2019/07/11 VIMS council meeting minutes

VIMS Council Meeting Minutes (approved)

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

Sandra’s home


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.