SWBMAI Meeting Date/Time: Thursday, May 6, 2010, 5:20 pm

SWBMAI Bluegrass Music Association, Inc. Minutes
Meeting Date/Time: Thursday, May 6, 2010, 5:20 pm
Location: The Knickelbine’s, 6233 Countryside Lane, Madison (just off Old Middleton Rd
Present: Julie Cherney, Jim Knobloch, Lane Venden, Jim Hodges, Jean Knickelbine, Mary Helmke
Regrets: Jon Peik, Bruce Stein
Guests: Catherine Rhyner, Robert Queen from Orton Park Festival
Business Meeting:
• 1. Welcome Larry Schultz to SWBMAI board.
Larry is married with 2 teen-age children. He is a data warehouse developer for educational districts.
• 2. Formal recognition of Catherine Rhyner’s resignation.
However, she will still be active on committees and contributing ideas and time.
• 3. Approval of October, 2009 minutes – This was tabled until the June Board meeting.
• 4. Approval of December, 2009 minutes. This was tabled until the June Board meeting.
• 5. Approval of revised April, 2010 minutes. Jim Knobloch requested revisions to the April minutes. Changing
the wording from digital camera (donation from Bruce Brechtl) to digital video recorder. And that the wording
regarding the raffle letter be revised to not include the word ‘legal’. Moved and approved with Julie C.
abstaining.
• 6. Approval of March financial statements previously sent by Jon- Not discussed.
• 7. Thank you notes needed for raffle prize donations. Mary H. will send these out.
• 8. Discussion/decision re: membership tracking/invoicing computer program in order to enable
stable membership price over the entire calendar year. Not discussed, since Larry Schultz will be taking on the
Membership chair.
• 9. Membership chair needed to replace Sharon Manion who ends her volunteering on May 15.
Nomination discussion. Larry Schultz accepted the position of Membership chair and was enthused about
updating the system we currently have. Jean will be meeting with him to transfer information.
• 10. Decision from Lane regarding assuming position as business membership promotion chair
including newsletter/web ad sales. Lane has agreed to take this on but reserves the right to let us know if he
feels it is not working out, so someone else can pick it up.
• 11. Business membership follow up with the High Noon Saloon- Jim K. has not heard back from Cathy at the
High Noon. The Ladysmith Chamber of Commerce has purchased a business membership. Lane will handle
this from here. Jean will send him the contact information.
• 12. Brooklyn requests $500 of in-kind donations – web ad needed; 7 comp tickets needed; email
push date decision needed. Could not discuss, as Bruce Stein was not attendant.
• 13. Gandy Dancer has made no financial or in-kind requests to date. No request to date.
• 14. Discussion/decision re: Art Stevenson’s $1,000 in-kind donation request for Bluegrass in the
Pines bluegrass festival, to be held August 26-28, 2010, at the Rosholt Fair Park in Rosholt, Wisconsin.
This is a new venue for this event. Art Stevenson has been a strong member of the Association. It was moved,
seconded and approved that we go ahead with this in-kind donation.
• 15. Discussion/decision re: $750 cash donation request for the 45th Orton Park Festival running
August 27-29 specifically underwriting the Carolina Chocolate Drops on August 28.
Robert Queen has headed the Orton Park Festival for over 20 years. This Aug. 25-27 will be the 45th Annual
festival. The Carolina Chocolate Drops will be the headlining group. They are culturally significant,
educational,. Other performers will be Chris Plata, Robert J and Clyde Stubblefield. The CCD will be appearing
on Saturday the 26th after the 6:30 auction. They anticipate a crowd of 3,000 for the weekend, possibly more.
Requesting a $750.00 donation from the Association. We will be provided with a table. Tables usually set up
around 11am after brunch at 9am. He recommends the table being manned on Saturday and Sunday.
Discussion following presentation and Bob’s departure: Since CCD is topping the bluegrass charts and has been
featured on NPR it would be best for the Association to support this. We will offer $500.00 cash and $500.00
in-kind: website publicity as well as an email push. Moved by Mary to offer this deal to Bob Queen, seconded
and unanimously agreed upon. Jean will contact Bob about our decision.
•
• 16. New board nominations and feedback. New nominations: Dan Hildebrandt. Moved and approved to offer
placement on the Board to Dan Hildebrandt. Mention was also made of approaching Stephanie Ramers and
Bonnie (last name not known yet). She has shown interest.
