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Previous minutes: July 28, 2010 |List of available minutes |Next minutes: Aug 25, 2010

July 30, 2010 Board Meeting...
location: Sparks, NV

1. CALL TO ORDER: Chair Kim Laird called the meeting to order at 5:04 p.m. PDT.

2. ROLL:
Present: Kim Laird (Chair), Kevin Axtell, Matt Hall, Richard Kennison, Kevin McBeth, Erin Stephens, and Thom Wall (Board Members), Brandi Slater (recording secretary,) Martin Frost (communications director,) Don Lewis (e-newsletter director,) Mike Sullivan (2011 fest director,) Marilyn Sullivan (memberships)

Absent:


3. APPROVAL OF AGENDA  Kevin Axtell moved to approve the agenda for July 28, 2010. Second by Thom Wall.
APPROVAL     OF MINUTES: Kevin Axtell moved to approve the minutes from the regular board meeting of June 16, 2010. Second by Erin Stephens.

4. REPORTS:    
2010 Fest (Kim Laird)... Pre-registration ended on June 30 with 305 fest jugglers registered. The fest budget was based on 311 fest attendees. There     were 332 jugglers at the end of Tuesday July 27th. After a brief disruption of the workshops schedule Tuesday morning, all workshops are now back on track and in the Pavilion rooms. At last report from the hotel we exceeded our room attrition requirement. I can say with most certainty that this fest will end in the black. Final fest financial numbers will not be available until approximately 45 days     after the fest. This is due to the fact that we have 30 days to review all final charges from the Nugget and it gives our treasurer and bookkeeper time to prepare the spreadsheets. All bills other than rooms for special guests and a few other incidental charges have already been paid for.

2011 Fest (Mike Sullivan)– A promotional flyer is available in the gym at this     festival. Taylor Glenn and Kevin McBeth filmed 4 promotional videos showcasing the city of Rochester. Everything is on track, and the city is working with the IJA to keep costs as low as possible

Financial (Kevin McBeth & Holly Greeley)... In the May e-newsletter there was a     2009 financial graphic presented. 2010 preliminary financials will     be posted on the website in the next few days. The IJA is currently     at -$728 but festival revenue is expected to balance that out.  The store has been moved to new software that tracks orders better and items are co-distributed by Kevin McBeth and Sandy Brown. Back issues of Juggle magazine are being added to the site and can now be purchased. An anonymous donor has given a donation to the IJA of $50,000.00 per year every year for 20 years or until that donor dies. $25,000 per year will go into a savings account for the future of the IJA, $20,000 per year will go to the festival to make it “more fun,” and $5,000 per year will go to the Youth Education Program (Y.E.P)

Store (Sandy Brown & Kevin McBeth)...
Membership (Marilyn Sullivan & Jim Maxwell)... 1265 members, 285 life members, 65 youth members, 180 family memberships ... 1524 total memberships including families. Jim Maxwell has given notice of resignation from his post. Mike and Marilyn Sullivan will take over all membership operations with the board’s approval. Jim will continue to attend the Austin IJA P.O box until it expires at the end of the summer.

Education (Kevin Axtell)... the first Y.E.P program workshops were held this morning. The goal of Y.E.P is to train, certify and pay IJA members to teach juggling at schools and various youth outreach programs to create more jugglers. The pilot program is already full with 11 Y.E.P representatives. There is a Pepsi “refresh” grant that Y.E.P is running for, which is decided by popular vote. Voting opens August 1st and all IJA members are encouraged to vote daily for the Y.E.P program. People can vote once a day for the month of August. Members will be sent a special email encouraging frequent voting. The workshops at the festival have gone over very well and there is a lot of interest in being part of the program.
The trial period for the Y.E.P program will be starting in September thanks to the $5,000 donation. There will be 4 regions covered in the pilot program, with a total of 11 Y.E.P certified members.

Marketing/Promotions (Thom Wall)... Don Lewis and Thom have been streamlining the E-newsletter and it should be out next month. The vendor discount program is continuing to expand. Vendors in the community are teaming with the IJA to offer discounts to IJA members, currently the program runs for 3 days a year but hopefully it will expand to be a year round program. An international stage competition has been proposed by a Costa Rican juggling group, who want to work with the IJA to bring out representatives. See motion C below for more details.
Nathan Peterson has expressed interest in creating a juggling app for the iPhone.

