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2022/06/09 VIMS Council AGM Minutes

Victoria Insight Meditation Society
Annual General Meeting Minutes

June 9th, 2022, 6:30 p.m. Online Meeting, Victoria, BC

Agenda Items:

1. Call Meeting to Order.
Brock Brown brought the meeting to order.

2. Establish Quorum.
A quorum was established with eight members present.
Council Members: Brock Brown, June Fukushima, Kevin Keliher, Rhonda
Duncan.
Members: Brian Chapel, Joan Glover, Joyce Elliott and Sandra Joy
Absent with Regret: Council Member Bruce MacRae, Council Nominee Joe
Barrett.

3. Review and Approve Agenda.
Motion from Joan Glover to approve the agenda. Carried.

4. Approve Minutes from the AGM of June 24, 2021.
Motion from Rhonda Duncan to approve the minutes. Carried.

5. Financial Statement January to December 2021.
Motion from June Fukushima to accept the 2021 financial statement. Carried.
Action: June Fukushima will ask VIMS’ volunteer bookkeeper Wei Wu to update
the financial statement (i.e., add budgeted expenses and final total for Margo’s
2nd retreat).

Dec 31 2021
Chequing: $  1,967.37
Savings: $  13,792.61
Total: $   15,759.98

6. Review of Financial Records.
Joyce Elliott reviewed financial records. She reported books are in good shape,
well organized, all the numbers lined up, all invoices and deposits (e.g., PayPal)
were present to support the numbers in the financial records.

7. Determine if audit is required.
Joyce Elliott's opinion was that a financial audit was not necessary at this time.
Motion from Joyce Elliott that no financial audit be done. Carried.

8. Directors Reports (pre-circulated).
Motion from Joan Glover that Directors’ Reports be accepted. Carried.
The decision to stop using Constant Contact was discussed. The new software
program Lu.ma (free), had its trial run and worked well. Reasons for ending our
involvement with Constant Contact (CC) were: the CC expert (Brian Chapel) was
ending his time on council, and CC was expensive. Lu.ma is free, and in terms of
updates Lu.ma has more of a future. Plan to also change CC newsletter to
MailChimp, which is also free.

9. Election of Officers
Brock Brown (President)
Bruce MacRae (Vice President)
June Fukushima (Treasurer)
Kevin Keliher (Secretary)
Rhonda Duncan (Director)
Joe Barrett (Director) Joe submitted a letter to the Victoria IMS Board
Chairperson Brock Brown giving consent to be a Board member.

Motion from Brock Brown that the slate of officers be accepted. Carried.
Members thanked Brian Chapel for his many years as a Council member.

10. Meeting Adjournment.
Motion from Brock Brown to adjourn this meeting. Carried.

2022/12/14 VIMS Council Minutes

VIMS Council Meeting Minutes
Wednesday, December 14, 2022 at 6:30 p.m.
Meeting at June and Brock’s home

Present:
Brock Brown (chair), Joe Barrett (Director), Rhonda Duncan (Director), June Fukushima
(Treasurer), Kevin Keliher (Secretary) and Bruce MacRae (Vice-President).
Absent:
None
Agenda Items:
1. Review and Approve Agenda
Motion from Joe to approve agenda. Carried.

2. Approve Minutes of Previous Meeting September 21st, 2022
Motion from June to approve September 21, 2022 minutes. Carried.

