George Kerferd Hotel, Mayday Hills, Beechworth

+61 439456544 info@abotma.org.au

ABOTMA Membership

Renew your ABOTMA Membership

 

 

 

Member Benefits

A discounted ticket for Mountaingrass 2018 in recognition for your support towards the staging of an annual Australasian bluegrass and old time music festival. When you renew your membership you will receive your discount code to be used when buying your festival ticket(s). If you do not receive your code please email us at info@abotma.org.au

Members receive a regular newsletter and their membership 'supports the staging of an annual bluegrass and old time music festival in Australasia'

Access to ABOTMA membership benefits with IBMA

Complimentary music baggage allowance with Virgin Airlines

Virgin Luggage Allowance Information

Virgin Australia Luggage Allowance -Click for full details

Members of ABOTMA are entitled to check one musical instrument free in addition to their regular checked baggage allowance.  Email music@virginaustralia.com with this information to get your baggage allowance.

  • Reservation Number
  • Number of bags and weight of each piece
  • Music Industry Body of which you are a member of and membership number (This will be your Personal Identifiers, i.e mobile phone and e-mail address)
  • Contact details
  • Travel Destinations

Music Industry Partnership Guidelines and Bookings Process

Virgin Australia is proud to support the Australian music industry through a dedicated baggage allowance and service that assists artists – and other music industry organisations – when touring with musical equipment.

Following discussions with the industry – led by the Australian Music Industry Network (AMIN) the offering includes a free baggage allowance of 32kg (across three pieces of checked baggage) for individual artists – with an additional 32kg (across three pieces of checked baggage) able to be purchased in advance for just $15.

This baggage allowance is available on Virgin Australia-owned and operated domestic services only and must be booked or pre-purchased at least two business days prior to departure. This baggage allowance is not applicable to flights operated by partner airlines.

This offer applies to all new bookings and cannot be provided in retrospect, and Virgin Australia will not refund normal baggage charges already paid.

Eligibility

To be eligible for this special offer, Musicians must be financial or bona fide members of one of the following Australian Music Industry bodies:

  • AMIN’s member organisations: Queensland Music Network; Music Tasmania; Music NSW; Music NT; Music Victoria, MusicSA, MusicACT and The Western Australian; Music Industry Association
  • Australian Recording Industry Association (ARIA)
  • Phonographic Performance Company of Australia Limited (PPCA)
  • Music Council of Australia (MCA)
  • Association of Artist Managers (AAM)
  • Australian Independent Record Labels Association (AIR)
  • The Australasian Performing Right Association (APRA)
  • The Australasian Mechanical Copyright Owners Society (AMCOS)
  • Live Performance Australia (LP A)
  • Musicians Union of Australia (MUA)
  • Australian Freelance Musicians Alliance (AFMA)
  • MEAA Symphony Orchestra Musicians Association (SOMA)
  • Country Music Association of Australia (CMA)
  • Australian Folk Alliance (AFA)
  • Australasian Bluegrass & Old Time Music Association Inc. (ABOTMA Inc)
  • Queensland Theatre Company (QTC)Booking ProcessFor all bookings of less than 10 guests please process via one of the following booking methods.Virgin Australia encourages eligible members to book flights via their current travel provider
    or travel agent. For members who do not have a regular travel provider, we encourage you to book with a specialist music industry specialist travel agency including:
    • Show Group – www.showgroup.com.au
    • Stage and Screen – www.stageandscreen.travel
    • Travel Beyond – www.travelbeyond.com.au
    • The Appointment Group - www.appointmentgroup.comIn the event that booking through one of these agencies is not an option, then bookings should be made via our website www.virginaustralia.com.Guests should not purchase any baggage when booking online as the musician’s baggage allowance is offered free of charge.Once your booking is completed please email music@virginaustralia.com and advise your itinerary reference the number of bags and weight you will be carrying, details of the Australian Music Industry body you are a member of plus the membership number, and your contact details.ABOUT MEMBERSHIP:
  • If a music industry company (eg: record label, management company, promoter, festival) has organisational membership of one of the partner organisations such as AIR, AAM, Q Music or LPA, that one ‘company’ membership can be provided to request all members of a touring party receive the music baggage allowance.
  • If APRA membership is being used to book the baggage allowance, there are two options:1) Band or Musician: An APRA songwriter membership number must be provider for each member of the touring party (APRA does not provide ‘band membership’ under one member number.)
    2. Festival and/or venues: One APRA licensee number can be provided which will cover all members of the touring party.Membership inquiries should be directed to the relevant industry organisation.If you require further assistance, please contact Virgin Australia Business Events and Groups on 136700, between 0730 and 1500 ADT, Monday to Friday.PLEASE NOTE:
  • Any booking of 10 or more guests should be done through our normal Business Events and Groups bookings process, and will not be subject to the guidelines above, but rather will be subject to our Entertainment Terms and Conditions to which reference must be made. Group bookings should be directed through your current travel provider, travel agent, one of the suggested specialist agencies list above or direct with Virgin Australia.
  • No one piece of baggage can weigh more than 32kg while dimension limits also apply – please refer to www.virginaustralia.com/baggage
  • Virgin Australia cannot guarantee that Checked Baggage or excess baggage will be uplifted as this is subject to aircraft loads.
  • Artists travelling on Virgin Australia Regional Airlines (VARA) network must flag their travel destinations when requesting the music allowance as aircraft types operating those routes (ATR, F100, E190) may have smaller capacity to uplift equipment.

Minutes of ABOTMA Executive meetings

Notes from festival Debrief meeting with combined ABOTMA Executives 2016/17 and 2017/18, January 3, 2018

Notes from festival Debrief meeting with combined ABOTMA Executives 2016/17 and 2017/18, January 3, 2018

Present: Evan Webb, Mick O’Neill, Jenine Abarbanel, Barry Torkington, Jen Land, Helen Ludellen (minutes)

Meeting opened at 6pm.

  1. Minutes from last meeting
    Minutes for the December meeting were not tabled as they have not been completed. Carried over.
  2. Actions arising from last meeting (N/A)
  3. President’s report
  4. Treasurer’s report - budget
  5. Programming committee report (N/A)
  6. 2017 festival debrief with previous committee:

Mountaingrass 2017 festival outcome: $2920 in the red - largely due to unpaid invoices.

The ABOTMA finances (in total) for FY 17-18: + $1793.24.

Term deposit: $46,210.14).

Payments outstanding: $1300 and $800+ – Snowline Hotel; $600+ for WISB cd sales.

Feedback on:

Performances: Majority of feedback was very positive. The US act Frank Solivan & Dirty Kitchen attracted good feedback from our ticket-buyers despite playing a style of BG that was not all Traditional and therefore not to everyone’s taste. They were keen jammers and Frank gave a fantastic mandolin workshop. Others said it was good to have a range of styles within the BG genre presented to our audience. The only band that attracted some negative comments was a local act put together especially for the festival that appeared to be unprepared for their performance on the main stage and spent considerable time at the beginning of their set tuning on stage. Another comment was that we need to maintain an even balance between Old Time acts and Bluegrass acts.

Workshops – Most well received. FS&DK mandolin workshop was excellent.

Venues – One comment was that it was bad not having the third venue for afternoon concerts, because it made it hard to catch every act if they only have two performances each.

 

MCs/Stage managers – no negative comments received.

Sound and Lighting (PA, FOH, FB) – sound on all stages was great.

 

Ticketing – need to avoid using plain coloured wristbands that are not marked because there were some attendees who were wearing their own wristbands and had not bought a ticket.
Action: need to develop a cost-effective solution for wrist-banding at future festivals that reduces counterfeiting.

Merchandise – Some attendees liked the fact that we had the shop in its own enclosed space – the old ski hire shed. However, the Registration desk manager said that to maximise sales the merchandise has to be out on view and in a public place where festival goers congregate, so would have preferred to be right in the hub under the undercover area.

