Hiawatha Board of Directors Minutes
Recent regular board minutes appear, from newest to oldest, below the minutes from our 2009 Annual Members Meeting.
Annual Members Meeting, November 7, 2009
Present:Approximately 30 members of the Hiawatha Music Co-op, including director Maggie Morgan and board members Jim Jajich, Karen Bacula, Phil Watts, Chuck Howe, J. Pearl Taylor, Heidi Stevenson, Sue Betram and Bill Hart.
The meeting commenced at 7 p.m., in the Community Room of the Peter White Library, Marquette. President Jim Jajich began the meeting by asking for meeting agenda additions. Hiawatha member Jack Bowers asked to speak on the topic of the logo contest at this time, and was granted the floor.
Proposal to change logo contest: Jack proposed a contest for the festival program cover. This contest would be separate from the logo contest, the winning entry of which is used on our festival t-shirts, posters, and mugs every year. Jack argued that this would allow for more colors to be used in a program art submission and would more easily allow for photos to be used in poster art submissions as well.
After Jack's presentation of his proposal, there was some brief discussion. Jim reminded the attendees that the earliest any changes could be made would be 2011, as the 2010 contest has already been advertised. Chuck Howe posited that adding more colors to the poster, program, etc. would triple printing expenses, and that current copyright laws would make it more difficult to use photos than it was when Hiawatha used them in the past.
The board agreed to take all of these ideas under consideration at the next regularly scheduled board meeting.
Next, Maggie presented reminders to the attendees, along with summaries of some of Hiawatha's recent work:
Logo Contest: The information for the 2010 logo contest can be found at:
www.hiawathamusic.org/logocontest
Monthly Old-Timey Jam: Hiawatha hosts an old-timey jam the first Saturday of every month in the basement of the Grace Methodist Church from 3:30-5 p.m. Donations generated at the jam support the Youth Scholarship to the Augusta Heritage Center.
Youth Scholarship to the Augusta Heritage Center: More information can be found here: www.hiawathamusic.org/augustaschol
Arabesque Tent: Maggie summarized the recent board decisions resulting in the agreement with the City to use of part of the set-aside fund to purchase an Arabesque tent. Currently, we are still finalizing a use agreement. Some attendee discussion followed. Board member Bill Hart commented that the scale of the tent is large for our needs at the festival, and member Mike Fitzpatrick agreed. Jesse Luttenton implored the membership to look beyond this to the value of helping provide the tent as part of the Marquette community.
Financial Report: Next, board treasurer Phil Watts presented a financial report. A brief analysis of last year's data and this year's revealed that we are slightly ahead of where we were at this time last year. Maggie also reminded the attendees that printed reports of all of the financial information were available up at the front of the room.
Elections: Vice-president Karen Bacula and board secretary Heidi Stevenson oversaw the elections to fill the five open positions on the board. Results are as follows: Departing board member: Matt Maki.
Board members re-elected to second terms: Ron Larson, Chuck Howe, Phil Watts, J. Pearl Taylor. New Board Member: Jesse Luttenton.
A big thank you to our departing board member, another big thank you to all who accepted nominations, and a big welcome to those incoming!
Good of the Order: Board president Jim Jajich thanked Theo McCracken for providing the coffee and coffee-making equipment for the meeting, and Ron Larson thanked his monitor Jeff Baker and Jeff's wife Julie Baker for doing such great work at the festival and making the trip up all the way from Lansing to attend the meeting.
The meeting adjourned at 8:22 p.m.
Submitted by Heidi Stevenson, secretary
July 7, 2010
Highlights: Motions passed to accept June minutes; accept the treasurer's report, subject to audit; approve the PR90 contract
Calls for food tent contributions and performer housing, additional festival package as raffle prize, discussion of organizing Bryan Bowers event, discussion of festival survey.
A motion was passed to accept the minutes of the June 2010 board meeting.
Treasurer's Report (Phil)
7/8/10
Wells Fargo Checking: $56,124.07
Mqt. Comm. Fed. Union Share Acct.: $13.78
Fidelity Investments (Bell Financial): $44,800.57
Fidelity Money Market (included above, around $2,000)
Total: $100,938.42
6/2/10
Wells Fargo Checking: $25,482.28
Mqt. Comm. Fed. Union Share Acct.: $13.78
Fidelity Investments (Bell Financial): $45,967.64
Fidelity Money Market (included above, around $2,000)
Total: $71,463.70
A motion was passed to accept the Treasurer's Report, subject to audit.
Director's Report (Maggie)
FESTIVAL
Ticket Sales: Ticket sales to date are $52,651, up slightly from this time last year.
Food Tent: Al is still in need of salad and dessert contributions for the Food Tent. Area coordinators and monitors have access to the shared Google Document and are encouraged to sign up for a contribution if they have not already done so.
Performer Housing: Pearl has more need for performer housing than usual this year. If anyone can help, please contact her through the Hiawatha office.
Hiawatha Raffle: The board agreed to give a festival package like the one given away at the annual meeting as a grand prize in the festival raffle this year.
Bryan Bowers: Bryan Bowers has generously offered to provide a free concert to a local population unable to attend the festival on Thursday night. Jim will be working with potential venues and working with Pearl to get Bryan to the venue.