3. Business arising from the Minutes and Updates.
a. Christina Feldman October 15-16 Retreat. Thanks to Sandra Joy for driving Christina
from Parksville to Victoria, June Fukushima and Brock Brown – hosting Christina, June
Fukushima – Registrar, Brock Brown – Retreat Coordinator, Joyce Elliott and Joe Barrett –
Managers, Bruce MacRae – Sound, June Fukushima – Zoom Coordinator and Suzan Denis –
Zoom Host. VIMS hired a driving service to drive Christina back to Parksville from Victoria
following the retreat at a cost of $350. VIMS also gave Christina $800 towards her travel costs
from the UK. RETREAT STATS: Goward House: Saturday 47, Sunday 41. Online: Saturday 55,
Sunday 52.
a. Ajahn Candasiri November 12-13 Retreat. Thanks to Sandra Joy for hosting Tea with
Ajahn Candasiri on Friday evening, Katell – Ajahn Candasiri attendant, June Fukushima –
Registrar, Brock Brown – Retreat Coordinator, Josephine Tobin and Kathy Jago – Managers,
Bruce MacRae – Sound, Metta VanderVliet – Zoom Coordinator and Suzan Denis – Zoom Host.
RETREAT STATS: Goward House: Saturday 44, Sunday 34. Online: Saturday 47, Sunday 36.
a. Ajahn Candasiri’s answers to questions was a rich part of the retreat she recently led.
Bruce asked permission to post these Q & A sessions on the website. It was agreed the
answers only would be posted.
a. Motion from Joe for Brock to purchase a USB Interface to a maximum of $300 to help
with future hybrid retreats. Carried.

4. Financial Updates
a. Coast Capital Account Statements
Accounts September 30, 2022

Chequing: $   4,380.00
Savings:    $   8,830.62
TOTAL:     $ 13,210.62

Accounts October 31, 2022

Chequing: $   7,097.24
Savings:    $   8,838.12
TOTAL:     $ 15,935.36

Accounts November 30, 2022

Chequing: $   9,417.16
Savings:    $   8,845.51
TOTAL:     $ 18,262.67
Projected Year End Balance: $15,442.67
$2,285 still to be transferred to Milntuim Hermitage, as well as a $575 payment to
be made in December to S. Denis. Motion from June to approve sending $2,285
CA to Milntuim via PayPal. Carried

b. Coast Capital Statements available for viewing at the meeting.
b. November 2022 Financial Report from Wei Wu sent by email and for viewing at
the meeting. Motion from June to approve November 2022 financial statements.
Carried
b. Donation to be made to Dharma Resources – Dharma Seed ($200 USD), Birken
Forest Monastery Video Production Fund ($250 CA), and Wat Metta Book Fund
($200 USD). Motion from Brock to approve donations to Dharma Seed, Birken
and Wat Metta. Carried
b. 2023 Budget – projecting approximately $4000 deficit. Motion from June to
approve 2023 VIMS Budget without scholarship fund. Carried.
b. Suggestions to decrease costs in 2023: some retreats in-person only (e.g., Ajahn
Jotipalo), and increase suggested Dana for VIMS. Motion from June that the
suggested dana for one day retreats be $30 and that the suggested dana for two
day retreats be $50. Carried.
Motion from June to approve Event & Directors’ Insurance. Carried.
Motion from June to contract with  Patrick Conroy to complete VIMS T2 for fiscal
year 2022. Carried.
2023 VIMS Budget Approved Dec 14 2022

5. Communication – Newsletter, Website, Constant Contact
a. Plan is to switch from Constant Contact to Mail Chimp for the VIMS Newsletter. Bruce
will contact Constant Contact and get more information regarding possible reimbursement. As of
Dec 2022, there are 1,122 people on VIMS mailing list.

6. Sunday Night Community Sit:
a. No change. Mention of this will be removed from further newsletters.

7. 2023 Upcoming Retreats:
a. All events at Goward House unless indicated otherwise.

2023 Upcoming Retreats

Mar 4, 5
Margo
McLoughlin (Y)
Goward House
Hybrid Kevin Keliher (Manager)

Apr 1, 2
Tuere Sala (Y)
Goward House
Hybrid Also on March 31, 7-8:30 Zoom evening session

Apr 29 Jeanna Corrigal with James Lowe (Y)
Goward House
Hybrid
April 30 suggestion is for Mindful
hiking/walking – location TBD. Jeanne
and James to stay at a supporters home

May20, 21
Ajahn Jotipalo (Y)
Goward House
In-Person
Joe Barrett (Manager)

Sep 23
Brock Brown (Y)
Goward House
Hybrid Rhonda Duncan (Manager)

Oct 22 Tempel Smith (Y)
Goward House
Hybrid

Nov 11, 12
Howie Cohn (Y)
Goward House
Hybrid

b. Volunteer Support – Brock requested people  offer support to assume required
positions for upcoming retreats. Several positions were filled. Brock to find others
to fill remaining positions.

