Board Meeting – May 23rd, 2016

  1. Call to Order

Chair, Nathan Wakefield, called the meeting to order at: 7:33 pm EDT

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

Present:   Nathan, Louie, Bob, Jared, Mike, Erin, Martin, Jim, Shivella, Noel

  1. Approval of Agenda

Motion: Jared

Second by: Louie

Discussion: Last minute motion added – all good. Added in time, before the vote to approve minutes.

Vote: Unanimously Approved
4. Approval of Minutes:

April 25th, 2016

Motion: Jared

Second: Bob

Discussion: Nil

Vote: Unanimously Approved

 

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

 

Financial Report (Afton Benson)

Discussion: Not this time, no major things to report. Our 990 is filed and ready to go for the year.

 

2016 IJA Festival Report (Jim Maxwell)-

Discussion: 18 event packages have been sold since last month’s meeting. Hopefully this last month will be a surge of package purchases. Additions to cascade of stars and welcome show line up – requesting 4 more comps for these people from board. HELP NEEDED – convention center wants insurance certificate City of El Paso SMG (operational group) Officers etc additionally insured. Afton should be able to handle that and have it mailed. Could call Hartford Insurance as well. Hartford is our insurance company. Camino Reale got back and brunch can be provided – except friday and saturday will have to split us because of already booked rooms – 10 to 1 extended hours from them as well. All agree – it sounds good to comp these performers. 39 total comps at this point. Well done Jim. Brunch – all within the same building – ballrooms and restaurant rooms. Hooper special workshop is on the yes side of the mountain. Getting it up on website and getting some marketing going. Special workshop leaders list, get those people signed up and contacted. We are on track for previous years as far as attendance – hopefully around 300 -325 based on current registrations. Budgeted attendance is 175 adult early (short by a few), 30 pre fes online adult (close to), Y/S 50/30. Onsite projections low for onsite registrations based on previous years. 310 total projected.

 

Marketing (Erin Stephens)

Discussion: Things are going well. Killing it in social media – all the posts are getting good traction. Power of facebook ads and targeting. 600 visits in last 7 days to EJuggle. 🙂

Can create custom audiences for ads with on page ‘pixels’ – tracking through facebook and email lists. Make targeted ads for these people, good for the future of donation drives and membership drives. Possible solution to t-shirt – direct to consumer – printing site instead of us getting shirts printed and mailing. Print Aura – ordering on our website then those orders get directed to them. They do all shipping and inventory. Unlimited colors. Branded from IJA in label too. Good option for this year. Volunteer has to place order – there will be a simple process to make it happen. Non members can order products from site.

 

YJA (Ellen Winters)

Discussion: All good, thanks Ellen.

eJuggle Report (Scott Seltzer)

Discussion: Budget breakdown for April is here. Not a lot of news – but 600 views recently – so that is going well.

 

Membership (Marilyn Sullivan)

Discussion: Membership will dip some because jugheads are not attending this year – they are good for 15 – 30 memberships a year when they show up.

 

IRC (Erin Stephens)

Discussion: Going well, building up and the interest is high. Looking to create a fundraising arm of the IRC’s to develop them further. Good at making in-roads with other jugglers – up the reputation of the IJA worldwide. Promotional Videos to be made, people on board to help.

Future Festival Planning (Mike Sullivan)

Nothing to report. Continuing to follow-up on leads generated at the NASC Symposium in April.

Discussion: Things are looking smooth. No progress on 2017 festival director. (discussion below)

 

  1. Motions for Consideration
  2. Motion to appoint Erin Stephens and Marvin Ong as the World Juggling Day 2016 Co-Organizers.

Motion: Bob
Second: Jared
Discussion: All good. And Nil.
Vote:  Unanimously Approved

  1. Motion to approve IJA Bookkeeper Dennis Morrison and IJA Treasurer Afton Benson as Account Managers on the IJA Rewards Card with company number 4443954378487958.

Motion: Shivella
Second: Bob
Discussion: Bank of america rewards card to make payments. Giving them account management privileges. BOA needs signed minutes to let them be managers of the account.  Need board members to sign for these.

Signed by:

Shivella Schwab __________________________

Louie Skaradek __________________________

Vote:  Unanimously Approved

 

  1. Motion to approve hosting the first international XJuggling competition at La
    Conve Pie Direcho in Peru.  (Proposal)

Motion: Shivella
Second: Noel
Discussion: (mentioned above in the ‘added this’ section) Erin discusses – Host of this likes the connections with the IJA. Continue to partner. Getting sponsors – GoPro, Red Bull – fits in the fast paced performance world to match those possible sponsors. Diabolo competitions in Taiwan. Rules are finalized and updated. Cost would be the medals – but this should be covered by the event or sponsors. XJuggling – not extreme juggling. Update the webpage for XJuggling. Possibly add the page to our site. Create a historical archive and the winning tricks Page.

Vote: Unanimously Approved

  1. Motion to extend the deadline for Board nominations until June 17th.

Motion: Bob
Second: Shivella
Discussion:  Four open board slots this year, only have 2 nominees, Need to be proactive to find these candidates. If you are currently on board – you need to go through the process and submit the statement. FIND SOME PEOPLE TO JOIN THE BOARD!!

Vote: Unanimously Approved

 

  1. Varia:
  1. 2017 Festival Director

Sent feeler out to Cody from Noel. Looking forward to working with Mike again. Mike or Nathan to follow up – could be interested if we catch him soon. He has done it once, wants to try again. Would like to do better than Purdue.

 

——–

Proposal to go to executive session – end audio recording for ES. And a new agenda.

——–

 

  1. Set June Meetings

Next Vision Planning Meeting – June 6th 7:30 pm ET.

