April 18, 2012

Regular Board Meeting April 18, 2012
@ 8:30pm Eastern Time…

1. CALL TO ORDER: Chair Kim Laird called the meeting to order at 8:41 p.m. EST.

2. ROLL:
Present: Kim Laird (Chair), Kevin Axtell, Matt Hall, Richard Kennison, Dave Pawson, Thom Wall, Erin Stephens, Mike Sullivan (Future fest director, 2011 fest director), Martin Frost (communications director), Sandy Brown (recording secretary)
Absent: Kevin Axtell, Matt Hall, Richard Kennison, Dave Pawson

3. APPROVAL OF AGENDA: Thom Wall moved to approve the agenda for April 18, 2012. Second by Erin Stephens.

APPROVAL OF MINUTES: ________ moved to table the minutes from March 21, 2012. Second by _________. (skipped since we do not yet have the minutes of that meeting)
4. REPORTS:  

2012 Fest (Matt Hall)…

On tape.

 

Future Festivals (Mike Sullivan)…

2011 Festival Registrations

===========================

Registration opened on March 23

We have sold the following registrations as of today:

25 Adult packages

4 Youth/Senior packages

4 Special Workshops

1 Comp package (Jay Ko, videographer)

4 CoS tickets ala carte

 

Martin’s online real-time tracker for Web reggies is here. His figures and mine in perfect or near-perfect agreement. For some reason the CoS ala carte ticket sales did not ring up on his tracker from eStore order #1637.

 

We are planning to go to standard pricing on May 15, before the next BoD meeting, so I think someone needs to do some registration promotion to get some regs in at early bird pricing. The home page of juggle.org still says that fest info is “Coming Soon” and nothing on the home page says that registration is now open.

 

2013 – BGSU Contract

===========================

Revised contract attached. I think this resolves all concerns and is ready for signature.

 

2014 – 2015 Future Festival

===========================

We have excellent offers in-hand already from Lexington, KY, Rochester, MN, Knoxville, TN and Springfield, MO (2014). I have started discussions with Purdue University in West Layfayette, IN (2015), Cedar Rapids, IA (2014), and Portland State University.

 

Cedar Rapids (home of IJA Gold Medalist Doug Sayers) has a proposal on the way to us which will feature FREE FACILITY RENTAL for the theater and convention space for 2014…details coming in the next few days.

 

I spend a LOT of time on future fest work, and would like to know what the board wants me to find. Is it a specific geographic region, or perhaps a specific budget figure for the rentals and hotel rates? Right now, I feel that I am doing a lot of work and talking to a lot of people and I don’t really have any idea what the Board will be most interested in hearing about.

Financial (John Nikkel & Holly Greeley)…  
Website Team (David Landowne, Martin Frost, Mike Sullivan, Erin Stevens)…

AMS – Package walk-throughs

===========================

In the past two days, I have done hour-long Webinar walk-throughs on two of the three packages recommended by our consultant: Your Membership and Timberlake Software. I have a walk-thru Webinar for the third package, Wild Apricot, scheduled for Wednesday, a few hours before our BoD meeting.

 

From the first two Webinars, I can say quite confidently that either package would wildly exceed our requirements, and give us flexibility, capability and efficiency we can only imagine right now.

 

Both of these packages are HIGHLY developed, highly refined and have more bells and whistles than we could ask for. Flipping a coin to choose either one wouldn’t result in a poor outcome: either one is so far ahead of where we are now that it’s like the difference between an ox cart on a dirt road and the Starship Enterprise running in Warp Drive.

 

Unsurprisingly, both vendors know that they have excellent offerings, and so they are priced within a single penny of each other over the short- and long-term (see attached costs summary).

 

The Wild Apricot package is priced a lot lower and so I expect it to be less mature, less fully-featured and less sophisticated. I’ll report back when I have gone through the demo.

 

For anyone concerned about our new site having a “cookie-cutter” look, either package will allow a great deal of flexibility in layout, colors, design and presentation. Timberlake made it a point to stress that their system automatically builds mobile- and tablet-friendly versions of every page automatically, with no mini-sites or separate mobile sites needed.

