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IJA Board Meeting- August 27, 20081. CALL TO ORDER: Chair Chuck Hawley called the meeting to order at 8:07 p.m. EDT. 2. ROLL: 3. APPROVAL OF AGENDA: Kevin Axtell moved to
the approve the agenda - agenda was approved by unanimous consent 4. REPORTS: See Below 5. MOTIONS Martin Frost, Communications Director Motion passed by unanimous consent 5b. Kim Laird moved that the board adopt policy
that proposed motions be emailed to the board a minimum of 10 calendar
days before the next scheduled board meeting. Discussion: It should be a recommendation, not
a policy. 5c. Kim Laird moved that the board permit Susan
Phariss and Stephanie Gardiner-Walsh to obtain necessary demographics
from and of the IJA in order to pursue a grant for a book publication
deal. Such demographic information will be necessary to obtain additional
grants for any other IJA projects; therefore, will be very beneficial
to the IJA. No personal contact will be made with IJA members without
prior board approval. Discussion: Susan Phariss is applying for grant
money for her book on how juggling helps people with learning disabilities.
If she gets this grant, she will be able to publish the book at no
cost. The IJA would be able to sell the book in the IJA store for
no cost to IJA members and a small cost for non-members. She needs
access to the IJA's membership demographics. She will need information
on the states that members live in and the ages of members. The information
is part of the grant application process. Kim is also researching
grants to help fund IJA projects. Motion passed by unanimous consent 5d. Kim Laird moved that the board approve the
signing of the location agreement between the IJA and Figures of Speech
productions. Discussion: The IJA needs to sign a location
agreement for a small amount of gym footage that was shot at the Lexington
IJA Festival by Figures of Speech productions. They are willing to
give us credit including our web address at the end of the documentary.
The board has to vote to approve the contract. It is recommended that
we approve it. Motion passed 6. VARIA 6b. The magazine contract is coming up and we
need to start looking at it closely. We need to have discussion started
by October. 6c. The motion that was made, to reverse Dave
Davis's membership, at the IJA general meeting in July was put to
a vote incorrectly. It was not a motion that could be received by
the board. The decision that was made regarding Dave Davis's membership
status can not be discussed. The IJA bylaws state that any expulsion
by an organization can only be voted on by the board in order to protect
the member and the organization. 6d. Laura Kaseman is the new Volunteer Coordinator.
She will help find volunteers for projects or committees, as needed. 7. NEXT MEETING: Next regular BoD meeting will
be held on September 24, 2008 at 8:00 p.m. EDT. 8. ADJOURNMENT: Kim Laird moved to adjourn the
meeting at 9:14 p.m. EDT.
Respectfully submitted by Janelle Hawley.
REPORTS: Festival Report - submitted
by Mike Sullivan
Treasurer Report - submitted by Kim Laird *The final 2008 fest financial report will be ready
prior to our September meeting. Tim Sullivan and I will be working
with Holly to make sure we have numbers in the correct categories.
We also need to rectify with the Paypal account so we are sure to
have all the refunds accounted for and have the final attendance numbers
correct. *Videographer bills for Jay Ko and Jon Hickey have been
paid. We have an outstanding bill for Ivan Pecel of $6,500 which will
come due once he has completed the master DVDs. We will also have
replication house costs. *The 990 for 2007 was completed on August 13 and submitted
through efile the morning of August 14, 2008. We received confirmation
that our forms were accepted by the IRS at approximately 11:20am on
August 14, 2008. *Jim Steffens, financial planner on the treasury team,
and I have been in touch many times since the fest. We have been discussing
the IJA finances, he has reviewed the financial statements from at
least the last 2 years, and he has asked many questions. By September's
meeting he should have some recommendations for the board concerning
possible investments to help our money grow, suggestions for budgeting
for the magazine, and recommendations on what the IJA can possibly
afford to pay for the magazine. *Tim Sullivan, bookkeeper on the treasury team, has
been on vacation. Holly has also been away on vacation. Beginning
September 1, 2008, we will begin the final steps of the transition
process. Holly will send the IJA computer to Tim and review with him
how to transfer information from Paypal to Quickbooks. Tim's paperwork
for him to have Paypal access has been completed and submitted to
Paypal (August 22). *I updated users/status at Bank of America and the other
IJA accounts. Bob Neuman was still on some accounts. Holly asked to
be removed from accounts or changed to view only status. This has
been completed. *I spoke with Mike Sullivan last week. I asked him if
it would be easier for him to have a fest bank card in his own name
for fest expenses. He agreed this would be a big help. I let him know
that he would need to submit expense reports and would need to contact
me before any large purchases (say over $1,000...that's what's on
our checks) to be sure we have available funds. He was in full agreement.
The paperwork was sent to Mike directly from the bank. Once he completes
it and returns it to me he will have his own fest bank card in about
one week.
Membership Report - submitted by Janelle Hawley
via Jim Maxwell
Championships Report - submitted by Chuck
Hawley
Video Report - submitted by Janelle Hawley
via John Satriano
Youth Jugglership Report - submitted by Kim
Laird
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