Raffle: Profit: $1744.50.

Jamming: There was a lot of great jamming with US bands and our other headline acts in particular

Accommodation: No comments, aside from the fact that the ‘coach’ rooms at Feathertop are very noisy.

 

Food: There was not enough food available in the village, especially at night. Several patrons reported going in to Bright to buy takeaway in the evenings because of the long wait at the pubs and lack of takeaway elsewhere.

 

Sponsorship: Financial sponsorship was provided by The Pipi Pickers, who also provided the logistical support for the Frank Solivan and Dirty Kitchen band while they were in Australia. The only in-kind sponsorship this year was from Feathertop Chalet, Big Tree T shirts, and Alpine Valley Getaways. The Snowline Hotel is currently refusing to transfer the funds raised from the Thursday night fundraising dinner and show, estimated to be in the order of $800+.

 

Memberships: no comments

 

Instrument makers and stall holders: No issues other than that an attendee, (who refuses to buy a ticket to the event), set up a small stall without paying the required stall fee and contrary to written advice sent to him ahead of the festival that he would need to pay a stall fee if he wanted to sell his merchandise. This upset our other stall holders.
Action: Only those who register to set up a stall will be allowed to set up in future. Those who don’t will be asked to either buy a ticket, pay a stall fee or leave the festival.

Video and Sound recording: Glen Jackson has provided a great promotional video and stills using footage taken at the 2017 festival.

Freeloaders: It is now apparent that we have a problem with freeloaders, i.e. a small group of people who are attending the festival and getting in with fake wristbands, or without wristbands but pushing past wristband checkers, or by standing outside the marquee.

Toilets: Feathertop Chalet’s toilets started to back up on Friday night and continued to be a problem over the weekend. The portaloos also filled up. The quality of the portaloos supplied this year was also poor.

 

Feedback from attendees/publicans/caravan park/accommodation providers/food providers/Feathertop: Feathertop were not happy with the state of the lawns after the festival and we agreed to pay them $200 to assist with reparation. The Snowline Hotel refuses to pay their fees for the Friday night bands or monies raised from the Thursday night fundraiser because we are considering moving the festival from Harrietville to another location in 2019. The Harrietville Hotel Motel has paid their account without any complaints and we appreciate their support.

Artist selection: It was suggested that we avoid using a committee to select acts in future and that we should not necessarily pay acts what they are asking for, but instead revert to the approach developed by the 2016 committee for paying acts in 2016 that took into consideration travel costs as well as a fee that was commensurate with the value of the act to the event.

Program scheduling: Mick reported that creating the schedule was very time-consuming because several acts, contrary to what they agreed to in their contract with ABOTMA, refused to play on either Friday or Sunday as they wanted to be available for other gigs in the region. We all agreed that at Mountaingrass the stage performance of an act is only one of three things that we would like selected performers to engage in, with the other two being jamming and workshops, because the festival is about participation as much as it is about entertainment.

Decision: we only select acts prepared to engage in three activities (performance, workshops and jamming) and that we hold the selected acts to their contracts when it comes to their stated availability.

  1. Kiwigrass – update.  Jenine reported that the inaugural Kiwigrass will be held from Feb 1-3, 2019, at Hamilton NZ. It is being held one week after the Auckland Folk Festival in order to share acts with that festival. ABOTMA is providing a grant of $10,000 AUD as seed funding for the event in recognition of the financial support given to Mountaingrass by the Pipi Pickers.
  2. Update on Beechworth - date & venue. Decision regarding moving to Beechworth? No final decision has been made. Awaiting payment from the Snowline Hotel before a final decision is made.
  3. Social media: fB, Twitter, Slack, website and Email lists maintenance: all emails are to come to info@abotma.

Jenine reported that her document ‘Summary and clarification of online ticketing service requirements’ is now on Dropbox.

Actions:

  1. Remove Jenine as an administrator from fB and Twitter.
  2. Kim to remove Jenine as an administrator from the ABOTMA and Moutaingrass websites
  3. Email group lists info@abotma.org.au and exec@ and committee@ groups to be updated by whomever has the key these group addresses.

 

  1. Glen Jackson's video of the MG 2017, and payment for his services:
    Action: Glen to be paid for his services.
  2. Websites: Existing website updates and planning steps for amalgamation of ABOTMA and Mountaingrass websites into one site, which has e-commerce capability for ABOTMA memberships, festival ticket purchases, merchandise sales, raffle ticket sales: not discussed due lack of time
  3. US acts for 2018 - Bluegrass Band and Old-time Band – update on progress: not discussed due lack of time
  4. ABOTMA Exec – suggestions for Secretary, Membership Secretary: not discussed due lack of time.
  5. Mountaingrass Coordination Roles - suggestions for names of people to ask to fill the following roles:

Volunteers Coordinator

Newsletter Editor

Performance/Workshop Timetabler

Action: Ask Jenine if ABOTMA has a membership or other link with IBMA.

Publicity Coordinator

Merchandise Coordinator

Performer Liaison

Workshop Manager 

Ticket Sales Manager

Other roles?

  1. AOB

Meeting closed at 7:50pm.

Minutes of ABOTMA Executive meeting January 24, 2018

Minutes of ABOTMA Executive meeting January 24, 2018, 6pm

Present: Jen Land, Evan Webb, Helen Ludellen (minutes)

  1. Minutes from previous meeting
    Minutes from January 3 meeting accepted: Moved by Helen Ludellen, Seconded by Jennifer Land
  2. Actions arising from last meeting
    1. Helen Ludellen to develop a cost-effective solution for wrist-banding at future festivals that reduces counterfeiting that occurred at the 2017 festival. HL is working on it.
    2. Jen to remove Jenine as an administrator from fB and Twitter. Jen to do
    3. Remove Jenine as an administrator from the ABOTMA and Mountaingrass websites and replace with a new administrator. Done
    4. Email group lists info@abotma.org.au and exec@ and committee@ groups to be updated by whomever has the key these group addresses. Done
    5. Glenn Jackson to be paid for his promo video and stills. Done
    6. HL to ask Jenine if ABOTMA has a membership or other link with IBMA. Now members. Done. We are now IBMA members.
    7. Exec to meet on January 4 at 4pm to clear some of the housekeeping matters. Done
  3. President’s report
    See Programming report below.
  4. Treasurer’s report – 2018 Festival budget

The proposed festival budget was tabled but not discussed at this meeting. Action: to be considered and approved at next meeting.

  1. Programming committee report
    1. Blueridge Broadcasters - fares + accommodation covered.
      Action: Find out what fee they want, and what name they want to be under as a major sponsor.
    2. Jeff Scroggins – wants $4KUSD.

Action: Evan to liaise with Dorrigo Folk Festival regarding sharing this act.

  1. January newsletter – what needs to be included?

Decision: Since we have not finalised contracts re US acts, send out what has been prepared already for the newsletter now. Start working on a bigger newsletter for February. Include announcement re performer applications opening on March 1 and closing on March 31.

   Action: Jen to send.

  1. Memberships – HL has 12 memberships taken out at the 2017 MG festival to be registered in the database.  Who has access to the database? Memberships now run from 12 months after a member becomes financial. Since memberships now run for 12 months from the time a member joins, we need to have reminders sent to them regarding renewal. How are we going to manage the reminders etc?

Action: HL to send to Evan Webb and he will enter the details and add the email addresses to our member’s mailing list. Evan to contact Kim about an automatic reminder email.

  1. Website - what are we going to do?  Have Jen do it or other? What needs to be on it, what ABOTMA wants to promote - education, supports who, good works, list of links & associated contacts etc What Mountaingrass needs to communicate.

Decision: All agree that the website is our highest priority after locking in US acts. We also need an ecommerce gateway.

Actions:

  1. Evan and Jen to work on merging the two sites using WordPress.
    2. HL to get info about an egateway and send existing user requirements/ spec documents created by her and Jenine to rest of Exec.
  2. Hoot and Holler – US folk/OT/BG duo are we interested? Is Dorrigo FF taking them?