PR90 Contract: A motion was passed to approve the proposed contract with Public Radio 90.
MISC.
Hiawatha Jam: The July Hiawatha old-time acoustic jam will be Saturday, July 10, from 3-5:30 p.m., in the downstairs parlor at Grace United Methodist Church.
Other Business
Funds Area Monitors: Mark Krist is in need of additional monitors in the Funds area. Interested parties can contact the Hiawatha office.
Surveys: Jesse and Chuck presented a proposed hard copy survey to be distributed at the festival. The board discussed ways to focus the questions. A new draft will be circulated electronically.
Web Stats: Chuck has begun collecting web stats for the Hiawatha site and presented his first report.
The meeting adjourned at 6:12 p.m.
The next board meeting will take place in The Commons, August 4 at 5 p.m.
Submitted: Heidi Stevenson, board secretary.
June 2, 2010
Present: Ron Larson, Sue Bertram, Karen Bacula, Phil Watts, Heidi Stevenson, Jesse Luttenton, Chuck Howe, Jim Jajich, J. Pearl Taylor. Maggie Morgan, staff
Absent: Bill Hart
Highlights: Motions passed: accept May minutes; accept the treasurer's report, subject to audit; June board/festival meeting date and location set; new format for food tent signup; discussion of survey options and formation of survey subcommittee; discussion of acquiring a Co-op debit or credit card.
A motion was passed to accept the minutes of the May 2010 board meeting.
Treasurer's Report (Phil)
First figures, May 7, 2010; second figures, June 2, 2010
Wells Fargo Checking: $14,107.92, $25,482.28
MCFCU Share Acct.: $13.78, $13.78
Fidelity Investments (Bell Financial): $47,927.10, $45,967.64
Fidelity Money Market (included above, around $2,000)
Total: $62,048.80, $71,463.70
A motion was passed to accept the Treasurer's Report, subject to audit.
Director's Report (Maggie)
Next Festival Committee/Board Meeting: The next meeting will take place in The Non Profit Commons, June 15, 6 p.m. It will be a potluck. Please bring a plate, utensils, a beverage, and a dish to share.
Food Tent: As always, there will be a sign-up sheet for food contributions to the festival musicians' food tent. This year we will use a shared Google Document. Board members, area coordinators, and monitors should watch for an invitation to access that form and sign up.
Arabesque Tent: The board had a general discussion about the Arabesque Tent use agreement.
Surveys: The board discussed options for gathering data on our economic impact in the Marquette area as well as festival goers' preferences and suggestions. Chuck Howe and Jesse Luttenton will be brainstorming questions. In addition, they will design electronic and hard copy survey options. When this is done, they will bring their work back to the board; in the meantime, board members should e-mail Chuck and/or Jesse with any question suggestions.
Volunteers of the Year: Chuck Howe and Heidi Stevenson have been voted Volunteers of the Year this year
Miscellaneous
Debit Card/Business Credit Card: The board supported Maggie's request to investigate options for a debit card or business credit card for the Co-op.
The meeting adjourned at 6:05 p.m.
The next board meeting will take place in The Non Profit Commons, July 7 at 5 p.m.
Submitted: Heidi Stevenson, board secretary.
May 5, 2010
Present: Ron Larson, Sue Bertram, Karen Bacula, Phil Watts, Heidi Stevenson, Bill Hart, Jesse Luttenton, Chuck Howe, J. Pearl Taylor. Maggie Morgan, staff
Absent: Jim Jajich
Highlights: Motions passed to accept April minutes, renew office lease. Discussion of sending letter explaining board rejection of city's proposed use agreement for the Arabesque Tent; discussion of Hiawatha accounts on social networking sites.
A motion was passed to accept the minutes of the April 2010 board meeting.
DIRECTOR'S RERPORT (Maggie)
FESTIVAL
Arabesque Tent: Now that the language contained has been cleared by our attorney, Keith Swanson, Maggie will mail the letter explaining our rejection of the city's last draft of the proposed use agreement for the Arabesque Tent. She will also email Nikke Nason of the Arts and Culture Center and Karl Zueger of Marquette Parks and Recreation to let them know that it is on its way.
Thursday Night Lottery: We received a timeline for the lottery this year from Cindy Noble, Park Manager. The timeline contained her proposed division of responsibilities for the lottery, during this year that Hiawatha is learning the steps in facilitating the lottery before taking it over the year following. The board discussed options for taking on more of the responsibilities described, how that might help Hiawatha volunteers learn more about the lottery this year, and also how that might affect any potential bills we receive from the city for the lottery facilitation.
Marquette Board of Light and Power Dam Construction: Maggie was able to speak with Erik Booth, the BLP's project manager for the dam construction. He assured her again that their intent is to disrupt the festival as little as possible, and that he would email complete project details to her on June 18.
Volunteers of the Year: Janet Koistenen, Chuck Howe, and Heidi Stevenson have been nominated for Volunteers of the Year this year. The deadline to cast a vote is May 15. Votes for any two may be sent to the office at info@hiawathamusic.org.
OTHER BUSINESS
Social-networking sites: The board discussed setting up official accounts on Facebook, Twitter, etc. Chuck volunteered to conduct further investigating and setting up.