8. 2023 Retreats – Dana Count.
a. Plan to continue to collect Dana before lunch and the end of each retreat day. Dana for
the teacher to be given to them at the retreat's end. No need to count it. VIMS Dana to be
placed in a sealed envelope and counted by two council members at a later date.

9. Next Council Meeting: Wednesday, February 22nd at 6:30 p.m.

2022/09/21 VIMS Council Minutes

VIMS Council Meeting Minutes
Wednesday, September 21, 2022 at 6:30 p.m. Online Meeting
Hosted in Victoria, BC

Present:

Brock Brown (chair), Joe Barrett (Director), Rhonda Duncan (Director), June Fukushima (Treasurer), Kevin Keliher (secretary) and Bruce MacRae (Vice-President). 

Absent:

None

Agenda Items: 

  • Review and Approve Agenda
    Motion from Kevin to approve agenda. Carried.
  • Approve Minutes of Previous Meeting July 21st, 2022
    Motion from June to approve July 21 2022 minutes. Carried.
  • Business arising from the Minutes and Updates.
    1. Bruce MacRae and Brock Brown purchased sound equipment from Long & McQuade. Problems encountered in setting and testing the new equipment (compatibility with Zoom). Therefore, we will use the old PA system for the daylong at Goward House. Plan to return  the new sound system to Long & McQuade.
  • Financial Updates
    1. Coast Capital Account Statements

Accounts July 31st, 2022
Chequing: $  2,243.69
Savings:    $ 13,813.31
TOTAL:     $ 16,057.00

Change in account balance from June 2022 – Expenses: S Denis hosted May retreat, P Conroy tax return, website host change and society annual fee. No income. 

Accounts August 31st, 2022
Chequing: $  893.69
Savings:    $ 13,823.23
TOTAL:     $ 14,716.29 

Change in account balance from July 2022 – Expenses: Goward House for Sept and Oct retreat rentals. $450.00 – one day and $900.00 for two days. No income.

  1. Coast Capital Statements sent as a scan to Directors by email.
  2. Financial Report from Wei Wu sent to Directors by email.
  3. Donation to Wat Buddha Dhamma for printing of a book by Ajahn Tiradhammo. Motion from Rhonda that Victoria IMS send $200 dollars Australian to Wat Buddha Dhamma for the first book printing of “Beyond I Making” in the name of VIMS. Carried.
  • Communication – Newsletter, Website, Constant Contact
    1. Bruce reported that he will give Suzan Denis access to the VIMS server (Host Papa) so she can upload audio files. VIMS has paid for another year for the newsletter.
  • Sunday Night Community Sit: 
    1. No change.
  • 2022 Completed Retreats: 
    1. February 19. Margo McLoughlin (Teacher), Joanna Stonechapel (Registrar), Kevin Keliher (Manager). Online 9-4 COMPLETED
    2. March 19 & 20. Tempel Smith (Teacher), Joyce Elliott (Manager), Sheila Whincup (Registrar). COMPLETED
    3. April 9, 10 & 11. Tuere Sala (Teacher), Metta VanderVleit (Manager), June Fukushima (Registrar). COMPLETED
    4. May 21/22 Brock Brown & Margo McLoughlin hybrid retreat at Goward House. COMPLETED.
  • 2022 Upcoming Retreats:
  1. All events at Goward House unless indicated otherwise.

 

2022 Upcoming Retreats
Date Teacher Confirmed (Y/N) Venue Booked Format Notes
Sep 24 Brock Brown (Y) Goward House Hybrid Kevin Keliher (Manager), June Fukushima (Registrar, Zoom Coordinator & Sound Tech)
Oct 15 & 16 Christina Feldman (Y) Goward House

Aim for retreat at 50 (set 65 as max

Hybrid Joyce Elliott, Joe Barrett (Managers), June Fukushima (Registrar, Zoom Coordinator), Bruce MacRae (Sound Tech)
Nov 12 & 13 Ajahn Candasiri (Y) Goward House

Aim for retreat at 50 (set 65 as max)

Hybrid Kathy Jago, Josephine Tobin (Managers), June Fukushima (Registrar), Metta van der Vliet (Zoom Coordinator), Bruce MacRae (Sound Tech)

 

  1. Volunteer Support – Preparation of bins, Registrar training (June).

June requested more support as she is involved with all phases of retreat operations. She reviews the Registration set-up in lu.ma with Suzan, is the Registrar, prepares the Retreat Bins, prepares the Manager’s remarks, and has been the Zoom Coordinator at Goward House. Since the  hybrid model has made things more technical, June is finding it easier to be the registrar for each retreat, instead of training a new registrar for each retreat. Rhonda volunteered to take care of and store the retreat bins. 

