Board Meeting October 19th, 2015

 

  1. Call to Order

Chair, Nathan Wakefield, called the meeting to order at: __7:41____ pm EDT

2. Roll: Nathan Wakefield, Louie Skaradek, Warren Hammond, Bob Neuman, Noel Yee, Marvin Ong, Shivella Schwab, Mike Sullivan, Afton Benson, Erin Stephens, Martin Frost, Jim Maxwell

Present: Shivella, Noel, Nathan, Bob, Mike, Martin, Jim, Erin
Absent:    Louis, Marvin, Afton,Warren

 

  1. Approval of Agenda

Motion: Bob

Second by: Shivella

Discussion:

Vote: Approved Unanimously

 

  1. Approval of Minutes:

September 21st, 2015

Motion: Noel

Second: Bob

Discussion:

Vote: Approved Unanimously

 

  1. Reports (Please keep verbal reports to 5 min or less except for festival and future festival discussion)

 

Financial Report (Afton Benson)
P & L Draft
Report

Discussion:  Noel- Do we know the amount expected in?  Nathan- the outdoor grant is expected, the amount is unknown. Nathan touched base with Turbo last week and they are awaiting the city’s answer.  Noel expressed that the deficit is much less than the last report (from 20k to 7k). Jim- Merchandise does not have an actual amount… questions over the shirts getting lumped into miscellaneous. Jim- have the invoices been seen and verified for the rental fees for the site? Questions concerning why the budgeting is not matching the amounts. No income listing for camping. These are items that were tracked and not listed on the P&N. Noel- April 29th email from Vero is 10k grant (Canadian?) for outdoor events. Has not been confirmed. Nathan- some of the expenses had to be done through turbo and then to IJA which makes the final figures difficult to reconcile. Martin-Grants should be line item- very specifically. Jim-our working budget for 2016 is in the works and the P & L from this year makes it difficult. Bob- concerns that Turbo did not keep enough records, going on in the future- for IJA not to turn event over to another organization based on. Erin- It is difficult to say who is considered an outsider, especially if the organization is a competent organization. Our communication needs to be more standard. Martin- every expense should be listed, at some area and not lumped into miscellaneous. Even if its not on the P&L there must be a record somewhere to come up with the lumped amount.

Up Next:

Updated P&L

Meeting with Vero (over P&L and accounting issues)

Next board meeting voting on the P&L post meeting with Vero.

 

2016 IJA Festival Report (Jim Maxwell)

Discussion: Jim- is still working on the budget.

Jim’s request Pricing Tiers-

Question? Only charged early bird and at festival pricing? The last 3-4 years early bird, online, at festival pricing. Martin and Mike will compile the information for Jim.

-Actual Pricing for Early bird/Reg-Online/ At festival pricing

adult early 199/229/259

-Youth and senior pricing- 119 (can)

– Championship prize money- Iwii & Unamed adding onto the IJA contribution. What is IJA Contribution to each category. Jim is looking for the breakdown per team/individual.

Once Jim has this info he will be able to finalize budget.

Dec 3-4 Mike, Jim, will make a site visit for planning and budgeting.

 

-Gauntlet team in place

-Joggling- Emily will be director again

-Albert Lucas- would like to contribute to the event in any way he is needed in El Paso.

-Vivica and Neil will do championships

-Mary and Scott Cane numbers com

-Keith Nelson and Mark- renegade

-Extreme juggling

– Busking is the real question- in the past has been year on and year off. Jim is leaning toward not having a busking competition. New info from Erin and Noel confirmed that busking does in fact happen yearly.

 

YJA Report (Ellen Winters)

Discussion:

eJuggle Report (Scott Seltzer)

Discussion: There is a lot of content coming up. Mike-Podcast-has been a drawn out project. Not sure if it is a project that we are able to complete. Itunes will not accept the feed, as of yet.

 
Membership (Marilyn Sullivan)

Discussion: Noel- progress of holiday membership? In the past had a drive for holiday. Perhaps having a discussion with Marilyn over ideas of holiday drive. Once emails are sent, Nathan will

 

IRC (Erin Stephens)

Discussion: Erin in Peru for another 5 weeks.

