VIMS Council Meeting Minutes (Approved)
Thursday, September 18th, 2014 at 7:00 pm
June, Brock, Bruce, Brian
Absent with Regrets:
Theresa, Grant, Lawrie
Review and Approve Agenda
Motion from Brian to approve.
Approve Minutes of August 21st, 2014
Motion from June to approve.
Business Arising from the Minutes and Updates
Joanna Stonechapel is producing the September 26th newsletter for VIMS. Thank you to Joanna.
Rod House purchased equipment for the PA system and has been reimbursed $147.81 for it.
Isy House coordinating sangha pot-luck:
Fairfield Community Centre – Garry Oak Room and Kitchen
Rod, Brock and Lawrie coordinating entertainment: Eric, Margo, Mind on Freedom confirmed. Others welcome.
Account balances as of 2014-08-31 (from statements):
Chequing $3,901.24 Savings $1,220.11
Study Group with Heather Martin in 2015 – Update from Bruce
Council Members’ updates on roles and tasks
Fans of Sunday Night Sit Group – Margo McLoughlin organized an informal meeting to discuss changes in 2015. Defer council decisions to October meeting.
Retreat Operations – Discussion of roles, tasks, coordination. June is working on a checklist for the October council meeting.
January 24-25 retreat with Heather Martin at Goward House – confirmed
March 14-15 retreat with Christina Feldman at Goward House – confirmed
May 23-24 retreat with Ajahn Sona at Goward House – confirmed
August 22-23 retreat with Ajahn Geoff at UVic in Arubuts/Queenswood conference rooms – confirmed
Discussion about also renting a smaller room for use by the monks.
The total for the two rooms comes to $892.50.
We are asked to put a $400 deposit to hold those rooms for Aug 22/23 2015.
Motion from June to send UVic a deposit of up to $250 for the room. Carried.
Motion from June to send UVic a deposit of up to $150 for an extra room for the monks. Carried.
From the UVic contract:
Degrees Catering requires a 50% deposit and signed Banquet Event Order (BEO) to confirm the booking of function rooms, food and beverages contracted by University Food Services. Final payment is required upon receipt of invoice following the completion of the event. Our internal clients are required to sign the BEO and provide Catering Services with your FAST account number for billing. CANCELLATIONS FUNCTION ROOMS-Cancellations made less than 3 weeks prior to event booking date will result in loss of room portion of deposit only.
September 26-27 retreat with Margo McLoughlin at Goward House – confirmed
November 7-8 retreat with Howard Cohn at Goward House – confirmed
Summer talk or day-long with Ajahn Tiradhammo – Brock will email to inquire.
September 17-18 retreat with Steve Armstrong – Lawrie has received a tentative confirmation.
2016 retreat schedule deferred to October Council meeting.
Retreat updates – Discussion deferred
September 27-28 James Baraz
Brock and Joyce managing.
October 4-5 Awakening Joy – James and Jane
June and Blaire managing.
November 9 Cultivating Wise Attention: The Gift of Awareness and the Path of Freedom – Margo McLoughlin
Registration not open yet.
Meeting adjourned at 8:45 pm
October 16th, 2014
Brock and June’s home