1. Call to Order
Chair, Mike Moore, called the meeting to order at: 8:06 pm EDT
Present: Afton Benson, Craig Lewis, Mike Sullivan, Sofia Noethe, Matan Presberg, Galen Harp, Mike Moore, Martin Frost
Absent: Amy, Eric, Scott
3. Approval of Agenda
Motion: Sofia Noethe
Second by: Matan Presberg
Discussion: Please remember to update the agenda a few days ahead of time
Vote: Passes unanimously
[Erin joins the call]
4. Approval of Minutes:
Business Board Meeting (March, LINK)
Motion: Sofia Noethe
Second: Matan Presberg
Vote: Passes unanimously
Please keep verbal reports to 5 min or less except for festival discussion.
Discussion: Communication for updates went smoothly. Working through refunds. Some people have donated their fest package money! Afton is trying to ensure we thank our donors. 15 people have donated in some capacity (half or entire amount) with their initial registration fee! People are still renewing their memberships. We are waiting on decisions from the convention center and the doubletree about financial liability. There was no payment of a deposit on the convention center, which neither the IJA or the convention center noted.
[Amy joins the call at 8:14]
Added by Matan on 4/21 at 6pm EST:
A condensed version of our previous brainstorm sheet.
Financial Report (Afton Benson)
Discussion: Nothing additional
Future Festival Site Report (Mike Sullivan, Craig Lewis)
Discussion: Working on Evansville for 2025 – contracts have been difficult (likely due to COVID 19). Theater contract is still needed – expected to receive it tomorrow (4/22). Hoping that by the next meeting we’ll have contracts for the board to review.
eJuggle Report (Scott Seltzer)
Membership (Marilyn Sullivan)
Discussion: Likely have a dip in membership due to no festival, or won’t renew due to income loss. Erin – Would be a good idea of trying to push membership/support of the organization. Promoting memberships is difficult. Maybe a push on WJD.
Marketing Report (Erin Stephens/Matan Presberg)
Discussion: Things have slowed down, planning on doing something for 423 day. Josie working on WJD plans based on current situation and talking about social media integration.
IRC Report (Erin Stephens)
Discussion: Still a lot of program work to be done even without IRCs currently happening.
Afton – $1000 per month planned for 2020 for the IRC director. Board approved it, contract not finalized
Flat payment idea because it’s a significant amount of work all the time.
Afton is looking for contract/discussion details. https://docs.google.com/document/d/1tx-CWhQOwQou67IRZBmZ68b-apvDxGOUbFBTfbsf_8I/edit#heading=h.e5vr7f8l5295 Feb 2019
Mike – What’s the situation for the Juggling World Cup?
Erin – if we can start IRCs in sept/oct, and reschedule others to happen before next June, we could still hold the JWC on the planned day. If not, then we’ll likely have to move everything back a year.
Mike – Albert Lucas has some good ideas about linking IJA and JWC. Erin and Mike to discuss details.
YJA Report (Galen Harp)
Discussion: Button orders are still coming in! Making 200 buttons for a group in Chicago.
6. Motions for Consideration
A: Motion to…
Author: Galen Updated
Motion: To purchase a button maker located in Wales to cut down on shipping costs of buttons shipped to Europe. https://docs.google.com/document/d/1LRmEtz5iUf83bGPBb-6sYJenkscbczKQsOp2D57Ftd4/edit?usp=sharing
Discussion : Afton asked Unna Med about donating the money for this – waiting to hear back.
In favour: All
Oppose : None
Abstain : None
Result: Passes unanimously
B: Motion to approve a $500/month stipend to IRC Director, Erin Stephens, for continued IRC work obligations during the quarantine – until regular organization of the IRC can resume, up to a maximum of 4 months. See Details
Author : Erin
Discussion : IRC budget approved $12000 for IRC director but not an official payment structure. Payment also was discussed to be adjusted in the event that an IRC was cancelled.
Additional work – cancellations, updating websites, navigating communications, on top of the regular ongoing everyday organizing work.
Note: The $500 per month is to compensate for additional work for (up to) 4 months due to the pandemic; the IRC Director would still be compensated the $1,000 per IRC should the cancelled IRC’s be rescheduled in 2020. This is starting in April.
In favour: Sofia, Matan, Amy, Mike Moore
Result : Passes unanimously
A lot of interest in the board member position. People are supposed to express their interest before 4/26. Amy suggests using video conferencing to introduce new board member.
Afton – where are we in the google migration? Eric expressed not being able to use Zoom.
Amy will check into options for this.
Martin – how many candidates so far? Mike – About 5, with a few more requesting more information.
Mike M sent out more information for potential fest directors to fill out. Two responded, two outstanding.
Afton – What will the board member voting process look like, and what will our annual meeting look like to ensure we’re maining our status as a 501c3 and in accordance with the bylaws?
Martin – May 15 is the usual deadline for board member applicants. Sent out a proposed bylaw amendment for voting and annual meetings.
Afton – let the people know who submitted for the appointed position know that there will also be a chance to run for an elected position
8. Confirm Next Meeting
Next meetings will take place on…
May 5th for the next vision meeting
Math 19th for the next business meeting
Motion to adjourn : Amy
Voting : Passes unanimously