Business Board Meeting July 30th, 2019
1. Call to Order
Chair, Mike Moore, called the meeting to order at: 8:04
2. Roll:
Present: Mike Sullivan, Matan, Scott, David, Amy, Galen, Eric, Sofia, Mike Moore
Absent: Exuro
Recorder:Eric
3. Approval of Agenda
Motion: Eric
Second by: Sofia
Discussion:
Vote: Passes unanimously
4. Approval of Minutes:
Business Board Meeting (minutes)
Motion: Sofia
Second: Eric
Discussion:
Vote: Passes unanimously
Annual General Meeting (minutes)
Motion: Scott
Second: Matan
Discussion:
Vote: Passes unanimously
[Martin Frost enters the call 8:09]
5. Reports
Please keep verbal reports to 5 min or less except for festival discussion.
2019 Festival Report (David Cain)
Discussion: Rave reviews so far! Two boxes of props left, some have found their homes. Will mention lost/found items in newsletter (going out tomorrow) and note that David will be at EJC
Embassy Theatre hasn’t billed us yet. Unsure about financials
[Noel Yee entered the call ~8:13]
[David leaves the call: 8:15]
2020 Festival Report (Noel Yee)
Discussion: Meeting on Sunday
Intending to use a content management system (Clickup). Should know for sure in about a week.
Intending to submit a rough budget next month.
Goals: Keep people safe, make IJA money, have fun, in that order
[Noel leaves the call 8:26]
Financial Report (Afton Benson)
Discussion:
- Not a lot to report-Waiting to finalize the festival financials. The theater still has not gotten us our final settlement. I’ve left multiple messages and emails, I’ll be calling their main office tomorrow. So far it looks like it was a financially successful festival. My goal (as always so fingers crossed) is to have the festival numbers complete by the Oct meeting.
- Not entirely related but semi related to financials (party for the privacy of performers we pay)
- Below are a list of names of individuals who have access to the Drive account. Many of whom no longer need access, I’ve bolded those I know need access to files. If people don’t we should make it an annual thing to remove those who have access. If someone hacks their account they could remove all files, or if they’re in a bad mood, or make a mistake. I assume I’m not on the list I copied cause I was the person doing it.
CARLOS DE JUA
Cody Pyrus Fiereck
Dennis Morrison
dpd4167
Elizabeth The Juggler
Ellen Winters
Eric Shibuya
Erin Stephens
Exuro Piechocki
Exuro Piechocki
Ian Michael
Institute of Jugglology
Jared Davis
Jim Maxwell
Josie Mae
Krystin Railing
Kyle Johnson (only if IRC people need any access)
Lloyd Timberlake
Louis Skaradek
Luciano Fernandez
Marilyn Sullivan
Martin Frost
Martin Frost
Marvin Ong
Matan Presberg
Mike Moore
Mike Sullivan
Mike Sullivan
Nathan Wakefield
Noel Yee
Scott Cain
Scott Krause
Scott Steiskal
Shivella Schwab
Sofia Noethe
warren
Warren Hammond
Yuki Ueda
Future Festival Site Report (Mike Sullivan)
South Bend 2023: Following the Board’s approval to move ahead with contracting for South Bend 2023, I held a series of conference calls with the venues and Visit South Bend, reviewing our needs in detail. I expect to see draft contracts shortly, and hope to have all contracts ready for signature by the August BoD meeting.
Craig Lewis: I would like to answer any questions about the succession plans to bring Craig Lewis into the position using the training plan outlines and discussed at the July planning meeting.
Discussion: Two conferences that Craig would be trained at Aug 25-28th
In Green Bay: September 23-26
Mike M: How soon do we need to give the go ahead for the motion for Fort Wayne? Hesitant because of the lack of financials for the theatre.
Mike S: In August, but we’d wait to sign contracts until well after the financials have been finalized.
[Exuro enters the call: 8:35]
Eric: Is the proposal to appoint Craig to be done before the announcement goes out in the newsletter? (Mike S: Yes, does not expect other applicants). Eric: Not comfortable with an appointment prior to the announcement going to the wider population.
Mike S: understand, can we consider a motion for Craig to still attend the Louisville event? Eric: Yes
Martin Frost: How many festivals has Craig been to?
