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IJA BOARD MEETING - FEBRUARY 26,2001, called to order 9:00pm EST.
PRESENT: Paul Richmond, Chairman; Art Jennings, Braidy Brown, Norman
Schneiderman (acting CAO), Martin Frost, Todd Strong, Board Members; Becky
Schneiderman, recorder.
ABSENT: Ginny Rose, Festival Coordinator; Richard Dingman,
Secretary/Treasurer.
Ben Schoenberg and Katje Sabin have not joined the meeting yet.
1. Paul presents information given by Ginny and Richard.
FESTIVAL 2001
Ginny has been assured the hotel under construction will be completed by
the end of April.
Negotiations regarding theatre selection are ongoing due to the Madison
club wanting to use the expensive theater. Fundraising is in
progress. Ginny has negotiated some savings in a few areas.
FESTIVAL 2002
It doesn't appear that Davis, CA, will be a possibility for the festival,
as all weekends in July and the first couple weekends in August are already
booked. Ginny is putting out feelers in search of an alternate site. It was
suggested Martin post a request for ideas on the web page. Other sites
previously mentioned include Reno and South Carolina. Martin wondered
exactly what dates Ginny targeted for Davis, CA, and wants to confirm they
are not available.
Paul said he would send Martin the letter Ginny received from Davis, CA.
Braidy indicated that it would be favorable to have more than one site from
which to choose.
The goal is to have a site selected so it can be announced at Madison this
summer.
BOARD MEMBER EXPENSES
Hotel accommodations and food have been budgeted for board members. Travel
to the festival has not. Martin and Katje are in favor of travel expenses
being paid, Todd is not, and Ben has said before he is leaning towards not.
JOB DESCRIPTIONS
Work continues on developing job descriptions for Festival Coordinator,
Secretary/Treasurer and CAO.
MAILING LIST
We received a request to send the regional IJA mailing list electronically
to a festival organizer so he could print the addresses directly on
mailers. Richard feels the labels should be sent each time to affiliates
rather than the mailing list to protect members from potential misuse and
unwanted solicitation. A discussion among those present included other
suggestions: asking the membership directly via check boxes on their
membership registration as to whether they want their name included on a
mailing list that might be shared for certain purposes (e.g., festival
notices, products, etc.); and making e-mail addresses available to festival
coordinators only and requiring them to sign a waiver of intent. More to be
discussed at another time after asking members.
A potential recipient of the Historical Achievement Award was discussed.
Ben Schoenberg and Katje Sabin, joined the meeting.
2. BOARD STRUCTURE
Most discussion should be occurring at the committee level rather than with
the full board. Committees need to have regular meetings and report to the
board at meetings. Nothing should come to the board before being approved
by the committee. Proposals and recommendations along with the agenda,
should go out to the board members at least a week prior to board
meetings. Committee chairs need to rein in discussions and facilitate
proposal development.
Board members are requested to acknowledge that they are receiving and
reading all communications, even if just to say they agree with what has
been said or that they are thinking, need more information or have
questions, etc.
A discussion was held on clarifying staff's and board members' roles in
getting work done on financial statements, video contracts, board minutes,
etc., and on having clear lines of responsibility and accountability.
Another concern was that of burn out, of taking on too much work and then
not wanting to serve on the board anymore. One suggestion was to end
meetings with a clear idea of the tasks at hand, the time lines for their
completion, and who is responsible, in order to avoid the confusion and
frustration over whether things are getting done or not.
Also discussed was that the board needs to focus its energy, it has many
irons in the fire at this time. People are expecting things to happen too
quickly. We need to prioritize the issues and to see the big picture. Many
board members are on several committees making it difficult to focus on an
issue and resolve them. Issues which need to be prioritized are hiring a
CAO, Life Membership, fund raising, magazine contract, the video contract
and the best of video proposal.
The board discussed whether an executive committee should be formed to
handle issues and emergencies which come up between meetings. Information
would go out to all board members who could be contacted for input but the
executive committee ultimately would have the authority to act in the
Association's best interest when issues can't wait and all board members
can't be reached. No decision was made.
3. BUDGET
The budget was put out to the financial committee for over two weeks and to
the board for over one week. There has been little discussion so
far. Questions were raised regarding large differences between last year
and this year. Norman will go through and explain them.
The budget was sent back to committee.
4. MINUTES FROM JANUARY 29, 2001
All board members are requested to review the latest version of the
minutes. All comments regarding the minutes are to be made by Friday, March
2. Martin will draw up a third draft.
5. JUGGLE MAGAZINE
The board discussed someone's unpaid bill to JUGGLE magazine for
ads. Norman will look into it.
Stan Allen wants the IJA to share in the cost of single issue sales. Single
issue sales may be hurting membership if people can buy the magazine at the
newsstand. The board will discuss via the net the pros and cons and make
comments by Friday, March 2, so the magazine committee can develop a
consensus.
6. BYLAWS
Paul has sent a copy of the Family Member bylaw changes to all board
members and has presented them to Sam Kilbourne for legal comment. Paul is
waiting for response from all board members and will let Martin know when
the changes are official so the bylaws on the web page can be updated.
Katje knows someone is interested in working on the bylaws. They need to be
updated and some parts need to be clarified and made more concise.
7. FUNDRAISING
Todd reports the fundraising committee has been working on a coupon
program. He will try to have a proposal together for the next board
meeting.
8. VIDEO
Norman, as Acting CAO, is negotiating a contract for a videographer for the
Madison fest.
Martin is in discussion with Alan Plotkin regarding his proposal to produce
"Best Of The Championships" videos.
9. ROSTER
It was found that the Roster's geographical listing was mistakenly printed
with last year's data. An apology will be posted in the Insider as well as
on the web page. Norman, Acting CAO, and Richard will investigate to find
the source of the error.
After it is determined how the error happened, ideas will be discussed on
how to publish the correct geographical data.
10. WORLD JUGGLING DAY
The Web Site is nearly ready.
11. BOARD MEETINGS
Next meeting will be March 26 at 9:00 p.m. EST. Braidy will not be
available to participate as he will be in Ireland. Some board members are
not comfortable with all staff not participating. A request was made that
Ginny be at meetings as festival time draws near. All staff are available
to answer questions as they arise.
12. ACTIONS
Becky will post the first draft of the minutes by Friday, March 2. All
comments are to be made by the end of one week from posting after which
time Becky will post a second draft.
Committee, board and staff reports should be sent to the entire board by
Monday, March 19. An agenda will be sent to board members by March 24,
listing proposals to be voted upon at the March 26 meeting. Reports and
proposals will include (but not be limited to):
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