 

Here are some live client sites from each of the two packages to give you an idea of the variety of look-and-feel available from the systems:

 

Timberlake:

nawrb.com – Site uses the org’s specific color palette and iconography

schoolcounselor.org

wemawind.org

 

Info on Timberlake: http://www.membershipsoftware.org/edition_list.asp All three of those sites are new to Timberlake in the last three months, and all started from scratch on a new migration from a legacy site.

 

For Your Membership:

http://www.southsloganmagpies.com/

http://www.potomacpedalers.org/

www.guitarfoundation.org

http://www.dallasrotary.com/

Info on YourMembership: http://www.yourmembership.com/resources/

Now that we’ve done the consultant’s needs analysis, consultant’s report, consultant’s recommendation and we’re almost done with the demos, a few questions:

1) Do we have donor support to make this move? Will iiWii fund this effort, or can we not afford it?

2) How do we decide? Who decides? When will we decide? It would be great to have a decision on this at our festival, then spend the fall making the migration and bring up the new site before the end of 2012.

Awaiting instructions…
Membership (Marilyn Sullivan)…

April Numbers…

# mems 1192

# total mems 1420

# families 167

# youths 67

# lifetime 280

March Numbers…

# mems 1207

# total mems 1438

# youths 63

# families 170

# life time 280

Education (Kevin Axtell/Erin Stephens)…

On tape.
Marketing/Promotions (Thom Wall)…

On tape.
5. MOTIONS FOR CONSIDERATION:

A. Motion to approve release of bank information to Scott Slesnik for the purpose of ezine to use Adsense for advertising revenue. (tabled in March pending more detailed plan)

Motion: Erin Stephens

Second: Richard Kennison

Discussion: Erin asked if they know what we want as far as a proposal goes. Kim communicated the discussion from the last meeting with them. They have not had a chance to put together a formal proposal. Drop another line to both again asking for another proposal and that the motion was brought up again. Matt aksed if anyone was hesitating on voting on this because of Scott Slesnik being involved. Board members responded no; that it was due to not enough information and the information we do have is sketchy. Kim also stated the concern with handing out our bank information to anyone. Erin suggested Kim handle setting up the account information and then let Scott and Scott take it from there.

Motion to table.

Motion: Matt Hall

Second: Erin Stephens

Vote to table: passed unanimously

B. Motion to require that in order to serve on an IJA committee one must be a current IJA member.

Motion: Thom Wall

Second: Richard Kennison

Discussion: Discussed item in bylaws that may already address this. Martin was consulted and stated that although he hasn’t read the motion it sounded like you need to be a member to be on a committee. Discussion continued about why a person would not want to be on a committee if they are not a member. This motion came from a present IJA member because they were aware a non-member was on the Fun Fund committee. This all leads to the bigger question of what the IJA needs to be and where are we going.

Vote: For… Richard Kennison, Kim Laird

Opposed… Matt Hall, Erin Stephens, Thom Wall

Motion defeated.

C. Motion to approve 2013 festival contract at Bowling Green State University. (revised contract attached to board email)

Motion: Erin Stephens

Second: Thom Wall

Discussion: Thom brought up the one number that needs to be corrected/omitted. The figure was probably left in by oversight. At bottom of page 4 of the contract which is the computation of the administrative fee which was based on an incorrect number. Correct administrative fee is shown at the top of page 5.

Motion to approve 2013 festival contract at Bowling Green State University pending the correction of administrative fee at the bottom of page 4.

Amended Motion: Erin Stephens

Second to the Amended Motion: Thom Wall

Vote: passed unanimously

6. VARIA:
1. Discuss “budget” items for joggling. Do they need additional board approval? No.

Kim will call Len and discuss ways to trim his budget.

2. Invite those running for the board to the next two meetings.

3. Discussion of awards committee formation and Richard heading the committee.

7. NEXT MEETING: Next regular BOD meeting will be held May 16, 2012 at 8:30 pm eastern time.

8. ADJOURNMENT:   Matt Hall moved to adjourn the meeting. Second by Erin Stephens. Meeting adjourned at 10:09 pm eastern time.