The meeting adjourned at 5:44 p.m.
ADDENDUMS
Office Lease: The board passed a motion via email to renew the lease for our office space in The Commons on May 6, 2010.
Treasurer's Report: (Phil, May 7, 2010)
Wells Fargo Checking: 04/07/10: $17,013.17; 05/07/10: 14,107.92
MCFU Share Acct.: 04/07/10: $13.78; 05/07/10: $13.78
Fidelity Investments: 04/07/10: $51,061.72; 05/07/10: $47,927.10
Fidelity Money Market included above: around $2,000)
Total: 04/07/10: $68,088.67; 05/07/10: $62,048.80
The next board/festival meeting will take place in The Non Profit Commons, May 12 at 6 p.m.. It will be a potluck. Please bring a plate, utensils, beverage, and a dish to share.
The next board meeting will take place in The Non Profit Commons, June 2, at 5 p.m.
Submitted: Heidi Stevenson, board secretary
April 7, 2010
Present: Ron Larson, Sue Bertram, Karen Bacula, Phil Watts, Heidi Stevenson, Bill Hart.
Absent: Chuck Howe, Jesse Luttenton, Jim Jajich, J. Pearl Taylor
Maggie Morgan, staff
Highlights: Motions passed to: accept March minutes accept treasurer's report subject to audit; move forward with the proposed TV-6 documentary of the festival; Looking for a new location for the board/festival committee meeting; contacting the Marquette Board of Light and Power regarding the construction schedule of the dam at Tourist Park; alternative setups for the Augusta Scholarship
A motion was passed to accept the minutes of the March 2010 board meeting. Treasurer's Report (Phil) 3/1/10 4/7/10
Wells Fargo Checking: 03-01-10: $29,034.71; 04-07-10: $17,013.17
MCFCU Share Acct.: 03-01-10: $13.78; 04-07-10: $13.78
Fidelity Investments (Bell Financial) 03-01-10: $34,252.75 04-10-10: $51,061.72
Fidelity Money Market (included above, around $2,000)
Total: 03-01-10: $63,301.24; 04-07-10: $68,088.67
A motion was passed to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Karen)
Festival
Next Festival Meeting: The board tentatively booked The Commons for the May 12 board/festival committee meeting at 6 p.m. Any board or festival committee member willing to offer up their home for this event should contact the Hiawatha office as soon as possible.
Arabesque Tent: Maggie drafted a letter to the city explaining the board's rejection of the city's latest draft of the use agreement for the tent. Attorney Keith Swanson is in the process of finalizing that letter. If that happens, the letter will be sent immediately. Karen will invite Nikke Nason of the Arts and Culture Center to our May board meeting to discuss the use agreement further, if the letter can be sent in time.
Festival Workshops: Rob LaLonde will be coordinating the workshops this year.
TV-6 Documentary: The board passed a motion to accept a proposal by Brian Cabell of TV-6 to do a half hour documentary on this year's festival.
OTHER BUSINESS
Marquette Board of Light and Power Dam Construction: Heidi agreed to contact Kirby Juntila regarding the tentative schedule for building the dam at Tourist Park to see if it would affect the festival this year in any way.
Augusta Scholarship Alternatives: Because there were no applicants for the Augusta Scholarship this year, Phil has been considering alternatives for the utilization of the scholarship funds. He hopes to have a specific proposal ready for this soon.
The meeting adjourned at 5:34 p.m.
March 3, 2010
Present: Sue Bertram, Jim Jajich, Chuck Howe, Karen Bacula, Phil Watts, Heidi Stevenson, J. Pearl Taylor, Jesse Luttenton, Bill Hart. Maggie Morgan, staff
Absent: Ron Larson, Phil Watts
Highlights: Motions passed:
Accept February minutes and accept treasurer's report subject to audit
Reject the City of Marquette's current draft of the Hiawatha use agreement for the Arabesque Tent
Release $10,000 of the board budget to the Concert Committee for planning of a three-concert series in 2010-2011
Change location for the March 23 board/festival committee meeting, and discussion of ways to ensure tents are distanced four feet apart at the festival per Marquette County Health Department regulations.
A motion was passed to accept the minutes of the January 2010 board meeting.
Treasurer's Report (Maggie)
Wells Fargo Checking: 2/3/10: $26,283.33; 3/3/10: $19,899.28
Mqt. Comm. Fed. Union Share Acct.: 2/3/10: $13.78; 3/3/10: $18.78
Fidelity Investments (Bell Financial): 2/3/10: $47,206.44; 3/3/10: $46,717.26
Fidelity Money Market (included above - around $2,000)
Total: 2/3/10: $73,503.55; 3/3/10: $66,635.32
A motion was passed to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
Festival
Arabesque Tent: Sue, Chuck, Jesse, and Maggie met with Karl Zueger and Cindy Noble of Marquette Parks and Recreation, Nikke Nason from the Arts and Culture Center, and Gale LaJoye on February 11 to discuss the City's draft of the use agreement between Hiawatha and the City of Marquette for the Arabesque Tent. The board feels that the Co-op's needs for the tent are not reflected in the City's current draft.