Action: Evan to find out.

  1. Schedule for the year: Review and acceptance of the schedule for the year that HL sent out. Need to agree on the major milestones/ dates.

Decision: Agreed to make the second Thursday of each month the date for the monthly ABOTMA Exec. meeting.

  1. Recruitment of volunteers to key roles in ABOTMA and Mountaingrass - Secretary / Membership Secretary etc.

Action: Evan asked that we all compile a list of people who may be able to take on a role.

  1. Women in Stringband Music CD - launch Melbourne & Sydney – and use it as a springboard to publicise Mountaingrass & ABOTMA

Action: Jen Land to look at venues in Sydney and Melbourne re launches in these cities. Evan to collect the remaining stock of CDs so that they can be sold at other events etc.

 

  1. Mountaingrass ticketing - all reports suggest the last system was a little counter intuitive.   Need to look at other online ticket providers who produce good reports. Ticket sales to open March 1 and close at the end of March. (Having applications open for 3 months in 2017 delayed programming).

 

  1. AOB
  • Peninsular Folk Club has two double width market stall marquees that we can use at MG.
  • 2018 Raffle: all prizes except first prize have been sorted. Evan to talk to Eastman Instruments re first prize. Suggestion that the profit from the raffle be put into a scholarship for a performer each year was accepted. Action: Need to work out how the grant / scholarship is to be used by the winner and what is to be expected of the winner, e.g. tuition from expert teachers; short performance at each year’s festival.

Action: proposal outlining the terms of the grant/scholarship to be put together by the Exec and tabled at the next meeting

  • Need to add the new signatories to the BB account asap in order to secure the EFTPOS machine at Wangaratta BB.
  • The idea of sponsoring stages and concerts at other festivals to raise ABOTMAs profile was proposed and it was agreed that we should look into doing this.

 

Meeting closed: 7.30pm

Next meeting: Thursday February 15 at 6pm.

Minutes ABOTMA Executive meeting February 13, 2018

Minutes ABOTMA Executive meeting February 13, 2018, 6pm

Present: Evan Webb, Jennifer Land, Helen Ludellen

  1. Minutes from previous meeting. Not tabled.
  2. Actions arising from last meeting
    1. Festival budget: All Exec members to review ahead of next meeting. Budget needs to be approved at next meeting. Not tabled.
    2. Sponsor of Blueridge Broadcasters: to find out what fee they want, and what name they want to be under as a major sponsor. Jen has followed up on this.
    3. Second US act: Evan to liaise with Dorrigo Folk Festival regarding sharing this act. Evan will call Bridget.
    4. January newsletter: Jen to send. Done.
    5. Memberships: HL to send to Evan Webb and he will enter the details and add the email addresses to our member’s mailing list. Evan to contact Kim about an automatic reminder email. Evan to do this.
    6. Hoot and Holler US folk/BG duo: Evan to find out if Dorrigo are taking them.
    7. Websites: HL to get info about an e-gateway and send it to the Exec, along with the existing user requirements documents. We are already using Stripe. Evan to contact Kim Wheeler about how this works.
    8. Recruitment of volunteers to key Exec and other roles: Evan asked that we all compile a list of people who may be able to take on a role. Give names of people who will continue to help. Helen to nominate those who are willing to continue with the roles they have been doing.
    9. Women in Stringband Music CD - launch Melbourne & Sydney: Jen Land to look at venues in Sydney and Melbourne re launches in these cities. Evan to collect the remaining stock of CDs so that they can be sold at other festivals. Jen wants to be able to sell digital downloads from the website or cds.
    10. 2018 raffle: Evan to talk to Eastman Instruments re first prize before the next meeting in March. Evan also suggests having a portable recorder as one of the secondary raffle prizes.
    11. Grant/Scholarship from raffle takings: Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner. Remains outstanding.
    12. Signatory on BB account: Evan to add his details. Evan to progress this.
    13. Curfews in Beechworth caravan parks: Find out what the night time noise curfews are at the caravan parks. Remains outstanding.
    14. Camping at Mayday Hills: Helen to find out from the manager of the George Kerferd Hotel what is possible. Helen to contact the owner of the property behind Mayday Hill where the Beechworth Music Festival was staged, to see if our crowd can camp there.
    15. TO DO: review performer application guidelines circulated by HL and then put on website permanently.
  3. President’s report
  4. Treasurer’s report
    Need two motions to change the signatories on the ABOTMA bank account and enable international direct transfers:
    1. Changing the signatures to the Bendigo Bank account:

Motion: Add incoming President, Evan Webb as signatory to the ABOTMA Bendigo Bank Statement and Term deposit accounts. Remove outgoing Secretary as a signatory to both accounts.
Moved: Helen Ludellen (Treasurer) , Seconded: Evan Webb (President)

  1. Setting ourselves up for direct international transfers

Motion: Enable all signatories to the ABOTMA Bendigo Bank Statement Account, to be a signatory to an international transfer via online banking up to a limit of $10,000 per day.

Moved: Helen Ludellen (Treasurer), Seconded: Evan Webb (President)

 

  1. Programming committee report
    We have been talking to the committee of the Beechworth Celtic festival which has complained that we intend to put on Mountaingrass on the same weekend that their festival is usually held. They have not yet decided to go ahead with the BCF for 2018 but have requested that we send them a description of the MG festival to their committee and offering to work with the BCF where possible. This letter was sent on January 18 in time for their next committee meeting on January 24. No acknowledgement response to our letter has been received from the BCF committee or indication that they intend to go ahead with the BCF in 2018. As we have to start work on MG we have now decided to go ahead with MG and to confirm the venue booking at the George Kerferd Hotel.
  2. AOB
    1. Jeff Scroggins band . Evan to continue trying to contact Jeff Scroggins.
    2. Sonoran Dogs. Helen has contacted Mark Miracle. Awaiting a response.
    3. Gareth Bjaaland and Pitt Family. Evan to contact Gareth and find out what he will charge to bring the Pitt’s Family Circus tent to MG as a third venue on site.
    4. Website development – what do we want on it?
      1. links to photos and video on the website
      2. links to Festivals, Jams, Picks & Clubs
    5. Next newsletter: Kiwigrass, Performer applications open March 1, announce US OT headline act Blueridge Broadcasters, other?

Next meeting: March 8.

Minutes ABOTMA Executive meeting March 8, 2018

Minutes ABOTMA Executive meeting March 8, 2018, 6pm

Present: Evan Webb, Helen Ludellen, Jennifer Land

  1. Minutes from December meeting
    1. Helen moved to accept. Jen seconded.
  2. Minutes from January meeting 24th
    1. Not tabled.
  3. Minutes from previous (February 13th) meeting
    1. Evan moved. Jen seconded
  4. Actional arising from February meeting:

Helen to allocate fees for the Blueridge Broadcasters and Jeff Scroggins in the budget. Done

Evan to contact Jeff Scroggins. Evan spoke to Jeff and agreed to get in touch in 2 weeks. He definitely wants to come. Need to finalise fees and flights. Action arising: need to draft a contract.   Bridget has agreed to pay a fee to Jeff Scroggins and airfares from SYD to Coffs return for the band.

Evan to contact Kim re getting into the you tube account, (Done) obtaining the WISB CDs (not done) , and Stripe e-gateway, (still outstanding) and email reminder for membership renewals. Action arising: Jen needs the ISRC numbers ’s and artists permission re the WISB band tracks.

Evan to contact the manager of the George Kerferd Hotel and discuss in-kind support – rooms and workshop spaces, and how long the Harold Whittaker room can be used at night on Fri and Sat, and whether the existing rooms set aside are in-kind or we are to be charged for them. Not done. Action: Helen and Jen to do this on the GAP weekend?

