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IJA Board Meeting - August 27, 2003Against: Jaye Motion to appoint Ben as magazine liaison passes. REPORTS Final Staff Report: The final report on the status of the IJA during transition was submitted via email on August 14, 2003, by outgoing general manager Norman Schneiderman and outgoing festival coordinator Ginny Rose (Attachment 1). Chair pro tem: Scott reports that he has continued negotiating with Stan Allen, of Stagewrite Publishing, Inc. The final contract should be submitted in the next day or so. Jaye states that a lawyer with Nevada credentials should review the contract for the IJA. Todd offers to contact a Nevada lawyer who did pro bono work for MotionFest and see if she would be willing to help. Secretary pro tem: Mike Sullivan, secretary pro tem, is out of town, but his wife, Marilyn Sullivan, has been working closely with him and is willing to make a report to the board. [Marilyn joins the call at 7:22pm PDT] She reported that they had received the cell phones from Martin Frost, and the copier from Richard Dingman, along with many paper items. They have been working on the backlog of membership updates, changes of addresses, and new members. They have been forwarding merchandise orders to Alan Plotkin, merchandise manager pro tem, and Andrew, treasurer pro tem. They have been sending new membership cards and a decal to new members. The database is up to date, and they plan to run a query on upcoming renewals soon. Mike is considering changing membership cards to a postcard format. [Marilyn leaves the call at 7:31pm PDT] NEW BUSINESS Merchant Account: Andrew moves the following: (Note: Bank means Chittenden Bank, the IJA's current merchant account carrier)
A) That Andrew Conway be authorized to set up IJA tables at the Portland and Lodi Juggling Festivals, and B) that Andrew Conway be authorized to sell IJA merchandise at a discount for a test period. The board discusses the motion. Motion passes by unanimous consent. Video contract: Andrew moves that the board appoint a video liaison, and authorize the liaison to begin the process of selecting a video producer for a three year contract subject to ratification by the board. This motion was tabled to the next meeting. Festival site inspection: Andrew moves that Sandy Brown, convention coordinator pro tem, be authorized to visit Buffalo to inspect the convention site and assess theater options, and that the IJA will reimburse her expenses up to $300. The board discusses the motion. Motion passes by unanimous consent. NEXT MEETING The next meeting will be scheduled by email. ADJOURNMENT Meeting adjourned by unanimous consent at 8:30pm PDT. Respectfully submitted, Katje Sabin IJA recording secretary, pro-tem Attachment 1: OUTGOING STAFF REPORT FINAL STAFF REPORT August 14, 2003 Please find below a tabulation of the festival actual performance compared to the budget we presented for the festival. As you will see, we had a slightly better turnout which was predictable as we budget for a worst case turn out and a slightly better (smaller) expenses which is also predictable as we budget for a worst case scenario for the expenses. Both combined to increase our net to (according to this statement) of over $38,500 net profit. A much needed injection of revenues for the IJA. We budgeted for 410 paying jugglers to attend. We actually had over 550 jugglers but that included the comps for the volunteers, performers, board and etceteras. We seem to have come very close to our budget thanks to the hard efforts of Ginny Rose and her meticulous planning and great support team she organizes. Norman Schneiderman, General Manager Fest 2003 PRICE Reno Income Actual 2002 Actual 2003 Actual Fest 2003 totals #'s Projection Income Income Income AEP 275 225 61,875 76,162 76,162 YEP 175 60 10,500 10,675 10,675 DAILY GYM 189 125 23,625 19,254 19,254 TUES SHOW 20 100 2,000 2,610 2,610 YSC/JRS 15 150 2,250 2,703 2,703 IND/TEAMS 20 300 6,000 4,960 4,960 FRI SHOW 20 200 4,000 3,900 3,900 COS 25 400 10,000 7,812 7,812 T-SHIRTS 15 300 4,500 2,467 2,467 VENDORS 245 25 6,125 3,105 3,105 MISC 726 726 SPECTATOR PASS 685 685 PARENT/PARTNER PASS 650 650 SPONSOR ANTHONY GATTO 1,200 1,200 BUTTONS 111 111 CHAMPIONSHIP ENTRY FEES 310 310 JASON GARFIELD WORKSHOP 2,200 2,200 Tot Bodys 410 Totals 130,875 139,530 139,530 Expenses Expenses Expenses Expenses Projection Actual 2002 Actual 2003 2003 totals A&P 1,500 AWARDS 100 BANK CHGS 2,000 2,155 2,155 CHAMPS 5,250 1,164 4,151 5,315 EQUIP. RENTAL 2,400 3,350 3,350 FACILITY COMP 0 LABOR 3,750 0 THEATRE 12,000 0 INSURANCE 3,900 1,876 1,983 3,859 MDSE FOR RESALE 5,850 4,867 4,867 POSTAGE/SHIPPING 4,000 39 1,804 1,843 PRINTING 7,500 283 5,036 5,319 PROF SERVICES 10,000 500 19,415 19,915 SALARY 25,000 6,298 13,382 19,680 TELEPHONE 3,500 761 1,484 2,245 TRACK TBD 0 TRAVEL: 151 20,007 20,158 BOD 4,992 0 STAFF/PERFORMERS 18,991 0 MISCELLANEOUS 2,600 2,494 2,494 OFFICE SUPPLIES 300 44 44 EMPLOYEE TAXES STATE/FED 2,673 5,681 8,354 SPONSORSHIPS 1,350 1,350 Totals 113,633 13,745 87,203 100,948 Net 17,242 52,327 38,582 Here is where we stand as of Aug 3, 2003. Note that the Bud's funds have all been closed. We have now closed the local IJA checking account and sent Conway a check for $40K+, leaving enough to cover outstanding checks. Conway has been sent all financial files. INTERNATIONAL JUGGLERS ASSOCIATION Balance Sheet August 11, 2003 Page 1 ASSETS Current Assets: Cash 40,685.06 Life Member Fund 78,528.83 Advance 1,500.00 Archival Fund 38,309.41 Inventory 13,853.00 -------------- TOTAL CURRENT ASSETS 172,876.30 Fixed Assets: Furniture and Fixtures 8,611.50 Accum depre - F & F -8,611.50 Equipment 725.16 Accum. Deprc. Equipment -725.16 -------------- TOTAL ASSETS 172,876.30 ============== LIABILITIES & EQUITY Liabilities: Accrued Expenses FWT/FICA 679.12 Accrued Expenses SWT 175.08 -------------- Total Liabilities 854.20 Equity: Beginning Retained Earnings 167,129.03 Current Period Profit (Loss) 4,893.07 -------------- Total Equity 172,022.10 -------------- TOTAL LIABILITIES & EQUITY 172,876.30 Here are the account balances as of August 3. (note again that the checking operating account has been closed and the money sent to Conway.) The Vanguard Group 458.74 Checking Operating Account 40,226.32 Cash 40,685.06 Vanguard New LM 7,367.77 The Vanguard Group LM 71,161.06 -------------- Life Member Fund 78,528.83 Advance on expenses G. Rose 1,000.00 Advance on expenses R. Dingm 500.00 -------------- Advance 1,500.00 The Vanguard Group Archival 38,309.41 -------------- Archival Fund 38,309.41 Respectfully Submitted by: Norman Schneiderman, General Manager Ginny Rose, Festival Coordinator |
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