Category Archives: Uncategorized

2018/09/20 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, September 20, 2018 at 7:00 p.m.

Brock and June’s home

Present:

Brock, Brian, Bruce, Rhonda, June

Absent with regrets:

Sandra

Agenda Items:

  1. Review and Approve Agenda

Motion from Brian to approve the agenda. Carried.

  1. Establish Secretary for meeting (Sandra away)
    June agreed to be the Secretary for this meeting.
  2. Approve Minutes of Previous Meeting (August 23, 2018).
    There were no changes to the distributed draft minutes from the August council meeting. Motion from Bruce to approve the Minutes. Carried.
  3. Business arising from the Minutes and Updates:
  • Ajaan Geoff talk was held on Friday September 12th at 7 pm at Goward House. The talk was co-sponsored by Victoria IMS and Aranya Refuge. Approximately 40 people attended and there was a lively question period after the talk.

 

  • Brock’s one day retreat on September 15th, 2018. There were 38 participants – many were first time to a Victoria IMS retreat. Thanks to the volunteers who supported the retreat: Rhonda Duncan (co-ordinator), Glenda Christie and June Fukushima (co-managers), Juli MacDonnell (sound), Brian Chapel (registrar).

 

  • Registration is strong for Christina Feldman’s retreat scheduled for October 13/14, 2018. On the Friday prior to the retreat, at 6pm, June and Brock will host a pot-luck meal for Christina with Council and partners, and the retreat team.
  1. Finances:

The financial report from Wei (Victoria IMS bookkeeper) for Jan – Aug 2018 was sent to Council by June prior to the meeting.

 

Account Balances as of Sept 1st, 2018:

Chequing: $ 3000.14

Savings: $ 6792.73

TOTAL: $ 9792.87

June moved to receive the financial report. Carried.

  1. Sunday Night Community Sit:
  • Plans for 2019 – update since last discussion: Kevin Keliher has agreed to coordinate the facilitation schedule for 2019. There is renewed energy with more new people coming to the sit.

 

  • June suggested that we hold off on notifying Helga about changing the rental agreement as of January 2019. There was a general discussion about how the second hour might be used and implications of not renting for two hours each Sunday. Council thought having a two-hour rental gives the program flexibility and that the cost of the second hour is not a high expense.

Brock motioned that we not make changes to the rental agreement at this time and that we would re-visit at the end of the year. Carried.

  1. Communications:
  • Council reviewed the FAQ document that David Axon produced in response to the questions he gets asked as the responder to the Victoria IMS gmail account. Some edits were made. The final draft to be circulated to Council by June.
  • David requested that it be easier for people to sign up for retreats from the website. Bruce will review the link on the website.
  1. 2019 Programs:
  • October 12/13 – Steve Armstrong. Lawrie is to talk to Kamala or Steve’s assistant at the end of September about how we might proceed if Steve is unable to lead the retreat.

 

  • June and Brock met with Isy House to discuss potential volunteers for 2019 retreats. Isy is happy to continue finding volunteers for retreats.

 

Next Council Meeting:

15th November, 2018 7:00 – 9:00pm.

Brian’s house.

2019/07/11 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, July 11, 2019 at 7:00 p.m.

Sandra’s home

Present:                                                                                

June, Sandra, Brock, Rhonda

Absent with Regrets:

Bruce, Brian.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from Rhonda to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (April 18th, 2019):

The draft minutes from the April council meeting were modified (Agenda Item 5, second point). Motion from June to approve the amended minutes. Carried.

  1. Business arising from the Minutes and Updates:
  • Tuere Sala retreat update (April 27/28): There were 57participants on Saturday (27th) and 52 participants on Sunday (28th). Thanks to all those who supported this retreat: Coordinator: Brock Brown; Co-managers: Brock Brown and Metta VanderVliet; Registrar: Sheila Whincup; Sound: Bruce MacRae.

 

  • Adrianne Ross retreat update (May 25/26): There were 60 participants on Saturday (25th) and 40 on Sunday (26th). Thanks to all those who supported this retreat: Coordinator: Joyce Elliott; Co-managers: Isy House and Joyce Elliott; Registrar: Rod House; Sound: Rod House.

 

  • Ajahn Pasanno retreat update (June 29/30): There were 73 participants on Saturday (29th) and 60 on Sunday (30th). Thanks to all those who supported this retreat: Coordinators: June Fukushima and Brock Brown; Co-managers: June Fukushima and Brock Brown; Registrar; Brian Chapel; Sound: Michael Swanton (Vancouver).

 

Ajahn Pasanno is open to an invitation to return to Victoria in the future.

  1. Finances:
  • June presented the January – May 2019 Financial Report prepared by Wei (reports were distributed to council members prior to the meeting).

 

  • Account Balances since the April 18th, 2019 council meeting:

Account Balances as of May 1st, 2019:

Chequing:         $2,214.80

Savings:           $6,803.99

TOTAL:           $9,018.79

Account Balances as of June 1st, 2019:

Chequing:         $3,069.00

Savings:           $6,805.43

TOTAL:           $9,874.43

Account Balances as of July 1st, 2019:

Chequing:         $2,863.52

Savings:           $6,806.43

TOTAL:           $9,669.95

June motioned to receive the Financial Report. Carried.