Next Board Meeting – June  27th 7:30 pm ET. (last meeting before festival)

 

  1. Motion to move to Executive Session

Motion to move: Bob

Second: Shivella

Discuss: Nil

Voting:   Unanimously Approved

Meeting move at 8:37 pm ET.

 

All non board members have left.

Off recorded record.

EX Session ended at 8:58

 

Adjournment

Motion by Bob

Vote: Unanimously Approved

Ended at 8:59 PM Eastern Time

Board Meeting – April 25th, 2016

  1. Call to Order

Chair, Nathan Wakefield, called the meeting to order at: 7:35 PM pm EDT

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

Present: Nathan, Louie, Noel, Shivella, Mike, Afton, Jim, Jared Davis
Absent: Bob, Marvin, Erin, Martin

  1. Approval of Agenda

Motion: Noel

Second by: Shivella

Discussion: Nil

Vote: Unanimously Approved
4. Approval of Minutes:

March 21st, 2016

Motion: Shivella

Second: Louie

Discussion: Nil

Vote:  Unanimously Approved

 

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

 

Financial Report (Afton Benson)

Discussion: Lengthy phone call with Afton and  Dennis… going forward things worked for where things are categorized, should be smoother and better. Hammered out the way items are reported. Nothing outrageous on the P&L.

 

2016 IJA Festival Report (Jim Maxwell)

https://docs.google.com/document/d/18UXV81L-_HS_mZuMD2cOgEusvxZCvXGob1w5-WMD9pU/edit

Discussion: Opening with… google docs… sharing new link … check.

Try and promote Dahl workshop more. Maybe some links – generate interest – promote on facebook. Recruited OddLab to do fire night, from El Paso. Some have purchased packages, bring in some other members – give them up to 10 day passes for performance on friday night, and will supervise the fire jam. Also invited them to offer workshops on fire safety and performance. Championships determined, in report. New artists confirmed – all in newsletter this week. Marvin and Bruce performing – part of IJA. Workshops team established. Need a list to email to about workshops – current info from Dave Pawson 2014. YM directory function – initial list of who offered workshops last year, gather from Quebec? Going to use the 2014 list. Web forms to solicit ideas for games. Gauntlet team is active, doing fund raising. Trophy place contacted about ordering more items. Wording for the plaques… Nathan will get some items together to get out to Jim and cc the board and relevant persons. Awards will be presented 1 on tuesday, 1 on wed, 1 on thurs, 2 on saturday. Presented after intermissions. Still need to find some people to present awards. Lucas Cup upgrade is still up in the air. Harris – only thru Scott Seltzer.

 

Marketing (Erin Stephens)

Discussion: …

 

YJA (Ellen Winters)

Discussion: …

eJuggle Report (Scott Seltzer)

Discussion: …

 

Membership (Marilyn Sullivan)

Discussion: …

 

IRC (Erin Stephens)

Discussion: …

Future Festival Planning (Mike Sullivan)

Discussion: Mike – went to NASC in grand rapids – 80 appointments with places. 10-12 solid leads. Mike following up with them now. NASC and Mike covered expenses. Went really well. Connect Market Place – later this year. Top Places: Fort Wayne, CA, OK – Tulsa, Syracuse, Rochester North, Birmingham Alabama, VA, Rhode Island, MD, Alabama – Huntsville.

Website Report (Louis Skaradek)

Discussion: Take it offline yall.

 

  1. Motions for Consideration
  2. Motion to Amend Article VII of the Bylaws from:
    “The corporation shall publish an official publication for its members. Such publication shall be published quarterly during the calendar year, subject to such increase or decrease as the Board of Directors may determine. The Annual Roster shall be an international directory of members of the Corporation which shall be published by the Corporation once during the calendar year.”
    To:

“The corporation shall publish an official publication for its members. Such publication shall be published regularly throughout the year, and the format may include print, digital ezine, or other medium as selected by the Board of Directors. A Membership Roster shall exist in a defined medium as an international directory of members of the Corporation.”

Motion: Louie

Second: Shivella
Discussion: Reasons – first part is very much outdated. Updates to modern times. Roster part updated. Change it especially if we are not doing quarterly publications and roster listing.
Vote: Unanimously Approved – Passes – Nathan will update.

B: Motion to accept the revised P&L for 2015 ending December 31, 2015

Profit & Loss 2015

Motion: Shivella
Second: Louie
Discussion: Accept? Some money has been shifted around according to Dennis and Afton action. Numbers are the same, but in different places. Approving these will allow Dennis to work on the 990 forms.
Vote: Unanimously Approved

  1. Motion: Motion to accept the revised Balance Sheet ending December 31, 2015.

Balance Sheet 2015

Motion: Shivella
Second: Louie
Discussion: Nil

Vote:  Unanimously Approved

 

  1. Varia:
  1. Cedar Rapids Festival Director – offer was turned down. Need to find a festival director. Possible Mondo Team. Put out general feelers. Possible – Never Thriving jugglers from Minneapolis. Noel looking into things – 2014 festival director. Jim says – check with the Mondo group. Possible Ross B for Mass Festival 2018.
  2. Lucas Cup – not working, need to find someone to work on it. Trophy by Albert Lucas, The Lucas Cup – presented onstage, historical piece, winners named are etched onto the bottom. New tier and etchings. City museum – Castley Crew. Jessica, Circus Harmony.

 

  1. Set May Meetings

Next Vision Planning Meeting – May 9th 7:30 pm ET.

Next Board Meeting – May 23rd 7:30 pm ET.

 

  1. Adjournment

Motion to adjourn: Shivella

Discuss: Nil

Voting: Unanimously Approved

Meeting adjourned at 8:53 pm ET.