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Previous minutes: November 9, 2011 |List of available minutes |Next minutes: January 18, 2012

Regular Board Meeting December 14, 2011

Tentative minutes - Not Approved

1. CALL TO ORDER: Chair Kim Laird called the meeting to order at 8:36 p.m. EST.
2. ROLL:
Present: Kim Laird (Chair), Kevin Axtell, : Matt Hall, Richard Kennison, Dave Pawson, Thom Wall, Erin Stephens, Mike Sullivan (Future fest director, 2011 fest director) Martin Frost (communications director)

3. APPROVAL OF AGENDA: Kevin Axtell moved to approve the agenda for December 14, 2011. Second by Dave Pawson.
APPROVAL OF MINUTES: Erin Stephens moved to table the minutes from November 9, 2011. Second by Kevin Axtell.

Future Festivals (Mike Sullivan)...
Draft of Contract for 2013 for Bowling Green will be available shortly.
Possible Fest Director Contact

2012 Fest (Matt Hall)...

Pavel is Confirmed - working on Visa - looking for $ for registration - also looking into visators registration. Rootberry tentative Mcs. Gandini's on hold. Historical achievement suggestion.

Richard Kennison will take lead on Championships

Financial (John Nichols)...

Looking at finances and generating year by year comparrisons to be emailed

IIWII check has arrived.

Afghan wire for Mobile mini Circus 

Website Team (David Landowne, Martin Frost, Mike Sullivan, Erin Stevens)... In October, we held phone interviews with the consultant for his survey of our needs / wants for the new system. Late in October, he presented his summary of our needs in the attached document "IJA-Needs-Analysis.pdf." We each had an opportunity to provide feedback to the consultant on any changes/additions/deletions to the requirements, after which he submitted his final recommendations for systems suitable to our needs, in "Final-Recommendation.pdf" which was posted on boardplus forum.

After reviewing the document, the AMS team met by phone conference to discuss next steps.

We agreed on the following next steps:

1. Mike would summarize the pro forma costs for each of the three proposed systems as a quick look at what each proposed system would cost the IJA. The analysis is posted on boardplus forum as "Cost-Comparison.pdf"

2. Mike would attend an online demo or watch demo videos of each of the three systems to get a feel for the general features, ease-of-use and flexibility of each. I have those scheduled over the next two weeks.

Note: Wild Apricot has online demo videos archived at this link: [

3. Mike would break down the consultant's Needs Analysis document for the Board, dividing it into "Must-Haves" and "Nice-to-Haves" categories. After taking a stab at this several times over the past month, I think it's best to leave the document as-is and present all the items as things we should seek in an AMS system. Here's why:

I think IJA has a once-only opportunity to migrate to a modern system, and we may in fact have sponsorship for this initiative from our anonymous donor. If so, then we should try to get as much functionality from whatever system is chosen, so that we go through the process once and for maximum benefit. There's no sense, in my view, to shoot for a less-capable system as our first choice, when we may very well wind up wishing for more capabilities later on, after it's too late to switch.

We should also send the requirements documents to any parties interested in bidding on the project.

Membership(Marilyn Sullivan)...The last Juggle labels were created on Monday. 1231 magazine labels were created.
# members 1236
# total members 1469
# youths 63
# families 172

An export of the members for the ezine was done and sent to David - 1258 records.

Education(Kevin Axtell/Erin Stephens)...

Marketing/Promotions (Thom Wall)... Video Tutorial Contest Panel Judge Selection (VTCPJS, for short) is going well, but slowly.  So far on the panel, we have::
Void and Howie from Juggling.TV  (Britain)
Santiago Malabari (Mexico)
Steven Ragatz (US)
Robin Chestnut (Canada)
Steve Hoggan (US)

I've sent some additional inquiries out there, but without much response.  I'd like to have double this number of judges, if possible.  If any of you guys would be willing to approach qualified folks on the IJA's / my behalf, I'd love you to.  I can send you the letter I've been using so you can adapt it, if you'd like...

I'll start asking companies for prize donations sometime in early/mid January.  This is a bit later than I did last year, but it means we won't be approaching companies in the middle of the holiday season, when they're swamped (this was a frequent comment last year.)

If any of you guys have friends or students or whoever that would be willing to help me put together a website for the Tutorial Contest (hosted on the IJA's site - I just want this to be branded in a cohesive way, where it's obvious how this year's slightly-more-complicated rules work), I'd appreciate the referral.  I estimate no more than 15 hours of work total.

I pushed some of the articles from last month's eNewsletter to the IJA's Facebook page the other day.  Not much response to them (Back on Campus, IJA Publications, and eZine articles.)


A. Motion to approve up to 3 IJA memberships per month for the IJA eZine's distribution as prizes or other giveaways, at its discretion.  To approve up UP TO 3 store items per month for the IJA eZine's distribution as prizes or other giveaways, at its discretion.
Motion: Erin stephens
Second: Matt Hall
Discussion: I (Thom) have agreed to help Scott with the interactive / game / contest portion of the eZine.  Having prizes of some kind will be a great incentive.  With the dissolution of the print magazine, IJA memberships have no negative cost to the IJA (or, at least, a substantially smaller one.)  While I don't want to make memberships appear to be worthless by giving lots of them away, having some to use as incentives would be greatly useful.  Same goes with the store items.  Kevin McBeth is updating the store inventory - Scott and I would only use items that the IJA has a large backstock of.
Motion Passes

B. Motion to approve Kevin Axtell as chairman of the Fun Fund Commitee for the IJA Festival 2012
Motion Matt Hall
Second Erin Stephens

    1. Decide on a day and time to meet about the remaining proposed goals and objectives.

Jan 11th to set goals and objectives 8:30 eastern.

7. NEXT MEETING: Next regular BOD meeting will be held January 18 (?), 2012 at 8:30 pm eastern time.

8. ADJOURNMENT:   Erin Stephens moved to adjourn the meeting. Second by Richard K. Meeting adjourned at _ pm eastern time.

Previous minutes: November 9, 2011 |List of available minutes |Next minutes: January 18, 2012
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