  1. Sunday Night Community Sit:
  • The Sunday Night Community Sit continues to operate, as of July using the amended format. Those who attend express appreciation for the opportunity Victoria IMS provides them to meditate in a group setting.
  1. Communications:  
  • Victoria IMS continues to experience some frustrations with the use of our retreat registration software.
  • Posting of the Sunday Night Community Sit facilitation schedule on the website: Sandra will be doing this task now once she receives the information from Kevin. Facilitation information for the newsletter can be obtained from the website.
  • David Axon is willing to continue monitoring the Victoria IMS email account. He has made some response timing/frequency adjustments which has eased the process considerably.
  • Sound Technician support: We will be losing one of our sound technicians as a result of a relocation away from Victoria and will be looking for new volunteers for this role.
  1. 2019 Annual General Meeting (AGM):
  • The AGM was held on June 13th with all members in attendance. The minutes from this meeting have been circulated to everyone.
  • Brock has submitted the annual report to the BC Societies Registrar (societies are required to complete a report every year, after their AGM) and the associated fee has been paid.
  • Teachers have been advised of the changes to the Sunday Night Community Sit program.
  • A unanimous decision was made at the AGM, to remove the ride share co-ordination from retreat registration. The questions related to this have now been deleted from the registration form.
  • Volunteers for retreats: Isy House and Joyce Elliott, with support from June Fukushima, are giving consideration to various people for operations roles for the 2020 retreat schedule.
  1. 2019 Programs:
  • Upcoming retreats/events:
    • August 17/18 – Ajaan Geoff.
    • September 14 – Brock Brown.
    • October 12/13 – Vance Pryor.
    • November 9/10 – Howard Cohn.
  • Completed retreats/events:
    • January 19/20 – Heather Martin.
    • February 23/24 – Margo McLoughlin.
    • April 27/28 – Tuere Sala.
    • May 25/26 – Adrianne Ross.
    • June 29/30 – Ajahn Pasanno.
  1. 2020 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2020 retreat schedule.  All retreats will take place at Goward House.

 

  • January 18/19 – Heather Martin.
  • February 22/23 – Margo McLoughlin.
  • April 11/12 – Pascal Auclair.
  • May 23/24 – Ajaan Geoff.
  • September 19 – Brock Brown.
  • October 17/18 – Christina Feldman.
  • November 14/15 – Carol Wilson.

 

  1. Meeting adjourned at 8:40 p.m.

 

Next Council Meeting

September 19th, 2019 7:00-9:00p.m.

June and Brock’s home.

2018/06/19 VIMS AGM meeting minutes

Victoria Insight Meditation Society (VIMS)

 Annual General Meeting

Minutes (approved)

Tuesday June 19, 2018 at 7:00 p.m.

Agenda Items:

  1. Call to order

7:10pm

  1. Establish Quorum (minimum 3 members per VIMS’ bylaws)

Council: Brock Brown, Brian Chapel, Rhonda Duncan, June Fukushima, Bruce MacRae, Sandra Joy

Members: Rod House, Joyce Elliott, Joan Glover

Guests: Shelly Hilditch, Isabelle House, Joanna Stonechapel

Absent with regrets: John Hilditch (Founding Member)

  1. Approve Agenda

Motion from Joan Glover to approve the agenda.
Carried.

  1. Approve Minutes from May 25th, 2017 AGM

 

Motion from Rod House to approve the minutes from the May 25th, 2017 AGM.
Carried.

 

(Bruce MacRae to modify the website to indicate that the 2017 AGM minutes are approved)

 

  1. Financial Statement for January to December 2017

 

June Fukushima continued to fulfill the role of Treasurer in 2017 and Wei Wu the role of Bookkeeper.  Thanks to both June and Wei for their efficient oversight of Victoria IMS finances.

 

Account balances as of December 31st, 2017:

 

Chequing Account:            $3,005.74

Savings Account:              $6,781.44

TOTAL:                            $9,787.18

 

June Fukushima motioned to receive the 2017 financials.

Carried.

 

  1. Review of Financial Records

 

John Hilditch did a review (random sampling) of the Victoria IMS financial records and found everything to be in order.

 

A signed letter to this effect was received from John Hilditch.

 

  1. Determine if audit is required

 

Motion from Bruce MacRae that, based on the Financial Records review, no audit will be required.
Carried.

 

  1. Directors’ reports

 

The reports were pre-circulated to the members of Victoria IMS. The group engaged in a general discussion about the Sunday Night Community Sit program and possible changes that could be made for 2019.

 

Motion from Brock Brown to accept the Directors’ reports.

Carried.

 

  1. Election of officers

 

All current directors were willing to stand for another year and informed Brock Brown, as Chair, that they met the necessary requirements. Brock Brown asked if there were further nominations and there were none.

 

Officers acclaimed on slate presented:

 

Brock Brown           – Chair

Bruce MacRae        – Vice-Chair

June Fukushima      – Treasurer

Sandra Joy             – Secretary

Brian Chapel           – Director at large

Rhonda Duncan      – Director at large

 

Motion from Brock Brown to accept the slate of council.

Carried.

 

  1. Approve new Victoria IMS Constitution and Bylaws

 

June Fukushima provided some background to the new BC Societies Act and supporting documentation to explain the changes that were made (differences between the current and new Constitution and Bylaws) and walked the group through the changes.  Everyone was satisfied that the revised Victoria IMS Constitution and Bylaws met the organization’s needs.

 

Motion from June Fukushima to accept the new Constitution and Bylaws. Carried.

 

  1. Adjournment

 

Motion from Brock Brown to Adjourn.

Carried – 8:24pm.

2019/04/18 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, April 18, 2019 at 7:00 p.m.

June and Brock’s home

Present:                                                                                

June, Sandra, Brock, Rhonda, Bruce, Brian

Absent with Regrets:

None.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from Bruce to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (March 21st, 2019):

There were no changes to the draft minutes from the March council meeting.  Motion from Rhonda to approve the minutes. Carried.

  1. Business arising from the Minutes and Updates:
  • Helga Beer has agreed to the one and a half hour rental of the yoga studio (in place of the current two hour rental) on Sunday evenings starting in July.

 

  • Tuere Sala retreat – the scheduled registrar for this retreat and one of the scheduled co-managers had to cancel. Brock, who is the coordinator of the retreat, was able to find a new registrar (Sheila Whincup) and plans to step into the role of co-manager for the retreat.
  1. Finances:
  • June presented the March 2019 Financial Report prepared by Wei (reports were distributed to council members prior to the meeting).

