Business Board Meeting August 27th, 2019

Business Board Meeting August 27th, 2019

1. Call to Order

Chair, Mike Moore, called the meeting to order at: 8:02 pm EST



2. Roll

Present: Eric, Matan, Amy, Afton, Galen, Martin, Mike, Exuro

Absent: Sofia, Scott

Recorder: Matan

 

3. Approval of Agenda

Motion: Eric

Second by: Exuro

Discussion: 

Vote: passes unanimously


4. Approval of Minutes: 

Business Board Meeting (last month) (Link)

Motion: Exuro

Second: Matan

Discussion: 

Vote: passes unanimously

 

Business Board Meeting at Festival (after AGM) (Link)

Motion: Eric

Second: Matan

Discussion: 

Vote: passes unanimously

 

5. Reports 

Please keep verbal reports to 5 min or less except for festival discussion.

 

2020 Festival Report (Noel Yee)

Discussion: 

Several people are acting as a middle management role for better distribution of responsibilities.

-ClickUp is the organizational platform of choice for Noel and the 2020 team

-Gabo is producing a festival logo image, Frankie making final touches

-Matan requests the logo is several aspect ratios for social media

-Noel expects a draft of the new logo within two weeks

-Lots more details in the report – team meeting notes are great

-Request to find someone to work with Noel to build a festival director manual / long term information transfer 

-one exists, maybe worth updating or expanding on

https://docs.google.com/document/d/1A0c0ie09kNLBQ79lYWMC28xQ85Uzg51qmVS4vKuG2hE/edit

https://drive.google.com/drive/folders/1UE9la8Qn9niZGvJd_eAA1XkIfKd4jnOo

-Having 2021’s director make it might be nice!

 

Financial Report (Afton Benson)

Discussion: 

-received statement from Embassy theatre, but there were mistakes, still waiting on them

 

Future Festival Site Report (Mike Sullivan)

Craig Lewis and I are in Louisville, KY this week at the Connect Sports Marketplace conference, and we will be meeting with 60 different potential destinations for our 2024 festival. We have met with at least three good prospects already and hope to find a few more in our final set of appointments on Wednesday. We’re also taking professional education seminars on contract negotiation and risk avoidance in contracting for our events.

Next month we will attend another, much smaller event, focused on the kinds of smaller destination cities that work well for our event, when we attend the Small Market Meetings Conference in Green Bay, Wisconsin.

I am also continuing work on getting contracts finalized for South Bend 2023. We’re awaiting a final contract from one of the two hotels. We have draft contracts from all the other properties. We’re also working on getting a commitment letter from the CVB for a grant that might be as much as $10,000 or more to help offset some of our expenses for the festival.

Craig Lewis is a very smart and very enthusiastic young man who loves juggling, loves the IJA and is very enthusiastic about the opportunity to serve the IJA for a decade or more as I have done in the Future Festivals Site Coordinator role, and I urge the Board to approve Craig as my successor as well as the balance of the training plan which has been discussed previously.

Discussion: 

 

eJuggle Report (Scott Seltzer)

Discussion: 

 

Membership (Marilyn Sullivan)
Membership Data

Discussion: 

 

Marketing Report (Erin Stephens/Matan Presberg)

Discussion: None

 

IRC Report (Erin Stephens)

Discussion: 

-Galen heard from a friend that many people thought the competition exceeded expectations

-long thread on the EJC Facebook page discussing the competition, certainly some controversy and people who didn’t like the competition aspect, but largely positive and a great discussion

 

YJA Report (Galen Harp)

Discussion:  

-Assembled a team (Melanie Webster, Thom Wall, Edgar (San Fran), Dakota) to develop a PE unit, first meeting is next week

-can the phone conferencing system be used for YJA meetings? What are the logistics?

-need to figure out the logistics

-buttons going great, at least 4 people joined IJA just to get access to the button program

-Will Galen run YJA at IJA Fest 2020? Yes.

 

WJD Report (Josie Marks-McQuade)

Discussion: 

 

6. Motions for Consideration

A. Motion to appoint Alan Plotkin as the 2019 Festival Video Editor with the terms outlined in this contract.

Author : Exuro Piechocki
Motion : Exuro
Second : Amy

Discussion : None

Vote :
Oppose : None
Abstain : None
Result : passes unanimously

 

B. To approve Craig Lewis as the next Future Festivals Site Coordinator.  This will involve training Craig as outlined here.

Author : Mike Sullivan
Motion : Eric
Second : Amy

Discussion : 

Dave Pawson asked for information from Mike Sullivan, and Mike had given the impression that Craig was already picked.  There is a concern that others may have reached out and been met with the same response.

 

Vote :
Oppose :
Abstain : Eric
Result : Exuro, Matan, Mike, Amy voted in favour

 

C. Motion to terminate insurance from Fractured Atlas as it no longer suits the needs of the Festival, and was not used for 2019. 

Author : Exuro Piechocki
Co-Author : Afton Benson
Motion : Exuro
Second : Matan

Discussion :

-will need to reinitiate insurance, but not through Fractured Atlas

Vote :
Oppose :
Abstain :
Result : passes unanimously

 

7. Varia:

  • The IJA posts varying levels of detail in our financials section: https://www.juggle.org/business/financials/
    • Ideally, what would we post?
    • Mike: IRS 990 and Fest P&L are highest priority, maybe a yearly P&L
      • Afton is happy to write a simplified P&L for the festival
    • Matan: How about all 3? 
      • Afton: the yearly P&L could get a little confusing due to donation timing (i.e. sometimes the donation comes in at the end of the year, sometimes the following year).  Can maybe make this understandable with some comments
  • Follow-up on Google Drive permissions from last month
    • Plans to remove the following people from having access to the IJA Folder, unless anyone tells Matan that someone on this list needs access
      • Bob Neuman
      • CARLOS DE JUA
      • Cody Pyrus Fiereck
      • dpd4167(Bob Neuman)
      • Elizabeth The Juggler – wait
      • Ellen Winters
      • Jared Davis
      • Jim Maxwell
      • Kyle Johnson
      • Lloyd Timberlake
      • Luciano Fernandez
      • Marvin Ong
      • warren
      • Warren Hammond
      • Yuki Ueda
    • A former volunteer made some changes to permissions on the folder
      • First, they removed themselves from having permissions to many documents (they no longer have access to the root folder, not sure if they did this, or someone else)
      • Then, they removed Noel Yee from having permissions to many documents
      • Finally, they changed permissions on a couple hundred documents, restricting permissions to some (removing ‘link sharing’), and increasing permissions to others (adding ‘link sharing’)
      • All files that had their permissions increased were reverted (save a few pictures that Matan decided didn’t matter)
    • Exuro: there is a program offered through Google called G-suite which would have permissions that suit our needs better (i.e. can be restricted to @juggle.org accounts)
      • Matan will spearhead an effort to switch to this

 

8. Confirm Next Meeting

Next meetings will take place on…

for the next vision meeting Sept 10th

for the next business meeting Sept 24th

 

9. Adjournment

Motion to adjourn : Exuro

Discussion : 

Voting : passes unanimously

 

Meeting adjourned at 9:14pm EST. 

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