March 21, 2012

Regular Board Meeting March 21, 2012
@ 8:30pm Eastern Time…

1. CALL TO ORDER: Chair Kim Laird called the meeting to order at 8:33 p.m. EST.

2. ROLL:
Present: Kim Laird (Chair), Kevin Axtell, Matt Hall, Dave Pawson, Thom Wall, Erin Stephens, Mike Sullivan (Future fest director, 2011 fest director), Martin Frost (communications director)
Absent: Richard Kennison, Sandy Brown (recording secretary)

3. APPROVAL OF AGENDA: Thom Wall moved to approve the agenda for March 21, 2012. Second by Erin Stephens. Vote: Unanimous approval

APPROVAL OF MINUTES: Kevin Axtell moved to approve the minutes from February 15, 2012. Second by Matt Hall. Vote: Approved… Thom Wall abstained

APPROVAL OF DECEMBER MINUTES: Kevin Axtell moved to approve the minutes from December 14, 2012. Second by Erin Stephens.

Motion to approve December 14

Motion: Dave Pawson

Second: Kevin Axtell

Vote: Unanimously approved to table
4. REPORTS:

2012 Fest (Matt Hall)… Matt questioned about youth group rates. Answered by Mike. Board was sent new budget which is in the black. Talked about guests and flights booked and arrangements made with the performers for their guests or extra time in theUS. The IJA will not pay for performer guests or extra time in US. IJA will cover ticket cost for time of fest and anything over that performer is responsible to cover. Winner of IRC visa being taken care of and flight covered by Anthony Shave’s frequent flyer miles. Out of $10,000 budgeted for flights $6,600 spent with two more tickets to purchase.

Discussed changing early bird deadline from April 30 to May 15. All agreed it was best to move. Gives 53 days of early bird pricing. Martin will work on changing all the vital information.

Warren Hammond = championships director and set up lounge for Fun Fund

Championships prelims done last year through youtube. Stay with that or back to mailing. Change all forms and information to reflect uploading to private youtube channel or send one DVD to championships director for upload to private youtube channel.

Richard Kennison = Awards Committee Chair

Kevin Axtell = Fun Fund Committee Chair

 

Future Festivals (Mike Sullivan)…

2013 — BGSU,Bowling Green,OH– July 15-21, 2013

Contract submitted to Board last week for review and approval.

 

2014 — TBA

We have many potential sites for 2014, but none right now that I would put on a “slam-dunk super-hot let’s-sign-up-now” short list of prospects. Here’s what we have and what’s in the works:

 

REPEAT SITES

============

Lexington,KYandRochester,MNboth would like us to return and could offer us very competitive 2014 dates and pricing if we act soon. There is a lot of value in the IJA returning to a past city, in time-savings for our volunteers, cost and efficiency for the host city venues, and familiarity for our returning jugglers.

 

Winston-Salemalso wants us back as soon as they can get us. All we need to do is say the word and they will have pricing and a contract ready for us to look at for 2015, 2016 or any future year.

 

The more cities I visit, the more I realize how perfect a fit both Winston-Salem and Rochester are for our needs, and I don’t think many jugglers appreciate how hard it is to find such excellent facilities at such reasonable prices in clean, safe cities that aren’t too hot in mid-July, are easy to fly or drive to, have nice clean, modern hotels, etc., etc., etc., and who actually WANT the IJA to come to town!

 

I ask the Board to remember what a great time everyone had inRochesterand inLexington, as well as both years inWinston-Salem, and then consider that bothLexingtonandRochesterhave sweetened their offers to have us back again soon, and our track record withWinston-Salemgives us a very good bargaining position if we choose to return.

 

REEDCOLLEGE,PORTLAND, OR

==========================

At the recommendation of some IJA members, I checked with ReedCollegein Portland, OR(reed.edu) about the possibility of bringing our festival to their campus. Although it would be an excellent site for an IJA festival, Reed has more summer conference business than they can handle, and they are not able to schedule a group as large as ours in July or August, their busiest months. They have annual bookings taking almost all of their capacity out many years into the future.

