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.