Hiawatha Board of Directors Minutes
June 16, 2008 - Combined Festival Committee/Board meeting
A combined Festival Committee/Board meeting was held June 16, 2008. For details, please see Festival Committee Notes
June 4, 2008, Hiawatha Board Minutes
Present: Jim Jajich, Heidi Stevenson, Ron Larson, Chuck Howe, Jordan Yeatts, Phil Watts, J. Pearl Taylor
Absent: Sue Bertam, Julie Foster-Lindquist, Mike Fitzpatrick. Maggie Morgan, staff
Highlights: Motions passed to nominate and elect Phil Watts as treasurer, to turn down the booth request of the Yellow Dog Watershed Preserve, and to accept the design proposal from Northstar for our trailer.
A motion was passed to accept the minutes of the May 7, 2008 meeting.
Partial Financial Report (Jordan)
Fidelity Investments: $55,009.62
Everbank Savings Account (closed): $0
Fidelity Money Market: $2,000.00
Wells Fargo Checking Account: $8,075.35
MCFCU Share Account: $18.72
mBank CD 1: $4,374.76
mBank CD 2: $10,304.23
Total: $79,782.68
The board passed a motion to accept this report, subject to audit.
Director's Report (Heidi)
Festival
The board passed a motion to uphold its existing policies and turn down a request from the Yellow Dog Watershed Preserve to have an informational booth at the festival.
The board passed a motion to accept the design proposal by Northstar Academy for our trailer.
Miscellaneous
Arabesque Tent: On May 27, the City Commission approved Nikke Nason and Gale LaJoye's request to apply for a State Capital Improvement Grant to help support the Arabesque tent purchase. The application will include the wording approved by the board and Keith Swanson regarding the set aside fund. Hiawatha also provided a letter of support for the grant application.
Other Business
Our Worker Sign-up party will be from 7-10 p.m., June 13, at the Downtown Commons.
The next festival meeting will be on June 16th at 6 p.m., at the Bertram residence.
The meeting adjourned at 6:58 pm.
May 7, 2008 Hiawatha Board Minutes
Present: Sue Bertram, Heidi Stevenson, Ron Larson, Chuck Howe, Mike Fitzpatrick, Julie Foster-Lindquist, Phil Watts, Mike Fitzpatrick, J. Pearl Taylor. Maggie Morgan, staff
Absent: Jordan Yeatts, Jim Jajich
Highlights: Motions passed to pursue acceptance of 2009-2011 City Park contract with changes suggested by the board, and to accept the suggested statement for the use of the set-aside fund to purchase the Arabesque Tent. Decisions made to uphold existing use policy for dance floor and to approve design proposed by Northstar Academy for the trailer. Process begun to elect new treasurer.
Partial Financial Report (Maggie)
Fidelity Investments: $55,009.62
Everbank Savings Account (closed): $0
Fidelity Money Market: $2,000.00
Wells Fargo Checking Account: $898.24
MCFCU Share Account: $18.72
mBank CD: $4,374.76
Total: $72,605.57
The board passed a motion to accept this partial report, subject to audit.
Director's Report (Maggie)
Festival
2009-11 Park Contract: Hugh Leslie suggested moving the festival out of "peak times" for a substantial savings on park rental. The board decided it was not a feasible idea.
The board passed a motion to give Sue and Maggie permission to pursue several suggested changes with the 2009-11 contract, and to conduct a board email vote on any significant changes.
Miscellaneous
Library Display: Maggie elicited volunteers from the board to help to create a display at Peter White Public Library in July.
Arabesque Tent: If Nikke Nason and Gale LaJoye go forward to the Marquette City Commission to present their tent proposal, they would like Hiawatha to make a statement indicating that we think purchasing the tent would be an acceptable use of the set-aside fund; a motion was passed to accept the following statement under the described circumstances: "The Hiawatha Music Co-op board of directors would consider the purchase of the Arabesque Tent for the City of Marquette to be one possible acceptable use of the set-aside fund, provided grant money is secured to help fund the purchase and provided that Hiawatha be allowed free use for an agreed-upon period of time after its purchase."
PR90 Volunteers: PR90 is looking for pledge-drive volunteers from May 15-22 to answer the phones. Anyone is welcome to contact PR 90.
Dance Floor Request: A member of the Co-op has asked to rent the dance floor for his daughter's wedding, which would technically violate our terms of use. Ron indicated that Blues Fest has not yet gotten back to him on whether they want the dance floor for the same dates. Ron also indicated that Willow Farm is letting us store for free. The board decided to uphold the existing policy.
Election of new treasurer
The board took nominations for a new treasurer to replace Jordan Yeatts [who resigned the office at the April meeting]. A new treasurer has yet to be officially elected.
Other Business
Trailer Painting Project for North Star Academy (Ron): The board decided it will need to approve the design proposal for the trailer by North Star Academy.
Worker Sign-up: Our worker Sign up party will be from 7-10 p.m., June 13, at the Downtown Commons.
Festival Meeting: The next festival meeting will be June 16, at 6 p.m., at the Bertram residence.
The meeting adjourned at 7:49 p.m.