 

PORTLANDSTATEUNIVERSITY,PORTLAND, OR

=======================================

PortlandState(pdx.edu) has the space we need and is interested in seeing if there’s a good fit with our needs. I had a brief call with their conference programs manager, Emily Keith, and we’re going to do some mutual research and talk again soon. If things looks promising, I will reach out to a local IJA member and ask them to visit the campus, meet with Emily and see if there is a good potential for bringing a fest to PDX.

 

KNOXVILLE,TN

=============

I visited Knoxville(knoxville.org) in late January and the city has a lot to offer us with reasonable pricing and good facilities.

 

The downtown/convention center area is much likeWinston-Salem, except I’d say downtownKnoxvillealongGay streethas many more shops, restaurants and bars than4th Streetin W-S; the Bijou Theater is also there, where we could hold our evening shows and championships. A few blocks away is a big pedestrian mall and dining/shopping area –Market Square– has a perfect outdoor venue for Planting the Juggling Seed, as well as the Games of the IJA, with a nice mix of restaurants and bars. The downtown is safe, clean and has lots of businesses and amenities for our jugglers, all at moderate prices.

 

The hotel proposed is theCrownePlaza, adjacent to the Convention Center and alongside the 1984 World’s Fair Park riverside park and amphitheater. Lots of possibilities here, and excellent meeting space for us. Rates are good, but we could probably negotiate  them down a bit more if we sound serious about coming in 2014. They are very eager to bring us to town. The Bijou Theater is about 3 blocks from the hotel and convention center, and is well-suited for our evening shows, with daily rental in the $2,000/day range.

 

Knoxvilleis easy to drive or fly to, with good airline service from all the major carriers, and would be warm but not hot in mid-July.

 

I thinkKnoxvilleis a good contender for 2014 or 2015 and we should keep it on our list.

 

SPRINGFIELD,MO

===============

I am in Springfield, MO(springfieldmo.org) right now, finishing up a site visit that has been two years in the making. They really want to bring IJA toSpringfield, and they are putting together a pretty strong proposal for us.

 

The hotel rates they are offering us for 2014 are the lowest of any I’ve received for any 2014 site: $95/night single or double; $99/night triple or quad; with free hot breakfast, free parking, free airport shuttle and free Wi-Fi for all registered guests. The hotel is theUniversityPlaza, an atrium-style 10-story hotel designed much like many Embassy Suites properties, with both an indoor heated pool and hot tub, a fitness/workout room, and an outdoor pool. The on-site restaurant serves three meals a day, and there is a lobby bar.

 

100 steps out the door of the UPlaza is theSpringfieldConvention Center, which has space for our jugglers and workshops that looks nearly identical to the South Main Hall of the MC Benton Convention Center inWinston-Salem. They are re-quoting me a price for that space for our fest, which I will get Wednesday morning in a second meeting with the sales team.

 

The theater proposed is the Gilloz Theater, about 5 blocks walk from the hotel (not bad at all), and perfect for our needs. It’s a nicely restored Vaudevillian-era house seating 780 on the main level and 280 in the balcony; stage is very large with 60′ grid height and would handle any of our shows or acts. Two dressing rooms below stage, no backstage crossover on stage level. A very nice theater, and it rents for about $1,800/day.

 

The joggling track would either be theMissouriStateUniversitymain track (about a mile away), orParkviewHigh School, also about a mile away. The MSU track is what you’d expect at an NCAA Division I school, and is probably available to us free of charge to use in the summer. Either track would be more than good enough for our needs.

 

Getting toSpringfieldis pretty easy. A nice, new airport (Springfield-BransonNationalAirport, SGF) has 60 non-stop flights a day connecting it to five majorUShubs (Dallas,Memphis,Chicago,  Atlanta,Denver). Driving is easy as well: I-44 connects the city with I-35 to the west and I-55 to the east.

 

Springfieldlooks like a good option. I will write a more complete report and send it along next week.

 

ELIMINATED CITIES

=================

Here are some cities I have visited in the past year, which I have eliminated from consideration for the reasons listed:

 

DESMOINES,IA– Facilites are immense, but much, much too far apart for our jugglers to negotiate on-foot all week.