 

  • Account Balances since the March 21st, 2019 council meeting:

Account Balances as of April 1st, 2019:

Chequing:         $3,609.21

Savings:           $6,802.59

TOTAL:           $10,411.80

June motioned to accept the Financial Report. Carried.

  • Another scholarship was awarded bringing the total for 2019 to three.
  1. Sunday Night Community Sit:
  • Sunday night facilitators are now scheduled and confirmed through to the end of 2019.
  • Council agreed to discontinue the teacher-led sessions at the start of each month.
  • Sandra will write text for the website and the newsletter detailing the changes for the Sunday night sit for the balance of 2019. She will forward this to Bruce for inclusion in the June newsletter.
  1. Communications:  
  • Newsletter: Thanks to Bruce for his ongoing development and production of the monthly newsletter. Juli MacDonnell has agreed to take over the production of the newsletter from Bruce. Bruce will contact Juli and train her on the May newsletter.  June will send the policy to us (for review of guidelines) that relates to newsletter content and production.
  • Posting of the minutes on the website: Sandra will continue sending the approved minutes to Bruce for posting.
  • Posting of the Sunday Night facilitation schedule on the website: Bruce will continue to update the website with the monthly facilitators for the Sunday night sit from information sent to him by Kevin.
  • Check-in with David Axon re his monitoring of the Victoria IMS email account: David has been taking care of the Victoria IMS email for some time now. Sandra will contact David to determine whether this continues to work for him.
  • Buddhist Festival Poster: The 2019 BC Buddhist Festival to be held in Vancouver on June 8th has issued a poster for the event. We will include mention of the festival and a link to the poster in our April and May newsletters.
  • Victoria Art Gallery Initiative with local Buddhists: Brock will forward to council members the email he received from the Art Gallery that explains this initiative. Council can then review and comment on it. If agreed at our next council meeting, we could consider putting something about this into the next newsletter.
  1. 2019 AGM:
  • The date of June 13th has now been agreed upon for the 2019 AGM. Brian and Joanna will host the AGM this year at their home.
  • Individual reports for the 2018 year have been received in draft and are currently under review:
    • Report from the Chair – Brock
    • Finance – June
    • Retreat Statistics – and Volunteers – Rhonda
    • Communications – Bruce
    • Sunday Night Sit – Sandra
    • Special Events – Brock
  • Sandra will consolidate the reports into a single document before distributing them to the invitees for the AGM.
  • Council should give some thought to questions we would like to ask the members at the AGM and on which we would like to get feedback.
  1. 2019 Programs:

All retreats will be held at Goward House with the exception of Ajahn Pasanno and Ajahn Geoff’s retreats which will be held at UVic.

  • Upcoming retreats/events:
    • April 27/28 – Tuere Sala.
    • May 25/26 – Adrianne Ross.
    • June 29/30 – Ajahn Pasanno.
    • August 17/18 – Ajaan Geoff.
    • September 14 – Brock Brown.
    • October 12/13 – Vance Pryor.
    • November 9/10 – Howard Cohn.
  • Completed retreats/events:
    • January 19/20 – Heather Martin.
    • February 23/24 – Margo McLoughlin.
  1. 2020 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2020 retreat schedule.  All retreats will take place at Goward House unless otherwise indicated. Planning and discussions are still underway with several other teachers and the schedule will be updated as dates and teachers are confirmed.

  • January 18/19 – Heather Martin
  • February 22/23 – Margo McLoughlin
  • April 11/12 – Pascal Auclair
  • September 19 – Brock Brown
  • October 17/18 – Christina Feldman
  • November 14/15 – Carol Wilson

 

  1. Meeting adjourned at 8:35 p.m.

 

Next Council Meeting

July11th, 2019 7:00-9:00p.m.

Sandra’s home.

2019/03/21 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, March 21, 2019 at 7:00 p.m.

Sandra’s home

Present:                                                                                

June, Sandra, Brock, Rhonda, Bruce

Absent with Regrets:

Brian.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from Brock to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (January 17th, 2019):

There were no changes to the draft minutes from the January council meeting.  Motion from June to approve the minutes. Carried.

  1. Business arising from the Minutes and Updates:
  • Heather Martin retreat update (Jan 19/20): There were 80 participants on Saturday (19th) and 72 participants on Sunday (20th). Thanks to all those who supported this retreat: Coordinator: Bruce MacRae; Co-managers: Lise Bernard and Metta Van Der Vliet; Registrar: Brian Chapel; Sound: Juli MacDonnell.

 

  • Margo McLoughlin retreat update (Feb 23/24): There were 41 participants on Saturday (23rd) and 28 participants on Sunday (24th). Thanks to all those who supported this retreat: Coordinator: Sandra Joy; Co-managers: Rhonda Duncan and Sheila Whincup; Registrar: David Axon; Sound: Bruce MacRae.

 

  • The use of the tea station during retreats was discussed. This was originally set up for hot water only with some cups, tea bags and cutlery being provided for emergency use only. In recent retreats it is being used quite extensively. In the reminder notice sent out to those registered for retreats, participants are asked to bring their own food, tea and cups. Sandra will review the reminder notice and strengthen the wording.

 

  1. Finances:
  • June presented the January-February 2019 Financial Report prepared by Wei (reports were distributed to council members prior to the meeting).

 

  • Account Balances since the January 17th, 2019 council meeting:

Account Balances as of February 1st, 2019:

Chequing:         $5,843.38

Savings:           $6,799.85

TOTAL:           $12,643.23

Account Balances as of March 1st, 2019:

Chequing:         $5,648.92

Savings:           $6,801.15

TOTAL:           $12,450.07

 

June motioned to accept the Financial Report. Carried.