March 5, 2008 Hiawatha Board Minutes
Present: Jim Jajich, Sue Bertram, Heidi Stevenson, Ron Larson, Chuck Howe, Mike Fitzpatrick; Maggie Morgan, staff
Absent: J. Pearl Taylor, Jordan Yeatts, Phil Watts, Julie Foster-Lindquist
Highlights: Motions passed to offer Camp Tamarack a one-time group discount on 2008 Festival tickets, to accept the new website design, to make a donation to Grace Methodist Church, and to change the date and time for next board meeting.
Financial Report (Jordan)
The financial report was tabled until the next meeting.
Director's Report (Maggie)
Festival:
New Park Contract: Our attorney Keith Swanson has met with the city attorney, and will be sending a copy of the version of the contract that has come out of this discussion. As the next Parks and Recreation Advisory Board meeting is scheduled for March 12, and the board will not have time to look over the new contract before then, Maggie has asked that we be taken off the agenda.
Logo Contest: Julie has received revised versions of our contest winner's logo, and will go ahead and pick the revision that will be easiest to reproduce.
Second Stage backdrop: Jim Finlan has already done some preliminary work on a proposed backdrop for our Second Stage area, but will be called back to work soon. As the head of our Second Stage backdrop subcommittee is currently unable to move forward with the project, too, the board has agreed to table this project until the 2009 Festival. We'll be providing Jim Finlan with a comp ticket to this year's festival to show our appreciation for the work he has already put in to this.
Camp Tamarack group discount: The board passed a motion to offer Camp Tamarack a onetime half-off ticket discount for the single Festival day of their choice this year.
Generous Donation from Don Snitgen: The board agreed to provide Don Snitgen with a comp ticket to this year's festival for donating an extensive festival t-shirt collection. Thanks, Don!
Worker Sign-up Party: We have a confirmed date for this year's Worker Sign-up party. It will to be organized in conjunction with The Downtown Development Association. It will be Friday, June 13, from 7-10 p.m., at the Downtown Commons Building on Third Street.
Miscellaneous:
New website design: The board passed a motion to accept the new website design, done by Nathan Lyle.
Lions Club fundraiser: The Marquette Lions Club is hosting a pancake breakfast to be held Sunday, April 13, from 9 a.m. until 1 p.m., at the Elks Lodge, 127 N. Front St., Marquette. Proceeds exceeding the cost of the event will go to the Hiawatha Music Co-op this year. Please inquire at the Hiawatha office, or track down a board member by April 9 if you are interested in buying tickets. Adults are $6, children ages 5-12 are $3, and children 4 and under are free.
Grace Methodist Church donation: The board passed a motion to make a $100 donation to Grace Methodist Church in thanks for their willingness to provide a venue for our Carter Family Workshop on April 12.
Board meeting time change: The next board meeting will be Wednesday, April 9 at 6:30 p.m., [due to the many board members who will be out of town for the regular meeting date of April 2]. Please note the date and time change.
The meeting adjourned at 6:57 p.m.
Submitted: Heidi Stevenson, secretary
February 6, 2008 - Hiawatha Board Minutes
Present: Jim Jajich, Phil Watts, J. Pearl Taylor, Julie Foster-Lindquist, Heidi Stevenson, Ron Larson, Jordan Yeatts, Chuck Howe, Sue Bertram, Mike Fitzpatrick. Maggie Morgan, staff. Jim Finlan and Karen Bacula, guests
Absent: None
Highlights: presentations on backdrop for the Festival Second Stage and sponsorship opportunity for May concert, logo selection, motions passed to open Fidelity money-market account, support Steppin' In It concert, and allocate money toward hiring city police for Sunday night of the Festival, and accept the Marquette Lions Club fundraising opportunity.
Financial Report (Jordan)
Fidelity Investments: $61,367.79
Everbank Savings Account: $0 (closed account)
Wells Fargo Checking Account: $22,240.91
mBank CD #1: $10,304.23
MCFCU Share Account: Amount not available due to Treasurer change
mBank CD #2: $4,374.76
Total: $98,306.35
The board passed a motion to accept the partial financial report, subject to audit.
The board also passed a motion to move $10,000 to open a Fidelty money-market account through Bell Financial Services, per the recommendation of Dennis Bell.
Augusta Heritage Center Scholarship: Phil informed us that Augusta has agreed to match half the tuition toward the scholarship this year. The Carter Family workshop will likely be scheduled for April 12, and he is still looking into possible venues.
Backdrop for Second Stage: Jim Finlan presented ideas to the board for the Second Stage backdrop. Thanks for traveling up on our behalf, Jim! After some discussion, a subcommittee was formed to further articulate our requirements (like fireproofing, etc.) before moving any further. Julie Foster-Lindquist will head that subcommittee and continue to work on it.
Steppin' In It and friends May concert: Karen Bacula presented the board with an opportunity to contribute sponsorship to a concert in the works for May 3, featuring Steppin' In It and possibly a few other acts. The board passed a motion to sponsor this event and contribute $300 upon written explanation of the concert organizer's specific expectations.
