Minutes of JASSA Board Meeting on May 13, 2009, noon-2pm @ The RK Group
Attending: Rosemary Kowalski, Taeg Nishimoto, Mike Nishimuta, Vivian Seki, Janet Powell, Suzanne Peterson, Howard Hu, Hiroko Fay, Robert Langston, Katsushi Okamura, Nobuko Utterback, Bruce Harrison, Rose Kanusky, Don Olsen, Yuko Kawabe, Koji Kubo

Taeg begins meeting  at 12:11pm.

Election Committee: Hiroko explains that we must select election committee today. Need to choose two people. Officers who are serving next year are not eligible. Asking for volunteers. Rosemary volunteers. Suzanne volunteers if there is not someone more eligible to do this. Mike motions that Rosemary and Suzanne serve on the elections committee. Janet seconded. Motion passes.

Minutes of February 5 were emailed by Vivian and asks for any changes. Mike motioned to pass on reading of the minutes and accept as written. Rosemary seconds. Motion passes.

Treasurer's report is distributed and summarized by Janet. She included the individual and corporate membership list. Suzanne asks for the current total in the scholarship fund but Janet does not get a statement. Suzanne will look into it.  Janet also distributed a sales tax exempt form for any JASSA purchases. Discussed the possibility with Mike about placing all of the directory information into Quickbooks, but there are not enough slots in the program.

Mike wants to note the number of corporate members that have not yet paid for their memberships so the directory has open ad space. Only big one is Toyota. Suzanne will contact Max of Vutex about his membership. Mike reports that corporate membership is down. Hiroko can contact Zarate Group about their membership.  Hiroko had already contacted some of the nonprofits about their membership. Howard reads out some of his corporate contacts that have paid. Mike points out that the member list Janet distributed does not list the nonprofit members. Janet will correct that. Hiroko and Howard made a courtesy call to Toyota and they appreciated it. Hiroko is assisting Howard to make contact with the corporate members and will continue to do this. Koji offers help in this area as well.

Old business
Taeg: CGP proposal was submitted by Mike and Taeg and passed the first round. Now invited  to go to the second round. Taeg, Mike, Rose and Robert met to figure the next steps with the proposal. Taeg got feedback on the grant proposal from UTSA grantwriter. The proposal states that if we receive the grant then an executive director will be hired in an organizational function.

Mike has started the marketing brochure.

Events:  Janet reports that the Asian Festival made a net profit of $1,874 but that included expenses from 2007-08. This will be corrected next time. Very successful event this year. Methodist grand opening was attended by Howard, Hiroko, Norio, Vivian and Nobuko. Methodist joined as a JASSA member. San Antonio Conservation Society event: Hiroko reports that JASSA volunteers will be participating in this event on Sunday May 17. All JASSA Board members are invited, but it is by invitation only. Taeg will make a speech on behalf of JASSA at the event. She will report on it at the next meeting. Kumamoto En day: Hiroko reports that Peter Sakai made a speech, Taeg made a presentation on history of Kumamoto. Mike and Marina took many pictures and are now posted on the web site. Someone donated the use of a portable microphone which was very useful. He normally would have charged $50. We will send him a thank you letter. Hiroko suggested we may need to buy one of those portable microphones.

Taeg reports on the letter sent by Kumamoto city's Mayor Kohyama thanking the city of San Antonio for the sister city relationship including the Kumamoto En, student exchanges, and visits by various medical professionals. Taeg suggests we send a thank you letter in response, asking for a volunteer to write that letter. Rosemary volunteers Victoria to do it.  Taeg thanks Hiroko for all her hard work organizing  Kumamoto En day. Howard suggests that we make a sign with all the JASSA corporate sponsors and have it at all the events.