A motion was passed to not accept the City's current draft of the tent use agreement or release funds toward the purchase of the tent from the set-aside fund at this time. Maggie will be drafting a letter to the City explaining the board's rejection of the document and renewing our concerns.
Thursday Night Lottery: At the same meeting, the attendees representing Hiawatha and the attendees representing the City discussed a proposed contract addendum from Parks and Recreation that would allow Hiawatha to take over the pre-festival Thursday Night Lottery.
It is too late for the Co-op to take over this year's lottery, but the attendees agreed that volunteers could help with facilitating the lottery this year to keep the City's costs down. The city agreed to make a few changes to the pre-festival lottery form that could help keep costs down as well.
Hiawatha will take over next year's Thursday Night Lottery for the 2011 festival under the following conditions:
1. Hiawatha will pay the City for another day's use of the park ($3,252, as of this year, with
the same price caps as are included in the current contract).
2. Hiawatha can then charge whatever is necessary to recoup their expenses in renting the park, which includes all of the camping spots, but also the picnic areas.
3. Hiawatha must submit revised camping density stats per Marquette County Health Department regulations along with a new port-a-pot map.
Miscellaneous
Other Business
Location Change for Next Board/Festival Committee Meeting: Due to current conditions in the Bertram Kitchen, the location of the next Board/Festival Committee Meeting has been changed to The Commons. It will still be Tuesday, March 23 at 6 p.m., and it will still be a potluck.
Van Riper music/craft festival: Jim will be calling Doug Barry regarding this soon.
Concert Committee (Sue): A concert subcommittee met, analyzed past budgets from Hiawatha concerts, and used those figures to estimate the cost of a three concert series in 2010-2011. This would be a pilot project, run in the hopes of creating a continual annual concert series, with events happening around the same time every year. The board passed a motion, with two members abstaining, to release $10,000 to the Concert Committee for the 2010-2011 concert series.
Tent Distancing at Festival: The board discussed ways to ensure that tents are set up a minimum of four feet apart per Marquette Count Health Department regulations. The current system that security has for checking this - doing a thorough walk-through on Friday, followed by continual checking throughout the weekend - was discussed. Two other ideas were also discussed:
1. Giving campers a four-foot length of twine or brightly colored plastic with their tent tags and/or wristbands to make measuring easy.
2. Asking campers to sign a disclaimer containing the tent rules and other important festival regulations.
The meeting adjourned at 6:24 p.m.
Submitted: Heidi Stevenson, board secretary.
February 3, 2010
Present: Sue Bertram, Jim Jajich, Chuck Howe, Ron Larson, Karen Bacula, Phil Watts, Heidi Stevenson, J. Pearl Taylor, Jesse Luttenton. Maggie Morgan, staff. Julie Foster-Lindquist, guest.
Absent: Bill Hart
Highlights: Motions passed to approve price changes for 2010 festival ticket prices. Agreement to donate one weekend festival ticket to the Bonifas Arts Center Auction for the Arts, and designation of Jim Jajich as liaison to organizers of the Van Riper summer music/craft festival.
A motion was passed to accept the minutes of the January 2010 board meeting.
Treasurer's Report (Phil)
Wells Fargo Checking: $26,283.33
Mqt. Comm. Fed. Union Share Acct.: $13.78
Fidelity Investments (Bell Financial): $47,206.44
Fidelity Money Market (included above, around $2,000)
Total: $73,503.55
A motion was passed to accept the treasurer's report, subject to audit.
Director's Report (Maggie)
Festival
2010 Festival Budget: Maggie presented the ticket, camping, and parking price recommendations made at the joint board/festival committee meeting on January 19. In addition, she provided suggested changes that would eliminate the problem of the newly recommended weekend gate price being higher than the single day gate prices (which could cause more people to buy single-day tickets).
The board passed a motion to approve the changes recommended at the January 19 meeting, as well as Maggie's recommendations. The below prices, then, were set for the 2010 festival:
Weekend adult advance: $60
Weekend teen/senior advance: $50
Weekend adult, teen/senior gate: $70
Friday only (all ages but child): $15
Saturday only (all ages but child): $40
Sunday only (all ages but child): $40
Camping: $15 per tag
Parking: $40 per tag
Miscellaneous
Bonifas Arts Center Auction for the Arts: The board agreed that we should donate a weekend festival ticket to this event.
Van Riper music/craft festival: Hiawatha had been contacted about collaborating with the Van Riper management on a summer mini-festival, but then we seemed to lose touch with the organizers. Recently, Maggie received an announcement with the mini-festival date set for August 28. Jim Jajich volunteered to be the liaison to Van Riper management to see if we might stay involved with the event and its planning in some capacity.
Other Business
Concerts: (Karen) Karen is still waiting to hear if there are more details forthcoming from Dan Truckey about future concert events with which we might be involved. If she is contacted, she will invite him to our March or April board meeting.
The meeting adjourned at 5:40 p.m.
The board stayed afterward to select the 2010 festival logo. With so many interesting designs to choose from, it was not an easy job, but the logo has been selected and the winner notified.
The next board meeting will be Wednesday, March 3, at 5 p.m., in The Commons. Submitted: Heidi Stevenson, board secretary.