Director's Report (Maggie)
Festival:
New Park Contract: Maggie and Sue met with Hugh Leslie to begin discussions with the city of Marquette for the new park contract for the Festival. Since the 2009-2011 contract will have to go through the Parks and Rec Advisory Commission, Hugh has made Hiawatha an agenda item for their February 13 meeting. The city will not consider leveling out the ground where Second Stage goes, but if we can find someone to donate the fill, roller work, etc., it would likely be approved.
Sunday night security: Jim DeYoung has looked into the cost of hiring two city police officers for security Sunday night at the Festival this year. He received an estimate of $750. After some discussion, the board passed a motion to add $750 to this year's Festival budget for the hiring of two city police. Other options for future Festivals will be considered after this year's Festival.
Miscellaneous:
Folk Life Festival/Potluck Scheduling Conflict: Because the board and Festival committee would like to support the NMU Folk Life Festival, we have eliminated the potluck portion of our next Festival committee meeting. The meeting will still be on March 14, and begin at 6 p.m., at the Bertram residence, but will end in time for all of us to attend the festival's keynote event, Le Vent Du Nord at 8 p.m.
Lions Club fundraiser: The board passed a motion to accept the Marquette Lions Club invitation to participate in a fundraising opportunity, a pancake breakfast to be held on Sunday, April 13, from 9 a.m. until 1 p.m. at the Elks Lodge, 127 N. Front St., Marquette. Please inquire at the Hiawatha office if you are interested in buying tickets.
Logo Selection: After another bunch of tough decisions, the board narrowed this year's Festival logo to two finalists with the winner to be announced soon. Thanks to all who submitted for sharing your wonderful artwork.
The meeting adjourned at 8:31 pm.
January 18, 2008, Combined Festival Committee and Baord meeting
For minutes of this combined meeting, please see our Festival Committee meeting notes
January 2, 2008, Hiawatha Board Minutes
Present: Jim Jajich, Phil Watts, J. Pearl Taylor, Julie Foster-Lindquist, Heidi Stevenson, Ron Larson. Maggie Morgan, staff
Absent: Jordan Yeatts, Chuck Howe, Sue Bertram, Mike Fitzpatrick
HIGHLIGHTS:
Revisiting Ishpeming sites as Festival venues; need for a new funds coordinator after 2008, as well as possibly new system for coordination of funds at Festival
FINANCIAL REPORT: (Maggie, filling in for Jordan)
Fidelity Investments: $62,543.79
Everbank Savings Account (closed): $0.00
Wells Fargo Checking Account: $23,476.53
mBank CD #1: $10,304.23
MCFCU Share Account: $18.60
mBank CD #2: $4,374.76
Total: $100,717.91
The board passed a motion to accept the partial financial report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Ishpeming sites for Festival: The board encouraged Maggie to stay in contact with the new director of Ishpeming's Main Street development program, Dan Mitchell, who seems interested in helping us explore several different sites in the Ishpeming area as possible future Festival venues.
Moving money: The board decided to table a discussion about moving money from the checking account into the money market account that Dennis Bell has recommended to us until the January 18 Festival and board meeting.
New Funds Coordinator/funds coordination: The board discussed the increasingly urgent need to find a new funds coordinator for the Festival, as our current coordinator will be gone after the 2008 festival. Different methods for coordinating those funds were also discussed.
MISCELLANEOUS
Second-stage backdrop: Ron has been in contact with Jim Finlan, who will be making a backdrop for second stage. The board discussed different designs for this.
Board/Festival Meeting: Board members and Festival area coordinators, don't forget the potluck dinner/meeting at the Bertram residence, January 18, at 6 p.m.!
The meeting adjourned at 6:59 p.m.
December 5, 2007, Hiawatha Board Minutes
Present: Jim Jajich, Phil Watts, Chuck Howe, Julie Foster-Lindquist, Jordan Yeatts, Sue Bertram, Ron Larson. Maggie Morgan, staff. Absent: Heidi Stevenson, J. Pearl Taylor, Mike Fitzpatrick
Highlights: Discussed and tabled 2008 ticket prices; approved renewal of office lease; approved second year of Augusta Scholarship program.
Treasurer's Report (Jordan)
Fidelity Investments: $62,543.79
EverBank Savings Account: $0 (closed account)
Wells Fargo Checking: $23,975.33
mBank CD #1: $10,304.23
MCFCU Share Account: $18.60
mBank CD #2: $4,374.76
Total: $101,216.71
The board passed a motion to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
The proposed 2008 budget was discussed with hopes of getting an approved budget in place. It was decided that approval would be postponed until the January 18, 2008, Festival Meeting, which will give the coordinators of the various areas the opportunity to express any 2008 changes. At this meeting we also need to lay out a flow chart of responsibilities of all areas of the festival. We need all coordinators and board members to attend the January Festival meeting. The Festival Committee Meeting will be held January 18, 2008, at 6 p.m., at Sue and Gene Bertram's house.
The Board also discussed the possibility of increasing ticket prices, parking passes and/or camping fees for the 2008 festival. We are seeing a steady increase in all of the services we contract and fees we are required to pay to the city and health department. Ticket prices have not increased in two years, and we are significantly below the fees charged by comparable festivals. It was decided that we should also address this issue at the January 18 Festival Meeting (6 p.m., at the Bertrams') with the board making a final vote by the February meeting if necessary so postings and website can be updated.