7. MOTIONS FOR CONSIDERATION:
A . Motion to approve IJA participation in creating a series of instructional videos through knowlera.com/monkeysee.com. (See Attachment A... tabled at June 16 meeting)
Motion: Kevin A
Second: Richard Kennison
Discussion: The board feels that it is important for the newly elected board members to understand the motion and have a chance to read the attachment thoroughly, so it will be tabled again.

See attachment for more details.

A1 Motion to table the motion to approve IJA participation in creating a series of instructional videos through knowlera.com/monkeysee.com until the August meeting
Motion: Matt Hall
Second: Kevin Axtell

Vote: The motion is tabled until the August meeting


B Motion to approve online workshops as outlined in attachment B below.
Motion: Thom Wall
Second: Erin Stephens
Discussion: The outline does not mention if the workshop will be compensated for their time or if it will be volunteers only. A membership renewal could be a possible compensation. The cost to the IJA will be either very low or free. In order to get high quality instructors, the IJA will need to be offering some sort of compensation, possibly a cut of the workshop fee. The hope is that it can be offered for free to IJA members as a member benefit, and that jugglers will join the IJA in order to get the online workshops because the quality of instructors will be so high. The board wants to table the motion until compensation for the workshop instructors is worked out.

B1 Motion to table the motion to approve online workshops as outlined in attachment B below until the August meeting
Motion: Erin Stephens
Second: Matt Hall

Vote: Tabled until the August meeting

C Motion to approve an IJA Regional Open Stage Championships for the Costa Rica National Festival.
Motion: Kevin Axtell
second: Thom Wall
Discussion – The goal is to get an IJA stage competition to Costa Rica sponsored by the IJA. The IJA would work closely with the hosting festival to make sure that the financial details are taken care of. The hosting festival (Costa Rica) will put up the prize money and fly out an IJA representative in exchange for use of the IJA name and logo in advertising. The festival will be held October 29-31. The prize money will be $500, $300, and $100 USD for 1st, 2nd and 3rd place. The only financial responsibility for the IJA will be to provide the medals and a trophy. This program would expose South American jugglers to the IJA and hopefully draw them in to the IJA festival. The stage competition would hold to the same rules as the IJA Stage Championships with the same judging standards. The board feels that the motion should include the words “pilot program” so that it can be expanded or changed as necessary depending on how this one goes. Insurance and liability details would need to be worked out as well.

C1 Motion to amend the motion to read: Motion to approve an IJA Regional Open Stage Championships Pilot Program for the Costa Rica National Festival
Motion: Kevin Axtell
Second: Matt Hall


C2 Motion to amend the outline to require the hosting festival to provide event insurance and require the IJA as named insured and require proof of insurance before the event begins.
Motion: Kevin McBeth
Second: Kevin Axtell

Vote: passed by unanimous consent

D Motion to accept Jim Maxwell’s resignation from the memberships position
Motion: Kevin A
Second: Matt Hall
Discussion: Marilyn Sullivan will take over memberships. Deep thanks to Jim Maxwell for his service to the IJA.

Vote: passed by unanimous consent

E Motion to go into Executive session to discuss legal matters
Motion: Kevin A
Second: Matt Hall

Vote: passed by unanimous consent.

F Motion to move out of Executive Session
Motion: Kevin A
Second: Thom Wall

VARIA: A 6 DVD version of Dave Finnegan’s' book was filmed with Matt Hall and Dorothy Finnigan, but for various reasons never made it to market. Matt Hall would like to explore using the footage, possibly in pieces on the website or on YouTube. It would not cost the IJA anything. It could replace the monkeysee option. It could also be used in the Y.E.P program to send students to instructional videos that are linked to the IJA.

A member wanted to remind the board that archiving classic footage, magazines, and props can and should be a part of drawing people in to the IJA. On the topic of archives there may be a need to “mend fences” with Art Jennings Jr. who was upset with the way archival footage of Art Jennings was handled in the past, when some was accidentally auctioned off at an IJA festival. Kim Laird will handle communicating with him to try to facilitate getting more archival material in the future. At the EJC there is usually a temporary museum of memorabilia, shirts, props, etc. and the IJA could consider having a similar display at the festival.

In addition the IJA is encouraged to bring back the silent auction to raise funds and generate interest at the festival.

A member who has been on the awards committee wants to step out and encourages a board member to step in to mediate conflicts within the committee.


9. NEXT MEETING: Next regular BOD meeting will be held August 25 at 8pm EST

9. ADJOURNMENT: Thom Wall moved to adjourn the meeting. Second by Matt Hall. Meeting adjourned at 6:51 pm PDT.

Attachment A...
MonkeySee.com contract attached separately.

Attachment B...
Online Workshops Series:

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