IJA Board Meeting- June 25, 2008

(preliminary minutes)

1. CALL TO ORDER: Chair Don Lewis called the meeting to order at 8:05 p.m. EDT.

2. ROLL:
Present: Don Lewis, Chair; Kim Laird, Jerry Martin, John Satriano, Chuck Hawley, Sandy Brown (Board members); Janelle Hawley (Recording Secretary) Martin Frost at 8:15 p.m. (Communications Director), Kevin Axtell at 8:15 p.m. (Board Nominee), Richard Kennison at 8:33 p.m. (Nominee, Festival Director)
Absent: Will Penman (Board Member)

Don Lewis moved the Board into Executive Session at 8:08 p.m. EDT
The Board exited Executive Session at 8:14 p.m. EDT

3. APPROVAL OF AGENDA: Kim Laird added a note on JuggleCamp to the Varia Section and Sandy Brown added a thought onto the Varia Section about her role as a Board Member

Kim Laird moved to the approve the agenda - agenda was approved

4. PREVIOUS MINUTES: Kim Laird moved to approve the May 21, 2008 minutes - minutes were approved

5. REPORTS:
Membership (Jim Maxwell) - Via email - The current membership number is 1572.

Store (Sandy Brown) - The store will be closed till the end of July because Sandy will be out of the country.

Video (Jeff Peden via John Satriano) - Video contracts have been signed with John Hinkey and Ivan Pecel and things are on track for the festival DVD.

Stage Competition (Chuck Hawley) - Currently the preliminary judges are judging the competitors. Their score results are due back next Monday. Championships judges are being selected.

World Juggling Day (Dean Wicklund & Barry Rapaport via Kim Laird) - World Juggling Day went fairly well considering there were a lot of last minute decisions. There were 49 prize receipents. WJD had some generous sponsors who donated just under $2000 worth of prizes. Thank you to John Jessman for his hard work. He donated the screen setup for the WJD t-shirt. Prizes are already being shipped out to the winners and all information is posted on the website. Nine different countries were represented within the award winners. The project came in under budget. Kim would like to start on WJD earlier and create a specific timeline for volunteers to follow..

Festival 2008 (Richard Kennison) - The t-shirt design is finished. There are red shirts for women and blue shirts for the gentlemen. The festival program is done, except for the cover and the Mayor's letter. The "Cascade of Stars" is being produced by Dan Holzman. Chuck Hawley is putting a workshop schedule together. The "Juggling Seed" show will be held outside as long as the weather holds up.

eNewsletter (Don Lewis) - The eNewsletter is in progress. There will be articles on WJD and to find a volunteer to run it next year. The eNewsletter will be finalized later in the week and sent out on Monday.

Bylaw Committee (Kim Laird) - A workshop will take place at the Lexington festival to further discuss the bylaws of the IJA.

6. MOTIONS:
6a. Don Lewis withdrew the tabled motion on e-mail/roster format with a view to get a wider consultation at the festival. Motion: Don Lewis moved that the IJA roster be changed from a protected PDF format, to an unprotected format as a convenience to members.

6b. In that the search for a replacement for our current treasurer has been fruitless over a period of almost one full year and in that several of those who expressed interest have specific skills that could greatly benefit the IJA, Don Lewis moved for the formation of an IJA Treasury/Finance Team and that the following individuals be appointed to said IJA Treasury/Finance Team to serve the following roles:

Kim Laird - treasurer - oversee process, keep team to deadlines, primary "check writer", responsible for daily financial reporting during the fest
Tim Sullivan - bookkeeper/Paypal recorder
John Nikkel - secondary "check writer" (hopefully move up to primary spot after a few months)
Jim Steffens - financial planning
Rebecca Kresser - 990 prep and review of quarterly reports

Discussion: A fantastic team. Each one of the individuals on the team is more than qualified and they are very excited to be able to help the IJA in this role. It was noted that it takes a whole team to replace Holly. Thank you Holly for everything you have done for the IJA.

Motion passed.

Don Lewis moved that the IJA thank Holly Greeley for bringing the IJA into great financial standing.

Discussion: Martin Frost stated that it was a joy working with Holly on financials and recording and he is very thankful for her. John Satriano commented that Holly is awesome. Kim Laird mentioned that Holly has left some big shoes to fill. Sandy Brown said that Holly is the consummate professional and she has brought a lot of joy into the IJA.

Motion passed

7. VARIA:
7a. Sandy Brown thanked everyone for all their work and dedication to the IJA over the past two years. It's been a joy working with everyone.

7b. Kim Laird would like to set up a video camera at the JuggleCamp table at the Lexington Festival to allow the kids in JuggleCamp to record new tricks they have learned while at the Festival. There a few kids signed up for JuggleCamp.

8. NEXT MEETING: The Annual IJA meeting will be held at the IJA Festival in Lexington, KY on Wednesday, July 16, 2008 at 12:00 p.m. EDT.

9. ADJOURNMENT:John Satriano moved to adjourn the meeting at 9:06 p.m. EDT.

Respectfully submitted by Janelle Hawley.