Author: brucemacrae

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.

VIMS Council Meeting Minutes
Wednesday, November 29, 2023 at 6:30 p.m.
Meeting at June and Brock’s, Victoria, BC

Present:
Brock Brown (chair), Rhonda Duncan (Director) (via zoom), June Fukushima (Treasurer), Kevin
Keliher (Secretary), Joe Barrett (Director) and Bruce MacRae (Vice-President).
Absent: None
Agenda Items:
1) Review and Approve Agenda.
Motion from Kevin to approve the agenda. Carried.
2) Approve Minutes of Previous Meeting July 19th, 2023
Motion from June to approve October 10th, 2023 minutes. Carried.
3) Business arising from the Minutes and Updates.
a) Tempel Smith October 22nd – One-Day Hybrid Retreat at Goward House.
Thanks to Brock Brown – Retreat Coordinator, June Fukushima – Registrar,
Joyce Elliott – Manager, June Fukushima and Jess BaldwinZoom Coordinator,
Bruce MacRae – Sound. RETREAT STATS: Goward House: 67 attended; 85
registered. Online attendance: 28 attended; 52 registered.
b) Howie Cohn November 11th & 12th – Two-Day Hybrid Retreat at Goward
House. Thanks to Brock Brown – Retreat Coordinator, June Fukushima –
Registrar, Kathy Jago and Josephine Tobin – Managers, Metta VanderVliet –
Zoom Coordinator, Bruce MacRae and Jonathan Mark Huot – Sound. Special
thanks to June & Brock for hosting Howie. RETREAT STATS: Goward House:
Sat: 70; Sun 70 attended; 89 registered. Online attendance: Sat: 30, Sun: 22
attended; 44 registered. 5 people registered for the online option thinking they
had registered for the in-person option. Howie mentioned that if he had known
ahead of time he would have invited members of his large online community. In
future VIMS will send teachers links to the online registration ahead of the
retreat.
c) Several people emailed giving praise to Suzan Denis for her professional Zoom
hosting Howie’s retreat and to the technical team.
d) 911 was called at Howie’s retreat to attend to a participant who lost
consciousness for a few minutes on Saturday morning. The participant was
attended to by retreat participant Dr. Miguel Lipka prior to and while emergency
services attended to the participant. The participant declined going to Emergency
and continued to attend the retreat on Saturday and Sunday with no further
medical incident.

e) Medical Events: Some discussion regarding how to respond if there is another
such event at future retreats. It was decided an Emergency Procedure Protocol
needed to be created as soon as possible.
f) Feedback from a participant on single-use washrooms at Goward House. This
individual cannot use stairs and was therefore restricted to the downstairs
washrooms. As is common some people forgot to secure the door open when
leaving causing long waits for others. Council recommended placing a sign inside
the washroom door reminding one to secure the door open upon exiting. Also,
the manager will make sure to remind people to knock if they are waiting awhile.

4) Financial Updates
a) Coast Capital Account Statements
Accounts October 31, 2023

Chequing: $ 6,649.99
Savings: $ 5,938.84
TOTAL: $12,588.83

Accounts November 27, 2023

Chequing: $ 7,776.25
Savings: $ 5,938.84
TOTAL: $13,715.09

b) December Expenses: Suzan Denis (Howie’s Retreat): $525 ($150 admin; $375
Zoom Hosting). Brock Brown (Howie’s retreat food costs):$107.50;Sunday Night
Sit (Helga Beer Yoga Studio December rent): $121.50
c) December Income: Sunday Night SIt (2 evenings)
d) Year-End Balance for 2021: $17,245.38 and 2022: $15,768.70
e) Coast Capital Statements (October & November 2023) will be available for
viewing at a future meeting.
f) Financial Reports: sent by email to council members.
g) The 2024 Budget was reviewed. Motion from June to approve the 2024 Budget.
Carried.
h) Gifts to Charities: It was decided to postpone gifts to charities at this point.
i) T2 Return: Pat Conroy to be hired again.
5) Sunday Night Sits
a) Update from Joe regarding Sunday Night Sits. Joe felt this was very successful.
14 participants this past Sunday. Half of these new attendees are coming each
week. The team model is working well. Kevin to contact Victoria Camera Club to
see if we can again borrow their digital projector for January 28th.

6) Communication – Newsletter, Website, MailChimp

a) Bruce records the teacher's talks and uploads these to the VIMS website. He
includes relevant information from the Q&A sessions while protecting the privacy
of the speaker. It was suggested participants could forward their questions in
writing if they wish to remain anonymous. Suzan’s sound recordings function only
as a backup.