Mike S: 6, maybe been a member for longer. He’s demonstrated interest in this role before
Martin: Based on the YM, his current membership has been only a year or so
eJuggle Report (Scott Seltzer)
Discussion:
Membership (Marilyn Sullivan)
Membership Data
Discussion:
Mike Moore: is there an archive where I can find older membership data? Specifically looking to see from ~1993 onward. Would like to get this data to analyze trends/longer time horizon.
Mike S: 2004 records were on floppy disk
Martin: We do have old rosters, but those are printed rosters. Martin himself has some of this information, but unofficial/rounded numbers. Will send to Mike M.
Marketing Report (Erin Stephens/Matan Presberg)
Discussion:
IRC Report (Erin Stephens)
Discussion: Erin is in Afghanistan, the above is a prior report.
YJA Report (Galen Harp)
Discussion: Button Program is going along great. I gave Erin a bunch of buttons to give out as she travels around the world and I have been getting multiple orders every week. I have asked Dakota Hall if he would be interested in operating our social media but I would like to ask the boards approval before I go ahead with it.
I have two options that would allow us to send a representative to the AYCO conference. My first choice would be to send Thom Wall who has agreed to go but would need his flight and hotel covered which would push the cost of sending someone to around 1,000. Thom is my first choice because I know and trust him. I believe that he would be one of the best advocates for us to send. I have full confidence that his presence would be a benefit to our cause. Thom is also known in that community which would help to bridge some of the divide between the two organizations. The second option (Edgar Yudkevich–recommended to Galen by Will Murray) would cost the same as sending Krystin would have (around 300). Although I do not know this person and have only had one phone conversation with them. They are willing to go and to put in a few extra hours in the time we have before the convention. Which would allow us to have time to prepare them to be the best possible advocate for juggling. The convention is less than three weeks away so a decision must be made quickly.
Exuro: Unna Med had approved covering the $300 AYCO registration expense when asked previously
Mike M: Would Unna Med be amenable to changing their donation to fund Thom Wall’s attendance? Exuro: potentially, will check.
- Motions for Consideration
A. Authorize Future Festivals Site Coordinator Mike Sullivan to move ahead with negotiations that will allow us to sign contracts favorable to IJA for our 78th annual festival in Fort Wayne, Indiana in 2025.
Author : Mike Sullivan
Motion : Exuro
Second : Matan
Discussion : Scott: Are we moving to open negotiations, or signing contract?
(Motion amended to correct Mike’s position to “Future Festivals Site Coordinator”)
Mike S: the motion is to open negotiation, no power to sign contracts
Vote :
Oppose :
Abstain :
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 : Sofia
Second : Scott
Discussion :
(Motion amended to correct Mike’s position to “Future Festivals Site Coordinator”)
Vote :
Oppose : Eric, Sofia, Matan, Exuro, Amy, Scott, Mike M
Abstain :
Result : Motion does not pass
- To appoint Martin Frost as the Communications Director.
Author : Mike Moore
Motion : Exuro
Second : Matan
Discussion : Back to good health, eager to resume duties.
Vote :
Oppose :
Abstain :
Result : Passes unanimously
- To fund Craig Lewis’ attendance to Louisville conference (August 25-28, expenses listed in Motion B, total: $674.20) with Mike Sullivan for potential transition to Future Festivals Site Coordinator.
Author : Eric Shibuya
Motion : Sofia
Second : Exuro
Discussion :
Vote :
Oppose :
Abstain :
Result : Passes unanimously
7. Varia:
- Communications director position currently unfilled (but maybe not, depending on how the above motion goes!)
- Current R&R here: https://juggle.org/business/officer-roles-and-responsibilities
- Are there any changes we’d like to make to the position’s outlined responsibilities?
- Seems like there should be some relationship between them and the social media team
- We have begun the effort to bring up the new IJA Jobs Board. We’re waiting on a bit of paperwork from Afton, and then we’ll be ready to let YourMembership start building the site. (Mike Sullivan)
8. Confirm Next Meeting
Next meetings will take place on…
13 August for the next vision meeting
27 August for the next business meeting
9. Adjournment
Motion to adjourn : Exuro
Discussion :
Voting : Passes unanimously
Meeting adjourned at 9:22 pm EST.