  1. There was discussion regarding the total number of participants at Goward House. Aim for Christina Feldman’s retreat to have no more than  50 participants. (Registrations will stop at 65. This factors in the usual 30% cancellation and no-show rate. ).
  2. Venue Research (Joe). Japanese Tea House on Gorge (beautiful, but quite expensive). Another venue is in the Highlands; Mary Lake Nature Sanctuary. Parking is a challenge, small and good rate.
  • 2023 Retreats – discussion
    1. Possible teachers to ask 1) Tempel Smith, 2) Tuere Salsa, 3) Ajahn Jotipalo, 4) Adrianne Ross, 5) Howie Cohn, 6) Brock Brown and 7) Margo McLoughlin. Looking at three in Spring and three in the fall.
  • Next Council Meeting: Wednesday, November 23rd at 6:30 p.m.

 

2022/03/17 VIMS Council Minutes

VIMS Council Meeting Minutes
Thursday, March 17, 2022 at 6:30 p.m. Online Meeting
hosted in Victoria, BC

Present:
Brock Brown (chair), Brian Chapel, Rhonda Duncan, June Fukushima, and Kevin Keliher (secretary)

Absent with Regrets:
Bruce MacRae.

Agenda Items:
1. Review and Approve Agenda
Motion from Brock to approve agenda. Carried.

2. Approve Minutes of Previous Meeting January  20th, 2022

A change in the circulated draft minutes was noted in item #3b: $250 USD for Dharma Seed was changed to $200 USD for Dharma Seed. Motion from June to approve minutes. Carried.

3. Business arising from the Minutes and Updates.

    1. No new business

4. Financial Updates

    1. Coast Capital Account Statements
      Accounts January 31st 2022
      Chequing: $1967.37
      Savings: $13,793.78
      TOTAL: $15,761.15

Accounts February 28th, 202
Chequing: $2,417.37
Savings: $13,794.84
TOTAL: $16,212.21

The CRA sent notice of completion of filling of the T2 for the 2020 fiscal year. Pat Conroy’s bill was $630 includes tax. 

5. Sunday Night Community Sit:
Due to the COVID-19 situation the in-person Sunday Sit remains on hold. This decision will be revisited in the fall.

6. Communications – Newsletter, Website, and Constant Contact.

    1. Motion from June: Victoria IMS contract with Suzan Denis to provide services related to setting up the retreat registration process and emails at $25 per hour. The contract will include training time with Brian Chapel. Carried.
    2. Constant Contact now requires two-factor authentication. This has complicated sharing the registration process with different registrars. Contracting with someone like Suzan Denis to be the permanent registrar would simplify this process. Another option is to change from Constant Contact to Lu.ma. June suggests using Lu.ma software for the May retreat as it is free and has a simpler authentication process June is also willing to coordinate the next Constant Contact registrar process for the April retreat as she is the Registrar. To re-evaluate this in a few months.

7. 2022 AGM.

    1. Reports due before the next Board meeting, by May 5th.
    2. Nominations for new Board members. Council considered potential board members. Brock Brown to follow up with one person who was nominated.
    3. Change date of AGM to June 9th, 2022 at 6:30.
    4. June suggested that new members be considered. Two potential members will be contacted. Adding new members is a Board decision.