Evan to talk to Nick Dear re Hard Drive playing at MG. Evan has talked to Nick – no progress.

Evan to find out if Dorrigo are taking Hoot and Holler. Yes, they are.

Evan to keep working on the ABOTMA website to see what content needs to be reproduced on the MG website. Jen thinks getting the ABOTMA memberships on the MG website is a higher priority at this stage.

Raffle: Evan to talk to Eastman Instruments re first prize before the next meeting in March. Evan to buy a portable recorder as one of the secondary raffle prizes. Evan still trying to contact him. Accepted.

Evan to progress the adding of his signature to the BB bank account. Not done.

Helen to email Jenine re Mailchimp fees. Done.

Helen to contact the Black Mountain String Band playing at MG 2018. Done. They do not want to come.

Helen to contact George, the owner of the property behind Mayday Hill where the Beechworth Music Festival was staged, to see if our crowd can camp there. Not done

Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner. Not done.

  1. President’s report
    1. Thank you to Jen and Helen
  2. Treasurer’s report – 2018 Festival budget
  3. Programming committee report

Need to finalize the list of bands touring that we want to invite:

  1. Cameron de Witt. Suggest a fee and accommodation.
  2. Jeff Scroggins band. Evan liaising with Jeff
  1. Festival operations planning.
  2. Websites re-development
  3. AOB
    1. Young Performer Grant of $1500 from ABOTMA raffle proceeds. Carry over.
    2. Sponsorship – need to obtain a logo for the website from Ian and Linda regarding their assistance with bringing the Blueridge Broadcasters to MG.
  4. Next meeting: April 12
Minutes ABOTMA Executive meeting April 12, 2018

Minutes ABOTMA Executive meeting April 12, 2018, 5pm

Present: Evan Webb, Jennifer Land, Helen Ludellen

  1. Minutes from January 24th meeting
    1. Moved EW. Second HL
  2. Minutes from previous (March) meeting
    1. Moved EW, Second HL
  3. Actions arising from March meeting
    1. Summary of Actions arising:
      1. Evan to talk to Kim about obtaining the WISB CDs, and information on the Stripe e-gateway, Evan to meet Kim this coming week.
      2. Jen needs the ISRC numbers ’s and artists permission re the WISB band. Helen to look through the WISB files that Kim put on Dropbox to see if they are there.
        They are not there on Dropbox.
  • On the GAP weekend (March) Helen to talk to the Manager of the George Kerferd Hotel re in kind support, rooms and workshop spaces, and how long the Harold Whittaker room can be used at night on Fri and Sat, and whether the existing rooms set aside are in-kind or we are to be charged for them.
    No in kind support has been offered by the George Kerferd Hotel, but we did identify one possible workshop space in the hotel and a possible green room.
  1. Evan to talk to Eastman Instruments re first prize. Evan to buy a portable recorder as one of the secondary raffle prizes.
    Evan has spoken to Jamon at Eastman for an instrument for the raffle.
  2. Evan to progress the adding of his signature to the BB bank account.
    Evan is to do this in the week following this Exec meeting.
  3. Helen to contact George, the owner of the property behind Mayday Hill where the Beechworth Music Festival was staged, to see if our crowd can camp there. Helen called the owner of the Mayday Hills precinct. Ok to camp there but there are no showers and we have to manage the collection of fees which will be difficult as we don’t have enough volunteers to manage it.
  • Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner.
    Not done yet, but all agreed that we should support band with young members. We agreed to grant RhodeWorks $1500 towards coming to Oz for MG 2018.
  • Cameron de Witt: Helen to contact Lou to get her phone number for Evan.
    Done.
  1. Evan ? to ask Kim if she lodged the statements to APRA for MG 2017.
    Evan to ask her whether the statements have been lodged.
  2. Helen to send Jen the email addresses of the sound techs + any other for the mailing list. Done.

 

  1. President’s report
    Nothing reported.
  2. Treasurer’s report – 2018 Festival budget
    1. A Stripe payment for $24 has appeared in the bank account. Is this for a membership?. Who has joined up and who is getting back to new members?
      HL did not receive an email regarding this membership. Previously an email was sent to HL and others when someone filled out the online membership form.
      Evan will follow this new member up and send them an acknowledgement.
    2. Changing the signatures to the Bendigo Bank account:
    3. Changing the signatures to the Bendigo Bank account:
    4. Adding second signatory on BB bank account – this is now URGENT! (Need to reimburse HL for MG 2017 and subsequent payments, pay for US act flights, re-invest term deposit with matures May 1 and set ourselves up for International Direct Transfers)

Motion: Add incoming President, Evan Webb as signatory to the ABOTMA Bendigo Bank Statement and Term deposit accounts. Remove outgoing Secretary, Jacqui McKenzie as a signatory to both accounts.
Moved: Helen Ludellen (Treasurer) , Seconded: Evan Webb (President)

  1. Motion to set ourselves up for direct international transfers:

Motion: Enable existing signatories Helen Ludellen and Evan Webb to the ABOTMA Bendigo Bank Statement Account to be a signatory to an international transfer via online banking up to a limit of $10,000 per day.

            Moved: Helen Ludellen (Treasurer), Seconded: Evan Webb (President)

  1. Programming committee report
    1. Have we heard anything about Cameron de Witt?
      Evan has not yet contacted Lou from the Nimbin Blues and Roots Festival but he did leave a msg on her mobile phone today.
    2. Andrew Small has let us know that another old time act Bryant and Brown are coming to Dorrigo and would be prepared to come to MG.
  2. Festival operations planning.
    1. We need more helpers or it won’t happen – ALL. Memberships, ticketing, raffle, volunteer co-ordinator, grants.
      Evan said that he know someone who may assist with grants. Decision: to call for volunteers for the key roles that need to be filled right now: Secretary, Membership Secretary, Online ticketing co-ordinator and that this should go out in the next newsletter.
    2. Ticketing – JL has all the research Jenine did for last year.
    3. Maps – JL has made a Beechworth local area map - started the site map for this year which we can add to as we finalise toilets, stages, food trucks etc.
    4. Need to finalise second venue – the Bijou Theatre –
      HL to do this on next visit to Beechworth. Will try and obtain a written agreement with the owner of this space.
    5. Third venue – circus tent?
    6. Camping at Mayday Hills – needs to be negotiated with the owner -
      HL to talk to the owner in April.

 

 

  1. Websites re-development
  2. ABOTMA grants program
    1. Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner.

 

  1. AOB
  2. ABOTMA - Membership - that needs to be sorted by end of May

Next meeting: May 10

Minutes of ABOTMA Executive meeting May 10, 2018

Minutes of ABOTMA Executive meeting May 10, 2018, 5pm

Present: Evan Webb, Jennifer Land, Helen Ludellen

  1. Meeting opened at 5pm
  2. Actions arising from April meeting
    1. Summary of Actions arising:
      1. Evan to add his signature to the ABOTMA Bendigo Bank accounts so that payments can be made and we are able to access the term deposit which matures on May 1.
        Done.
      2. Evan to talk to Kim about obtaining the WISB CDs, and information on the Stripe e-gateway, this coming week. Evan ha s118 CDs, which is not all of them. Kim still has 2 boxes. JL to talk to Kim re WISB, sales etc this week.
  • Evan is to continue negotiations with Jamon from Eastman Instruments regarding a first prize for the raffle. Done. JL needs a logo, spec sheet, and hi res image for promotions. Evan to talk to Jamon about his. Jamon will set up a display, and will have a mate with music shop, who will handle sales there on site. They are major sponsor.
  1. Evan will follow up the apparent payment of a membership fee and establish whether this is a new member or not and if so get back to them with an acknowledgement. EW to send email to JL to add the mail list.
  2. Helen is to meet with George Fendyk in April and negotiate the fee for camping on his property during the festival. Done. However we do not have enough volunteers to collect the camping fees and manage the gate to stop those wanting free camping from using this space. It is unlikely to happen for this year.
  3. HL to meet with Geoff Brown who manages the Bijou Theatre on next visit to Beechworth and also try and obtain a written agreement with him regarding payment, access to, and usage of the space during the festival. Underway. HL will meet with Geoff again in August during the KCP and give him the agreement then.
  • ABOTMA grants: Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner. Underway.
  • Evan to continue talking to Lou regarding Cameron de Witt. Gareth is playing with him.
  1. Evan to follow up the person he nominated who may be able to write grant applications. Evan to chase this up.
  2. Helen to allocate the reserved rooms at the G Kerferd Hotel to the US acts to see if any rooms are leftover that can be offered to ticket buyers in the first instance. Rooms that we’ve booked are allocated to performers and sound crew. The 4 pre-existing bookings for the Saturday night only are to remain in place. We still need rooms for the sound crew.  
  3. Jen needs the ISRC numbers ’s and artists permission re the WISB band. JL to talk to Kim about this.