• 17. SWBMAI storage rental discussion/decision. Per Betty Hodges: U-Haul in Janesville = 5x10x8
Unit: $54.95 per month,; 5x7x8 Unit: $34.95 per month, Both = No deposit, No 30 day notice to move out and
24 hour access; They do have smaller units. The gentleman told me that Madison's prices are higher. Catherine
Rhyner offered a storage building on her property. All items must be in non-paper/cardboard containers. The
facility is not rodent proof. And it would be free of charge. Request that we give notice to the family if we are
going to retrieve or place items in the building.
• 18. Collect sticker donation money gathering for bank deposit (Cost = $139.80) Deposit to date = $220
on 11-10 (Jim K $40; Jim H $20; Catherine $160) $50 on 12-7 from party; Catherine = $10 and Jim K = $5 at
Jan board
meeting not deposited yet;. Monies were collected
19. Membership renewal mailing to be sent in April? Postcard vs letter. Reminder: board policy is
all board members and instructors must be SWBMAI members. Membership renewal as of Wed, March 31:
� 106 total renewals
� 19 family
� 32 individual
� 37 senior
� 2 student
� 1 Business = Greater Ladysmith Chamber of Commerce
� 15 bands: Oak Street Ramblers, Truman’s Ridge, Old Cool, Kristy Larson Honky Tonk Trio, Nob
Hill Boys, Wooden Bridges Bluegrass, SweetGrass, Art Stevenson & High Water, Cream City, The
Henhouse Prowlers, Liberty Bluegrass Band, Sparetime Bluegrass Band, Tangled Roots, Turtle
Creek Ramblers, Northern Comfort (Note:3 bands have indicated they are planning on renewing. They are
Round the Bend, Down From the Hills, Monroe Crossing).
� Complimentary Membership:
John Fabke, W.T. Graham, Paul Kienitz, Stan and Margaret Kmiotek, Calvin Langdok, Bill and
Bobbie Malone, Kathy and Marty Ottem, Mike Schmidt, Mary Ann Seaberg, Carl Solander,
Chris Powers will be offered a complimentary membership. It was moved and approved. Jean will contact him.
Information on members who have not renewed:
� 10 bands (includes band who have contacted us but have not paid their dues: Round the
Bend, Down From the Hills, Monroe Crossing, Above the Town, The Alzen Family, Big Cedar, Front
Porch Boys, eleike, New Bad Habits, The High 48s)
� 1 business (Door County Bluegrass)
� 16 Family
� 54 individual
� 37 senior
Recommendation: 118 have not renewed. A reminder postcard could be sent at the following costs:
150 (Digital Printing), 5 Business Day turnaround: Quote Price: $72.00 Save 40%: - $28.80 =
Total Printing: $43.20 / Unit Cost: $0.288 + 28c postage x 150 = $42 postage + shipping Jean will send these
out as well as an email push.
• 20. Report from Jim H. on SWBMAI sticker donation push via Craig’s List – no report
• 21. Resolve discussion re: partners/spouses on board via board vote, Catherine pointed out that a member need
not be on the Board to be a part of the committees and activities or to attend the Board meetings and have input.
Board meetings are open to all members.
.
Committee Reports:
• 22. Newsletter update – Bruce S. not attendant
• 23. Follow up regarding contact with Boris Frank, Executive Director, Henry Vilas Zoological
Society, 608-258-9490? Bluegrass bands performing at the zoo once a week through summer? Paid gigs?
Bluegrass performances at member events? The contact person is Suzie Reynolds. Catherine will continue
pursuing this opportunity.
• 24. West High School Mando Club Donation and PR plan: 4 lessons from Chris Powers paid for by
SWBMAI totaling $104; $____ mando donation purchased from Lane’s Lutherie; SWBMAI t-shirt donations;
SWBMAI instrument case sticker donations. Bruce to handle PR and event coordination. Discussion of
Mandolin purchase. Lane found 2 options in a catalog: A-style at $45.00 each or F-Style at $75.00 each. Vote
decided that Lane would order 3 of the A-Style mandolins at $45.00 each. If 3 are not available, he will order 2
of the F-Styles at $75.00 each. He will take care of this immediately since High School graduation is imminent.
