Business Board Meeting February 19th, 2019

1. Call to Order

Chair, Exuro Piechocki, called the meeting to order at: 5:05 pm PST

 

2. Roll:

Present : Afton Benson, Mike Sullivan, Sofia Noethe, Mike Moore, Galen Harp, Eric Shibuya, Ely Doan, Exuro Piechocki, David Cain, Krystin Railing, Erin Stephens, Matan Presberg, Ian Michael-loughlin(at 5:54)

Absent : Yuki Ueda

Recorder : Mike Moore

 

3. Approval of Agenda

Motion: Eric

Second by: Mike

Discussion: None

Vote: Motion passes unanimously


4. Approval of Minutes:

Business Board Meeting (1/15/19)

Motion: Sofia

Second: Mike

Discussion: None

Vote: Motion passes unanimously

 

5. Reports

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

 

Financial Report (Afton Benson)

Discussion: Working on getting numbers adjusted to properly categorize income at the last fest (addressing discrepancy discussed in last meeting)

 

2019 Festival Report (David Cain)

Discussion:

Getting contacts back from performers

Advertising performers happening slowly now

One performer dropped out, a couple in consideration to add

Benjamin Domask no longer directing planting the juggling seed, Eric is now directing that.

Website going live March 1st (can someone confirm I heard that correctly?  I was typing)

Afton: Where are the signed contracts stored right now?
David: Will upload them soon.

Have Fort Wayne postcards made by the city.  They’ve been distributed at a few fests so far.

Mike Sullivan (brunch update)

Convention centre, Hilton Hotels and Courtyard Hotel are all capable of hosting brunch.
Brunch at Courtyard would decrease the room costs.  At Hilton would not cost a room fare. At convention centre, would cost a room fare ($2000).  If we choose the Courtyard Hotel, we’ll need to redo the room rates.

David: which hotel comps better?
Mike Sullivan: Courtyard comps 1:25, Hilton comps 1:40.

Brunch donation is happening this year (donation was delayed).

David: When will the website be ready to be tested and proofread?
Erin: it’s mostly ready.  Minor tweaks.

Which performers will be in which shows will be uploaded soon.

 

Future Festival Site Report (Mike Sullivan)

This just in: I posted my Site Visit Summary for South Bend, Indiana for our festival in 2023. I received final revised quotes late today, and quickly finalized my report, then uploaded it to the IJA GDrive in this month’s Board Meeting folder here.

 

Discussion:
Afton : Can you clarify on the CVB grant?
Mike : We apply for it.  If received, get $5000-$15000 depending on the event’s economic impact.

 

eJuggle Report (Scott Seltzer)

Discussion: No report.

Erin: We now have a more detailed marketing and promotion plan that has dramatically increased hits!  (Thanks, Josie)

 

Membership (Marilyn Sullivan)
Membership Data

Discussion: Uptick in membership expected with opening of festival registration.

 

Marketing Report (Erin Stephens/Matan Presberg)

Discussion:

~There were about 189 nominations for the IJA Unna Med scholarships (about 150 unique people nominated)

Mike: should post the venue of this year’s fest

 

IRC Report (Erin Stephens)

Discussion:

Eric: Perhaps rebranding it as a world grand prix or similar.  “World championships” may devalue previous IJA stage championship competitions

[Ian joins the call]

Future events will have to select their judges a minimum of two weeks in advance (some previous events selected their judges a little too last minute)

 

YJA Report (Galen Harp)

Discussion:  Youth Juggling Academy Project Proposal.  I would like to talk for 5-10 minutes, in order to share the proposal with the board.  If everyone will look through the proposal before the meeting the discussion will be faster and more productive.   

https://docs.google.com/presentation/d/1bLoSTMRaca2XshnMmCqRJM7YycdpwiC42GeAOs8ezk8/edit?usp=sharing

Prices for performances/workshops/teaching need not be uniform across the States (consider local budgets/costs of living, etc.)

Erin: It would be great to get this more international.  Especially excited about Jugglers Without Borders.

Matan: Recommend putting all of the new YJA stuff on the juggle.org domain. Could have new specific YJA domain that routes to juggle.org domain

 

6. Motions for Consideration

A. To approve the 2019 Operating Budget

Note : https://docs.google.com/spreadsheets/d/1axHiJ8s_stZZb36DD46RJ7XlUXZSfqcbgYBjlE5aDPw/edit#gid=1773864144

Note : 2019 Budget Notes – https://docs.google.com/document/d/1HAmEHqGcToP_ZL789dz4IGBP-KVHYKRlzsKwk6_elIc/edit

Author : Exuro Piechocki
Motion : Matan
Second : Sofia

Discussion :
Mike: does this include potential IRC Director payment?
Exuro: No

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

 

