Board Meeting – December 18th, 2017

1. Call to Order
Chair, Nathan Wakefield, called the meeting to order at: 7:04 pm EDT

2. Roll: Nathan Wakefield, Louie Skaradek, Ian Michael Loughlin, Eric Shibuya, Exuro Piechocki, Josie Marks-McQuade, Scott Cain, Mike Sullivan, Afton Benson, Erin Stephens, Martin Frost, Noel Yee
Present: Nathan Wakefield, Ian Michael Loughlin, Eric Shibuya, Exuro Piechocki, Scott Cain, Martin Frost, Louie Skaradek
Absent: Josie Marks-McQuade, Mike Sullivan, Afton Benson, Erin Stephens, Noel Yee

3. Approval of Agenda
Motion: Ian
Second by: Scott
Discussion: none
Vote: unanimously approved

4. Approval of Minutes:
Business Board Meeting November 27th, 2017
Motion: Scott
Second: Ian
Discussion: none
Vote: unanimously approved

5. Reports (Please keep verbal reports to 5 min or less except for festival and future festival discussion)
Financial Report (Afton Benson)

I am attaching the detail from the GL for the Communications-Other and for the IRC expenses. Almost all of the Communication expense is for ejuggle which has a monthly budget of $650/month, which he spends regularly. The IRC expenses are mostly for travel and prize money.

Discussion: none

2018 Festival Report (Noel Yee)
Discussion: Noel – Budget has been filled out much more, Afton has been helping. New budget spreadsheet has multiple pages for income and expense. This new sheet will be easier to input into quickbooks than previous model. Shivella will be learning how to handle ym with Mike. 5 confirmed guests, awaiting some signatures for contracts.
Tickets – Plan to sell 40 early bird tickets from Feb 5 – Feb 12. Open main ticket sales in early March. – Louie likes the idea and thinks 40 tickets is sufficient – Martin is worried about down time between ticket tiers. – Last year was about 200 early bird tickets sold during 19 days – possibly raise number of tickets available from 40 to something higher – youth tickets are projected too high – budget does not look very conservative based on last years numbers
Nathan – wants special guest announcements before new year – Noel – possibly Pich?
Scott – Guinness Records idea and email discussion is interesting and could be split into a day of individual events and a day group events.

Future Festival Planning (Mike Sullivan)
Discussion: none

eJuggle Report (Scott Seltzer)
Discussion: Would prefer not to have festival videos released to public on eJuggle

Membership (Marilyn Sullivan)
Discussion: appears not to have been updated for 2 months

Marketing (Erin Stephens)
Discussion: none

IRC (Erin Stephens)
Discussion: Overall good success in fundraising!

YJA (Galen Harp)
Exuro contacted me with an idea to create a fundraiser that kids could use to help pay for a trip to the IJA Festival. It is a great idea and I am going to set a meeting with him soon to talk about it more and will report back next month on what it would entail. Not much else to report.
Discussion: looking forward to a proposal in the future

6. Motions for Consideration
A. Motion to approve the 2018 IJA Festival Budget.
2018 Festival Budget

Motion: Scott
Second: Exuro
Discussion: Youth projections are off by a significant margin from last year’s records. Disagreement on number of early bird tickets that should be available, and at what price. General consensus to table this motion until next meeting
Ian makes a motion to table this motion :
Second: Exuro
Outcome: The motion is unanimously tabled

B. Motion to appoint Ian Michael as an IJA Webmaster and to appoint David Landowne as Systems Administrator.
Motion: Eric
Second: Louie
Discussion: Ian has met with David Landowne, who will remain on board for now. Louie feels confident in making updates in wordpress and cornerstone, and in handling the work. Ian will defer questions to David as necessary. Martin has offered his help to Ian for web info.
Eric Shibuya Makes a motion to amend this motion from “Motion to appoint Ian Michael as an IJA Webmaster.” to “Motion to appoint Ian Michael as an IJA Webmaster and to appoint David Landowne as Systems Administrator.”
Seconded By Louie Skaradek
Outcome: approved. Ian obstains

C. Motion to approve an IJA Dropbox Advanced Business account, priced at $20/month.
Motion: Ian
Second: Louie
Discussion: Provides unlimited cloud storage space for IJA media. Good for marketing, archival materials. Suggested by Erin Stephens. Allows for 3 logins. Likely to be Jay Ko, Erin Stephens, and one other tbd.
Dropbox link:
Outcome: unanimously approved

D. Motion to approve a reimbursement of up to $500 for travel and rooming for Shivella Schwab to do festival Registrar training.
Motion: Scott
Second: Louie
Discussion: Ian is close to where Shivella and Mike will be and is going to be working with website end of this a bit, maybe can be there part of one of the days, suggested that maybe Ian can conference call with Mike and Shivella.
Outcome: unanimously approved

E. Motion to approve the 2018 Operating Budget
Operating Budget
Changes for Last Year
Motion: Eric
Second: Exuro
Eric Shibuya makes a motion to amend the operating budget from $7800 to $9000 for eJuggle.
Second: Exuro
Outcome: Scott abstains, motion passes.

F. Motion to approve the IRC East Asia 2018 to be held May 26, 2018, at the Asia International Diabolo Cup in Taipei, Taiwan, including a $400 contribution by the IJA for prize money and marketing. (See Proposal)
Motion: Louie
Second: Scott
Discussion: The necessary funds have been raised during our fundraiser to make this IRC possible.
Louie – Might influence less diabolo in IJA competition.
Outcome: unanimously approved

7. Varia:
Gigsalad vs. Gigmasters
Gigmasters isn’t asking for anything really, gigsalad is asking for more and is a little non-specific in their wants. Martin – suggests all just go through the vendor discount program instead of special treatment. Nathan will try to pursue both of them. Will approve Gigmasters proposal and request Gigsalad bring down their requests so as not to receive preferential treatment.

8. Set January Meetings
Next Vision Planning Meeting – January 8, 2018 at 7:00 ET
Next Business Board Meeting – January 22, 2018 at 7:00 ET.

9. Adjournment
Motion to adjourn: Exuro
Discussion: none
Voting: unanimously approved

Meeting adjourned at 8:40pm ET.