 

Marketing (Erin Stephens)

Discussion: No discussion

 

AMS (Mike Sullivan)

Discussion:

-getting ready for hosting the next fest. No update

 

  1. Motions for Consideration

 

  1. Motion to approve the following people for the following Officer Positions for the 2015-2016 term:

    David Landowne, Webmaster

Mike Sullivan, Future Festivals Site Coordinator

Rinus Samyn, European Representative

Juan Mendez Rosas, Mexican Representative

Mike Moore, Canadian Representative

Louie Skaradek, Graphic Designer

Scott Seltzer, eJuggle Editor in Chief

Erin Stephens, IRC Director

Thom Wall, Video Tutorial Director

Alan Howard, Archives Director

Marilyn Sullivan, Membership Director & Chief Teller

Don Lewis and Martin Frost, eNewsletter Editors

Jim Maxwell, Affiliates Director

Heather Marriott, Store Manager

Nathan Wakefield, Video Coordinator

Martin Frost, Communications Director

Rob Detweiler, Merchandise Distributor
Erin Stephens, Marketing Director
Afton Benson, Treasurer

Motion: Bob

Second:Shivella

Discussion: Nathan- most people are running unopposed.

Vote: Passed

 

  1. Motion to approve the proposed championships rule changes.

Proposed Championships Rule Changes
Motion: Shivella
Second: Bob
Discussion: Bob- are there costs with doing bank/wire transfer. Jim- if possible to make it check or paypal. If the fee is a percentage than it can be costly. Noel- be more specific on the currency and dollar amount. Erin- Western Union- $30 for those out of country participants that will not be able to paypal. Bob- if we are an international organization- then we should be able to send the money without too much hassle. Bob- Add Western Union to the list to make sure we are clear so the recipient knows how they can get the money. Erin-proposes that we take off the names of all except the championships rules
Motion to amend motion to remove names off all except championship competition from the vote.

Bob Seconds Motion

Vote:  Motion passed

  1. Motion to approve and proceed with the Get Smart Group’s IJA Website proposal.
    IJA Website Proposal
    Motion:Noel
    Second:Bob
    Discussion: Call for website. A company came back last month (the company that Erin works for) Included in the proposal was text fonts and design a style and color guide that we would have for future marketing purposes. There are some things that may not be wanted or needed from designers (ejuggle). Ideally we would only have one website. Logo refresh as well. Unamed has been contacted because bid was higher than we thought it would be. Noel- a timeline for the board of progress and tangible progress. Erin- entire project would be 10-12 teams including the meetings. Noel- the board would like to be included in the decisions, and that it is in the contract that at least once there would be contact with the board via the board meetings. Concern- focus is too broad- the scope needs to be more detailed. The sample sites all seem to be custom and not membership like IJA. Concerns with the payment schedule since our site is already live. It includes importing old info into new site. Nathan- Logo redesign we can accept it, but don’t have to use it. Bob- prefers to revisit the discussion.If there is reluctance then it needs to be visited and discussed. does not feel secure making an opinion without further research. This is going to affect us since its a big decision. Noel- If this is going to be successful, it is worth the money to have content migrated and the site updated. If Erin trusts them then we as a board. Bob- more than just the bottom line needs to be considered. Erin- the end goal is to have cohesive marketing through all of IJA media. Bob; Is there a reason not to continue with this course. Jim- would they be able to go to into the platform and use that as an example/ sample pages. Discussion over leaving out style guide and logo redesign. Nathan- content migration great addition… Analytics and custom audience- Ija does not drive enough traffic to have a google search.  Shivella- we will be able to meet with the marketing company before to make sure their ideas are aligned with our vision. Bob- what are the advantages and disadvantages written in from Erin. Jim- a consolidation of pages. For: Erin and Mike to move forward with finalizing a contract. What will be included and excluded for the contract.
    Vote:  Table the motion

 

  1. Varia:
  1. 2016 Honorary Award Committee

Discussion: Final award Committee for the next meeting – Bob

 

  1. IJA Cash Sponsorships for Records- Scott – cash awards for new juggling records- that we are a sanctioning body for those that break juggling records and get sponsors to pay for those records.

 

  1. Set November Meetings

Next Vision Planning Meeting – Nov 2nd _7:30___pm ET.

Next Board Meeting – _Nov 16th_7:30__ pm ET.

 

  1. Adjournment

Motion to adjourn: Shivella

Discuss: Nathan: appreciation for the respect and civil discourse.

Voting:

Meeting adjourned at __9:47____ pm ET.