RICHMOND,VA– A gigantic convention center and beautiful adjacent hotels, but rates are out of our reach and frankly, we’d get lost in this state capital city amid the half-dozen other large groups they have in convention at any one time, year-round.

DAYTON, OH — A poor convention facility, one hotel choice within walking distance, and little choice for restaurants & shops nearby.

Financial (John Nikkel & Holly Greeley)…

Final numbers not yet posted. Holly is still working on 2011 year ends. John Nikkel needs copy of the fest budget. Matt will email it to him. AllDelawarepaperwork is signed and filed.
Website Team (David Landowne, Martin Frost, Mike Sullivan, Erin Stevens)…

Watched Wild Apricot online walkthrough. Did not have a chance to do any of the others but should have time to do that and report for April meeting. Could eJuggle be part of the website upgrade? May have to be separate because the ezine uses wordpress templates. We need figures for Kim to ask iiWii about financial support.
Membership (Marilyn Sullivan)…

March Numbers…

# mems 1207

# total mems 1438

# youths 63

# families 170

# life time 280

February Numbers…

1222 member records

1453 members

171 families

63 youths

280 life members

Need something to increase membership. It was part of the strategic plan that was started. Dave Pawson stated he was going to bring this up during varia.

 
Education (Kevin Axtell/Erin Stephens)…

Great article by Dave Pawson about his YEP program. Problem with YEP balls in that the logo will print too small so we need to look at other options.
Marketing/Promotions (Thom Wall)…

Final prize list and such is up on a bunch of websites for video tutorial contest. Not an overwhelming number of entries. Only 6 so far but about on par from last year. Three from US, 1 Bulgeria, 1 fromMexicoand, 1 from theNetherlands. More global and multi-lingual this year.

 

Stickers are in and Thom is covering first round of envelopes and postage.
5. MOTIONS FOR CONSIDERATION:

 

A. Motion to approve proposed 2012 Festival Budget.

Motion: Thom Wall

Second: Erin Stephens

Discussion: Dave Pawson commented it looks pretty healthy. Questioned where theater costs fall in the budget. Matt responded it is all lumped into facility line.

Vote: motion passes with Kim Laird abstaining

 

B. Motion to approve release of bank information to Scott Slesnik for the purpose of ezine to use Adsense for advertising revenue.

Motion: Thom Wall

Second: Kevin Axtell

Discussion: Kim emailed Scott Slesnik and Scott Seltzer earlier in the week asking for more information and sample groups to see Adsense in operation. Recommended this be tabled until we get more information.

Motion to table.

Motion: Erin Stephens

Second: Thom Wall

Vote on motion to table: tabled by unanimous vote

 

C. Motion to move the election deadline to May 15 with only one candidacy statement of 300 word maximum. Candidates would not be allowed to change their statement after the first 48 hours after submission.

Motion: Erin Stephens

Second: Dave Pawson

Discussion:

Vote: Unanimous approval
6. VARIA:
A. Discussion of memberships.

B. Discussion of vendor coordinator responsibilities and collecting sales tax, etc.

7. NEXT MEETING: Next regular BOD meeting will be held April 18 (?), 2012 at 8:30 pm eastern time.

8. ADJOURNMENT:   Erin Stephens moved to adjourn the meeting. Second by Thom Wall. Meeting adjourned at 9:53 pm eastern time.

February 15, 2012

Regular Board Meeting February 15, 2012
@ 8:30pm Eastern Time…

1. CALL TO ORDER: Chair Kim Laird called the meeting to order at 8:33 p.m. EST.

2. ROLL:
Present: Kim Laird (Chair), Kevin Axtell, Matt Hall, Richard Kennison, Thom Wall, Erin Stephens, Mike Sullivan (Future fest director, 2011 fest director), Sandy Brown

Absent: Dave Pawson, Martin Frost

3. APPROVAL OF AGENDA: Thom moved to approve the agenda for February 15, 2012. Second byErin.  Website update will be added to agenda. Agenda is approved unanimously.

APPROVAL OF MINUTES: Matt moved to approve the minutes from January 18, 2012. Second by Kevin. Minutes approved. Thom abstained.