8. 2022 Completed Retreats: 

    1. February 19th – Margo McLoughin – Joanna Stonechapel Registrar, Kevin Keliher Manager. Online 9am – 4 p.m. Attendance Saturday: 40

9. 2022 Retreats:

  1. May 21, 22 retreat is planned as a hybrid. This will include an in-person component. With the BC government changes in COVID-19 related safety protocols, Council reviewed the decisions for in-person retreats. Council agreed to:
  • Participants will be required to be double-vaccinated
  • Maximum registration of 50 participants with the expectation that 30% of those registering will cancel and that the number of participants will be approx. 35.  Goward House maximum is 110.
  • Chairs/meditation sitting will be set up 2 meters apart.
  • Masks will be required except for when seated in meditation.
  • A door will be left open for air circulation.
  • Hand sanitizer will be available in common areas – supplied by VIMS.
  • The downstairs men’s washroom will be single-use for all genders. A stool will be used to prop open the door to indicate it’s not in use.
  • A kettle will be available for those wanting to make tea. No other supplies will be set out.
  • Participants eating inside will be asked to sit apart from one another.

Kevin shared documents from the Victoria Camera Club that could be used as a template for securing  participant’s consent with Victoria IMS retreat COVID-19 protocols.

Rhonda has prepared new dana boxes that have slits on the top to minimize handling of the dana boxes when placing donations in the boxes,

All events at Goward House unless indicated otherwise.

 

2022 Upcoming Retreats
Date Teacher Confirmed (Y/N) Venue Booked Format Notes
Mar 19/20 Tempel Smith (Y) Online Online Joyce Elliott Manager. Sheila Whincup Registrar
Apr 9/10 Tuere Sala (Y) Online Online Friday evening talk. Metta Manager, June Registrar
May 21/22 Brock (21) & Margo (22) Goward House Hybrid Manager Margo (21) & Brock (22)
Jun 25/26 Bonnie Duran(Y) Shoal Center Hybrid David Axon Manager
Sep 17 Brock Brown (Y) Goward House Hybrid
Oct 15/16 Christine Feldman (Y) Goward House Hybrid
Nov 12/13 Ajahn Candasirii (Y) Goward House Hybrid Nun coming from Scotland, Katherine Leslie Manager