  • The annual insurance policy was renewed for 2019/2020.

 

  • It has been suggested that the value of our ‘suggested’ dana for a retreat be increased. Council revisited the dana policy and has agreed to leave the current value in place.
  1. Sunday Night Community Sit:
  • The new format for Sunday nights was discussed. Things seem to be running smoothly.

 

  • Council discussed the continuation of the program beyond the current schedule which runs to the end of June, 2019 and decided, with the ongoing scheduling and management involvement of Kevin, Rhonda and Sandra, to continue to the end of 2019.

 

  • A decision was made to reduce the rental of the yoga studio from 2 hours to 1.5 hours for each Sunday starting in July 2019 and to stop having invited guests on a regular monthly basis. Brock proposed this motion. Carried.

 

Action item: June will contact Helga Beer to let her know of our plans to change the rental agreement as of July 2019.

 

  1. Communications:  
  • Thanks to Bruce for his ongoing development and production of the monthly newsletter.
  • We have now reached over 1,000 people signed up to receive the newsletter in Constant Contact.
  1. 2019 AGM:
  • A provisional date of June 13th has been suggested for the 2019 AGM. Brock will contact all founding members to see if this will work for them.
  • Individual reports for the 2018 year are due for review, in draft, at the April 18th council meeting:
    • Report from the Chair – Brock
    • Finance – June
    • Retreat Statistics – and Volunteers – Rhonda
    • Communications – Bruce and June (Constant Contact)
    • Sunday Night Sit – Sandra
    • Special Events – Brock
  1. Use of the washrooms at Goward House:
  • A proposal was received from retreat participants to increase access to the washrooms at Goward House during retreats by designating one washroom as all gender. Council has agreed to a trial during the upcoming retreat in April with Tuere Sala.
  1. 2019 Programs:

All retreats will be held at Goward House with the exception of Ajahn Pasanno and Ajahn Geoff’s retreats which will be held at UVic.

  • Upcoming retreats/events:
    • April 27/28 – Tuere Sala.
    • May 25/26 – Adrianne Ross.
    • June 29/30 – Ajahn Pasanno.
    • August 17/18 – Ajaan Geoff.
    • September 14 – Brock Brown.
    • October 12/13 – Vance Pryor.
    • November 9/10 – Howard Cohn.
  • Completed retreats/events:
    • January 19/20 – Heather Martin.
    • February 23/24 – Margo McLoughlin.
  1. 2020 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2020 retreat schedule.  Planning and discussions are still underway with several other teachers and the schedule will be updated as dates and teachers are confirmed.

  • January 18/19 – Heather Martin (need to confirm rental with Goward House)
  • February 22/23 – Margo McLoughlin (need to confirm rental with Goward House)
  • April 11/12 – Pascal Auclair
  • September 19 – Brock Brown (need to confirm rental with Goward House)
  • October 17/18 – Christina Feldman
  • November 14/15 – Carol Wilson

 

  1. Meeting adjourned at 8:50 p.m.

 

Next Council Meeting

April 18th, 2019 7:00-9:00p.m.

June and Brock’s home.

2019/01/17 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, January 17, 2019 at 7:00 p.m.

Sandra’s home

Present:                                                                                

June, Sandra, Brian, Rhonda, Bruce

Absent with Regrets:

Brock.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from Bruce to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (November 15th, 2018):

There were no changes to the draft minutes from the November council meeting.  Motion from June to approve the minutes. Carried.

  1. Business arising from the Minutes and Updates:
  • The FAQ document that has been prepared for the website has now been posted. David, who monitors the Victoria IMS email sends his thanks.

 

  • The donations to Wat Metta, Dharma Seed and Birken Forest Monastery, approved at Council’s November, 2018 meeting have been disbursed.

 

  1. Finances:
  • June reported on the January-December 2018 Financial Reports prepared by Wei (reports were distributed to council members prior to the meeting). Council discussed them and had the opportunity to ask questions.  Members found all to be in order.

June motioned to accept the 2018 Financial Reports. Carried.

June motioned to ask John Hilditch, as in previous years, to review the 2018 Financial Reports.  Carried.

  • Account Balances since the November 15th, 2018 council meeting:

Account Balances as of December 1st, 2018:

Chequing:         $5,294.63

Savings:           $6,796.97

TOTAL:           $12,091.60

Account Balances as of January 1st, 2019:

Chequing:         $5,063.67

Savings:           $6,798.41

TOTAL:           $11,862.08

 

  • The 2019 Victoria IMS Budget was reviewed. June motioned to accept the 2019 budget.  Carried
  • Two scholarship were approved. Both for BCIMS retreats at a value of $250.00 per scholarship.
  • As June (Treasurer) will be away for several weeks, Council discussed logistics related to cheques and deposits. Bruce has the necessary cheques to cover any expenses until June’s return and everyone involved in the organization of the Sunday Night Community Sits and the February retreat has a deposit book.
  1.  Sunday Night Community Sit:
  • A request was received for a presentation to be given at the Sunday night sit on a recently published book. Council agreed that it didn’t fit with our current programming and will respond to the applicant accordingly.
  • The new format for Sunday nights was introduced at the beginning of January 2019. To date the new format seems to have been well received.
  • The facilitation of the Sunday sits is assigned through the end of June, 2019.
  • Kevin Keliher has taken over some administration responsibilities for Sunday nights.  Thank you Kevin!
  1. Dana Policy review:
  • The dana policy was reviewed and modified by June. Bruce motioned to approve the modified version of the policy and to post it to our website.
  1. Communications:  
  • The twelve month pre-payment for Constant Contact has been paid by Rod House who has been doing this task since we began using Constant Contact. We will reimburse Rod by cheque when he returns to Victoria in March.
  • Council discussed the possibility of transferring this annual task to Victoria IMS and will continue the discussion at the next meeting.
  • Review of January and February draft newsletters: June and Sandra will do this in support of Bruce.
  • All the write-ups for the February, April and May retreats have been received from the teachers for inclusion in the newsletter, retreat notifications and website. Bruce and Brian will apply them to the various communications with appropriate timing.
    • We continue to seek volunteers to contribute to the production of the newsletter.
  1. 2019 Programs:

Goward House has been reserved for all the retreats with the exception of the August 17/18 retreat which will be held at the University of Victoria.