January 6, 2010
Present: Sue Bertram, Bill Hart, Jim Jajich, Chuck Howe, Ron Larson, Karen Bacula, Phil Watts, Heidi Stevenson, J. Pearl Taylor. Maggie Morgan, staff
Absent: Jesse Luttenton
Highlights: Motions passed to accept November minutes and accept treasurer’s report subject to audit, election of board officers and designation of short term, meeting time set, formation of ad hoc concert organization/sponsorship committee.
A motion was passed to accept the minutes of the December 2009 board meeting.
TREASURER'S REPORT (Phil)
12/1/09 1/5/10
Wells Fargo Checking: 12/01/09 $32,820.02; 01/06/10: $27,498.89
Mqt. Comm. Fed. Union Share Acct.12/01/09: $13.78; 01/06/10: $13.78
Fidelity Investments (Bell Financial) 12/01/09: $47,696.51; 01/06/10: $49,019.21
Fidelity Money Market (included above) $2,000
Total: 12/01/09: $80,530.31; 01/06/10: $76,531.88
A motion passed to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Festival
January 2010 Festival Meeting: The January 2010 festival committee/board meeting was set for Tuesday, January 19, 6 p.m., at the Bertram residence. This will begin with a potluck dinner. Maggie indicated that she will have a preliminary budget proposal for the 2010 festival ready.
Logo Contest: Hiawatha had received 18 entries for the contest as of the board meeting. The deadline for entries is 6 p.m., February 1.
Miscellaneous
Falling Rock Cafe Donation: We received a thank-you for our $100 donation to Friends of the Falling Rock Cafe and Bookstore.
OTHER BUSINESS
Election of Board Officers: The 2010 board officers are President, Karen Bacula; Vice President, Chuck Howe; Treasurer, Phil Watts; Secretary, Heidi Stevenson
Designation of Short Term: There was a short term to fill due to a resignation from the board. Ron Larson agreed to carry out the short term, which will expire in 2011. All other new board terms run through 2012.
Meeting Times: The board agreed to continue meeting on Wednesdays at 5 p.m.
Concerts: Karen presented the board with two opportunities to support performers in Marquette: a chance to partially sponsor a performance by Billy Bragg, which would be organized by Dan Truckey of the Beaumier Heritage Center, NMU Folk Life Festival, and International Concert Series; and a chance to organize a concert by Pete Heitzman and Karen Savoca this spring. This spurred a discussion of similar past efforts in both veins and the way budget has been handled for both.
As a result, the board proposed two actions: inviting Dan to speak at our February meeting, and forming an ad hoc committee to create a formal process for handling concert sponsorships and budget proposals for concerts organized by Hiawatha. Sue Bertram, Karen Bacula and Chuck Howe agreed to sit on the ad hoc committee.
Agenda Items for Festival Meeting and February Board Meeting: Chuck proposed that two things be discussed at these meetings: ticket prices and security options for the 2010 festival.
The meeting adjourned at 5:52 p.m. The next board meeting will be Wednesday, February 3, at 5 p.m., in The Non Profit Commons.
December 2, 2009
Present: Sue Bertram, Bill Hart, Jim Jajich, Chuck Howe, Ron Larson, Karen Bacula, Phil Watts, Heidi Stevenson. Maggie Morgan, staff
Absent: J. Pearl Taylor
Highlights: Motions passed to accept November minutes, accept treasurer's report subject to audit, donate $100 to the Falling Rock Cafe, and offer $250 holiday gift to Maggie.
A motion was passed to accept the minutes of the November 2009 board meeting.
TREASURER'S REPORT (Phil)
11/4/09 12/1/09
Wells Fargo Checking $35,852.20 $32,820.02
MCFCU Share Acct. $13.78 $13.78
Fidelity Investments (Bell) $45,332.02 $47,696.51
Fidelity Money Market (included above, around $2,000.00)
Total $81,198.00 $80,530.31
A motion was passed to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Festival
2009 Festival Budget: Maggie presented another updated festival budget reflecting recent payments. This was the final budget report for the 2009 festival. Maggie noted that about $1,500 of the expenses were actually early payments for the 2010 festival. That left a loss of approximately $3,500. This was a "planned loss," though, as the board decided to keep festival ticket prices the same in the hopes of helping out festival attendees facing challenging economic times this year.
January 2010 Festival Meeting: The January 2010 festival committee/board meeting was set for Tuesday, January 19, 6 p.m., at the Bertram residence. This will begin with a potluck dinner.
Miscellaneous
Holiday actions: The board granted permission to Maggie to close the office on December 22, 23, 29, and 30 for the holidays. They also agreed with her that sending holiday cards to some of our community partners and friends is a great idea.
Falling Rock Cafe Donation: Since they have been continual supporters of traditional music, the board passed a motion to donate $100 to the Falling Rock Cafe as a part of their "friends of" program.
Other Business
Director Holiday Bonus: The board passed a motion to offer a holiday gift of $250 to Maggie.
The meeting adjourned at 5:48 p.m.
The next board meeting will be Wednesday, January 6, at 5 p.m., in The Commons. At this meeting, the new board will be seated, new board officers will be elected, and it will be determined who is carrying out the short term created by Matt Maki's resignation.