10. Next Council Meeting: Thursday, May 12th at 6:30 p.m.

Ajahn Candasiri retreat audio day two

The following files were recorded during day two of Ajahn Candasiri’s retreat

2022/11/12 Ajahn Candasiri retreat audio day one

The following files were recorded on day one of Ajahn Candsiri’s Retreat

2021/11/25 VIMS Council Meeting

VIMS Council Meeting Minutes Thursday, November 25th, 2021
6 p.m. Online Meeting Hosted in Victoria, B.C.
Present: Brock Brown (chair), Brian Chapel, Rhonda Duncan, June Fukushima, Kevin Keliher (secretary) and Bruce MacRae.
Absent with Regrets: None.
Agenda Items:
1) Review and Approve Agenda: Motion from Brock to approve agenda. Carried.
2) Approve Minutes of Previous Meeting September 30th, 2021 Motion from Brian to approve minutes. Carried.
3) Business arising from the Minutes and Updates:
a) We sent a small gift to Heather Martin (re-usable Bag with”Gratitude” printed on it) along with a card and our messages of gratitude. A tribute and thanks to Heather was included in the October VIMS Newsletter. Thank you to Sandra Joy for writing the tribute and to June Fukushima for collecting and sending the personal thank you notes and gift.
b) October 16th Margo McLoughlin one day Zoom retreat. Gratitude to volunteers: Joanna Stonechapel – Registrar, Metta VanderVliet – Retreat Manager. Gratitude also to Suzan Denis as Zoom Tech Host. Zoom Participants: 33
c) June to check with Wei Wu that she has not counted Goward House rent in Margo’s retreat.
4) Financial Updates
a) Coast Capital Account Statements Accounts September 30th 2021
Chequing: $3,403.51
Savings: $13,789.14
TOTAL: $17,192.65
Accounts October 31st, 2021
Chequing: $3,713.07
Savings: $13,790.31
TOTAL: $17,503.38
September and October 2021 Financial Reports to be amended by Wei Wu – Brock Brown Retreat did not incur a cost for Goward House rental.
b) June contacted Pat Conroy, a Victoria area accountant who agreed to help file the T2 for Victoria IMS for the reporting year 2020. T2 is completed, costing $630. Motion from Bruce to approve expense ($630.00) for Pat Conroy’s services to complete and file the 2020 T2 with CRA; and June Fukushima, Treasurer sign the T2 on behalf of the Victoria Insight Meditation Society. Carried. Follow-up requirements may result once the CRA receives the T2 Motion from June to contract Pat Conroy to complete and file T2 with the CRA for 2021. Carried. Motion from Bruce to approve that Victoria IMS reimburse Brock Brown $150.00 for the purchase of two camera stands to be used at upcoming retreats at Goward House. Carried.
5) Sunday Night Community Sit:
a) After some discussion it was decided to restart the sit in 2022
b) To be held at Helga Beer Yoga Studio, 7:00-8:15 p.m.
c) In-person meditation on a trial basis on the 1st and 3rd Sunday in January and February. Brock Brown facilitator.
d) COVID-19 protocols for small group gatherings will be followed:Fully vaccinated participants agree to: i) Sign form upon entry indicating name & contact info, ii) Wear mask at all times, iii) Practice social distancing iv) Re-evaluate at end of February and cancel if COVID situation worsens. Bruce moved that Victoria IMS re-start the Sunday Night Sit as outlined above. Carried v) June will contact Helga Beer to confirm rental of the yoga studio.
6) 2022 Budget and 2021 Gifts
a) A deficit budget is presented $2,037.00 Net Loss (Dana – Expenses) $1,000.00 Scholarship Fund $3,037.00 TOTAL Deficit b) 2021 Gifts Given the anticipated surplus funds for the 2021 financial year, consideration was given to donate to charitable organizations that provide free resources to the VIMS community. Three charities were identified: Dharma Seed ($200 USD), Birken Forest Monastery – Video Production Fund ($250 CDN) and Metta Forest Monastery – Book Fund ($200 USD). Motion from June to approve Victoria IMS Budget for 2022. Carried. Motion from June to send donations to the three charities mentioned above. Carried.
7) Communications – Newsletter, Website, and Constant Contact.
a) Constant Contact invitation for Margo’s retreat is scheduled to go out January 24th, 2022.
b) Discussion regarding people signing up for hybrid retreats. June will look into using Constant Contact for in-person participants to sign up (possible max 30) and give the free lu.ma computer program a trial for online retreat registration.
8) Board Changes: a) Brian Chapel has announced he will be stepping off the board after the 2022 AGM. 9) 2022 Retreats:
a) All events at Goward House unless indicated otherwise.
2022 Upcoming Retreats Date Teacher Confirmed (Y/N) Venue Booked Format Notes
Feb 19/20 Margo McLoughlin (Y) Goward House Hybrid
Mar 19/20 Tempel Smith (Y) Goward House Hybrid
Apr 9/10 Tuere Sala (Y) Goward House Hybrid Friday evening Talk via Zoom
May 21/22 Scheduled retreat cancelled Might fill this spot with another teacher
Jun 25/26 Bonnie Duran(Y) Shoal Center Hybrid David Axon Manager
Sep 17 Brock Brown (Y) Goward House Hybrid
Oct 15/16 Christine Feldman (Y) Goward House Hybrid
Nov 12/13 Ajahn Candasirii Goward House Hybrid Nun coming from (Y) Scotland, Katherine Leslie Manager

Next Council Meeting: Thursday, January 13th at 6 p.m.

2021/09/30 Vims Council Meeting

VIMS Council Meeting
Thursday, September 30th, 2021, at 6:00 p.m. Online Meeting
Present:
Brock Brown, (Chair), Brian Chapel, Rhonda Duncan, June Fukushima, Kevin Keliher (Secretary) and Bruce MacRae.
Absent with Regrets: None.

Agenda Items:

1)    Review and Approve Agenda
Motion from Brock to approve the agenda. Carried.

 2)    Approve Minutes of Previous meeting August 19th, 2021
Motion from Rhonda to approve the minutes. Carried.

3)    Business arising from the Minutes and Updates:
Heather Martin has let us know that she is retiring from teaching. She will, therefore, not lead the January 22nd & 23rd 2022 weekend retreat for VIMS. We will include a tribute and thanks to Heather in the October VIMS newsletter. Council names will be listed on a card June/Brock will send to Heather.