  • January 19/20 – Heather Martin.
  • February 23/24 – Margo McLoughlin.
  • April 27/28 – Tuere Sala.
  • May 25/26 – Adrianne Ross.
  • August 17/18 – Ajaan Geoff.
  • September 14 – Brock Brown.
  • October 12/13 – Vance Pryor.
  • November 9/10 – Howard Cohn.

 

Retreat Operations

  • Council discussed the process we use to manage the lost and found after retreats in light of June being away in February. Brian will send out the notification at the end of Margo’s retreat in February using information Sandra will send him after that retreat.
  • There was some similarity of themes for a couple of the retreats in 2019. Brock spoke to one of the teachers to request an adjustment.  The teacher was amenable to making the changes and has done so.
  1.  2020 Programs:

Planning is in progress for the Victoria IMS 2020 retreat roster.  A number of teachers have been contacted and to date we have two confirmations.  We are waiting to hear from the other teachers. The teachers being considered include some who have conducted retreats for Victoria IMS in the past as well as some who will be new to our community.

  1. Meeting adjourned at 8:37 p.m.

 

Next Council Meeting

March 21st, 2019 7:00-9:00p.m.

Sandra’s home

2018/08/23 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, August 23, 2018 at 7:00 p.m.

Brock and June’s home

Present:                                                                                

Brock, June, Sandra, Brian, Rhonda, Bruce

Absent with Regrets:

None.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from Brock to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (July 12th, 2018):

There were no changes to the distributed draft minutes from the July 12th council meeting.  Motion from Bruce to approve the minutes.  Carried.

  1. Business arising from the Minutes and Updates:
  • Ajaan Geoff’s public talk on Wednesday September 12th, 2018 has been finalized. Goward House has been booked for this event. The evening will be co-sponsored by Victoria IMS and the Aranya Refuge (Aranya refuge will cover the rental of the space and Victoria IMS will provide the sound system and volunteers to support the logistics of the evening).

 

  • Brock’s retreat on September 15th, 2018 – registration has opened and Rhonda Duncan will coordinate.
  1. Finances:
  • June reported on the July financials prepared by Wei (reports were distributed to council members prior to the meeting).

Account Balances as of August 1st, 2018:

Chequing:         $5,962.08

Savings:           $6,791.29

TOTAL:           $12,753.37

The total above includes a cheque made out to Tisarana for dana which was cashed on Aug 3rd, 2018 for the amount of $2,110.45 (dana was given at Ajahn Viradhammo’s retreat on June 23/24).

Motion from June to receive the July 2018 Financial Report. Carried.

  1.  Sunday Night Community Sit:
  • Council discussed options for the 2019 year for modifying the Sunday Night Community Sit. The need for modification has been indicated during the current year due to several factors such as the availability of resources to facilitate the evenings as well as the observed need of some participants to attend only the sitting. The current organizers are also wanting to step down from coordinating this program.

 

  • The discussions resulted in the following go-forward plan for 2019:

 

  • June, Sandra and Rhonda will develop a schedule for the first six months of 2019.
  • On the first Sunday of each month (except for August and September which are long weekends) we will hold a 2hr session as we have done in the past – a 45 minute sit followed by a teaching. Sandra will contact Heather and Margo to determine their availability to facilitate some of these evenings. Brock will contact Ayya Nimmala to ascertain her availability.
  • The balance of the Sundays will consist of a one hour session which will be led by one of our regular facilitators.
  • Rhonda and Sandra will share the role of checking in with everyone the month prior to their facilitation to remind them of their schedule and, in the event of cancellations, will find replacements.

 

  • The new schedule will be reviewed in April to determine its viability.

 

  • Some discussion was also held around the idea of a Friday evening program (e.g. chanting). Council agreed that if we went ahead with something like this, it would fall into the category of ‘special event’ and may be sponsored by the individual who is leading it rather than by Victoria IMS.
  1. Communications:  
    • Some suggestions for content for the September newsletter included notification of our events for the coming month – Ajaan Geoff’s talk, Brock’s retreat, Christina Feldman and Carol Wilson’s retreats as well as a reminder, with details, of the home sitting groups.
    • David Axon who monitors and responds to the Victoria IMS email has suggested developing a Frequently Asked Questions (FAQ) page for the website. He has developed an initial draft which is currently under review by Council.

 

  1. 2018 Programs:
  • Upcoming retreats/events:
    • September 15 – Brock Brown.
    • October 13/14 – Christina Feldman.
    • Nov 10/11 – Carol Wilson.
  • Completed retreats/events:
    • January 20/21 – Heather Martin.
    • February 23 – Margo McLoughlin – evening public talk.
    • February 24/25 – Margo McLoughlin.
    • March 31/April 1 – Pascal Auclair.
    • May 26/27 – Susie Harrington.
    • May 27 – Susie Harrington – facilitation of Sunday Night sit.
    • June 23/24 – Ajahn Viradhammo.
  1.  2019 Programs:

There are some changes to the 2019 program schedule. These are highlighted below.

 

Goward House has been reserved for all the retreats with the exception of the August 17/18 retreat which will be held at the University of Victoria.