APPROVAL OF DECEMBER MINUTES: Thom moved to table the minutes from December, 2012. Second byErin. Minutes have been tabled.
4. REPORTS:

2012 Fest (Matt Hall)

Festival printed information (registration and Festival brochure) was reviewed by Directors. Price for the Special Workshop is reduced. Joggling moved to Saturday. Championships Director is still needed. Names of various people were batted around. Two ways to register—faxing has been eliminated. T-shirts look good. Previous years t-shirts orders will be reviewed. Festival budget will be revised and approved next month.

Future Festivals (Mike Sullivan)

2014 Festival will not be in Winston-Salemand they will be notified in a formal cancellation. Nothing is firm for 2014. Potential for Knoxville, TN. Convention centers may be too expensive in the future. There is interest from Quebec City. Mike traveling to Springfield, MOnext month.

Financial (John Nikkel & Holly Greeley)

Year-end not finished yet, until 990 is completed.
Website Team (David Landowne, Martin Frost, Mike Sullivan, Erin Stevens)

Mike to sit through online demos of 3 proposed systems and report to the Board at next meeting. iiWii has received entire package for feedback.
Membership (Marilyn Sullivan)

1222 member records

1453 members

171 families

63 youths

280 life members
Education (Kevin Axtell/Erin Stephens)

Looking at t-shirt designs for the fest this year to raise awareness for YEP. Kevin and Kim may be doing a YEP presentation in Kim’s county. Interest growing for this summer’s festival YEP program
Marketing/Promotions (Thom Wall)

Thom plugging away at Video Tutorial Contest. Thinking about a Festival comp as a prize. Formal introduction needed in official rules. Vendors are still supporting the contest.

E-zine is being viewed, but promotion needed to market to the members.Erinmentioned an email to be sent to members to remind members of the e-zine.

2011 Fest DVD: production company states that 2 separate covers needed for 2 dvd set. Order can go through IJA store or Kinocki (?).

5. MOTIONS FOR CONSIDERATION:

A. Motion to approve 2012 operating budget (first draft). From $1200 to $9,000

Motion: Kevin

Second:Erin

Discussion: Motion will be amended to change the e-zine line 20 from $1,200 to $9,000.

Motion to approve amendment

Motion: Thom

Second: Matt

Motion approved by unanimous consent pending change of line 20.

B. Motion to table proposed 2012 Festival Budget.

Motion: Matt

Second: Thom

Discussion: Motion table by unanimous consent.

C. Motion to approve release of bank information to Scott Slesnik for the purpose of ezine to use Adsense for advertising revenue.

Motion:Erin

Second: Kevin

Discussion: Kim or Holly should set up this account instead of Scott Slesnick. Should we sell our own ad space instead of using Adsense? Perhaps a tiered vendor sponsorship. Scott needs to present 1) a proposal telling the Board stating what Adsense can do for the IJA and 2) a budget.

Motion above will be tabled.

Motion: Thom

Second:Erin

Motion is tabled by unanimous consent

D. Motion to approve board nomination and election dates and process for absentee ballots.

Motion: Thom

Second: Kevin

Discussion: the 4 current deadline dates will be changed and cut down to two:

1)      April 15 deadline for names and their 100 word statements.

2)      May 15: deadline for 350 statement for newsletter, website and names on ballots

Then a week after that on May 22 mailers would go out. This would be the final IJA mailer and thereafter, all communications would be electronic. An envelope with black and white one-page letter enclosed to 1000 people = $690.00. $1,200 is budgeted.

Motion to reflect changes above.

Motion: Eric

Second: Kevin

Discussion: Communications Director should put this letter together and let the Board review it prior to being mailed out.

Motion reflecting changes passes by unanimous consent.
6. VARIA:

New Zealand did a Q&A about the IJA recently when Matt was there. They had questions about insurance, etc.

7. NEXT MEETING: Next regular BOD meeting will be held March 21, 2012 at 8:30 pm eastern time.

8. ADJOURNMENT:    Thom moved to adjourn the meeting. Second byErin. Meeting adjourned at 10:07 pm eastern time.