 

  1. President’s report

Evan has followed up with Gareth regarding his circus tent which could be used as a third venue.

 

  1. Treasurer’s report – 2018 Festival budget
  2. Programming committee report
  3. Festival operations planning.
    1. Online Ticketing – Opening for ticket sales July 1. Close midnight Wednesday November 7, 2018.
    2. Maps – JL has made a Beechworth local area map - started the site map for this year which we can add to as we finalise toilets, stages, food trucks etc.
    3. Need to finalise third venue – circus tent?
  4. Websites re-development
  5. Who is the webmaster?
    JL to authorize changes and be the one who manages content overall. EW suggests the action button take the user to the ABOTMA website.
    The two websites are to remain separate for the moment.
  6. ABOTMA grants program
    1. Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner.

 

  1. AOB
  2. Have the letters to unsuccessful applicants been sent? Evan is to do this this coming week.
  3. Who is sending out the agreement forms to the selected applicants? Evan to do this this coming week.
  4. ABOTMA – Memberships via website - that needs to be sorted by end of May. Is it sending emails to the Exec when a new membership form is submitted to alert us? Evan to talk to Kim re this. Helen to send Evan the PayPal account login details.
  5. Membership Secretary? Who is going to do this? It needs someone who can do it within a couple of days of receiving the membership form. Evan says he can do it.
  6. Secretary. We need a designated Secretary as the organisation is not valid without one.
  7. Sponsorship - can we start a list of folk to approach?
  8. Who is liaising with which OS performer? We need a single point of contact for each act?
  9. IBMA membership: what do we get with this? George Jackson sent an email to Evan re members attending a conference in US. Evan to forward this email to Jen and Helen. Evan to pass on details of our IBMA membership and the benefits we receive. Helen asked if the IBMA newsletter that currently comes to info@abotma.org.au could be sent out to all of our members. This would require us maintaining a separate email list of current members only. We agreed that it would be good to pass on the IBMA newsletter to member. Need to decide on who would set up and maintain the members only email list and send the IBMA newsletter out.

 

Next meeting: June 5

Meeting closed at 6.06pm

 

Special meeting June 1, 2018

Special meeting June 1, 2018, 8pm to discuss the future of the MG 2018 festival.

Present: Evan Webb, Jennifer Land, Helen Ludellen

Actions and decisions: Decision was to go ahead but given that there are so few people available to organise the festival it is important to start meeting deadlines, and not doing so is putting the event at risk.

Agenda ABOTMA Executive meeting June 05, 2018

Agenda ABOTMA Executive meeting June 05, 2018, 6pm

Present: Evan Webb, Helen Ludellen, Jennifer Land

Meeting opened at 6pm

  1. Minutes from the May 10 Executive meeting
    1. EW moved JL seconded
  2. Actions arising from April meeting:
  3. JL to talk to Kim re WISB, sales etc this week.
  4. JL needs a logo, spec sheet, and hi-res image for promotions. EW has left message for Jamon
  5. Mayday Hills camping: $10 per night. No showers, only toilets and cold water. We need to work out how this is going to be managed before we let attendees know that this is an option. We also need someone to collect the money from the campers. To go on the volunteer list. Still outstanding. Role of campground co-ordinator to be added to the list of volunteer roles to be filled.
  6. JL to talk to Kim re ISRC numbers ’s and artists permission re the WISB band CD.

 

  1. Actions arising from May meeting
    1. ABOTMA grants program: Helen L to start document regarding how the grant / scholarship is to be used by the winner and what is to be expected of the winner. HL
    2. MG 2018 applicants – notifications re successful or unsuccessful: Evan to send out all the emails this coming week. All have gone out now.
    3. MG 2018 agreement forms sent out? Evan to do this this coming week. EW
    4. ABOTMA – Memberships via website - that needs to be sorted urgently. Is it sending emails to the Exec when a new membership form is submitted to alert us? Evan to talk to Kim re this. Helen to send Evan the PayPal account login details.EW to send example of the error message he is receiving when a membership is bought online to JL. JL to ask Kim to have a look. Evan will also compile an email list of all members current in 18-19.
    5. Membership Secretary?
    6. Secretary - Susan Boothroyd has accepted.
    7. Sponsorship - can we start a list of folk to approach? Indigo Shire, Eastman Instruments have donated a fine mandolin. ABOTMA has contributed towards the cost. Evan to do grant application for Indigo Shire. EW to forward high res Eastman logo to JL.
    8. Who is liaising with which OS performer? We need a single point of contact for each act.

Evan – Jeff Scroggins

Evan through Andrew Small – Bryant & Brown

Ian & Linda – Blue Ridge Broadcasters

HL- Cameron De Whitt

  1. IBMA membership: what do we get with this? George Jackson sent an email to Evan re members attending a conference in US. Evan to forward this email to Jen and Helen. Evan to pass on details of our IBMA membership and the benefits we receive to the Exec. EW to find out what the membership benefits are. Individuals get reduced prices on accommodation at IBMA and priority bookings. EW to find out what the benefits are for organisations. SB. EW to send out the info about the American Sounds/ US conference he is attending.
  2. IBMA newsletter: Helen asked if the IBMA newsletter that currently comes to info@abotma.org.au could be sent out to all of our members. This would require us maintaining a separate email list of current members only. Need to determine who would set up and maintain the members only email list – the Membership Secretary? EW to find out if we can distribute the IBMA newsletter to our members.
  1. President’s report
    1. Hardrive were invited to play at MG 2018 but have declined due to family reasons.
  2. Treasurer’s report – 2018 Festival budget – no change from previous month.
  3. Programming committee report
    1. MG applications: notifications to be sent to successful and unsuccessful applicants
    2. Contract with Jeff Scroggins
    3. Flights for Jeff Scroggins
    4. Agreements with all other performers
  4. ABOTMA initiatives (inc. grants, events other than MG)
    1. Young Performer Grant - HL
  5. Memberships
    1. See 9.
  6. ABOTMA and MG Websites re-development. EW and JL to put a new instance of the Memberpress plugin onto the MG website so that there is a membership portal on the MG website. Once done the ABOTMA website is decommissioned. Use the Memberpress database to generate the email list of members. Paying a bit more will give a better result. Memberpress has been purchased. EW
  7. Mountaingrass Schedule – are we meeting our deadlines?
  8. Publicity and marketing
    1. Artwork for the DL flyer and poster is underway. Just need confirmation of artists. JL has drafted this and agreed to make flyer double sided to put in change of venue information. JL
    2. Should an ad be put in Trad and Now?
    3. Advertising definitely to go in the Border Mail. JL
    4. Generate a press release. JL
  9. Ticketing
    1. Agreed to raise the member season tickets by $5 and non-member tickets by $10. Agreed to go with IWannaTicket ticketing app. Jen wants an admin for an Instagram account.
  10. Volunteers
    1. Need someone to look after ticketing, admin for Instagram account
    2. Need someone to run Mayday camping if that goes ahead.
    3. Workshop co-ordinator – Helen will work in on the workshop program.
  11. Grants and sponsorship for MG
    1. Indigo Shire Council grant application. EW

 

  1. AOB
    1. Virgin Airlines Evan to respond to member who had an enquiry.
    2. What do Virgin Airlines need from us? A code or a membership number that can be validated?
    3. What do members get when they sign up and pay online? Need a form letter and a membership no. JL & EW. When confirmed SB will sign up online to check it works.