NAJAS Meeting in Houston: Taeg reports that he was not able to attend due to a family emergency. Robert and Bruce attended. Robert attended a workshop about board development. The Japan foundation and NAJAS developed this workshop. The presenters were Maria Domoto of  Laurasian Institute and Norma Fogelberg. Purpose of the workshop was to understand the foundations of a functional JAS organization and identify what are the best practices for JAS organizations to apply. Robert listed the workshop goals and  Board key roles. Maria commented to Robert that our organizational chart was not well connected between the committees and the board activity.  Robert received some recommendations from the presenters and a book for board development and fundraising. He also presented his own recommendations. He also passed out a matrix for the board to fill out and return to him. His recommendation is to create an executive committee to create a strategic planning, develop fundraising strategies, board development, and finance. 
Bruce attended the general meeting. He reports that many topics were covered. The general meeting was not as focused as Robert's workshop. The mission statement was discussed. Corporate funding was a big topic and how to approach corporate funding. Bruce indicates that some of the conversation at the NAJAS was about getting more corporate sponsors/memberships. Many concentration on chinese companies.Some suggested combining JAS to coordinate festivals, share ideas, etc. Some regions do combine JAS, such as in Rhode Island, to work together on events and meet in a centrally located area. More topics included identifying  benefits of joining JAS,  how to promote growth and improvement of JAS, doing educational programs in schools, how to promote business events, how do we promote the Japan America relationship in China. Bruce reported that Sam Shepard, NAJAS president, is leaving. Bruce spoke with various CA JAS groups since he is from CA. The member numbers are much higher and much more dedicated. Bruce reported that in comparison to other JAS, we are doing well financially with the resources we have and for our small size. He feels it is beneficial to be connected to the national organization, but basically as an organization we are on our own to do what we want. Suggested we develop corporate relationships with Japanese companies. Vivian asked how is that done. Bruce replied just go say hi. Taeg concurs. Taeg's opinion is that we are currently not on NAJAS map but that we are getting there. Bruce also reported some discussion about the Form 990 and IRS. Bruce will put all his notes in a legible format and distribute to board.

Folklife Festival: Robert attended the Folklife Festival meeting on May 2. Reports that Joanne looks a lot happier now because the ITC has an executive director that supports Asian  and Folklife Festivals. He brought the Festival flyers and posters to distribute to the board.

Space at IBC: Mitsu, Howard and Taeg attended a mixer at IBC hosted by Free Trade Alliance and Alamo Asian American Chamber of Commerce. Taeg made a presentation there. After the event, at dinner at Biga on the Banks in the IBC building, Taeg was approached by Kyle Burns to see if JASSA would be interested in having a space in the IBC. Convention and Visitors Bureau is in the process of moving out and they are looking at making office spaces available. Taeg reported that it makes sense for an organization like ours to have a space there so he expressed interest to Kyle. IBC is a city building, and if we are interested we can negotiate a price and they can respond what is available for the cost. Parking may be an issue. Taeg provided a sample contract to the board to review and discuss. Rosemary asked if the rate was discussed. Taeg said no but Kyle is trying to recruit organizations like ours and will determine a reasonable amount for our needs. Since Tamaki is leaving that means we will not have the cost of her apartment. Lease ends in August. Taeg asked if there would be a problem leaving the UIW office. Asked if the benefit of UIW is the use the classrooms at St Anthony since they are partnered. Japanese language classes are held at St Anthony. Hiroko states that this is a separate agreement with St Anthony and has nothing to do with UIW.  St Anthony and JASSA have a mutual interest in continuing the Japanese language classes. The office at UIW was giving to us as a favor. There should be no reason that they would feel offended if we left. Howard stated that since Tamaki is leaving what would be the benefit of the office at IBC. Hiroko stated that we deal so much with the City of San Antonio International Affairs, that they would be happy to have us in the same building. Mike reports that the JASSA office at UIW was moved to a bigger office a month ago. We have JASSA office  equipment and furniture there.  Taeg suggests that maybe a student with need for academic credit like an intern from one of the universities can fill in after Tamaki leaves. Mike states that if we get the grant then we have to hire someone for the office. Taeg states that we will have to do a search for that. Koji and Howard both suggest that Robert may be a very good candidate for executive director of JASSA as this is his field of study and interest.  Suzanne stated that if JASSA can manage the cost of the IBC space it is a prime location. Taeg will pursue negotiating with Kyle for the space.  We can invite Kyle to the board meeting to present if desired.

Cultural Chair Vacancy: Mike reports that a new cultural chair for JASSA must be chosen as Katsushi is moving to Dallas at the end of May. Hiroko said that she had spoken to Norio and he would accept if nominated. Rosemary makes the motion to nominate Norio Seki to be cultural chair for the remainder of the 2009 year. Rose seconds. Motion passes.

Howard reports that the JCA Golf Tournament on May 23 is to raise money for the Japanese Supplemental School. They are having a very difficult time getting enough people to participate. Howard helped sponsor the school for the first time this year. He asks that JASSA help with a sponsorship of $800. With that JASSA gets a sponsorship flag and two players to participate.Howard feels we need to show our support of the school at this event. Taeg asked Janet if we had the funds. Janet responded yes.  Howard reported that the tournament still needed about 60 golfers. Mike volunteers to play and donate $100. Don pointed out that  the board needs to take a vote to make this expenditure that was not budgeted for 2009. Rose asked what else we could do to besides donate money to grow the relationship and help the school.  Katsushi replied that their focus was mostly study in the past, but now probably need more involvement in community. Don asks to focus on the motion. Rose makes the motion that JASSA donate $700 and Mike donate $100 to sponsor and participate in the JCA golf tournament. Rosemary seconds. Motion passes.
Howard also reports that the new deputy Japanese consul in Houston will make a visit at the end of the May to meet with Free Trade Alliance. Alamo Asian American Chamber of Commerce wants to give  a small party for the new deputy Japanese consul on May 29. AAACC wants to know if JASSA wants to co-sponsor this event. Howard asks that JASSA split the cost of the event with the AAACC. It will just be appetizers and drinks. Motion is made by Rosemary that the cost of co-sponsoring the party for the new deputy Japanese consul not to exceed $400. Mike seconds. Motion passes.

