2014/07/17 VIMS Council Minutes

VIMS Council Meeting Minutes (approved)

Thursday, July 17th, 2014 at 7:10 pm

Brock and June’s home



Brock, Bruce, Grant, Theresa, Brian, June

Absent with Regrets:


Agenda Items:

  1. Review and Approve AgendaMotion from Bruce to approve with an amendment to add discussion of Vimalasara’s visit.
  2. Approve Minutes of June 19th, 2014Motion from Brock to approve.
  3. Business Arising from the Minutes and Updates2014 AGM report has been manually submitted to the Societies Registrar along with the $25 fee.

    Ajahn Sona Retreat

    • Set new records for registrations, Saturday attendance, percentage of registrants showing up:
      149 Total registrations
      112 attendees on Saturday
      82 (approx.) attendees on Sunday
    • Cadboro Bay United Church was a very nice space.
    • Comfortable chairs.
    • Plenty of room overall. The floor sitting space was crowded but in the future we can remove another row of chairs.
    • Not much shade for outdoor walking meditation so availability of activity room was very helpful.
    • Sunday 3-hour session seemed to go by very quickly.
    • Some people had difficulty hearing but there are changes we can make for next time.
    • Cost for day-and-a-half rental was somewhat greater than that for a two-day rental of Goward House.

    Gratitude to

    • Lawrie, Theresa, June, Joyce for registrar support
    • Sandra and June for co-managing with Grant, Theresa and Carol Eby’s support
    • Brock and June for hospitality
    • Bruce for operating the sound system.
    • Carol McDonald and Birken friend Dinka Pignon for communications/advertising
    • Many volunteers who helped with set-up, take-down on Saturday and Sunday- afternoon and evening (Sunday night sit)

    Garry Oak room for proposed social evening. Not sure about kitchen. Deposit sent in.

    Vimalasara visit: Everything went very well. Interest in bringing her back.

  4. Financial Update – Numbers from GrantFund balances as of 2014-06-30:
    General        8,342.31
    Discretionary    400.00


    Account balances as of 2014-06-30 (from statements):

    Chequing  5,318.86
    Savings   1,217.80


    Motion from Brian that June financial statements have been received.

  5. Tea and Gathering with VIMS Members and Guests on July 23rdDiscussion about what we are looking for.
  6. CommunicationsFor compliance with CASL (anti-spam legislation), June will meet with Sandra and Carol about doing a manual inspection of the mailing list to find people who need to be contacted because they have been on the list since before we started using Constant Contact.

    Lawrie, Brian, Sandra and June reviewed CASL information provided by Constant Contact. Appropriate changes were made to the website sign-up link and confirmation emails to be in compliance with CASL. Constant Contact’s sign-up process makes sure that anyone who signs up for our newsletter and event announcements is giving express consent. The Safe Unsubscribe feature and the organization’s mailing address showing on all of our electronic correspondence also supports us being in compliance with CASL.

    Postponed decision about how long to keep meeting minutes on website.

  7. Sangha Social on October 18thMotion from Brock that we rent the Garry Oak room, including kitchen, for a potluck to be followed by entertainment.
  8. Monthly Beginner Drop-in ProgramMotion from Bruce to resume in September for 10 months.
    Brock will sort out the details with Margo.
  9. Non-VIMS ProgramsMotion from Brock to mention Margo’s next two courses in the newsletter and on the website.

    Postponed discussion of body-based mindfulness class by Brock and June.

  10. Upcoming Retreat DetailsTaan Geoff Aug 16/17, accompanied by Taan Isaac
    Saturday 9:00-4:00 Cadboro Bay United Church with 2 hour hall rental for lunch
    Sunday 9:00-4:00 Goward House
    Accommodation, UVic housing, Quad residence booked, deposit made by June
    Registrar-June/Joan, Sound-Bruce, Manager – Brock assisted by Eric

    James Baraz Sept 27/28, Goward House
    Registrar Margo, Manager ??, Sound??
    Accommodation at Margo’s suite

    James and Jane Baraz Awakening Joy, Oct 4/5
    Registrar ??, Manager June, Sound??

    Margo McLoughlin Nov 9
    Registrar ??, Managers Carol Eby and Lawrie, Sound ??

Meeting adjourned at 10:20 pm


Next Meeting

August 21st, 2014
Grant and Theresa’s meeting room