Determined a meeting needs to be held in 2 weeks.

Next meeting Tuesday 19 June 2018 at 5pm.

Meeting concluded at 7.30pm

Next meeting: June 19

 

Minutes ABOTMA Executive meeting June 19, 2018

Minutes ABOTMA Executive meeting June 19, 2018, 6pm

Present: Evan Webb, Jennifer Land, Helen Ludellen

  1. Minutes from the June 06 Executive meeting
    1. carryover
  2. Actions arising from previous meetings:

Actions outstanding from April meeting:

  1. JL to talk to Kim re WISB, sales etc this week. Want to do a digital release and launch around Sept. To confer with Kim about these arrangements.
  2. JL needs a logo, spec sheet, and hi-res image for promotions. EW has left message for Jamon. EW to chase Jamon, just need a hi res image of the instrument front and back. Got the other files.

 

Actions outstanding from May meeting

  1. ABOTMA – Memberships via website - Is it sending emails to the Exec when a new membership form is submitted to alert us? Evan to talk to Kim re this. EW to send example of the error message he is receiving when a membership is bought online to JL. JL to ask Kim to have a look.  Monitor this once the new website is done and can connect to Paypal account.
  2. Membership Secretary: Evan will also compile an email list of all members current in 18-19. Done. Evan to set up a document with the email list that we can use to email all members.
  3. IBMA membership: Evan to pass on details of our IBMA membership and the benefits we receive to the Exec. EW to find out what the membership benefits are. Individuals get reduced prices on accommodation at IBMA and priority bookings. EW to find out what the benefits are for organisations. SB. Evan sent through a list of benefits, and couldn’t find out if we can forward the newsletter to our members.
  4. IBMA newsletter: Helen asked if the IBMA newsletter that currently comes to info@abotma.org.au could be sent out to all of our members. This would require us maintaining a separate email list of current members only. Need to determine who would set up and maintain the members only email list – the Membership Secretary? EW to find out if we can distribute the IBMA newsletter to our members. Neither Evan nor Susan have been able to find out. Decision: EW to forward the IBMA newsletter to the members only email list.

Actions arising from the June meeting

  1. ABOTMA website: EW and JL to put a new instance of the Memberpress plugin onto the MG website so that there is a membership portal on the MG website. Once done the ABOTMA website is to be decommissioned. Memberpress plugin is in, and Jen is halfway through this task.
  2. Need for a membership number for Virgin Airlines luggage allowance: Evan to respond to Karien and send her a membership number. Evan doesn’t know what to do with this. JL and HL suggest that he assigns membership numbers to each member via a spreadsheet.
  3. Need confirmation of all artists selected in order to progress the DL flyer and poster – EW to send JL the confirmations asap. Evan to update the performers document in Dropbox to indicate who has accepted the offer and returned their contract.
  4. Instagram account: need to find an administrator. JL has approached Colin Weight and Susan Gordon-Brown.
  5. Online ticketing: need to find someone willing to manage this. Jen and Helen cannot manage this once ticket sales open. Carry this over.
  6. Kat and Clint: Evan to call Kat re accommodation. Done. They have declined the offer of a spot on the program.
  7. President’s report
    1. Nothing to report.
  8. Treasurer’s report – 2018 Festival budget
    1. HL tabled Treasurer’s report
  9. Programming committee report
    1. MG applications: which acts have accepted the offer? EW making a list and adding to the performer list on Dropbox.
    2. Contract with Jeff Scroggins – progress. Evan to let them know that they need to apply for their visas from the US but we will reimburse them for the cost of the visas. Evan is trying to contact him by phone. Suggested emailing him instead.
    3. Flights for Jeff Scroggins. As above.
    4. Visas for Jeff Scroggins band. As above
    5. New Macedon Rangers – accommodation for additional member? EW to contact them re accommodation for him.
    6. Workshops (HL) - list of applications and draft workshop program.
  10. ABOTMA initiatives (inc. grants, events other than MG)
    1. Young Performer Grant – HL. Rhodeworks have provided the bank details and HL will do the direct transfer. HL to come up with words about the grant for the newsletter.
  11. Memberships
    EW to get membership numbers and website development
  12. ABOTMA and MG Websites re-development. In progress. JL to send text to me on Saturday.
  13. Mountaingrass Schedule – are we meeting our deadlines? We are on track with getting the Memberpress plugin installed n the website and getting the ticketing page set up on the website.
  14. Publicity and marketing – report JL. Issy has already organised to do some radio. JL to talk to Jan Dale. EW to talk to Mark Potenger. HL to contact Border mail re print advertising.

 

  1. Ticketing JL and HL to work on getting it up on the site, but cannot manage it thereafter.
  2. Volunteers
    1. Need someone to look after ticketing, admin for Instagram account
    2. Need someone to run Mayday Hills camping?
    3. EW to find a volunteer co-ordinator.
    4. Workshop co-ordinator – Helen will do this.
  3. Grants and sponsorship for MG
    1. Indigo Shire Council grant application. EW is going to apply for their tourism grant. Applications close July 20. 2018.
  4. AOB
    1. Virgin Airlines – ABOTMA members obtaining luggage allowance – EW working on this.
  5. Next meeting July 3rd
Minutes ABOTMA Executive meeting July 3 2018

Minutes ABOTMA Executive meeting July 3 2018, 6pm

Present: Evan Webb, Helen Ludellen, Jennifer Land, Susan Boothroyd

  1. Minutes from June 6 & 19 Executive meeting. Moved EW. Seconded HL.
  2. Actions arising from (previous) meeting
  3. ABOTMA website: EW and JL to put a new instance of the Memberpress plugin onto the MG website so that there is a membership portal on the MG website. Once done the ABOTMA website is to be decommissioned. Memberpress plugin is in, and Jen is halfway through this task. The members who joined up during the festival will still be current during this year’s festival. We are ok with that.

 

  1. Need for a membership number for Virgin Airlines luggage allowance: Evan to respond to Karien and send her a membership number. Evan doesn’t know what to do with this. JL and HL suggest that he assigns membership numbers to each member via a spreadsheet. EW has still has not done this

 

  1. Need confirmation of all artists selected in order to progress the DL flyer and poster – EW to send JL the confirmations asap. Evan to update the performers document in Dropbox to indicate who has accepted the offer and returned their contract. Only two have not yet.

 

  1. Instagram account: need to find an administrator. Vinny Russell will be the Instagram administrator.

 

  1. Online ticketing: need to find someone willing to manage this. Jen and Helen cannot manage this once ticket sales open. Carry over.

 

  1. President’s report –

Linda Harrison and Trish Glazier have agreed to organise volunteers. HL to assist

EW liaising with Jeff Scroggins re required visa etc

EW has been in contact with MEAA and IECN.