Brock’s September 18th, 2021, hybrid one day retreat on Zoom with a few people participating live at Brock and June’s home. This was a successful format meeting the needs of both the teacher and participants.
Gratitude to volunteers: Kiko Brown – Registrar, Louise Takeda – Retreat Manager, Brian Chapel – Zoom back-up. Gratitude also to Suzan Denis as Zoom Tech Host and for supporting the hybrid experience.
Zoom participants: 21, Live participants: 3

4)    Finances:

Review and Acceptance of August 2021 Financial Reports circulated by email.

Motion from June to approve the financial report for August 2021. Carried.
    Accounts Reporting August 31, 2021
Chequing:       $3,533.51
Savings:          $13,788.01
TOTAL:           $17,321.52

    It was recently discovered that Non-Profit Organizations must file a T2 tax return whether they owe money or not.
Motion from Brock to approve June F contacting CRA to determine if we must file a tax return. Carried.
   We will consider at a future meeting  donations to Non-Profit/Charitable Organizations and will consider the 2022 VIMS Scholarship Fund.

5)    Sunday Night Community Sit: Still on hold.

6)    Communications: Newsletter, Website, Constant Contact.

  1.     A tribute and thanks to Heather Martin in the October Newsletter.

7)    Retreats:

  1.     Completed Retreats 2021
Completed Retreats for 2021
Date Teacher Format Duration
Jan. 23 Heather Martin Zoom One Day
Feb. 20 Margo McLoughlin Zoom One Day
Mar. 13 Adrianne Ross Zoom One Day
Apr. 17 Tuere Sala Zoom One Day
May 16 Tempel Smith Zoom One Day
Sep 18 Brock Brown Hybrid One Day

            

  1.     Upcoming Retreats 2021
Upcoming Retreats
Date Teacher (Confirmed

Y/N)

Venue Booked Format Notes
Oct 16, 2021 Margo McLoughlin (Y) N/A Zoom Manager: Metta

Registrar: Joanna

Zoom: Suzan/Metta

  

8)    Retreats:

  1.     Upcoming Retreats 2022
Upcoming Retreats
Date Teacher (Confirmed

Y/N)

Venue Booked Format Notes
Jan 22 & 23, 2022 Heather Martin (Y) N/A Cancelled  
Feb 19 & 20 2022 Margo McLoughlin (N) Goward House Decide by Dec 2021  
Mar 19 & 20

2022

Tempel Smith (N)  Goward House   Manager: Joyce

Joyce to inform Tempel deadline to confirm Nov 30

Apr 9 & 10

2022

Tuere Sala (Y) Goward House   Apr 8: two-hour talk Goward House
May 21 & 22, 2022 Ajahn Punnadhammo Goward House Hybrid Manager: June F
Jun 25 & 26 2022 Bonnie Duran (Y) Shoal Centre ? Manager: David A
Sep 17 2022 Brock Brown (Y) Goward House ?  
Oct 15 & 16 2022 Christina Feldman (Y) Goward House ?  
Nov 12 & 13 2022 Ajahn Candasiri (Y) Goward House ? Nun coming from Scotland. Manager: Katherine Leslie 

All retreats at Goward House, unless indicated otherwise.

 New COVID-19 guidelines (September 2021): Indoor gatherings require, mask wearing, social distancing, and have someone at the entrance scanning participants vaccination card and their Government ID. Goward House will have their own requirements.

Discussion of the ‘hybrid’ model for 2022 retreats. Tentative plan: Zoom Webinar format. This would involve two cameras at Goward House: one on the teacher, and the other on the retreat manager. The retreat manager would be a slight distance from the teacher and have a separate set-up. The sound person (Bruce) would switch the cameras from manager to teacher. When receiving questions from those in attendance at Goward House, the teacher will be asked to repeat the question for those online.

9)    Next Council Meeting: Thursday, November 25th, 2021

2021/03/25 VIMS Council Meeting

Victoria IMS Council Meeting Minutes
Thursday, Mar 25th, 2021 at 7:00 p.m. Online
Present:
June Fukushima, Brock Brown (Chair), Brian Chapel, Bruce MacRae, Kevin Keliher (Secretary), Rhonda Duncan
Absent with Regrets:  None

Agenda Items:

 

  • Review and Approve Agenda
    Motion from Brock to approve the agenda. Carried.

