Board Meeting – June 22, 2014

Business Board Meeting June 22, 2014
5:30pm Pacific Time
Call In Information:
Toll-Free Dial-In Number: 1.800.977.8002
Participant Conference Code: 189209#
Start the Recording

  1. Call to Order

Chair, Erin Stephens, called the meeting to order at   534 PM  PST.

  1. Roll

Present: Erin Stephens (chair), Lloyd Timberlake, Nathan Wakefield, Scott Krause, Mike Sullivan (future fest coordinator), Martin Frost, Jared Davis, Noel Yee (late?), Cody Fiereck (2014 festival director).

Absent: Kyle Johnson

  1. Approval of Agenda

Motion: Lloyd

Second by: Scott

Discussion:  Since the months were wrong, we will vote for both of them at the next meeting.


  1. Approval of Minutes:
  2. Reports (Please keep verbal reports to 5 min or less except for future festival discussion)


2014 IJA Festival (Cody Fiereck)

Cody guesstimates the max of labor will be $15,000.  In other words that is approximately 65 registrations to cover that cost.  Insurance document sent from Mike to Scott??  Erin says to make sure to get fire insurance to if necessary.  If Scott can’t find it…Scott says he will solve this issue in the next 24 hours.

2015 IJA Festival (Veronique Provencer)
Discussion:  We will have two representatives for the IJA festival next year at the festival this year.  There will be a party promoting the Quebec festival.  There will be stickers printed to promote the festival at the IJA as well as at the EJC to promote the festival over there.  Erin says she will send four payments soon for Quebec.

Future Festival Planning (Mike Sullivan)
Discussion:  Mike has nothing to report except that we’re still waiting on a contract chat with El Paso.  Mike expects that we will have a contract to sign by the end of the month.  The hotel agreement does not include a room block.

Marketing (Erin Stephens)
Discussion:  Facebook exploded this last week as it increased about 2200 likes.  Erin is excited to see how this new potential board member, who works in marketing, will be able to help promote the IJA.

IRC (Erin Stephens)
Discussion:  Erin is going to the IRC because the competition looks so great.
WJD (Erin Stephens)
Discussion:  It was awesome.
Membership (Marilyn Sullivan)
Discussion:  Marilyn says she updated the membership numbers.  She is going to copy and paste the line from july to june which will fix the mixup of why there was a line for July.

Financial Report (Scott Krause):
Discussion:  Dennis is our new bookkeeper, and they are trying to get in touch with one another.  One thing that he doesn’t have on his report that he would like to address here: what is the procedure for bringing on a new treasurer.  Erin says that Martin probably knows.  Erin recommends the next chair put out a call for a new treasurer (perhaps via our 12,000 members on facebook).  Erin says that we have a bunch of payments soon, and we want to make sure we have the funds to cover all that-Scott says that it appears that we can.  Erin asks Mike and Scott if they bank account has been set up.  Mike is working on setting up the account with the check Scott gave him.  Scott will send Mike a paper that will help him set up the business account for the IJA.
AMS Report (Mike Sullivan)
Discussion: Mike is waiting for the check.

  1. Motions for Consideration
  2. Motion to approve the 2016 Letter of Agreements with the Hotels in El Paso, Texas.
    Motion: Jared
    Second: Scott
    Discussion:  See letter of agreements above.
    Vote: Motion passes unanimously.7. Varia:
  3. Executive Director Memo Discussion – Lloyd  is working on the memo.  Erin mentions that we were tentatively planning to present this idea to the IJA membership at the festival.  Martin asks the ballpark of payment and hours.

Erin mentions the problem of having a changeover and a new board of directors trying to learn the ropes for six months.  Martin pointed out that $15,000 would be $15 per IJA member.


  1. Set July MeetingsIJA Festival Planning Meeting July 20th at 530 PST?
  2. Adjournment

Motion to adjourn: Scott


Voting: Motion passes unanimously