 

 

 

  1. Treasurer’s report – 2018 Festival budget - still problems with Paypal, payment to Rhodeworks has not happened.
  2. Programming committee report
    1. Performer notifications - done
    2. Performer contacts – all but two are in.
    3. Performer travel (US BG act only)- done
    4. Performer accommodation - Helen has organised accommodation for all acts needing it.
    5. Performer issues – none
    6. Gaps in the concert program – EW to invite a local BG band.
    7. Workshop program – HL working on it.
  3. ABOTMA initiatives (grants, events other than MG) – application to Indigo Shire Council due 20 July – EW has this underway
  4. Memberships – an increase in membership price to be raised as agenda item at AGM. SB
  5. ABOTMA and MG Websites re-development - EW, JL
  6. Mountaingrass Schedule – are we meeting our deadlines? – all acknowledged as scheduled in spreadsheet
  7. Festival planning – progress – Emergency and risk management plan to be done for public liability HL.
  8. Publicity and marketing – T shirt design to be carried over. JL. Word document for press release. EW
  9. Ticketing – link almost done. JL & HL. How are we going to offer band members’ partners a 50% discount? Bands who supplied partner names on their application aand contract can buy a partner ticket for half price at the gate. HL. Children are free and don’t need a ticket. JL
  10. MG Volunteers – see previous. MCs and stage managers are organised by HL
  11. Grants and sponsorship for MG - Young Performers award announced - done
  12. AOB
  13. Anything further on query about camping close by – no further action
  14. Confirm date for renewal of membership (at the AGM it was decided to run it from the day a member signs up) –
  15. If Supper Club is part of the program a photo is required for publicity. JL
  16. The Pitt Family Circus is a ‘special event’ on Friday & we are hiring their tent
  17. The Apostle Tour are playing at the Kerford on Thursday night and are not part of the festival program
  18. EW advised the bass player for Jeff Scroggins & Colorado is incorrect – should be Mark Schatz. To be corrected. JL
  19. Cameron de Whitt wants to record a podcast at the festival.

 

Carry over – T shirt design.

Meeting closed at 7.20pm

Next meeting Tuesday 17 July 2018 at 6pm

Minutes ABOTMA Executive meeting 17 July 2018

Minutes ABOTMA Executive meeting 17 July 2018, 6pm

Present: Evan Webb, Jennifer Land, Helen Ludellen, Susan Boothroyd

  1. Minutes from 17 July Executive meeting moved EW, seconded JL
  2. Actions arising from previous meeting
  3. Need for a membership number for Virgin Airlines luggage allowance: Evan to respond to member who enquired and send her a membership number. The transaction number generated by membership payment is to be used. EW
  4. Need confirmation of all artists selected in order to progress the DL flyer and poster – EW to send JL the confirmations asap. Done EW
  5. Online ticketing: need to find someone willing to manage this. Jen and Helen cannot manage this once ticket sales open. Carry over.
  6. T shirt. Carried forward. JL
  7. President’s report – Database to be cleared & full import done & advise JL.
  8. Treasurer’s report – 2018 HL Festival Budget to be updated. HL
  9. Programming committee report
    1. Performer notifications. EW
    2. Performer contacts – Jeff Scroggins o/s. EW. some need to be signed, scanned & re-issued, and checked. EW
    3. Performer travel (US BG act only)- EW
    4. Performer accommodation -HL
    5. Performer issues – confirm availability of specific band members for programming
    6. Workshop program - HL
  10. ABOTMA initiatives (grants, events other than MG) Grant application to Indigo Shire Council submitted by EW.
  11. Memberships – Proforma has been done. JL
  12. ABOTMA and MG Websites re-development ABOTMA site has been decommissioned and it is now available on the Mountaingrass site. – JL & EW
  13. Mountaingrass Schedule – are we meeting our deadlines? Identify gaps. EW
  14. Festival planning – suppliers, hirers. HL
  15. Publicity and marketing – DONE
  16. Ticketing – iwannaticket now indicates people under 18 are free. DONE
  17. MG Volunteers. HL
  18. AOB

Double bass workshop- EW

Agreed band payments – is there a document on Dropbox with current information? See 5b.

Partners 50% discount – how is this to be managed. Already covered HL

Are there outstanding funds to be reimbursed to Helen? HL to submit invoices

Volunteer list – to be put on agenda for next meeting

Carry over- T-shirt design, when is Gareth putting up his tent & packing down. Size of stage, green room, who can manage ticket sales. Public liability insurance renewed through FAA. HL

Helen to do a lot of legwork at KCP.

Meeting closed at 7.20pm.

Next meeting Tuesday 21 August 2018 AT 6pm

 

Minutes ABOTMA Executive Meeting 23 August 2018

Present: Evan Webb (EW), Jen Land (JL), Susan Boothroyd (SB), Helen Ludellen(HL)
Meeting opened at 5.30pm.

  1. Minutes from 17 July Executive meeting tabled.
    Moved by EW. Seconded JL
  2. Actions arising from previous meeting
  3. Online ticketing. Jen and Helen have agreed they can manage this. HL, JL
  4. T shirt design for 2018 festival. Carried over.
  5. Instrument maker wanting to display. We confirm cost will be $60 for the weekend. EW to let him know and find out if he’s coming. EW
  6. When is Gareth putting up his tent & packing down. Size of stage, green room, sales. Council has confirmed he can have access to oval from 1pm on Thursday. EW
  7. Public liability insurance re-newed and HL confirmed the policy is active for the whole year.
  8. Partners of band members performing are eligible for a 50% discount on a festival ticket. A list of partners, taken from the band contracts, will be at the Registration Desk during the festival.  HL

 

  1. President’s report – EW: Discussions with Jeff Scrogginsband. are ongoing, Being on site at Beechworth during KCP enabled meetings with appropriate people (Chris & Laura) re logistics and food at the George Kerferd Hotel.
  2. Treasurer’s report – 2018 Festival budget . HL: Discussed the timing of payment of the grant to the Kiwigrass festival.
  3. Programming
    1. Performer notifications
    2. Performer contacts – are there any outstanding?
    3. Performer travel (US BG act only)
    4. Performer accommodation – have two cabins that have been booked that need to be allocated.
    5. Concert program – HL Need to discuss whether the afternoon concerts should be dedicated to OT or BG given how far the Pitt’s family tent will be from the HW room.
    6. Workshop program: HL a draft has been done.
  4. ABOTMA initiatives (grants, events other than MG). Nothing to report
  5. Memberships
    Who is managing memberships?
  6. ABOTMA and MG Websites re-development
  7. Mountaingrass Schedule – are we meeting our deadlines?
  8. Festival planning – progress. See AOB
  9. Publicity and marketing –
    Content for next newsletter
  10. MG Volunteers
    HL: This can be finalised once the program is up and we have some more volunteer applications.
  11. Grants and sponsorship for MG
    Nothing to report.
  12. AOB
  • Contract for Jeff Scroggins & Colorado? (Need to see how many concert performances and workshops they have agreed to). This is making good progress. EW
  • Minutes for the member's area on the website – has been completed - HL
  • Vinnie Russell has agreed to take over all social media - JL
  • Any items that need to go on next mailout? - HL
  • Pitts family circus tent – location and logistics of that. Gareth will have access to the oval from 1pm on Thursday
  • Are there toilets near where the tent will be erected? HL
  • Pitts family circus contract – and cost
  • Lauren from Alpine Shire has confirmed we have use of the Event Trailer & has offered more equipment
  • Other requirements: solar lights, 3x3 gazebo, bollards, sandbags, bunting etc
  • Place for Cameron De Whitt’s podcast has been decided. It will be MHAS upstairs room.
  • Accommodation for Andrew Clermont, (as part of the sound crew) to be organised. HL
  • Davidson Bros have been invited to attend and offered accommodation.

 

Meeting closed at: ?

Minutes ABOTMA Executive meeting 10 September 2018

Minutes ABOTMA Executive meeting 10 September 2018, 5.30pm

Present: Evan Webb (EW), Susan Boothroyd (SB), Jen Land (JL), Helen Ludellen (HL)

Meeting opened at: 5.30pm.