Logo Contest Rules: The board discussed the suggestion to limit logo contest entries to those created in traditional media and not computer-generated. The material for the 2008 contest is already in circulation, so this would be for a future consideration. Problems we might encounter are that most printing is now done by computer vs. silk screen process (even silk screening is generally set up on computer first) so we could have difficulty or a more costly process if the printer has to convert the traditional media image to computer.
Phone service: We did switch from First Communications to AT&T, which will save $10 a month. Maggie did speak with our web master and suggested we stay with Charter Cable for our computer operations; although the AT&T DSL is less expensive, there are still problems encountered that would be very detrimental if they occurred during our festival activity.
Office Lease: Our lease for office space at the UPCM was due for renewal. Board agreed that the location and rental costs continue to suit our needs and voted to renew the lease.
The new Beaumier Heritage Center at NMU is planning an Upper Peninsula Folklife Festival in March. Dan Truckey, the center director, is planning the event in conjunction with the annual Pow Wow, several musical performances including Le Vent Du Nord and a March 15 folk dance. Hiawatha was contacted to see if we might like to be involved with the event. Maggie will forward info to the music and dance committees.
Check signatories: With new officers elected, the checking signatories at Wells Fargo needed to be signed. All officers were present and signatures obtained.
Report on the Karen Savoca concert in October indicates that we lost $1,300. All costs for this concert were low, and the Little Theater at MSHS proved to be a very nice location for an event. Although additional advertising was approved, in the end we did not have the attendance that was hoped for.
Holiday closing: In the past few years we have closed the Hiawatha office during the Christmas and New Years holiday weeks. Board approved closing the office again this year. (Normal office days would have been December 25 and 26, and January 1 and 2). Maggie will still check email, voicemail and regular mail during the period.
Miscellaneous
Next board meeting will be January 2, 2008, at 6 p.m.
PWPL Winter Wonderland: Maggie had forwarded information to members regarding Hiawatha participating in the Peter White Christmas tree project. Thanks to Gene Bertram, Deb Foster and Jim and Billie Stedman for taking time from busy schedules to handcraft decorations and make this happen. Include a visit to Peter White this season to see the trees!
Augusta Youth Scholarship Proposal: Phil Watts presented a proposal to Hiawatha for allocation of funds up to $500 toward advertising of a 2008 Youth Scholarship and Carter Family Songs workshop with any unused funds remaining available to support any short-fall in the scholarship/room/board amount. This past year the Watts family held a Carter Family Songs workshop which raised $300, received $210 from the Augusta Heritage Center, $239 from Hiawatha (with an additional $200 for advertising) which enabled 15-year-old Marquette fiddler Sonja Prychitko to attend Old-Time Week at Augusta. The Board agreed that this type of program is valuable to the youth in our community and voted to approve the proposal. Additional suggestions were to possibly invite the scholarship winner to perform at open mike during the next year's festival and to also set up a donation can at the festival to promote the youth scholarship. Thanks to the Watts family for starting what we hope will be a long and expanding tradition within Hiawatha.
Christmas bonus: In a final action, the board voted to award Maggie a Christmas bonus as a thank you for all the little necessary "extras" we forgot to mention in the job description.
Meeting adjourned at 7:20 p.m.
To all our members and friends, we wish you a season of Peace and Love spent with family and friends.
Submitted: Ron Larson (filling in for our secretary, Heidi)
Hiawatha board minutes, November 7, 2007
Present: Jim Jajich, Mike Fitzpatrick, Ron Larson, Heidi Stevenson, Phil Watts, Theo McCracken, Jordan Yeatts, J. Pearl Taylor, Sue Bertram. Maggie Morgan, staff. Absent: Julie Foster-Lindquist
HIGHLIGHTS: Board officer elections, Park contract discussion, change meeting time, Theo McCracken resignation
TREASURER'S REPORT (Maggie)
Fidelity Investments: $62,543.79
EverBank Money Market: $0 (account closed; money transferred to checking)
Wells Fargo Checking: $24,562.76
mBank CD #1: $10,304.23
MCFCU Share Account: $18.60
mBank CD #2: $4,374.76
Total: $101,804.14
The board passed a motion to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Festival Venue/Park Contract: The board talked further about the upcoming contract negotiations with the City for Tourist Park. Hugh Leslie has agreed to visit with us informally before formal negotiations begin. Maggie brought a complete past contract for the board to peruse.
The board also discussed the set-aside money further, in particular uses for it, including but not limited to some sort of pavilion, new restroom facilities, or the possibility of splitting the money with Tourist Park, should we choose to leave for another venue in the future.
2007 and 2008 Festival budgets: Maggie included a 2007 Festival budget report and proposed 2008 Festival budget report with her director's report. The board agreed to look both over in depth for discussion at the December meeting.
