Business Board Meeting August 21st, 2018

1. Call to Order
Chair, Exuro Piechocki, called the meeting to order at: 5:03 pm PST

2. Roll:
Present: Exuro Piechocki, Matan Presberg, Sofia Noethe, Mike Moore, Eric Shibuya, Noel Yee, David Cain, Mike Sullivan, Afton Benson, Erin Stephens, Galen Harp, Ian Loughlin,
Absent: Yuki Ueda, Scott Seltzer
Recorder: Matan Presberg

3. Approval of Agenda
Motion: Eric Shibuya
Second by: Sofia Noethe
Vote: passes unanimously

4. Approval of Minutes:
Business Board Meeting June 18th 2018
Motion: Matan Presberg
Second: Sofia Noethe
Vote: passes unanimously

Business Board Meeting July 18th 2018
Motion: Mike Moore
Second: Eric Shibuya
Vote: passes unanimously

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

Financial Report (Afton Benson)
-Working to get updated P&L Statement
-Need to figure out prize checks for international competitors, people said they could accept them when they couldn’t
-Will be in green for festival – $15,000 – $20,000 probably (thanks in part to many weekend day passes sold)

-Clerical error in our favor of $2600

2018 Festival Report (Noel Yee)
-sold lots of show tickets
-Renegades were a hit
-donors were amazing this year
-some issues with venue, food vendor was a complete bust
-generally a challenge to get physical resources from festival director to festival director, Scott Cain stepped up and found someone on the spot this year to drive the stuff to David Cain saving the IJA shipping costs

2019 Festival Report (David Cain)
2019 Festival Schedule of Events

-Site visit with Mike Sullivan was very positive.
-Hotels, convention center and theatre are all connected.
-we have a gym, 4 workshop rooms and as of this site visit, a new space to use as a mini theatre
-three new events planned:
-“challenge night” Monday night with challenges for people to try such as juggling world’s largest juggling clubs

*********Ian enters the conference call
-Juggling film festival Tuesday night (working with Taylor Glenn, 5 – 15 minute films, not trick based)
-Game show night Friday night, “Juggler’s Feud” + one other game show
-100 slots in the schedule for workshops
-working on new site for joggling, hopefully Purdue’s indoor track, also talking to a local high school
-90% of the team is in place

Future Festival Planning Report (Mike Sullivan)
Nothing to report.
IJA is contracted and booked through 2022, and I will begin prospecting for 2023 late this year.
Erin suggests that since we are in such a good position that we consider working to set Festival Directors further in advance than has been done previously.
Mike suggests Ross Berenson as someone to consider since he applied for 2019 and Jim Maxwell who was fest director for 2016

eJuggle Report (Scott Seltzer)
-Scott absent from call, no submitted report

Membership (Marilyn Sullivan)
-Not updated since June.
-lots of signups at the festival itself
-next festival is earlier so we might not have the same membership bump as everyone who was there this year will still be a member
-Include a checkbox in the registration form for next fest to encourage renewing memberships (renewing isn’t necessary this year due to the festival being ~3 weeks earlier)

Marketing Report (Erin Stephens/Matan Presberg)
Instagram data:
General data:

-Steadily increasing reach on all platforms.
-Expanding to a team of four instead of two. Prospects of Josie and Sofia
-Exuro to begin resharing content to Reddit and commenting
-Mike suggests not using an official IJA account to post to reddit as reddit can be hostile to organizations

IRC Report (Erin Stephens)
-Just returned from 2 months travelling to facilitate IRCs in Taiwan, El Salvador, Russia, Mexico and Afghanistan
-Chloe Wall will be the representative going to Australia
-Ely is the point of contact for Pure Circus
-target for fundraising is more than last year ($18,000) but always looking to expand and raise as much as possible
-want to expand the program into a world championship model, success of the program is making this seem like a real possibility moving forward

YJA Report (Galen Harp)
-School style Fundraiser has been axed due to logistical challenges

-Afton wants to help out with sending representatives to Circus Education Conferences
-potentially offer workshop or teaching to reduce cost of sending someone to the conference

-Move forward with the idea of attending the American Circus Educators Conference

-new section of the teaching juggling part of the website to include resources for people teaching juggling (e.g. written how to teach a juggling class resource)

– want to make sure that we vet resources carefully before putting them on the website to make sure they look good and are quality resources

-YJA instagram made a big difference, but has been inactive due to social media team being overwhelmed

-potential for someone to take over YJA Social media entirely

-need full name and address to give gift cards (project 2 social media incentive), and guardian information as well for minors

-patches are a big up front cost, but add legitimacy compared to the buttons

-if we get a lot more buttons being sent out, Galen making them himself would no longer be viable, having them made costs about 3x current cost

6. Motions for Consideration

A. Proposal to obtain a DropBox account for the IJA

Motion: Mike Moore
Second: Matan Presberg
-should look into Google non-profit account as another platform to solve the same issue
-we’re already using Google for storage, so it’d be an advantage to be using the same platform for more mass storage
Oppose : Ian, Eric, Mike, Matan, Sofia,
Abstain : Exuro
Result: Motion Fails

7. Varia:
-Workplace for communication between board and officers.
-need more discussion on how to fill in what Martin was doing
-specifically, need Communications Officer someone to reply to emails to the IJA
-Afton expresses interest in the post if it does not conflict with Treasurer post.

8. Confirm Next Meetings
Vision Meeting Tuesday September 4th, 2018 at 5pm PST.
Board Meeting Tuesday September 25th, 2018 at 5pm PST.

9. Adjournment
Motion to adjourn: Mike Moore
Voting: passes unanimously

Meeting adjourned at 6:37 pm PST.

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