Submitted: Heidi Stevenson, board secretary.
November 4, 2009
Present: Sue Bertram, Bill Hart, Chuck Howe, Ron Larson, Karen Bacula, Phil Watts, Heidi Stevenson.
Maggie Morgan, staff
Absent: J. Pearl Taylor, Jim Jajich
HIGHLIGHTS: Decision to take advantage of ABO Tent discount offer
A motion was passed to accept the minutes of the October 2009 board meeting.
TREASURER'S REPORT (Phil)
Wells Fargo Checking: 10/7/09: $39, 987.04; 11/4/09: $35,852.20
Mqt. Comm. Fed. Union: 10/7/09: $13.78; 11/4/09: $13.78
Fidelity Investments (Bell Financial): 10/7/09: $46,182.07; 11/4/09 $45,332.02
Fidelity Money Market (included above, around $2,000)
Total: 10/7/09: $86,182.89; 11/4/09: $81,198.00
Phil made note that, while our balance is down from October 2009, it is up slightly from this time last year. A motion was passed to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Maggie)
FESTIVAL:
2009 Festival Budget: Maggie presented an updated festival budget report reflecting recent payments. Overall, it appears that we made a little money on the festival, but not enough to cover our office expenses, etc. from the year. This was a "planned loss," though, as the board decided to keep festival ticket prices the same in the hopes of helping out festival attendees facing challenging economic times this year.
Waste Management Bill: We are still waiting to settle our bill with Waste Management for the 2009 festival. We have an outstanding balance, but have not yet heard a response to our request to have our current statement altered.
ABO Tent Discount Offer: The board decided to take advantage of ABO's offer for a discount on the tent price for the festival on the condition we pay our deposit early. Maggie will send the check in early, but request that it be dated January 1, 2010, to keep that expense within our 2010 fiscal year.
MISCELLANEOUS:
The annual meeting will be Saturday, November 7, in the Community Room of the Peter White Library. The potluck dinner will be from 6-7 p.m., the business meeting from 7-8:30 p.m., and the dance from 8:30-10 p.m. with the Billy Butcher Bayou Band. Elections will be held during the business meeting. We have five open positions on the board this year, with four incumbents eligible to serve a second term.
The meeting adjourned at 5:27 p.m. The next board meeting will be Wednesday, December 2 at 5 p.m., in The Non-Profit Commons.
Submitted: Heidi Stevenson, board secretary.
October 7, 2009
Present: Chuck Howe, Sue Bertram, Karen Bacula, Phil Watts, Heidi Stevenson.
Maggie Morgan, staff
Absent: Bill Hart, J. Pearl Taylor, Jim Jajich, Ron Larson.
Highlights: Motion passed to accept September minutes, accept treasurer's report, and to wait on paying the Waste Management bill from the 2009 festival. Updated 2009 festival budget report, decision on Lions Club 90th Anniversary Dinner.
A motion was passed to accept the minutes of the September 2009 board meeting.
TREASURER'S REPORT (Phil)
Wells Fargo Checking: 9/2/09: $50,679.65; 10/7/09: $39, 987.04
Mqt. Comm. Fed. Union Share Acct.: 9/2/09: $13.78; 10/7/09: $13.78
Fidelity Investments (Bell Financial) 9/2/09: $43,479.83; 10/7/09: $46,182.07
Fidelity Money Market (included above, around $2,000)
Total 9/2/09: $94,173.26; 10/7/09$86,182.89
A motion was passed to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Festival
2009 Festival Budget: Maggie presented an updated festival budget report reflecting recent payments.
Waste Management Bill: We are still waiting to settle our bill with Waste Management for the 2009 festival. We have an outstanding balance, but have not yet heard a response to our request to have our current statement altered. Until we do, the board passed a motion to not move forward with paying that bill.
Coordinator Vacancies: We have a departing coordinator in Info this year, and a likely departing coordinator in Funds, and we are actively looking for people to fill these positions. Interested people with relevant experience should contact the Hiawatha office by calling 906-226-8575 or e-mailing info@hiawathamusic.org.
Miscellaneous
Lions Club 90th Anniversary Dinner: We accepted the Lions Club offer to participate in a pancake breakfast last year that served as a fund raising opportunity for the Co-op, and have subsequently received an invitation to their 90th anniversary dinner. The board decided to send comp tickets to the 2010 festival as a contribution to their silent auction, but not to send attendees.
Annual Meeting: Maggie included a budget report for the annual meeting with her board report. The annual meeting will be Saturday, November 7, in the Community Room of the Peter White Library. The potluck dinner will be from 6-7pm, the business meeting from 7-8:30pm, and the dance from 8:30-10pm with the Billy Butcher Bayou Band. Elections will be held during the business meeting. We have five open positions on the board this year, with four incumbents eligible to serve a second term.
The meeting adjourned at 5:53 p.m. The next board meeting will be Wednesday, November 4, at 5 p.m. in The Commons.
Submitted: Heidi Stevenson, board secretary.
September 2, 2009
Present: Jim Jajich, Chuck Howe, Sue Bertram, Karen Bacula, Ron Larson, Heidi Stevenson. Maggie Morgan, staff
Absent: Bill Hart, J. Pearl Taylor
HIGHLIGHTS: Motion passed to accept August minutes, accept treasurer's report, follow up on jet rodding charges for 2009 festival, waste management, Arabesque tent purchase and agreement.