Annual Meeting: The annual meeting was attended by about 30 members this year. Maggie gave a report including information on our budget, Festival results, and wish list for items and people to help out in certain areas. She also informed members about some of our recent Hiawatha events. Final reports were given by outgoing president of the board Karen Bacula and outgoing treasurer of the board John Fegan before elections were held. Jordan Yeatts was elected to a second term on the board, and Sue Bertram and Jim Jajich were elected to the board for terms starting this year. Thanks to our outgoing members, all of those who accepted nominations, and to our new board members. Thanks also to all of our members for providing the great food, and to the Jimmy Almen Trio for providing such great music! Further details about the annual meeting can be seen in our Annual Meeting minutes.
Documentary Proposal: We still await Grant Guston's proposal to the board for a 30th anniversary Festival documentary.
Insurance policy and phone service: Maggie has completed several applications for new insurance policies. Our current and previous agencies are also looking on our behalf. She also recommended a change in phone service to AT&T with potential savings of severeal hundred dollars a year. The board approved the recommendation.
CUPPAD Dance grant: The Dance Committee completed their follow-up paperwork, and as a result we have received the remaining 10 percent of the CUPPAD grant money.
Equipment donations: We donated our old PC to the local Alzheimer's Association chapter. A friend has donated a needed fax machine to us - thank you!
MISC.
The board scheduled an additional meeting for January 18 to be attended by board members and area coordinators for the Festival. This meeting will be to figure out a specific flow chart of responsibility for all areas of the Festival.
The board also decided to move our meeting times back to 6 p.m., during the winter months, starting with our next meeting in December.
Board resignation: Theo McCracken announced that he would have to step down from his board position. We will surely miss Theo, and thank him for all the work he has done for Hiawatha.
**OFFICER ELECTIONS: ** The board elected these new officers: President Jim Jajich; Vice President Sue Bertram, Treasurer Jordan Yeatts and Secretary Heidi Stevenson.
Heidi's first action as secretary for the next term was to announce that she will be absent for the December 2006 meeting. Ron Larson graciously agreed to take minutes for this meeting, and now he really, really, has to. It's in the minutes. (Thanks, Ron!).
The meeting adjourned at 8:03 p.m.
Submitted: Heidi Stevenson, secretary
Hiawatha Annual Meeting Minutes
November 3, 2007
Present: Approximately 30 members of the Hiawatha Music Co-op, including director Maggie Morgan, and board members Jordan Yeatts, Karen Bacula, John Fegan, Mike Fitzpatrick, Heidi Stevenson, Julie Foster-Lindquist, and Phil Watts.
The meeting commenced at 7 p.m., in the Parlor of the Grace United Methodist Church in Marquette. President Karen Bacula began by summarizing the year's activities for Hiawatha, including the Festival and several concerts and dances.
FINANCIAL RESULTS: Treasurer John Fegan then went into more detail about the financial outcomes of these events, and the overall financial standing of the Co-op. These financial reports are available at the Hiawatha office.
Director Maggie Morgan next spoke briefly about the 2007 Festival budget, indicating that more detailed information about that and other figures from the year's activities were available in a binder at a table on the side of the room. She did mention specifically we had approximately $17,000 in advance online ticket sales this year, which made use of the new system put in place by our webmaster, Nathan Lyle. Thanks Nathan!
OTHER CO-OP NEWS: Maggie also filled the members in on another new event that Hiawatha is sponsoring, the Slow Jam series that grew out of the new Augusta Heritage Center scholarship, which is sponsored by Hiawatha and helmed by Phil and Annette Watts. The Slow Jams are held from 3-4:30 p.m. on the first Saturday of each month. These will be held in the Parlor of Grace United Methodist Church in Marquette at least through the end of the year 2007.
She went on to present a list of items on the Co-op's "wish list":
We need a utility trailer to be used for the Music Co-op's dance floor. It should be able to carry at least 7,000 pounds, be dual-axle, have a standard hitch (not fifth-wheel or goose-neck), and, ideally, be covered with enough height to walk into.
We are also looking for a Horse Poop Czar for the Festival weekend starting in 2008. This person's job is to provide a trailer for the collection of output from the horse-shuttle teams. The trailer should be parked where the horse shuttle sets up for the duration of the Festival and be removed only after the shuttle team is gone, not later than noon the Monday after the Festival. The czar does not have to collect the poop; just haul it away at the end of the weekend. This manure is excellent for seeding bare ground, or for fertilizing a garden if it is given time to break down.
Lori Everett, our Funds Coordinator for the Festival, is leaving that position after the 2008 Festival, and we are looking for someone with accounting experience interested in being trained in 2008 in to take her place in 2009.
Lastly, we need contributions of anecdotes and stories for a book of Festival memories we're hoping to put together for our 30th Festival this year.
Anyone who can help out with anything here is asked to contact the co-op office at 906-226-8575 or info@hiawathamusic.org
VENUE ISSUES: Further discussion of Festival activities included a review of issues surrounding the upcoming contract negotiations with the City of Marquette for continued use of our venue, Tourist Park in Marquette. The board and other Hiawatha members have visited other venues with great possibilities, like Gitchee-Gumee RV Park, Van Riper State Park, Country Village RV Park, the site for Bark River Off Road, and the Marquette County Fairgrounds, but several factors, including member and Festival-goer feedback have led us to pursue another contract with the city of Marquette for Tourist Park. Items we hope to pursue: a 3- to 5-year contract, an escape clause for both parties, Public Works tasks performed by the City for our event at no more than the current levels, a price cap for subsequent years, and possible leveling of the ground in the area we use for Second Stage. Letters of support and speakers at City Commission meetings where this is an agenda item are encouraged, so please consider supporting the Co-op in this way.
