Seattle School of Aikido

Board Minutes

27 September 2008

Present:  Christy, Jain, Andrew, Kim

Called to order:  11am

Last minutes approved.

Focus of meeting:  what to recommend to dojo re: improving our financial situation.

Advertising

Word of mouth is themost reliable.  If we provide small incentives:  �gcoupon 30% off first two months.  Bring this with you�h it will allow us to track what works.

Flyers :  Heide, with Christy, will recreate one flyer (for adults as well as kids) to promote membership at our dojo.  Includes  �ginquire about how to get started�h as there are a number of ways to do that.  Flyer should emphasize how many classes are offered during the week and include iai class.  Get flyers by 10/3 or so.

Kids program needs to get flyers in hands of parents and ask them to give them to their kids�f schools.

We should post to website.

Schedule

All dojo meeting (& cleaning; potluck after Robbie's seminar the following day): Oct 17

Testing:  Nov 7

Board recommendation:

By our All-Dojo �gKeep-the-dojo-door-open meeting�h Meeting & Potluck (10/17), every member is to take minimum of ONE ACTION in addition to TELL FRIENDS about your own practice at SSA:

·        Post and circulate flyers – schools, coffeeshops, bookstores, gyms, at work, library, grocery/PCC/Whole Foods

·        Invite a friend

·        Teach a demo class at a school, gym or park (you do NOT need to be a black belt)

·        Carpool/joint training plan with another member to increase commitment to train

·        Get a member who has stopped coming to come again – �gsearch & rescue�h

·        Make a donation

·        Find someone to rent the space – yoga, feldenkrais, pilates, meditation, tae kwon do, senior exercise class, tai chi, qi gong (board – who? – will make a flyer that includes the rate $20/hr)

·        Write a review on line

·        Post to Little Nickel or other site/paper (too expensive for the dojo, but could be an member�fs action)

Christy will confirm that Robert still posting Craig�fs List, and that he is using our photos of the space. 

Andrew to rough out homepage so it tells the same message as the flyer.  He will organize it so the focus is on making info easier to access for new members.  Rupert is webmaster, so Andrew will connect with him about these changes.

Increase for mat fee increase to $15 hasn�ft gotten through to all members.  Christy to send out Yahoo message.  We should also post a note at the dojo, for those who don�ft access yahoo.

We will not be looking for another (cheaper) space, as we currently pay $20/sq foot – it�fs below market value, plus it�fs a great space.

Currently, members save $50 for 6-mo. deposit:

1.      Direct deposit

2.       On-line bill pay

We need to promote it better.

Can we get on-line pay system going by the all-dojo meeting?  Donor Buddy is nearly free for non-profits.  Andrew will find out charges to one $80 deposit – Donor Buddy?  Google checkout? –

From Jain:  Andrew and I went to the bank today, and were not able to put Andrew on the account because we need to have all account signers there - I believe that would be Christy, Kim and me.  Can we do this next Saturday at 10:30?  Also, there are charges to set up a direct deposit program, and the guy at the bank said he thought Pay Pal would be less expensive for us.

I checked with DonorBuddy, and submitted an example of 15 deposits a month at $80 each.  With Pay Pal it would cost us $67.65, with Donor Buddy it would cost us $24.75.  They didn't explain exactly how the fee schedule works, I imagine it is a combination of a monthly fee and a per/payment fee.  Since this option will cost us money, I don't think we should give a price break for choosing it as a payment form.  We could pass the cost on to the user, or we could eat the cost and hope that it actually increases our income.  We should revise our dues posting to reflect this, once we decide what to do.

Our monthly burden is $3000 (almost).  If we can get $80/30 people = $2400, that will leave a need from kids for $600 (the kids program currently brings in $250.  Income from kids per month: year thru 8/08 - $2072/8 months.)  We have about 15 kids.  If we charge $40/month, we�fll bring in $600.  Should we shift kids to monthly dues?  Get kids program�fs input.  We can charge by the half year; can charge quarterly or monthly, with financial incentives to pay for the longer periods up front, just as we want to do with the adult program.

NOTE TO THE MEMBERSHIP:  We the Board appreciate all the ideas that members have contributed.  Many were about how to collect dues.  We want to remind everyone about our direct deposit option.  The current dues schedule will stand for the remainder of the year.  Any other changes in dues amounts for adults will be considered at the beginning of the 2009.  We�fre considering changing kids to monthly dues rather than punch card.

Adjourned: 12: 20pm

Pertinent portions of 16 Sept 08 Board meeting:

Andrew will be our new treasurer.

Robbie�fs seminar on 10/18 at 10am-1pm, 2-4pm

Christy proposes fee of $75 (non-advertised half day fee of $40).  Robert has made a poster.  Potluck afterwards at Christy�fs house.

WasteFree holidays – Christy will make arrangements.

Treasurer�fs Report

So far this year we have brought in $1363 more than we have spent, and currently we have $8000 in bank.  In 2008 we have received about $8500 in donations.  Real estate taxes due in Oct $1183.  Checks for Sept from Iaido group don�ft reflect the dues increase.  Christy will follow up with Robbie.

Kids program

Board will ask Tracey to ask instructors to get background checks. 

We discussed getting hakama for Dane, Alex and Jenna, but as it is a major expense for dojo (even cheap ones run $50 – 60), we cannot provide them at this time.  We will revisit the question in 6 months. 

We are considering free/reduced dues for main instructors.  Zenith is no longer getting paid and she has told other instructors.  Instructors are doing this because they want to.  Kids program meets tomorrow to plan Sat orientation and to identify a lead instructor to represent program at yudansha and board meetings.

Beginner series

Beginner Mind month in Oct.  But in Jan 2009, John P & Laura propose starting a new 8-week beginner series in Jan/Feb, May/June, Sept/Oct, with 2 classes per week.  During the intervening months,

John P & Laura will offer an intermediate series to transition beginners to regular classes.

The Board modified the dues for these series to:

Beg – 2 mo.s/$100 – 2 specific classes per week

Intermed – 2 mo.s/$120 – 2 specific classes per week

OR Beginner & Intermediate together, 4 mo.s/$200 (paid up front in order to save 10%)

If students want to take more than the 2 specific classes, they can join the dojo at regular rates.