  • January 19/20 – Heather Martin.
  • February 23/24 – Margo McLoughlin.
  • April 27/28 – Tuere Sala.
  • May 25/26 – Adrianne Ross.
  • August 17/18 – Ajaan Geoff.
  • September 14 – Brock Brown.
  • October 12/13 – Steve Armstrong – due to Steve’s health this retreat will likely need to be reassigned. Council is considering possible options.
  • November 9/10 – Howard Cohn.
  1. Meeting adjourned at 8:50 p.m.

Next Council Meeting

September 20th, 2018 7:00-9:00p.m.

June and Brock’s home.

2018/07/12 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, July 12, 2018 at 7:00 p.m.

Brock and June’s home

Present:                                                                                

Brock, June, Sandra, Brian, Rhonda, Bruce

Absent with Regrets:

None.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Brock welcomed everyone back to the 2018-2019 Victoria IMS Council.

Motion from Sandra to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (May 17th, 2018):

There were no changes to the distributed draft minutes from the May council meeting.  Motion from June to approve the minutes.  Carried.

  1. Business arising from the Minutes and Updates:
  • Susie Harrington retreat update (May 26/27): There were 53 participants on Saturday (26th) and 47 participants on Sunday (27th). Thanks to all those who supported this retreat: Coordinator: Brock Brown; Co-managers: Rod and Isy ouseHHouse; Registrar: Rod House; Sound: Rod House; Hospitality: Sandra Joy. Airport transport: Joyce Elliott.

 

  • Ajahn Viradhammo retreat update (June 23/24): There were 86 participants on Saturday (23rd) and 68 on Sunday (24th). Thanks to all those who supported this retreat: Coordinators and Managers: Brock Brown and June Fukushima; Registrar: Kiko Brown; Sound: Bruce MacRae; Hospitality: Brock Brown and June Fukushima.
    Note: The three Managers who were pre-scheduled for this retreat had unforeseen difficulties and cancelled in the weeks leading up to the retreat. Special thanks to Brock and June who stepped in to manage.

 

  • Lunch on the Sunday of the retreat was a dana meal offering held outdoors and enjoyed by all who participated.
  • Ajahn Viradhammo indicated that he would be willing to receive a request to teach on Vancouver Island in 2020. Brock will be in touch with Sobhana Hippola on Cortes Island to inquire about co-sponsoring a visit from Ajahn Viradhammo in the future.

 

  • 2018 Victoria IMS Annual General Meeting (AGM):

 

  • The meeting was held on June 19, 2018.
  • Draft minutes from the meeting have been circulated to all members for review.

 

  • Report to BC Society Act regarding the update of our Constitution and Bylaws: Brock will do this in the next few days.

 

  • Coordinator’s Job Description: The Victoria IMS documentation has been updated to include the responsibility for the collection of dana at retreats.

 

  • Ayya Nimmala visited Victoria on June 10th. June and Brock hosted a dana meal offering and Ayya facilitated the Victoria IMS Sunday Night sit and gave a talk.  Thanks to Nijji who assisted with the logistics of the visit.

 

  • Cards of well wishes for their health are to be sent to Steve Armstrong and Ayya Medhanandi. The cards were signed by all Council members. June will take care of mailing.
  1. Finances:
  • June reported on the May-June financials prepared by Wei (reports were distributed to council members prior to the meeting).

Account Balances as of June 1st, 2018:

Chequing:         $3,219.71

Savings:           $6,788.46

TOTAL:           $10,008.18

Account Balances as of July 1st, 2018:

Chequing:         $7,004.45*

Savings:           $6,789.85

TOTAL:           $13,794.30

*Cheque to Tisarana Monastery for $2,110.45 dana from Ajahn Viradhammo’s

retreat has not been cashed yet

Motion from June to receive the May-June 2018 Financial Report. Carried.

  1.  Sunday Night Community Sit:
  • In August 2018 we have decided to host only one hour of the regular two hour period. Brock, June or Sandra will facilitate the 45 minute meditation sitting and there will be a little time afterwards for discussion or questions.

 

  • In September we will resume the two hour program – 45 minute sitting followed by a talk (by the facilitator or recorded by a teacher in the Theravada tradition).

 

  • Plans for 2019 – Sandra, Brock and June’s intentions and availability were discussed together with some ideas for changing the current model for 2019. Further discussion will take place with the intention of having a 2019 go-forward plan by mid-September.
  1. Ajaan Geoff talk:
    • Ajaan Geoff will be visiting Victoria in mid-September, 2018. Brock and June requested that Victoria IMS co-sponsor an evening talk on September 12th together with Aranya Refuge. Council agreed to the request and the motion was carried.
    • Aranya refuge will cover the rental of the space and Victoria IMS will provide the sound system and volunteers to support logistics.
  2. Communications:  
    • All is working well with both the website and the production of the newsletter. Thanks to Bruce for his continued commitment to producing the monthly newsletter. The ‘open’ rate for the newsletter is 60%.
    • There are currently 942 contacts signed up in Constant Contact to receive communications from Victoria IMS.
    • We continue to seek volunteers to contribute to the production of the newsletter.

 

  1. 2018 Programs:
  • Upcoming retreats/events:
    • September 15 – Brock Brown.
    • October 13/14 – Christina Feldman.
    • Nov 10/11 – Carol Wilson.
  • Completed retreats/events:
    • January 20/21 – Heather Martin.
    • February 23 – Margo McLoughlin – evening public talk.
    • February 24/25 – Margo McLoughlin.
    • March 31/April 1 – Pascal Auclair.
    • May 26/27 – Susie Harrington.
    • May 27 – Susie Harrington – facilitation of Sunday Night sit.
    • June 23/24 – Ajahn Viradhammo.
  1.  2019 Programs:

Goward House has been reserved for all the retreats with the exception of the August 17/18 retreat which will be held at the University of Victoria.