Talk of specific areas like Second Stage led to queries about the set-aside money that had we had hoped would be used to build a permanent pavilion. Changes in the landscape due to the flood, as well as other issues have left little hope for the money being used that way; however, other opportunities exist for that money to benefit us in similar ways, such as the shared event tent that Gale LaJoye has proposed.
BOARD ELECTIONS: Secretary Heidi Stevenson oversaw the elections held to fill the three open board positions. The results were as follows:
Departing term-limited board members: Karen Bacula and John Fegan.
Board member re-elected to second term: Jordan Yeatts.
New Board Members: Sue Bertram and Jim Jajich.
A big thank you to our departing board members, another big thank you to all who accepted nominations, and a big welcome to those incoming!
The meeting adjourned at 8:10 p.m.
Submitted by Heidi Stevenson, secretary
October 3, 2007, Hiawatha Board Minutes
Present: Karen Bacula, John Fegan, Mike Fitzpatrick, Julie Foster-Lindquist, Ron Larson, Heidi Stevenson, Phil Watts, Theo McCracken, Jordan Yeatts, J. Pearl Taylor. Maggie Morgan, staff
Highlights:
Finalize Annual Meeting plans, open negotiations for new Tourist Park Contract
Treasurer's Report (John)
Fidelity Investments: $63,271.34
EverBank Savings Account: $4,113.76
Wells Fargo Checking Account: $24,900.64
mBank CD#1: $10,398.99
MCFCU Share Account: $13.60
mBank CD #2: $4,374.76
Total: $107,064.09
The board passed a motion to accept the treasurer's report, subject to audit.
John is also looking into alternate checking account possibilities, as well as money market accounts to transfer some of the money from our checking account to.
Director's Report (Maggie)
Festival Venue/Park Contract: Negotiations with the city of Marquette will begin this month for a new contract at Tourist Park. The board agreed that trying for as long term of a contact as possible, inquiring about the leveling of the ground under Second Stage, gathering more information about the sewer rodding charge, and considering building in an exit clause for both parties were all important things to do in relation to this.
Annual Meeting: The annual meeting will be held November 3, at the Grace United Methodist Church from 6-10;30 p.m. Potluck supper 6-7 p.m.; members meeting and board election, 7-8:30 p.m.; dance 8:30-10:30 p.m. The board agreed that the dance committee should continue with their plans to book the Almen Trio for the dance portion.
Documentary Proposal: We still await Grant Guston's proposal to the board for a 30th anniversary festival documentary.
Insurance policy and phone service: Maggie continues her search for a good insurance policy and good phone services for the office.
Miscellaneous
Anniversary Booklet (Phil): After considering several estimates for printing an anniversary booklet full of festival stories and photos, Phil recommended Globe Printing, and the board agreed that the estimate sounds the best for our needs.
Concert Committee (Karen)
The Karen Savoca and Pete Heitzman concert on October 12 at 7:30 p.m., in the Little Theater at Marquette Senior High School is proceeding as planned because we believe that ALL OF YOU OUT THERE will buy your tickets soon.
Possible Ellis Paul concert: We have narrowed possible dates down for a winter/spring Ellis Paul concert, but nothing is definite yet.
The board briefly discussed the idea of asking Quaystone if they would be interested in promoting concert events in conjunction with us in the future.
The meeting adjourned at 8:22 p.m.
Submitted: Heidi Stevenson, secretary
September 5, 2007 Hiawatha Board Minutes
Present: Karen Bacula, John Fegan, Mike Fitzpatrick, Julie Foster-Lindquist, Ron Larson, Phil Watts, Theo McCracken, Jordan Yeatts, Maggie Morgan (staff) Absent: Heidi Stevenson, J. Pearl Taylor
Treasurer's Report (John)
Fidelity Investments: $60,316.46
EverBank Savings Account: $4,104.59
Wells Fargo Checking Account: $28,779.12
Credit Union CD: $4,150.00
MCFCU Share Account: $13.54
mBank CD: $10,347.02
**Total: $107,710.73
The board passed a motion to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
Dave Cotton has volunteered to be involved with the city park lease negotiations.
The city did not charge us extra for late concessionaire teardown and we returned the vendor deposit.
Jim Edwards visited the Bark River Off Road site as a possible venue; he will make an official report at a later meeting.
Nikke Nason of the Arts and Culture Center is negotiating with Charter Cable to feature the major local art events in a regional tourism show they will be doing next summer. If all the groups split the cost our part would be $300 for 13 weeks of airtime. The board voted to spend up to $400 on this advertising opportunity.
We received a nice thank you letter from Sonja the winner of the Augusta Scholarship. She is proposing a monthly slow jam workshop be started under the Hiawatha umbrella. The board agreed it was a good thing to support.
We discussed possible venues for the annual meeting and decided on Grace United Methodist with a donation of $125 which is what we paid for Peter White last year. As we have done in the past the board will bring desserts, members are invited to bring a salad or entree, and beverages will be donated. Maggie will contact the dance committee about possibly lining up a band.
