Business Board Meeting November 27th, 2018

1. Call to Order

Chair, Exuro Piechocki, called the meeting to order at: 5:04 pm PST

2. Roll:

Present: Afton Benson, Mike Sullivan, Sofia Noethe, Eric Shibuya, Mike Moore, Exuro Piechocki, David Cain, Krystin Railing, Ian Loughlin

Absent: Yuki Ueda, Matan Presberg, Erin Stephens, Galen Harp

Recorder: Eric


3. Approval of Agenda

Motion: Eric

Second by: Ian

Discussion: none

Vote: Unanimous Approval

4. Approval of Minutes:

Business Board Meeting 10/30/2018

Motion: Sofia

Second: Mike Moore

Discussion: none

Vote: Unanimous Approval


5. Reports

Please keep verbal reports to 5 min or less except for festival discussion and this month’s Financial Report.


2019 Festival Report (David Cain)


Currently David is transitioning jobs and has not been able to do much work in the past month.

Having difficulty getting a response from Fort Wayne’s Convention Center. Expects to be able to submit budget once this is received.

Good amount of interest in the film festival since it was announced

After approval of budget(next month hopefully) contracts will go out to performers.

Have not heard from donor for brunch. About 40% of the $25K donation goes to taxes. One of the hotels is offering free breakfast for its guests. The hotel is willing to remove the breakfast from the cost if the donor insists on using the donation for the brunch.

Cain and Sullivan advocate to keep the hotel breakfast and use the donor funds for something else (anything else, really). Need an answer from the donor so we can go forward with pricing or renegotiate contracts.


Financial Report (Afton Benson)

Discussion:  Treasurer Report

2018 YTD P&L Statement
2018 Festival P&L Statement
September 2018 Balance Sheet

Documents for comparison from 2017 can be found here

Credit card fees and Paypal fees not a line item on current P&L sheets, but definitely need to be included in the future.

[Matan joins the call at 5:30pm]

Credit Card fees indicates fees charged by the Credit Card companies when we use a card.

Mike S. – Square register numbers from fest don’t match up on the P&L.

Afton will have Dennis pull the Square Report and compare vs P&L

On Site Recap Numbers


eJuggle Report (Scott Seltzer)


Mike M. – Looks promising


Membership (Marilyn Sullivan)
Membership Data


[Marilyn joins the call at 5:42 pm]

eNewsletter goes out to members who have let their membership lapse within the last two years.

Reminders to renew go out automatically via YM 45 days before, 7 days before, and 7 days after the end of membership.

Mike M. – Numbers have been static, but definitely trending in a good direction.

Did pick up a new life member


Marketing Report (Erin Stephens/Matan Presberg)

Discussion: IRC taking up most of Erin/Matan’s time, will get analytics ready for next month’s meeting.

Sofia and Lucas have joined #TeamAwesome and have begun posting content


IRC Report (Erin Stephens)

Discussion: Erin is still in Benin.

Matan – Fundraiser was started today on Facebook. We have as of now raised $1,588 within 13 hours. Arthur Lewbel gave $1,000 right at 8am in hopes of getting a matching donation from the 7 million that Facebook promised to match.

Fundraiser will continue through December 10th.


YJA Report (Galen Harp)

Discussion: none


6. Motions for Consideration

A. To approve the following proposal for an IRC Fundraiser. This motion was previously approved by straw poll.

Motion: Matan
Second: Eric
Discussion: none
Oppose :
Abstain :
Result : Unanimous Approval

B. Motion to enter Executive Session
Motion : Eric Shibuya
Second : Sofia Noethe
Vote :
Oppose :
Abstain :
Result Unanimous Approval

[Mike Sullivan, Afton Benson, Krystin Railing exit the call]

[Executive Session begins at 6:00 pm]

[Executive Session ends at 6:21 pm]


C. To make a determination on the request for Membership reinstatement of Steven Mills as was received by the Board on 11/6/2018. A vote of yes indicates approval of reinstatement. A vote of no indicates opposition to reinstatement.

Motion: Eric
Second: Sofia
Oppose : Eric, Matan, Mike, Sofia, Ian, Exuro
Abstain :
Result : Unanimously fails


7. Varia:


8. Confirm Next Meetings

Vision Meeting Tuesday December 4th, 2018 at 5pm PST.

Board Meeting Tuesday December 18th, 2018 at 5pm PST.


9. Adjournment

Motion to adjourn: Mike

Discussion: none

Voting: Unanimous approval


Meeting adjourned at 6:31 pm PST.


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