A motion was passed to accept the minutes of the August 2009 board meeting.
TREASURER'S REPORT (Phil)
First figure 8/5/09, second figure 9/2/09
Wells Fargo Checking $64,193.05 $50,679.65
Mqt. Comm. Fed. Union Share Acct. $13.78 $13.78
Fidelity Investments (Bell Financial) $43,835.78 $43,479.83
Fidelity Money Market (included above - around $2,000)
Total: $108,042.61 $94,173.26
A motion was passed to accept the treasurer's report, subject to audit.
DIRECTOR'S REPORT (Maggie)
Festival:
Adjusted City Festival Bill: Our 2009 festival bill from the city has been adjusted to honor our prior agreement regarding the jet rodding of the park sewers, in which we pay for half of the work. We were originally billed $13,314.47, and after Maggie addressed the issue, that amount was dropped to $7,334.47.
Waste Management: We were charged this year for containment devices (two 30 yard "roll offs") that Waste Management has comped to us in the past. This was a large unanticipated expense for Hiawatha. Maggie is going to contact them to ask if they will drop that charge.
Arabesque Tent: Due to extenuating circumstances, we were not able to get our agreement with the city in place before the arabesque tent needed to be purchased, per the details of the grant that helped pay for it. When the terms of the agreement set forth by Hiawatha are accepted by the city, the set aside fund will then be used to replace the money the city has already spent. In the meantime, the tent was debuted in the Lower Harbor at Seafood Fest the weekend of August 28-30. This gave several board members a chance to see it in person, which helped the board refine our thoughts about its possible uses for the co-op, festival and non-festival, in the future. For instance, it is now clear that it will not work as a replacement for our main stage or second stage, but might find use for a concert series, as an addition to our second stage, or as an additional workshop area. The board agreed a few additional edits to the agreement were necessary to accommodate these possibilities. Maggie is adding those final edits to the agreement so that it may be approved by our attorney and get submitted to the city as soon as possible.
MISCELLANEOUS:
Annual Meeting: The annual meeting will be Saturday, November 7, in the Community Room of the Peter White Library. The potluck dinner will be from 6-7 p.m., the business meeting from 7-8:30 p.m., and the dance from 8:30-10 p.m., band TBA.
The meeting adjourned at 6:16 p.m. The next board meeting will be Wednesday, October 7, at 5 p.m., in The Non Profit Commons. Submitted: Heidi Stevenson, Secretary
August 6, 2009
Present: Sue, Burtram, Chuck Howe, Jim Jajich, Ron Larson, J. Pearl Taylor
Absent: Karen Bacula, Bill Hart, Heidi Stevenson, Phil Watts
Staff Present: Maggie Morgan
Minutes for July's meeting unanimously approved.
Treasurers Report: tabled until next month. Phil was absent and printer was not working.
Discussions:
Resignation: Matt Maki Resigned from the board last month just prior to the festival. A thank-you card for his service will be circulated at next meeting.
**New secretary: Heidi was nominated and unanimously elected to be the interim secretary until officer elections in December.
Festival Revenue: Although the final report is not complete, and we are still waiting for all the final bills, it appears that overall festival revenue was up slightly, while concessions, performer merchandise, the t-shirt sales were down.
2009 Total Festival deposits (not yet categorized): $76,456.03
2008 Total Festival deposits: $65,160.54
2009 advance sales: $80,837. 2008 advance sales: $75,139.50.
2009 concession share: $35,842.47. 2008 concession share: 38,628.38
2009 consignment share: $7,713.46. 2008 consignment share: $9,862.90
Festival attendance has still not been determined.
Thursday night: There were some issues this year with the camping lottery, and the city has expressed interest for Hiawatha to take the lottery over. The board is interested in this opportunity, but it will require some discussion in future meetings as well as discussions with the city of Marquette. Should we elect to take over the lottery we may need: to appoint an area coordinator to administer the lottery, and adjust our Thursday night contract with the city.
Set-aside fund: Release of set aside funds for the purchase of the Arabesque tent is proceeding. Our lawyer has approved our condition agreement and it will be presented to the city as soon has we have wrapped up the park billing for this years festival.
DBA renewals: A motion was made to renew our series of five "doing business as" names (DBA) that expire in September. Renewals are $10 per name. Names renewed are Hiawatha Music Co-op, Hiawatha Traditional Music Festival, Hiawatha Festival, Hiawatha Music Festival, Hiawatha Music Organization.
Health Department: There were some problems with the Health Department's approval of our permit for this year's festival. It was ultimately approved. But next year we may be required to reduce the number of camping permits in areas D and F. We are still working to determine why the numbers may have to be reduced as these were approved by the Health Department for the last 10 years.
Fall Concert: A motion was made by Karen in absentia to host a fall concert with Peter Ostroushko and seconded by Jim Jajich. The boarded voted unanimously not to host the concert. The board felt that we have hosted Peter in the recent past and would prefer to pursue other artists.