(Julie Cherney departed the meeting at 6:52 pm)
• 25. Report from Jim and Betty Hodges, Mary Helmke, Catherine Rhyner and Jean re: 54th annual
Rock River Thresheree Sept 3-6. Committee recommendation:
� Meeting with Thresheree show committee on May 15 at 10:30 at the Town Hall on Thresheree grounds
� Two days of SWBMAI-sponsored events: Saturday, 9-4 and Sunday, 9-5.
� Identical schedule both days. Jamming 12:00 noon to 3:00 pm; 3:00-6:00 pm = 3 1-hour sets by
SWBMAI bands
� SWBMAI pay bands $100-$200 per band x 6 bands = $600 - $1,200
� SWBMAI pays for sound system
� Stage riser rental by Thresheree or SWBMAI: A to Z Rental in Madison = $44.00 per 4x6 foot section
with a $250.00 deposit for the entire week-end. They would help load.
� All spending must come from contingency fund
Jim Hodges will check with Dave Bachol about providing a sound system for this event. Jean spoke with the
Thresheree contact and it may be possible the Thresheree committee will provide the risers for a stage.
Discussion ensued about amenities for the Member bands who perform at this event. Lane V suggested coolers
with cold drinks (bottled water, sodas, beer) for before and after the performances. We will also look into
providing a small tent or portable shelter behind the stage area for changing clothing, sitting, preparing, etc. In
addition, the Association will pay for their gate fee.
• 26. Request from Rock River Thresheree Swap Meet contact for bluegrass music at upcoming
events. Contact with _____ needed. Chair needed. This was mentioned briefly at the first Thresheree meeting.
Jean and Jim H. will look into this event.
• 27. Report from chair Lane re: Class A Raffle committee report regarding holding raffle during
2010-2011 budget year regarding prizes secured. To date, Lane has agreed to donate a fiddle, Sharon Manion
has donated a quilt, Bruce Brechtl has donated a digital video recorder; Bruce Brechtl’s wife is making a quilt
for donation,
Debra Amesqua has donated a handmade mandolin strap, Paul Woolson has donated a handmade guitar and
case worth $3,000. SWBMAI previously discussed getting quilt appraisal(s) prior to raffle ticket printing for
valuation; board to bring samples of letters for reference in drafting SWBMAI’s raffle letter . Lane will look
into getting a donation from Ward-Brodt. He also offered to look into getting a banjo for the raffle, but
discussion resulted in holding off until next year. Catherine will contact Bruce Brechtl to find out the progress
on the second quilt and perhaps get a photo of it for promotional purposes.
� Input to Jim K on letter draft All agreed the letter was well-constructed. The board also discussed the
breakdown of the raffle items per type. 1 color of ticket for guitar plus lesson, 1 color for fiddle plus lesson, 1
color for mando plus lesson (if we get the mandolin from Deb Amesqua), 1 color for remaining items. Jim K.
had a sample of the raffle tickets he has received. They consisted of one sheet of colored medium weight paper,
with 6 tickets per page and they were perforated for easier tearing. It was also discussed to limit the number of
raffle tickets sold. It was further agreed that the raffle is not contingent on the ability to send the raffle tickets to
members for distribution. Catherine will check with Jon Peik to check on his doubts of mailing them.
• 28. Decision re: lawyer’s advice regarding return to use the term “member” to describe people
affiliated with SWBMAI through fee payments. May require future by-law modification to revert back.
After discussion, it was moved and approved by all but Jim K. that our population be referred to as ‘members’
with the necessity for revisiting this in the by-laws in the future.
• 29. Holiday Party, Saturday December 4, 2010. Goodman Center reservation. Contract not yet
received. Jean will be looking into getting the contact information and the contract.
• 30. Specs from webmaster Scott Knickelbine for an Internet 2.0 website for use in grant-writing
proposals. Grant writing application to be done by Bruce Brechtl’s daughter. Granting organizations not yet
identified. Mary was selected to approach Scott about getting this information to Bruce’s daughter in order to
get the grant.
New Business:
• 31. Assuming board approval of draft budget, chair to handle production of two new SWBMAI
signs to replace 25th anniversary logo sign; sign to be identical to old sign except for the omission of the 25th
anniversary mark on the logo Jim K. will start the order for the new sign and ask that grommets be placed in the
upper corners to allow for hanging.
This meeting was adjourned at 7:00 pm.
Due to time constraints, the following were tabled for the June Board meeting.
The next Board meeting will be Thursday June 3, 2010.