 

  • Approve Minutes of Previous Meeting (Jan 28th, 2021)
    Motion from June to approve the minutes. Carried.

 

  • Business arising from the Minutes and Updates:

 

 

  • Feb 20 Margo McLoughlin one-day Zoom Retreat

 

Volunteers:  Registrar – Joanna Stonechapel; Manager – Joe Barrett; Support team – Brian Chapel, Bruce MacRae; Co-ordinator – Brock Brown; Tech host – Suzan Denis
Number of Participants on the day: 55 

 

  • March 13 Adrianne Ross one-day Zoom Retreat
    Volunteers: Registrar – Sheila Whincup; Manager – Louise Takeda; Support team – Brian Chapel, Bruce MacRae; Co-ordinator – Brock Brown; Tech host – Suzan Denis
    Number of Participants on the day: 58

 

  • Finances: 

 

  • Accounts Reporting Jan 31, 2021
    Chequing: $ 6,439.60
    Savings: $ 7,781.53
    TOTAL: $14,221.13
  • Accounts Reporting Period Feb 28, 2021
    Chequing: $ 7,378.95
    Savings: $ 7,782.13
    TOTAL: $15161.08

Payment of $600. Made to Suzan Denis for Zoom hosting two retreats. 

  • Review and Acceptance of the Jan – Dec 2020 VIMS Financial Report. Circulated by email. Motion from June to accept the updated financial report for Dec 2020. Carried.
  • The Jan 2021 and Feb 2021 Financial reports prepared by Wei Wu were circulated by email. Motion from June to accept the financial reports for January and February 2021. Carried.
  • Discussed annual subscription to zoom at 100-person level (20% savings). Motion from Brock to go ahead with annual subscription to zoom at 100-person level. Carried. 
  1. Sunday Night Community Sit – Still on hold
  2. Communications – newsletter, website, Constant Contact
  3. Suggestion from Louise Takeda re: First Nations Territory Acknowledgement at retreats. Discussion concluded not to change our policy which is to leave it up to the discretion of the teacher to make the acknowledgement statement.
  4. Retreats 

 

  • 2021 Retreat Programs

 

Jan 23 Heather Martin – Zoom one-day – Completed. 

Feb 20 Margo McLoughlin – Zoom one-day – Completed

March 13 Adrianne Ross- Zoom one-day – Completed

 

  • Upcoming Zoom Retreats

 

April 17 Tuere Sala – Zoom one-day, Registrar Kiko Brown, Manager Carol Mousseau

May 16 Tempel Smith – Zoom one-day, Registrar Josephine Tobin, Manager Metta VanderVliet

The following 2021 retreats were determined when we were planning for in-person retreats at Goward House (before Covid and our Zoom method of offering retreats). This schedule will likely change.

Discussion of VIMS Summer/Fall offerings given the uncertainty of the Covid situation. 

Sept 18 Brock Brown one-day Retreat: It was agreed that if provincial medical directions allow, we will test out a one-day retreat led by Brock. This will occur at Goward House and include an online zoom connection for people in remote locations to join in.  

  • Oct 16/17 Howie Cohn – Postpone the decisions regarding this program till a later date. 
  • Nov 13/14 Ajahn Candasiri – cancelled her trip to Victoria.
  • Note: Aranya Refuge is scheduled to organize two Zoom one-day teaching/retreats led by Ajaan Geoff – Saturday, July 10 and Dec 29, 2021. Aranya also plans to host Ajaan Geoff and another Wat Metta monk for the month of November at Earthspring Sanctuary in the Highlands if the Covid situation allows travel from the US.
  • Reminder to prepare 2020 year-end Reports for the AGM by the end of April. I suggest that we can review the reports at a VIMS Council meeting in May and then plan to have the AGM in June, 2021

 

  • 2022 Retreats:
  • Assume we will be meeting in person, and possibly using zoom at these meetings.

 

  • Next Council Meeting: Thursday, May 20, 2021 at 7:00 p.m