Our insurance has decided not only to raise our premium $328 mid-term, but has now given us notice that they will not renew our policy next May. Maggie is in the process of researching other providers and finding the best rate.
The provider of our previous bulk mailing software fully refunded our last renewal payment of $109 when told that we weren't able to install or use it. Yay!
Grant Guston is working with Michael Loukinen on a proposal to do a video documentary of the 30th anniversary festival. They will submit their proposal for our October 3rd meeting.
The old PC will be safely recycled; we authorized Maggie to pay Star Industries if necessary.
Our phone rates are going up again and as we shop we will be looking at the option of making one of the lines a cell.
Concert Committee (Karen)
Tickets for the Karen Savoca/Pete Heitzmann show are available at Dead River, the Food Co-op, and the Hiawatha Office as well as online.
There was some confusion with Ellis Paul's agent but negotiations continue for a concert.
The Quaystone collaboration failed to materialize as the artist wasn't interested in playing.
The meeting adjourned at 8:36pm.
Submitted by Jordan Yeatts, Vice President
August 1, 2007, Hiawatha Board Minutes
Present: Karen Bacula, John Fegan, Mike Fitzpatrick, Julie Foster-Lindquist, Ron Larson, Heidi Stevenson, Phil Watts, Theo McCracken, Jordan Yeatts. Maggie Morgan, staff. Absent: J. Pearl Taylor
Highlights:
Discussion of festival venue after 2008, discussion of ways to increase the functionality of our area coordinator and monitor positions, ideas for the 30th anniversary festival, changes in insurance coverage.
Treasurer's Report (John)
Fidelity Investments: $59,891.21
EverBank Savings Account: $4,094.46
Wells Fargo Checking Account: $46,223.95
Marquette Community Federal CU CD: $4,150
MCFCU Share Account: $13.54
mBank CD: $10,262.62
Total: $124,635.78
The board passed a motion to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
Festival Venue/Park Contract: The board visited the issue of when to start new contract negotiations with Tourist Park if we want to try to stay there, as our contract will be up after the 2008 festival. After reviewing the positives and negatives of staying at Tourist Park for future festivals, the board decided it would be a good idea to: 1) invite the mayor of Marquette to a casual discussion on the issue, and 2) pursue a five-year festival contract with Tourist Park, if possible. Of course, we are still taking proposals from other interested festival sites in the meantime.
Festival Results so far: Full financial information for the festival was not yet available, but so far we know that advance ticket sales were $71,905, and that weekend deposits were $92,219.27. The first year of offering online ticket sales went smoothly and many people took advantage of that option.
Raffle/Silent Auction: The dulcimer kindly donated by Bob Hokenson sold for $450.
Post festival meeting: The post festival meeting will be held at The Commons on Tuesday, September 11 at 7 p.m.
Annual Meeting: The annual meeting will be held on November 3. More details will follow as planning continues.
Concessions: Concession gross sales, net sales, and our share were up from last year. Our share for both years is about 13% overall. However, of the nine returning vendors, six had lower sales than last year. The board passed a motion to hold on to one vendor's deposit until we get our festival bill from the city. That vendor was unable to get all of their equipment out of the park in time, which was a violation of the contract they signed with us and may get us late charges from the city. If we are not charged extra by the city, the board's motion also includes returning the vendor deposit at that time.
There were additional concession discussions:
Editing of tally sheets: Maggie promised to pass on her and the board's recommendations for additional columns that could be added to the tally sheets for future use.
To token or not to token: The board revisited the idea of getting rid of the token system. After briefly discussing the good and bad of it, we decided to do a more extensive review at our next meeting when we would have access to more complete data, including an analysis of costs of the system done by Chuck Howe and a 2003 survey of concessionaires that addressed the matter. If the board ultimately decides to keep the token system, we will also ask that 50-cent pieces be ordered.
Duties and responsibilities of area coordinators and monitors: In the interest of the entire festival system working as completely and efficiently as possible, the board agreed that the job descriptions of the area coordinators and monitors need to be reviewed, and that more communication needs to happen on a regular basis between all parties. We further discussed ways to encourage this.
Insurance Premiums: The board agreed that, after a policy review and subsequent increase in premiums from our current insurance company, Maggie should shop around and see if we could find a better rate somewhere else. The board also agreed that Maggie should look into taking the insurance coverage off of our physical property and just keeping our liability insurance.
Documentary opportunity: The board decided to ask for a paper proposal from Grant Guston, who has offered to document/produce a show on the 30th anniversary festival next year.
Miscellaneous Festival Business
Phil: Phil suggested we look into printing prices for a 30th anniversary booklet, for which longtime festival goers could submit stories and anecdotes. He also indicated that the Watts family would like to pursue offering the Augusta Heritage Center scholarship again next year, and would like to be able to schedule some main stage time for the recipient at next year's festival.
Ron: Ron recommended that we budget extra money for the music committee for the 30th annual festival, starting at $5,000, with the capacity for the committee to request more if needed. This motion will be passed at the budget meeting. The board also discussed seeking out sponsorship and grant opportunities.