Howard asks that since the next general meeting is at his restaurant on May 30 he wants to know how many people will attending so that he knows how much food to provide. Rose stated that  we don't typically do food at the meetings just tea, water and snacks. Ikuko typically takes care of it. There are typically between 30 and 40 people.

Next board meeting is July 15, 2009.  
Meeting adjourned at 2:19pm.

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Board Meeting Feb 5, 2009

Attending: Rosemary Kowalski, Taeg Nishimoto, Tamaki Masuda, Mike Nishimuta, Vivian Seki, Janet Powell, Suzanne Peterson, Howard Hu, Hiroko Fay

Hiroko Fay reports that San Antonio Conservation Society celebrating its 86th anniversary and is asking if JASSA would like to be involved in the celebration event in mid-May. Hiroko will meet with organizers to get the details. On Valentine's Day Methodist Health Care System at Stone Oak is having a grand opening event Community Health Fair. They have asked for JASSA to participate by displaying Japanese cultural arts such as origami, sumie painting, calligraphy, dancing, etc. Hiroko will contact usual JASSA members that do this to see if they will be available. Howard Hu indicates that all the JASSA Board members will be invited and that Methodist will be joining JASSA as a corporate member.  Hiroko requests a vote on participation in both of these. Rosemary asks to make sure that there is a quorum at this meeting and it is confirmed that there is. Rosemary moves that JASSA participate as volunteers in the San Antonio Conservation Society's 86th celebration event. Janet seconds. Vote is taken and motion passes. Taeg motions that JASSA participate as volunteers at the Methodist Community Health Fair on Valentine's Day. Mike seconds. Vote is taken and motion passes.

Carol Johnson communicated that she was wondering if JASSA members could volunteer to do Japanse cultural demonstrations the evening of The Mikado at the San Antonio Opera located at the Lila Cockrell Theater on March 21. Hiroko will get more details on this request.

Howard reports that BKCW Insurance submitted a application for corporate membership, and asked Janet Powell to send an invoice for the membership. Dr. Triana informed Howard that Montesorri School of San Antonio wants to join JASSA, Howard provided contact information. He is working on recruiting Mission Pharmaceutical, La Paz Mental Healthcare, Hartland Pavement, Alamo Toyota, Arias Engineering, and Brake Check. Mike states that as a matter of process, we need to keep track of applications and payment notification so that the corporate member can be added to web site, added to JASSA directory, and sent a current JASSA directory. Rosemary stresses that the process needs to be figured out. Mike suggests that when Janet receives money for memberships/invoices, send notification to Rosemary to send a thank you letter to new business members. Tamaki reports that this is being done already for all individual new and renewing members.

Rosemary states she has many things to report but turns the meeting over to Taeg. Taeg reports that he attended the NAJAS South Regional conference in Atlanta. Center for Global Partnership (CGP) sponsors the event to explain funding opportunities to Japan America Societies throughout the region. Meeting purpose was also to get a report of the status of the JAS and how our own organization stands in comparison to other JAS. He met with Maria Domoto of the Japan Outreach Initiative (JOI) the organization that funded and sent us Tamaki for a 2-year period. He explained that many are concerned about what will happen after Tamaki's term is ends in August. He did find out that another JAS was funded for a second JOI person and he will find out what the process is to do that. Taeg heard that to get JOI funding for a coordinator is competitive and the expectations are that by the end of the coordinator's term, the JAS must be a self-sustaining organization.  He discovered that other JAS chapters have executive directors and are well organized for this reason. In a conversation with the Consul General, he heard that the Dallas-Fort Worth chapter is the most organized in the state. They have an executive director that has been there for 12 years. Two grant proposals were discussed at the conference: one for Networking and the other for Capacity Building. Dallas JAS received $8k for capacity building and their proposal was to hire a nonprofit specialist/consultant to study how their organization functioned and where improvements could be made. Georgia received $80k capacity building grant for their proposal to recruit a development director from Japan to do fundraising. With this information,  Taeg took the proposal that Mike drafted and took it to the grant coordinator at UTSA, whom Taeg has worked with. He asked them to review and comment.