  • January 19/20 – Heather Martin.
  • February 23/24 – Margo McLoughlin.
  • April 27/28 – Tuere Sala.
  • May 25/26 – Ayya Medhanandi – Ayya has informed us that for health reasons she will be unable to keep this commitment. Brock has suggested approaching Adrianne Ross. Joyce Elliott is willing to endorse her (house and coordinate retreat logistics) and will contact her in the next little while to see whether she is available over the weekend of May 25/26 2019.
  • August 17/18 – Ajaan Geoff.
  • September 14 – Brock Brown.
  • October 12/13 – Steve Armstrong – due to Steve’s health this retreat may need to be reassigned. Brock will discuss possible options with Steve.
  • November 9/10 – Howard Cohn.
  1. Meeting adjourned at 9:00 p.m.

Next Council Meeting

September 20th, 2018 7:00-9:00p.m.

June and Brock’s home

2018/11/15 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, November 15, 2018 at 7:00 p.m.

Brian’s home

Present:                                                                                

Brock, June, Sandra, Brian, Rhonda, Bruce

Absent with Regrets:

None.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Two items were added to the agenda that Brock had earlier distributed to Council via email. These were 1) the October 1st Coast Capital balances (in the Finances   section – point 4); and 2) a request from June to confirm that she attended a retreat in 2018 (in the 2018 Programs section – point 7).

 

Motion from Sandra to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (September 20th, 2018):

There were no changes to the draft minutes from the September council meeting.  Motion from June to approve the minutes.  Carried.

  1. Business arising from the Minutes and Updates:
  • The FAQ document that has been prepared for the website is now finalized and will be sent to Bruce for posting on the website.

 

  • The BC Societies organization has confirmed that Victoria IMS has successfully completed the transition to comply with the new Societies Act. Thanks to June who followed up with them sometime after the submission of our modified regulations in order to determine our status.

 

  • Christina Feldman retreat update (Oct 13/14): There were 99 participants on Saturday (13th) and 88 participants on Sunday (14th). Thanks to all those who supported this retreat: Coordinator: Joyce Elliott; Co-managers: Kathy Jago and David Axon; Registrar: Joan Glover; Sound: Bruce MacRae; Hospitality: Brock Brown. Transport: Joyce Elliott for collecting Christina from Parksville. For Christina’s return journey to Parksville, Victoria IMS covered the costs of a cab.
    • Brock hosted a pot luck gathering to greet Christina on the Friday night before the retreat. Thank you Brock.
    • Margo McLoughlin hosted Brock and Christina for dinner on the Saturday night of the retreat weekend. Thank you Margo

 

  • Carol Wilson retreat update (November 10/11): There were 94 participants on Saturday (10th) and 77 participants on Sunday (11th). Thanks to all those who supported this retreat: Coordinator: Brock Brown; Co-managers: Sandra Joy and Margo McLoughlin; Registrar: Joanna Stonechapel; Sound: Juli MacDonnell; Hospitality and Transport: Lawrie Thicke.
    • Brock hosted a pot luck meal on Friday evening to welcome Carol. Thank you Brock.
  1. Finances:
  • June reported on the September-October financials prepared by Wei (reports were distributed to council members prior to the meeting).

Account Balances as of October 1st, 2018:

Chequing:         $2,747.42

Savings:           $6,794.13

TOTAL:           $9,541.55

Account Balances as of November 1st, 2018:

Chequing:         $4,500.00

Savings:           $6,795.57

TOTAL:           $11,295.57

 

Motion from June to receive the September-October 2018 Financial Report. Carried.

  • Council discussed the 2018 year-end surplus and the Budget for 2019.
  • Council discussed the possibility of setting aside some of the projected surplus from the 2018 budget to increase the Scholarship Fund in 2019. Sandra motioned in favour of the increase. Carried.
  • Victoria IMS will give donations at the end of 2018 to the Wat Metta book fund (US$200), Dharma Seed (US$200) and Birken Forest Monastery (CA$250) who have provided us with dharma study materials (books, audio and video resources) throughout the year. Bruce motioned in favour of the donations.
  1.  Sunday Night Community Sit:
  • Victoria IMS have decided to move forward with the discussed changes to the format of the Sunday Night Community Sit in 2019. Brock and Sandra will compose a description of the new format which will appear in the December newsletter and on the website at the beginning of January.
  1. Communications:  
    • All is well with both the website and the production of the newsletter. Thanks to Bruce for his continued commitment to producing the monthly newsletter.
    • We continue to seek volunteers to contribute to the production of the newsletter.

 

  1. 2018 Programs:
  • Completed retreats/events:
    • January 20/21 – Heather Martin.
    • February 23 – Margo McLoughlin – evening public talk.
    • February 24/25 – Margo McLoughlin.
    • March 31/April 1 – Pascal Auclair.
    • May 26/27 – Susie Harrington.
    • May 27 – Susie Harrington – facilitation of Sunday Night sit.
    • June 23/24 – Ajahn Viradhammo.
    • September 15 – Brock Brown.
    • October 13/14 – Christina Feldman.
    • Nov 10/11 – Carol Wilson
  • June has requested Victoria IMS to provide confirmation that she attended a retreat in 2018 (for professional reference purposes). Rhonda Duncan who was the coordinator/manager of Brock’s retreat in September will provide the letter of reference for June.
  1.  2019 Programs:

Goward House has been reserved for all the retreats with the exception of the August 17/18 retreat which will be held at the University of Victoria.

  • January 19/20 – Heather Martin.
  • February 23/24 – Margo McLoughlin.
  • April 27/28 – Tuere Sala.
  • May 25/26 – Adrianne Ross.
  • August 17/18 – Ajaan Geoff.
  • September 14 – Brock Brown.
  • October 12/13 – Vance Pryor.
  • November 9/10 – Howard Cohn.

