2018/03/15 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

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

Sandra’s home


Brock, June, Sandra, Brian, Rhonda, Bruce

Absent with Regrets:


Agenda Items:

  1. Review and Approve Council Meeting Agenda:

Motion from Sandra to approve the modified agenda. Carried.

  1. Approve Minutes of Previous Meeting (January 18, 2017):

There were no changes to the distributed draft minutes from the January 2018 council meeting.  Motion from June to approve the minutes.  Carried.

  1. Business arising from the Minutes and Updates:
  • Heather Martin retreat update (January 20/21): There were 68 participants on Saturday (20th) and 61 participants on Sunday (21st). Participants were very appreciative of the teachings Heather offered. Thanks to all those who supported this retreat: Coordinator: Bruce McRae; Co-managers: Lise Bernard and Sheila Whincup; Registrar: Brian Chapel; Sound: Bruce MacRae and Juli MacDonnell.


  • Margo McLoughlin retreat update (February 24/25): There were 28 participants on Saturday (23rd) and 25 on Sunday (24th). Good feedback was received from participants of the retreat. Thanks to all those who supported this retreat: Coordinator; Sandra Joy; Co-managers: Rhonda Duncan and Sandra Joy; Registrar: Lois Badenhorst; Sound: Bruce MacRae.
  • Margo MacLoughlin evening event (February 23rd) – offering of the Jataka Tales – “An Evening of Elephants”. There were 40+ attendees at this event which was very well received. Thanks to Rhonda Duncan, Sandra Joy, Margo McLoughlin and Sky for assistance with set up and to Bruce MacRae for sound.


  • Victoria IMS AGM:


  • Date for the AGM: After discussion it was agreed that finding a suitable date for the AGM in May would be challenging this year and we suggest that it be held in June – Thursday June 14th.
  • Status of the 2017 year-end reports for the AGM (CD=completed and distributed to council for review; P=pending):
    • Report from the Chair – Brock – CD
    • Finance – June – CD
    • Retreat Statistics – and Volunteers – Rhonda – P
    • Communications – Bruce and June (Constant Contact) – P
    • Sunday Night Sit – Sandra and June – CD
    • Special Events – Brock – CD


  • Approve the draft of the new Victoria IMS Constitution and Bylaws for presentation at the AGM: Council agreed that the draft which was developed following a special constitution/bylaws meeting in 2017 was acceptable without further revision required.


Motion from June to accept the draft version of the new Victoria IMS Constitution and Bylaws as ready to offer for approval at the AGM. Carried.

  1. Finances:
  • June presented the January-February financial report prepared by Wei (report distributed to council members prior to the meeting):

Account Balances as of February 1st, 2018:

Chequing:         $2,815.30

Savings:           $6,782.88

TOTAL:           $9,598.18

Account Balances as of March 1st, 2018:

Chequing:         $3,539.32

Savings:           $6,784.18

TOTAL:           $10,323.50

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

  • June presented the revised 2017 Year- End Financial Report from Wei.

Motion from Brock to receive the revised 2017 year-end report. Carried.

  • The Victoria IMS Liability Insurance Policy has been renewed with the same provider as previously. There were no changes to the coverage variables or premium.
  1. Policy on Dana/Fund Raising:
    • Currently Victoria IMS has the following policy in relation to dana and fund raising:
      • Donations for World Crises or other Buddhist centers
        Approved by VIMS Council, February 6, 2012
        Donations for world crises or other Buddhist centers would usually involve devoting the dana from a Sunday evening sit with Victoria IMS covering the cost of rental for the evening.
    • Council spent some time discussing the issue of fund raising in relation to Victoria IMS. Council also discussed the intended purpose of collecting dana and how it’s used in the light of the Victoria IMS values and Constitution.  It was clear to Council that we need to review/revise our policy to ensure this separation of dana and fund raising is clear to all sangha members and associated teachers. The formulation of the policy will be further addressed at our next meeting. One suggestion is to clarify what the purpose of dana is (see items below).
      • Dana baskets are set out at Victoria IMS events for those who wish to offer monetary contributions for the teacher or their monastery (in the case of monastics) and for the Victoria IMS organization.
      • Dana is the practice of giving and generosity. This is a foundational practice in Buddhism whereby we develop the qualities of gratitude, kindness and compassion through giving without expectation of return.
  1. Sunday Night Community Sit:
    • To date, the new Sunday Night Community Sit model and schedule for 2018 (discussed at our November 2017 council meeting) appears to be running smoothly.
  1. Communications:   
  • Both the website and the newsletter continue to be maintained by Bruce MacRae for which, grateful thanks are offered to Bruce.



  1. 2018 Programs:

The planned evening talk by Susie Harrington on Friday May 25th has been cancelled. Instead, Susie will facilitate the Sunday Night Community Sit on Sunday evening May 27th.

  • Upcoming retreats/events:
    • March 31/April 1 – Pascal Auclair.
    • 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.
  1.  2019 Programs:

Planning for the 2019 retreat schedule is almost complete.  The teachers and dates listed below are now confirmed.  Goward House has been reserved for the January, April, May, October and November retreats and space at the University of Victoria for the August retreat is being finalized.

  • January 19/20 – Heather Martin.
  • February 23/24 – to be finalized.
  • April 27/28 – Tuere Sala.
  • May 25/26 – Ayya Medhanandi.
  • August 17/18 – Ajaan Geoff.
  • September 14/15 – to be finalized.
  • October 12/13 – Steve Armstrong.
  • November 19/20 – Howie Cohn.
  1. Meeting adjourned at 8:45 p.m.

Next Council Meeting

May 17, 2018 7:00-9:00p.m.

June and Brock’s home

(Bruce will chair this meeting as Brock will be away)