Taeg continued that he feels JASSA is at a critical juncture. Must decide to  go to the next level as membership grows and, from the national perspective, we are ready to go to the next level by making decisions that will help us become a self sustaining organization and continue to grow. Taeg commented that it is his impression that the more successful JAS have executive directors and are very business oriented. Howard commented that this is what attracts the corporate membership; businesses and corporations also want opportunity to network, along with the social/cultural aspect that JASSA offers. Taeg asked Mike to research information on staffing and pay of other JAS.

Rosemary announces that the next board meeting of the NAJAS will be May 10 in Houston and that someone should attend it. Taeg concurs.

Howard asked how we stand financially. Mike and Janet reported that we spent more money than we collected from dues and events last year. Mike or Janet will get that amount to Howard. Current year income is about $20K.  Rosemary requested a list of paid and unpaid members for current year, and would like a member list from last year to compare against this year. Tamaki will send 2007-2008 list to Janet and Rosemary. Howard commented that we need more marketing to recruit new members. Vivian and Mike suggested a membership brochure be designed for that purpose. Right now too many different applications have to be carried to the different events and aren't very attractive . Howard mentioned that he met Inez Gonzales through Methodist who does public relations and marketing, and that possibly she could be contracted to do this for JASSA. Taeg suggested that maybe Tamaki should work on this before she leaves.

Howard suggests that we plan more mixers and business seminars for the corporate membership and to attract more potential members.

Next board meeting is to be announced.
Meeting adjourned

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Board Meeting May 14, 2008
Attendees:  Rosemary, Mike, Suzanne Peterson, Rebecca Chapa, Robert, Mitsu, Tamaki, Koji, Michiko, Nobuko, and Ava

The first issue to be discussed was the development of the JASSA scholarship program.  We’ve received a lot of information on scholarships from Ed Hawkins, the new president of JAS Hawaii.  Financial handling of the fund should be simple.  One of the next steps is to create a scholarship committee of high profile people who can increase support of the program.  The board is also considering a yearly fundraiser to support the program.  The initial plan is to start with 2 scholarships, which will be publicized on the JASSA website, in the JASSA newsletter, and at local universities.  The principal of the fund will not be touched; only earnings will go towards the scholarships.  The relationship between JASSA and the scholarship committee was discussed.  One proposal is for the JASSA president to appoint the chairman of the committee, but have the committee function independently.  Mike will be checking on legal requirements for governance of the program.  The Japanese school year starts in April.  In order to be available for either a US or Japanese school year, scholarship recipients will have one year after the award to begin their studies.  The most likely procedure will be for the scholarship committee to make recommendations which will then be approved by the JASSA board.

Rosemary and Mike were elected as the board representatives to serve on the nominating committee.  The committee recruits candidates for the election of next year’s officers.

Rosemary has a great deal of JASSA material at her corporate offices, so Tamaki will work part-time there to organize the material. 

Rosemary suggested phone calls to corporate or non-profit members that have not yet paid this year’s dues.  Nobuko suggested the membership directory be dated 08-09 instead of 2008, since it usually doesn’t come out early in the calendar year.  The membership will be emailed to solicit ads for this year’s directory.

Vice-consul general Yoshiharu Katayama will attend the June 1st general meeting to discuss the upcoming photo exhibit at the Blue Star.  Dates for the exhibit are September 4th through October 22nd.  The Japanese consul-general will be attending the Blue Star exhibit opening, so we might consider a second Matsuri tied to the opening.

There was discussion of organizing a Japan Week instead of just having the fall Matsuri, having the Matsuri at the Blue Star, or tying the Matsuri to the Blue Star exhibit.  The Matsuri is scheduled for October 18th.

A Japanese program featuring an old-style monologue comedian is scheduled for performances in Austin and Houston.  Cost for an appearance in San Antonio would be $3000.  We might be able to hold the performance at the Little Carver.  Tickets would have to be sold to cover the costs of the performance.  The board voted to move forward on this project.

Other goals discussed were the need to specify a process for dealing with money at JASSA events, the need to inventory materials in the JASSA storage facility, and possible activities next year to celebrate the 20th anniversary of Kumamoto En.  JASSA needs to develop a 2 or 5 year strategic plan because of the increasing number of events we participate in and the new opportunities made possible by our growing membership.

The June 1st general meeting will have a sign-up list for volunteers for the Folklife Festival.  The Kumamoto high school exchange students will be returning home on June 2nd.

The fall meeting will be on September 14th and include a presentation on the JET program.

The next meeting of the board will occur on August 16th.

at 1:35pm.

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