Security: Concerns were expressed by Chuck Howe and others on the board over the state of our current security procedures and volunteers. It was expressed that many of our volunteers are not doing an adequate job of enforcing festival rules and policies. Many volunteers are young and lack the training to adequately do the job. We believe that the security coordinators are doing their best, but the system may need to be adjusted to: either replace some volunteers with paid security or dramatically increase training requirements for volunteers. Ideas will be floated and discussed that the upcoming festival meeting on Tuesday August 11.
Set up: Set-up continues to have difficulty getting quality prepared staff to assist with set up and take down at the festival. While they do work hard and do do a great job, the volunteers don't always know what the job involves and come unprepared for the type of work they will be doing. We will be looking for ways how we can provide better incentives and/or training to assist recruiting and retaining folks in these and other volunteers positions. This will also be discussed at the upcoming festival meeting.
Meeting Adjourned: 7:50 p.m.
Minutes submitted by Chuck Howe, acting Secretary
July 1, 2009
Present: Jim Jajich, Heidi Stevenson, Chuck Howe, Bill Hart, Sue Bertram. Maggie Morgan, staff
Absent and Excused: Matt Maki, Ron Larson, Karen Bacula, Phil Watts, J. Pearl Taylor.
Highlights: Motion passed to accept June minutes, credit card readers for festival, letter of support for Mike Beauchamp's band shell project
A motion was passed to accept the minutes of the June 2009 board meeting.
TREASURER'S REPORT: (Phil) Due to Phil's absence, the July treasurer's report will be presented at the August 5 board meeting.
DIRECTOR'S REPORT: (Maggie)
Festival:
Worker t-shirts: These are done, delivered, and in the office.
Ticket Sales: The total for advance ticket sales at the time of the meeting was $35,783, up from last year's total by $3,510. We also had our first $1,000 day of online sales this year.
Worker Sign-up Party: The June 30 meeting was well attended. Chris may hold an additional worker sign-up event on July 14, but as advance sales end earlier that day, Maggie will not be selling festival tickets there.
Arabesque Tent: Our convalescing attorney will need to approve the conditions we've drafted before we move forward on this. We wish him well!
MISC.:
Letter of Support for Mike Beauchamp/band shell project: The board agreed that it would be a good thing to send a letter of support to the July 13 city commission meeting, at which Mike Beauchamp will present his case for free use of the Presque Isle band shell in order to facilitate the 2009 Local Talent Bandshell Performance Series. Last year's series was grant-funded, but the Mike was unable to secure the grant this year. He still hopes to provide the citizens of the Marquette area with this chance to enjoy the park and some local music. We cannot be there to support Mike in person because it conflicts with our last monitor/area coordinator meeting before the festival.
Tapes: Jim volunteered to take Hiawatha's old audio tapes to St. Vincent De Paul for a tax credit.
The meeting adjourned at 5:27 p.m.
Submitted: Heidi Stevenson, board member
May 6, 2009
Present: Karen Bacula, Chuck Howe, Ron Larson, Matt Maki, Heidi Stevenson, Phil Watts.
Absent: Sue Bertram, Bill Hart, Jim Jajich, J. Pearl Taylor. Maggie Morgan, staff.
Highlights: Approved of Public Radio 90 sponsorship. Approval of purchase of second trailer dedicated for the dance floor.
Ron Larson located a trailer for sale that seems like it would fit our need for a separate one for the dance floor (keeping it separate from the other festival supplies so that it can be easily accessed throughout the year). The Board approved purchasing it for up to $2,000, hopefully less with the difference being credited to the seller as a donation to a non-profit.
Treasurer's Report: (Phil)
A copy of the totals was unavailable at the time of the meeting, but the fund totals were holding steady. Totals as of April 2009:
Wells Fargo Checking: $29,034.71
MCFCU Share Account: $13.78
Fidelity (Investment and Money Market): $38,908.06
TOTAL: $67,956.55
Miscellaneous:
Recent Concerts: Although there was a little bit of scrambling to find sound equipment beforehand, the Ember Swift concert was successful. The Seth Bernard and Daisy Mae concert was packed!
The meeting adjourned at 5:25 p.m.
Submitted: Matt Maki, Secretary
April 1, 2009
Present: Karen Bacula, Bill Hart, Chuck Howe, Jim Jajich, Ron Larson, Matt Maki, Heidi Stevenson, Phil Watts. Absent: Sue Bertram, J. Pearl Taylor. Maggie Morgan, staff.
Highlights: What will we do without Maggie?! She has left us detailed instructions for while she is away. Matt will collect the mail, and Chuck will check the e-mail. Keys were distributed and swapped, although there are still more keys needed for some Board members.
Treasurer's Report: (Phil)
A copy of the totals was unavailable at the time of the meeting, but the fund totals were holding steady.
Update: The following Treasurer's Report was added to these minutes on June 3, 2009.
Wells Fargo Checking: $29,034.71
MCFCU Share Account: $13.78
Fidelity (Investment and Money Market): $34,252.75
TOTAL: $63,301.24
Miscellaneous:
August Heritage Center Scholarship: Discussion of different ways to better publicize it in the future, including announcing it at the festival and having application packets available there, including it in the program, etc.
The meeting adjourned at 5:35 p.m.
Submitted: Matt Maki, Secretary