 

2019 Retreat Teams: The teams of volunteers to support the 2019 retreats are in place.  There are a few gaps which will be addressed by the retreat operations managers early in 2019.  Thanks to Isy House for her work in putting together the 2019 Retreat Volunteer Roster.

  1.  2020 Programs:

Planning is in progress for the Victoria IMS 2020 retreat roster.  A number of teachers have been contacted and we are awaiting confirmation. The teachers being considered include some who have conducted retreats for Victoria IMS in the past as well as some who will be new to our community.

  1.  Dana policy:

The draft of the revised Victoria IMS Dana Policy is to be reviewed and approved at our January 2019 meeting.  June will recirculate the draft to Council prior to that meeting.

  1. Meeting adjourned at 8:40 p.m.

 

Next Council Meeting

January 17th, 2019 7:00-9:00p.m.

Sandra’s home

2018/05/17 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

Thursday, May 17, 2018 at 7:00 p.m.

Brock and June’s home

Present:                                                                                

June, Sandra, Brian, Rhonda, Bruce

(Bruce MacRae was Chairperson for this meeting as Brock was away)

Absent with Regrets:

Brock.

Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from June to approve the agenda. Carried.

  1. Approve Minutes of Previous Meeting (March 15th, 2018):

There were no changes to the distributed draft minutes from the March council meeting.  Motion from Sandra to approve the minutes.  Carried.

  1. Business arising from the Minutes and Updates:
  • Pascal Auclair retreat update (March 31/April 1): There were 109 participants on Saturday (31st) and 104 participants on Sunday (1st). Pascal’s teachings were very well received by those who attended. Thanks to all those who supported this retreat: Coordinator: Brock Brown; Co-managers: Josephine Tobin and Sheena Wilson; Registrar: Pascal Courty; Sound: Juli MacDonnell; Hospitality: Brock and June.

 

  • To further address the ongoing issue of retreat participants who may wear scented products, changes have been made to the information sent ahead of time to retreat registrants.

 

  • Information on our website about what to expect at retreats has been enhanced and the website updated.

 

  • 2018 Victoria IMS Annual General Meeting (AGM):

 

  • The date for the AGM needs to change as two of the founding members cannot make that date. Council discussed some alternate dates and two possible dates were proposed. Brock will contact the founding members to suggest these dates and see if we can settle on one that would suit the majority.
  • Motion from June to request John Hilditch to review the 2017 financials. Carried.
  • Council reviewed and agreed on the list of documents to be distributed to attendees before the AGM which included: AGM Agenda; 2017 AGM Minutes; written reports from Council for the 2017 year; year-end financial report from our bookkeeper; and the new and current Victoria IMS Constitution and Bylaws.
  • Brock asked if current council members were able to continue on Council for the next year (2017-2018). All were available.

 

  • Lost and Found Policy: Council approved the changes to this policy that were agreed to via email. Motion from June to accept the new policy. Carried.

 

  • Dana policy; The Victoria IMS dana policy has been revised. Please reference item 7 below.
  1. Finances:
  • June reported on the March-April financials prepared by Wei (reports were distributed to council members prior to the meeting).

Account Balances as of April 1st, 2018:

Chequing:         $1,709.33

Savings:           $6,785.62

TOTAL:           $8,494.95

Account Balances as of May 1st, 2018:

Chequing:         $1,712.62

Savings:           $6,787.02

TOTAL:           $8,499.63

Motion from Sandra to receive the March-April 2018 Financial Report. Carried.

  1.  Sunday Night Community Sit:
  • A number of people who attend Sunday nights leave after the meditation period. This impacts everyone but particularly guest teachers who have been invited specifically for the evening. Council discussed several options for addressing this.

 

  • The date for Ayya Nimmala’s visit has been changed to June 10th.

 

  • A request has been made for us to show the video Dharma Voices for Animals and we are considering this for a Sunday evening in August.
  1. Communications:  
    • Buddhist Festival – Vancouver June 10th, 2018: Council decided that we would not submit any information to the festival this year but Bruce will put an item about the festival in the May newsletter together with a link to the festival website.
    • We are still looking for volunteers to contribute to the production of the newsletter.
  1. Dana Policy:
  • Council has discussed the Victoria IMS dana policy and further clarified what can and cannot be accepted as gifts. June has revised the policy accordingly and it has been distributed to Council. It is currently under review and will be put forward for approval at our next meeting.
  • Recently a couple of offerings were kindly made by members of the broader sangha which did not fall within the guidelines of the policy. Victoria IMS has politely declined.

 

  1. 2018 Programs:
  • Upcoming retreats/events:
    • May 26/27 – Susie Harrington.
    • June 23/24 – Ajahn Viradhammo.
    • September 15 – Brock Brown.
    • October 13/14 – Christina Feldman.
    • Nov 10/11 – Carol Wilson.
  • Completed retreats/events:
    • January 20/21 – Heather Martin.
    • February 23 – Margo McLoughlin – evening public talk.
    • February 24/25 – Margo McLoughlin.
    • March 31/April 1 – Pascal Auclair.
  1.  2019 Programs:

The teachers and dates listed below are confirmed.  Goward House has been reserved for all the retreats with the exception of the August 17/18 retreat which will be held at the University of Victoria.

  • January 19/20 – Heather Martin.
  • February 23/24 – Margo McLoughlin.
  • April 27/28 – Tuere Sala.
  • May 25/26 – Ayya Medhanandi.
  • August 17/18 – Ajaan Geoff.
  • September 14 – Brock Brown.
  • October 12/13 – Steve Armstrong.
  • November 19/20 – Howard Cohn.

Due to Steve Armstrong’s health, the October retreat may need to be reassigned. Brock will monitor the situation and keep Council informed.

  1. Meeting adjourned at 8:55 p.m.

Next Council Meeting

August 16, 2018 7:00-9:00p.m.

Sandra’s home