.
Miscellaneous
Organization Credit Card: We received our Capital One Small Business No Hassle Cash Card. Phil will take on the additional duty of reviewing each month's statement, as treasurer.
Annual Meeting: Maggie reported that the attendee count at the business meeting was 38, and there were 30 paid admissions to the dance. We made $500 in new and renewed memberships, and the merchandise table made $54 in its inaugural year. The board discussed the positives of the meeting: not only that it was well attended, but that there was a lot of enthusiasm and energy present.
Thursday Night: A discussion of ways to build on that enthusiasm and energy led to a review of the pros and cons of offering Thursday night festival spots to those who purchase memberships at a certain monetary level , either as a guaranteed perk or as a part of a raffle held for those members.
Financial Planning: This led to a discussion of our financial situation and what kind of financial planning would be most appropriate for the co-op. Many ideas were reviewed and introduced; it was ultimately decided that this needed to be its own agenda item at a future meeting.
OTHER BUSINESS
Beaumier Heritage Center Pre-Festival Workshops: Phil presented Dan Levenson, an old-time fiddle and banjo player, as a possible performer and workshop facilitator for a series of events running the two days before the festival and co-sponsored by Hiawatha and the Beaumier Heritage Center. The board felt that the workshop idea in particular would be beneficial in drumming up festival interest, giving vacationers coming early for the festival some early extra events to attend, and also in validating us within the community in a new way. Phil was advised to place an inquiry with Dan on whether or not his availability for pre-festival workshops and performances would be contingent upon him getting booked for the festival.
Dorm Festival Lodging: Working with Beaumier would mean that dorm rooms would be available as lodging for those enrolled in the workshop. Steve volunteered to ask Carl Holm whether or not Hiawatha might be able to book those rooms as lodging for festival goers, too.
The meeting adjourned at 6:08 p.m. The next board meeting will take place in The Commons, January 5, at 5 p.m.
Submitted: Heidi Stevenson, board secretary
November 3, 2010
Present: Phil Watts, Heidi Stevenson, Jim Jajich, Jesse Luttenton, Chuck Howe, Ron Larson, Bill Hart, Karen Bacula. Maggie Morgan, staff
Absent (excused): Sue Bertram, J. Pearl Taylor
Highlights: Motions passed to: accept October minutes; accept the treasurer's report, subject to audit; pursue the Capital One Small Business No Hassle Cash Card suggested by Maggie; close our MCFCU share account; go with the AT&T phone plan suggested by Maggie for the office; close the office on December 21-22 and 28-29 for the holidays.
Discussion of new Concession Coordinator, possible decorators for our PWPL Winter Wonderland tree, Annual Meeting details, Augusta Scholarship application review committee, Beaumier Heritage Center pre-festival workshops.
A motion was passed to accept the minutes of the October 2010 board meeting.
TREASURER'S REPORT (Phil):
First figures, 10/6/10; second figures, 11/3/10
Wells Fargo Checking: $40,210.11, $35,908.84
Mqt. Comm. Fed. Union Share Acct.: $13.78, $13.78
Fidelity Investments (Bell Financial): $51,129.06, $52,507.70
Fidelity Money Market (included above) around $2,000)
Total: $91,352.95, $88,430.32
A motion was passed to accept the Treasurer's Report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Festival
Results: Maggie presented updated results for the 2010 festival. We are still awaiting one $400 budget item; otherwise, the results are complete.
Concessions Coordinator: John Fegan has stepped down as concessions coordinator. Jesse Luttenton offered to take over that position.
Children's Area Music Coordinator: We are still looking for someone to help with or fill this position. Interested members should contact the Hiawatha office.
Miscellaneous
Organization Credit Card: Maggie has continued research on the best options for one of these and made a recommendation we go with the Capital One Small Business No Hassle Cash Card. A motion was passed to pursue this option.
Marquette Community Federal Credit Union account: A motion was passed to close our account there.
Phone Plan: Maggie has been researching new phone plans for the office, as our current one will end in December and we will not have the option to renew. A motion was passed to go with her recommended plan through AT&T.
**Holiday Office Closure: A motion was passed to close the office for the holidays. The exact dates will be December 21-22 and December 28-29.
PWPL Winter Wonderland Tree: Phil is going to ask the jam group whether or not they would be interested in decorating the Hiawatha tree this year. Karen is also going to approach some of her students about doing this. Decorating dates are December 1-4. Anyone else interested in decorating the tree can contact the Hiawatha office.
OTHER BUSINESS
Annual Meeting Details
Sue Dohrman donated several hand-screened, rag-paper posters from the 10th annual festival. The board decided to give two away as door prizes and sell the rest for $20 apiece at the meeting.
In addition, the board decided to move forward with a merchandising table with stickers, pins, window clings, and mugs. Ron is still on board to run the merchandising table.
Jesse worked with the Huron Earth Deli to provide appetizers.
Karen made the point that many times, there are no board members left at the end of the dance to help with hauling the Hiawatha equipment, etc. away, and that since we host the event, we should be willing to stay for the duration.
Augusta Scholarship: The board discussed necessary qualifications the members of the selection committee for the scholarship should have and decided they need not be board members if they have other qualifications. A system in which qualified members of a subcommittee make a recommendation to be passed by the board was discussed.
Beaumier Heritage Center Pre-Festival Workshops: Phil related that he and Dan Truckey talked over the future possibility of workshops run through the Beaumier Heritage Center that preceded our festival dates.
The meeting adjourned at 6:05 p.m. The next board meeting will take place in The Non Profit Commons, 5 p.m., December 1.
Submitted: Heidi Stevenson, board secretary.