  1. Minutes from 23 August Executive meeting tabled.
    Accepted: Moved EW. Seconded HL
  2. Actions arising from previous meeting
  3. Jeff Scroggins contract, accommodation, travel, concerts & workshops – progressed. EW
  4. Minutes of meetings for members on the website. Completed. HL
  5. Vinnie (Knott Family Band) has taken over social media. JL
  6. Items for next mailout? Volunteers list which needs a bit of work, then can go up. EW, HL
  7. Pitt Family circus tent: Logistics to be finalised re finalising contract, access to toilets, electricity and scheduling of acts, (FRI. 4.00 pm & SAT 5.15pm?). Also pricing/selling of tickets for non festival goers, and a stamp – need someone at the door who can manage this. EW, HL
  8. Instrument maker to have an instrument display – confirm cost will be $60 & if he is able to attend. EW
  9. Laura from Indigo Shire has confirmed use of event trailer. We need to know what will be in it. EW
  10. Cameron de Witt’s podcast area- there are a few options in upstairs area. HL
  11. Accommodation for Andrew Clermont confirmed. HL.

 

 

  1. President’s report – Discussions with Jeff Scroggins are ongoing. Evan is attending Monroe Mandolin Camp, then IBMA in Raleigh, NC and returns 6 October. Evan to try to source a banner from IBMA. Evan to take flyers to hand out at IBMA and to look into a business card (Kim’s business card provided for ideas). Mike Compton will be present at MG and will be guest performer with BGP.
  2. Treasurer’s report – 2018 Festival budget. Grant to Kiwigrass can be paid when term deposit matures on November 1. Need to know estimates for transport of US act to budget. EW to HL
  3. Programming
    1. Performer notifications. EW
    2. Performer contracts – are there any outstanding? EW
    3. Performer travel (US BG act only). EW liaising with Jeff
    4. Performer accommodation – the two cabins have been allocated.
    5. Concert program – Draft program has been done and HL to forward to M O’N.
    6. Workshop program draft done. Some artists are to be approached on their return (from US)- HL
  4. ABOTMA initiatives (grants, events other than MG). We did not win a grant from Indigo Shire
  5. Memberships - Memberships can be managed by JL & EW
  6. ABOTMA and MG Websites re-development – still running in tandem. EW & JL
  7. Mountaingrass Schedule – are we meeting our deadlines? Yes
  8. Festival planning -

Publicity and marketing report by JL – Local television organised with Prime7 – closer to the Festival – will highlight move to Beechworth – Izzy will appear again on our behalf.

Mike Kear contacted – will organise interview with Rhodeworks in the next few weeks – Jen to organise music from Artists 2018 for his show.

Artists contacted RE music for Radio & availability for Live to air appearances in the week before the Festival- Ian Alexander to be approached.

Website – Members area updated with Exec Meeting Minutes, Raffle added – will add financials & charter etc, Podcast added to special events, line-up for Scroggins updated.

T-Shirt Design completed & sent to Tex

Volunteer spreadsheet updated. JL and EW

  1. MG Volunteers
    This can be finalised once the program is confirmed. HL . EW has created a new Excel Spreadsheet with all required fields.
  2. Grants and sponsorship for MG – Information re Mountaingrass submitted to Music Victoria. EW
  3. AOB
  • Food vans are being organised by Laura and Spud Shack is confirmed. EW
  • Laura from Alpine Shire has confirmed we have use of the Event Trailer, need to know what is in it. EW
  • Other requirements: solar lights, 3x3 gazebo, bollards, sandbags, bunting etc. HL
  • Folk Club gazebos are offered. What size are they? EW to HL
  • Can Mark Pottinger do a slow jam on Sunday morning? EW
  • Flyers to be distributed at Guildford Banjo Jamboree. JL is attending
  • What is progress of ticket sales and has money been banked and reconciled. JL, HL
  • Kim is not able to conduct FOTA workshop/performance. However, we need the WISB CDs so they can be sold. EW
  • Discussion re T-shirt design – can we get a more interesting design incorporating reference to Mayday Hills site and highlight our move to there? EW to approach a graphic designer and advise. EW
  • We need someone who can do quality video to advertise and promote Mountaingrass. EW has a contact to approach. EW
  • Can we use another forum for sharing documents other than Dropbox? EW suggests Googledocs may be more appropriate. To be carried forward until after festival.

 

 

 

Meeting closed at 6.55pm.

Next meeting Tuesday 9 October 2018 at 5.30p

Minutes ABOTMA Executive meeting 9 October 2018

Minutes ABOTMA Executive meeting 9 October 2018, 5.30pm

Present: Evan Webb (EW), Jen Land (JL), Susan Boothroyd (SB), Helen Ludellen (HL)

Meeting opened at 5.30pm.

  1. Minutes from 10 September 2018 Executive meeting tabled. Accepted. Moved EW. Seconded HL
  2. Actions arising from previous meeting
  • Spud Shack is confirmed. Phil has asked for freezer space, site requirements. EW
  • Alpine Shire Event Trailer will be at Yack & we will get what we need from it. HL
  • Solar lights, 3x3 gazebo, bollards, sandbags, bunting etc. HL
  • Folk Club gazebos are 3x3. EW to bring
  • Kim Wheeler has a gazebo to use as green room.
  • Can the Jones’ do a slow jam on Sunday morning? SB
  • We need to get WISB CDs so they can be sold. Are there any other issues here? EW
  • T-shirt design –reference to Mayday Hills? Design by Friday 12 Oct. EW
  • T-shirt order to be placed. HL
  • We need someone who can do quality video to advertise and promote Mountaingrass. EW has a contact to approach. EW. Find out who did Guildford video from Jeanette Gillespie. SB
  • Can we use another forum for sharing documents other than Dropbox? EW suggests Googledocs may be more appropriate. Another suggestion is TeamViewer.com. To be carried forward until after festival.

 

  1. President’s report – Evan has attended Monroe Mandolin Camp, then IBMA in Raleigh, NC. He attended the Gig Fair & has made many contacts. He has created a new folder in Dropbox with information and photos.
  2. Treasurer’s report – ticket sales reconciled, cheques banked. Numbers of online bookings are down on last year. HL
  3. Programming
    1. Performer notifications. EW
    2. Performer contracts – are there any outstanding? EW
    3. Performer issues - It is now up to us to make arrangements for Bryant & Brown. Visas, transport requirements and accommodation. EW
    4. Concert program – Draft program & site map has been done and HL has forwarded to Mick O’Neill.
    5. Workshop program draft done. HL
  4. Memberships – Expired memberships to be removed and ‘reminder to renew’ emails to be sent. JL
  5. Mountaingrass Schedule – are we meeting our deadlines? Yes
  6. Festival planning -
  • Stanley Fire Brigade will do sausage sizzle lunch Saturday & Sunday.
  • Coffee Cart will be on site.
  • President to introduce festival on Friday night at the start of the first concert. EW
  • Publicity and marketing report by JLLocal television organised with Prime7 – closer to the Festival – will highlight move to Beechworth – Izzy will appear again on our behalf. JL
  • Mike Kear contacted – will organise interview with Rhodeworks in the next few weeks – Jen to organise music from Artists 2018 for his show. JL
  • Artists contacted re music for radio stations & availability for ‘live to air’ appearances in the week before the Festival- Ian Alexander approached re Blue Ridge Broadcasters. Confirmed they will appear on PBS with Jan Dale on Tuesday 6 Nov.
  • Volunteers - This can be finalised once the program is confirmed. HL. Not as many as last year. There are gaps that need to be filled. HL

 

  1. ABOTMA & MG website work done by Kim. Say a formal thank you. JL
  2. Grants and sponsorship for MG
  3. AOB
  • Annual Report for AGM. Who is doing it and by when? EW & SB
  • Nominations for Exec roles for next year and what to do if nominations are not forthcoming.
  • Returning Officer required and another volunteer to help at AGM to check in members.
  • Do we have enough volunteers to go ahead with the festival next year?
  • Po Ramblin’ Boys are keen to come next year. When can we advise?
  • Site Map is being finalised for inclusion in the program. HL
  • Mountaingrass and Pitts Family Circus posters to be sent to a contact in Beechworth. HL

 

Meeting closed at 7.45pm.

Next meeting Monday 22 October 2018 at 6.00pm