B. To approve the 2019 World Juggling Day Budget

Note : https://docs.google.com/spreadsheets/d/1ZA9bJozspimV_OrpTPOZi5DNl-LMx0JutLF2dJmfnyg/edit#gid=0

Author : Josie Marks-McQuade
Motion : Mike
Second : Eric

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

 

C. To permit Systems Administrator David Landowne to create an S3/cloudfront account with Amazon AWS, and to associate it with aws@juggle.org and the IJA’s P.O. Box for a physical address. – Further, to agree to a monthly fee to host the media of juggle.org on the S3/cloudfront service at an estimated cost of $0.60 per month.
Note: AWS customer agreement https://aws.amazon.com/agreement/

Note: An automated transfer system may be necessary to place our data into S3. This may come at a cost of up to $400. Alternatives are being explored.

 

Author : Exuro Piechocki
Motion : Eric
Second : Matan

Discussion :
Afton: What is being stored in this cloud storage?
Exuro: Web media (we have about 65 000 piece of media)

If the $400 expense does come to fruition, David will seek another round of acceptance

Erin: Unna Med may be willing to cover this expense (it’s related to web hosting, which they have covered in the past)

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

 

D. To allow a Silent Auction to take place at the 2019 IJA Festival for props, memorabilia, services, etc. may be auctioned off. Proceeds will be split 50/50 between maintaining and advancing the IJA Archives (specifically towards digitizing 8mm and 16mm films which are deteriorating, and distributing them through eJuggle), and going towards the bottom line (as income) for the festival budget.

Note : According to the Charity Gaming FAQ on the Indiana Gaming Commission website, ” silent auctions conducted by allowing participants to bid on items do not require approval from the Commission”.  

**Added from Afton** See #14 for the above reference. https://www.in.gov/igc/files/Charity_Gaming_FAQs.pdf

 

Author : Scott Cain
Motion : Mike
Second : Ian

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

 

E. To approve a stipend for the 2019 IRC Director in accordance with the following proposal.

Note : https://docs.google.com/document/d/1Lk_HNp5wHOPheEUdbGYEqWRPEIQS0g7ymQ-mS7UNljc/edit

Note : IRC Director Job Description – https://docs.google.com/document/d/14Nmw-A4SPU5SQHjtwATs66ycoACAxBABJydiFLiLutU/edit


Author : Erin Stephens
Motion : Matan
Second : Sofia

Discussion :

The director would be considered to be an independent contractor (i.e. would not have health insurance as a result of their role, sets their own hours, etc.)

Mike: Did we promise any particular spending distribution during fundraising?
Afton: Nope

Unna Med is happy with this budget

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

 

F. To approve the 2019 IRC Budget

Note : https://docs.google.com/document/d/1rL6ELV7ivAaB0gAVP8eEWoYHZQh3c8RzN_aH0Ej9Vng/edit?usp=sharing

Author : Erin Stephens
Motion : Matan
Second : Mike

Discussion : Highly recommend IRC director take travel insurance. IRC DIrector/IJA rep going to each IRC may not always be the same person.


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

 

G. To approve the proposal for the IRC Eurasia 2019 to be held at the Russian Juggling Convention, July 15-20. See Proposal

Author : Erin Stephens
Motion : Sofia
Second : Mike

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

 

7. Varia:

  • Donor Updates
    • Pure Circus
      • More information to come in the future
    • Unna Med
      • Received a large amount from Unna Med recently (for website, IRC)
      • “If there’s a problem that can be solved by throwing money at it,” let them know
    • iiWii
      • Long term account that iiWii is contributing into should be invested.  The interested generated may be used by the IJA before the 20 year
      • Board at the time decided a savings account was best investment
      • At the time, iiWii was happy to help us with choosing an investment direction.
      • Intend to continue donating, with the condition that their identity be protected until they are deceased. 
  • Gig inquiries in the IJA email
    • Ian suggests gigsalad or gigmasters since we are partnered with them
    • Erin suggests promoting the gig opportunity into the IJA Facebook group
    • Krystin suggests sending a database/list to inquirers
    • Erin says “We are not a booking company”
    • “Feel free to post it on our Facebook group”

[Matan exits]

  • 2019 Elections
    • Mike and Exuro are both interested in Chair for next cycle.
    • Exuro, Eric, and Ian are considering running for another term.

 

8. Confirm Next Meetings

Vision Meeting Tuesday March 12th, 2019 at 5pm PST.

Board Meeting Tuesday March 26th, 2019 at 5pm PST.

 

9. Adjournment

Motion to adjourn : Mike

Discussion :

Voting : Motion passes unanimously

 

Meeting adjourned at 7:23 pm PST.

 

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