Julie: Our decision to order less festival t-shirts this year left us short. The board agreed that she should order another 50, so that we can supply them to people who have not yet received the t-shirt they earned.
Tie One On Party: The Tie One On party was able to donate $360 to the Children's Area this year, and, with promotion in next year's program, they could raise even more.
Jordan: Jordan agreed that clearer organizational structure for the festival area coordinators and monitors is necessary in the future, as he had difficulty contacting monitors for help with the hospitality tent. The board agreed that the monitors' lists need to be updated much sooner every year. He further recommended that the post festival meeting happen sooner after the festival next year. Jordan also announced that he will run the hospitality tent again year, but probably not after that. This led to a discussion of whether or not to continue the hospitality tent at all.
Concert Committee (Karen)
The Karen Savoca concert on October 12, in the little theater at Marquette Senior High School is proceeding as planned. Karen is still working on getting people for sound, etc. A wealth of other offers and opportunities for concerts have been offered to Karen recently: the board agreed to see what kind of offer we might be able to get for a December 7 concert with Youssou N'Dour and another winter concert with Ellis Paul.
The meeting adjourned at 9:31 p.m. Submitted: Heidi Stevenson, secretary
July 11, 2007, Hiawatha Board Minutes
Present: Karen Bacula, John Fegan, Mike Fitzpatrick, Julie Foster-Lindquist, Ron Larson, Heidi Stevenson, Phil Watts, J. Pearl Taylor, Theo McCracken. Maggie Morgan, staff. Patience McCarthy, guest. Absent: Jordan Yeatts
Highlights:
Discussion of policies for replacing absent board members, discussion of reconfiguration of dancing/seating areas in front of main stage at the festival, decision on venue for Karen Savoca concert
Dance Committee (Patience):
Patience dropped off financial information from the dance committee for the board's perusal.
Treasurer's Report (John)
Fidelity Investments: $61,426.14
EverBank Savings Account: $4,084.74
Wells Fargo Checking Account: $44,827.33
MQT Community Fed. CU CD: $4,150.00
MCFCU Share Accounts: $13.54
mBank CD: $10,260.62
Total: $124,762.37
The board passed a motion to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
Advance ticket and tent tag sales: Advance sales are slightly down from last year's festival at this point. Sales for tent tags are down significantly. The board discussed reasons for lower ticket sales as well as tent tags. To help keep campers with tag-less tents to a minimum, the board agreed that it would be a good idea to designate people specifically to walk around Friday afternoon and Saturday morning to check that tents have tags, and have tags for sale if someone needs one.
Online orders: The new online system for ordering tickets is going well so far.
Festival Committee (Karen):
Dance Floor: The board reviewed the problem of having dancers in the area immediately in front of the stage, which creates an inconvenience and safety hazard for people sitting on tarps and blankets near the front. At the monitor meeting next Monday, we will look into the possibility of moving the dance floor closer to main stage, as well as think about long term solutions for the years to come.
Concert Committee (Karen)
The board passed a motion to pursue the little theater in Marquette Senior High School for the concert we are planning with Karen Savoca in October.
The meeting adjourned at 8:21 p.m.
Submitted: Heidi Stevenson, secretary
June 6, 2007 Hiawatha Board Minutes
Present: Karen Bacula, Heidi Stevenson, John Fegan, Mike Fitzpatrick, Julie Foster-Lindquist, Ron Larson. Maggie Morgan, staff. Absent: Theo McCracken, Jordan Yeatts, J. Pearl Taylor, Phil Watts
Highlights:
Price of PR 90 contract, change in compensation policy to change minimum age for festival volunteers, change in online banking access for checking account.
Treasurer's Report (John)
Fidelity Investments: $61,198.33
EverBank Savings Account: $4,075.95
Wells Fargo Checking Account: $15,282.90
MQT Community Fed. CU CD: $4,150.00
MCFCU Share Accounts: $13.48
mBank CD: $10,215.75
Total: $94,936.41
The board voted to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
PR90 contract: The board passed a motion to pay the full updated price for Hiawatha's contract with Public Radio 90, despite their generous offer to let us pay last year's price for our underwriting package that includes day sponsorships and underwriting for In the Pines.
Raffle/silent auction: We are waiting for a final answer from our Security coordinator about storage of the raffle items for this year's festival. We are considering setting up an additional tent to house Security and worker signup and moving the items into the Information tent.
Minimum age for Festival volunteers: The board passed a motion to modify the compensation policy as it relates to festival volunteers. Heretofore, each area may take on a maximum of two volunteers ages 16-18 at the discretion of that area's coordinator.
Worker Sign-up Party: Our worker sign-up party for this year's festival will be on June 24 from 3-6 p.m., on the deck of the Portside Inn. In the event of inclement weather, it will be held in the conference room of The Commons, where out main office is.
Online Banking: The board passed a motion to allow Maggie to set up read-only access of our checking account.
Concert Committee (Karen)
Karen has looked further into using the small theater at Marquette Senior High School as a concert venue, but has not received a final answer as of yet.
The meeting adjourned at 7:45 p.m.
Submitted: Heidi Stevenson, secretary
