VIMS Council Meeting Minutes
Tuesday, May 14, 2024 at 6:30 p.m.
Meeting via Zoom, in Victoria, BC
Present:
Brock Brown (chair), Rhonda Duncan (Director), June Fukushima (Treasurer), Kevin Keliher
(Secretary), Joe Barrett (Director) and Bruce MacRae (Vice-President).
Guests: Sunday Night Sit Coordinators were invited to attend, they were not able to attend.
Absent: None
Agenda Items:
1) Review and Approve Agenda.
Motion from Kevin to approve the agenda. Carried.
2) Approve Minutes of Previous Meeting February 20th, 2024
Motion from June to approve February 20th, 2024 minutes. Carried.
3) Business arising from the Minutes and Updates.
a) Margo McLoughlin Retreat March 16 & 17
Thanks to Louise Takeda and Jessica Baldwin (Managers), June Fukushima
(Registrar), Bruce MacRae (Sound) & Brock Brown (Retreat Coordinator).
Total number of Registrants: 59
Attendance: Saturday: 38, Sunday: 29, Both days: 26
b) Adrianne Ross April 27th
Thanks to Mary-Ann Enthoven (Manager), June Fukushima (Registrar), Bruce
MacRae & Brick Brown (Sound), Brock Brown (Retreat Coordinator), Joyce Elliott
and Beth Trotter (Hosts).
Total number of Registrants: 107
Attendance: 80
Registrations closed for this retreat on April 25th. A capacity of 100 was set. An
adjustment with Luma was not made when early registrants canceled that
allowed for more than 100 people to register. As well, some retreat volunteers
had not registered resulting in those numbers not being included in the capacity
setting. There was feedback from one participant that they could hear the
managers talking, and heard voices from those eating lunch with the teacher. In
addition, they found the room was too full and they were not able to find a
suitable sitting area. A participant asked why VIMS was holding one-day retreats
as in the past we offered weekend retreats. June replied that it was due to
Goward House’s and the teachers’ availability. The Plan moving forward is to
have a maximum of 100 registrants.
4) Financial Updates
a) Coast Capital Account Statements
Accounts February 29, 2024
Chequing: $ 6,161.70
Savings: $ 5,968.42
TOTAL: $12,130.12
Accounts March 31, 2024
Chequing: $ 5,511.79
Savings: $ 5,976.02
TOTAL: $11,487.81
Accounts April 30, 2024
Chequing: $ 5,212.10
Savings: $ 5,983.39
TOTAL: $11,195.49
Balance as of May 12, 2024
Chequing: $ 6,090.93
Savings: $ 5,983.39
TOTAL: $12,074.32
b) Annual insurance paid – $750; Annual Zoom paud – $240.69; HostPapa annual
paid – $426.91; May Retreat – Goward House rental paid – $500.00
c) Coast Capital Statements – available for viewing.
d) Financial Reports from Wei Wu: Sent by email.
e) T2 Return. Motion from June to contract with accountant Pat Conway prepare
VIMS T2. The cost will be $630.00. Carried.
f) Kelly Arason is updating the spreadsheet that records income and expenses.
June provides information for categorizing the data. The spreadsheet is updated
at the start of each month and then shared with Wei Wu who prepares the
reports. June appreciates that this monthly task requirement is being shared with
another volunteer.
5) Sunday Night Sits (SNS)
a) Update from Joe regarding Sunday Night Sits. Joe reported that the group has
been using Meet-Up for the past 6 months. It is being used by a small number of
the community. It’s unclear if it is bringing in participants. The SNS coordinators
met and decided to let this run out and not be renewed.
b) Update on volunteer support and teaching schedule. The schedule is almost
filled till July. There will be no program in August. On June 23rd following the
group meditation period there will be a social time to appreciate those who have
facilitated the SNS this past year. Jess Baldwin no longer lives in the Victoria
area. She is leaving a big hole (e.g., door opener, committee member). It is
hoped to find someone else to replace her.
6) Communication – Newsletter, Website, Social Media, MailChimp
a) Jess Baldwin was also our Social Media coordinator. With her gone it was
decided to allow VIMS Social Media presence to continue without monitoring at
this time. In case we need to make changes in the future Joe agreed to contact
Jess to get the necessary passwords etc. Bruce was not able to complete the
newsletter recently. Sizan Denis was hired to complete the newsletter at a cost of
$50.00.
7) Registration Set-Up and Retreat Announcements:
a) Suzan and June are meeting regularly and this continues to go well.
8) 2024 Completed Retreats:
2024 Completed
Retreats
Date Teacher
Confirmed (Y/N)
Venue Format Notes
Mar 16 & 17 Margo
McLoughlin (Y)
Goward House In person
only
Louise Takeda & Jess
Baldwin (Managers), June
(Registrar), Bruce
(Sound), Bruce (EMERG
Responder), Kevin (VIMS
Dana), Bruce (Lost &
Found),____ Retreat Bins
Prep for next Retreat
Apr 27 Adrianne Ross
(Y)
Goward House In person
only
Marianne Enthoven
(Manager), June
(Registrar), Bruce
(Sound), Host:Joyce Elliott
9) 2024 Upcoming Retreats:
2024 Upcoming
Retreats
Date Teacher
Confirmed (Y/N)
Venue Format Notes
May 25 Kristina Bare (Y) Goward House In person
only
Joe Barrett (Manager):
June (Registrar), Bruce
(Sound)
Aug 17 & 18 Ajaan Geoff (Y) UVIC
Conference Rm
Hybrid Brock/June (host), TBA
(Manager), Bruce (Sound),
Suzan (Zoom Coordinator
& Host), June (Registrar)
Sept 14 & 15 Kate Davies (Y) Goward House In-
Person
Only
TBA (Manager), June
(Registrar), Bruce (Sound)
Brock & June (Host).
Oct 19 & 20 Howie Cohn (Y) Goward House Hybrid TBA (Manager), TBA
(Zoom Coordinator), Brock
& June (Host), June
(Registrar), Bruce
(Sound).
Nov 23 Brock Brown (Y) Goward House In-
Person
only
TBA (Manager), June
(Registrar), Bruce
(Sound).
10) Next Council Meeting date: June 18th, 2024 6:30 p.m. on Zoom
11) 2024 AGM Meeting Date: July 16th, 2024. Brock will invite VIMS Members to
attend. Those who have not attended for the past few years will be asked if they
wish to step down.