7) Procedures for Dana Collection:
a) Rhonda provided a written 8 point procedure for Dana collection. Some revisions
were suggested (e.g., designate one council member to handle VIMS Dana, and
another person to collect theTeacher’s Dana). Rhonda will make necessary
changes to this new protocol.
8) 2023 Completed Retreats:
2023 Completed
Retreats

Date Teacher
Confirmed (Y/N)

Venue Format Notes

Mar 4 & 5
Completed

Margo
McLoughlin (Y)

Goward House Hybrid Kevin Keliher (Manager)
Apr 1 & 2 Tuere Sala (Y) Goward House Hybrid Also March 31, 7-8:30
Zoom evening session.
Tuere stayed at Brock &
June’s. Manager: Louise
Takeda, Sound: Bruce,
Zoom Coordinator: June
Zoon Host: Suzan Denis

Apr 29 & 30 Jeanne Corrigal
& James Lowe
(Y)

Goward House
April 29. Mary
Lake Sanctuary
April 30

In person
only

Jeanne & James stayed
at Josh S.'s home.
Manager: Rhonda & Liz
(Sat), Joe (Sun). Sound on
Saturday: Bruce,

May 20 & 21 Ajahn Jotipalo

(Y)

Goward House Hybrid Ajahn Jotipalo to stay at
Brock/June’s. Manager:
Joe (Sat), Mary-Ann (Sun),
Sound: Brock (Sat), Bruce
(Sun), Zoom Coordinator:
June (Sat), Kevin (Sun),
Zoon Host: Suzan Denis

June 11 Ajahn
Tiradhammo (Y)

Goward House Hybrid June F (Manager), Metta
(Zoom Coordinator), Bruce
(Sound). Housed at June
& Brock. June 12 meal
offering Mary Lake
Sanctuary

June 12 Ajahn
Tiradhammo (Y)

Mary Lake
Sanctuary

In-
Person
only

Dana Meal Offering

Sept 23 Brock Brown (Y) Goward House In-
Person
only

Rhonda (Manager), Bruce
& Brian Chapel Sound

Oct 22 Tempel Smith

(Y)

Goward House Hybrid Joyce (manager), June &
Jessica (in training) Zoom
Coordinator, Bruce Sound
Nov 11 & 12 Howie Cohn (Y) Goward House Hybrid Josephine Tobin & Kathy
Jago (Managers), Metta
Zoom Coordinator. Bruce
Sound. Housed at June &
Brock’s home

9) 2024 Upcoming Retreats:
2024 Upcoming
Retreats

Date Teacher
Confirmed (Y/N)

Venue Format Notes

March 16 & 17 Margo
McLoughlin (Y)

Goward House In
Person
Only

Managers: Louise Takeda,
Jessica Baldwin, Sound:
Bruce MacRae

April 27 Adrianne Ross

(Y)

Goward House In
Person
Only

Manager, Sound.

May 25 Kristina Bare (Y) Goward House In
Person
Only

Manager, Sound.

Aug 17 & 18 Ajaan Geoff (Y) UVIC
Conference
Room

Hybrid

Sept 14 & 15 Kate Davies (Y) Goward House In
Person
Only

Manager, Sound.

Oct 19 & 20 Howie Cohn (Y) Goward House Hybrid Manager, Sound.
Nov 23 Brock Brown(Y) Goward House In
Person
Only

Manager, Sound.

10) Next Council Meeting: Tuesday, February 20th, at 6:30 p.m.

VIMS Council Meeting Minutes
Friday February 28, 2025, at 6:30 p.m.
Meeting at home of Brock Brown, in Victoria, BC

One member via Zoom

Present:
Brock Brown (chair), Rhonda Duncan (Director, via Zoom), Kevin Keliher (Secretary), Joe
Barrett (Director) and Bruce MacRae (Vice-President).
Absent: None
Agenda Items:
1) Review and Approve Agenda.
Motion from Kevin to approve the agenda. Carried.
2) Approve Minutes of Previous Meeting October 29, 2024
Motion from Joe to approve October 29th, 2024 amended minutes. Carried.
3) Business arising from the Minutes and Updates.
a) Margo McLoughlin one day Retreat February 22nd at Goward House
Thanks to Joe Barrett & Carol-Anne Owen (Managers), Rhonda Duncan & Kiko
Brown (Co-Registrar), Bruce MacRae (Sound) & Brock Brown (Retreat
Coordinator). Thank you also to Louise Takeda (Retreat Operations). Would be
helpful for the manager to know the number of registered participants ahead of
time, to determine the number of chairs to set-up. Retreat Sign-in sheets to be
filed at Brock Browns’ home.
Total number registered: 81
In-Person attendance: 59
b) Remembering June Fukushima and her contributions to VIMS. We will miss
June’s presence and we recollect all the positive contributions she made in her
life including her contributions to making the dharma available to so many. In
loving memory.
4) Financial Updates
a) Coast Capital Account Statements
Accounts January 31, 2025

Chequing: $ 5,726.90
Savings: $ 6,051.59
TOTAL: $11,778.49

Notes: Outstanding cheque to Suzan Denis $125 (not cashed yet). Cheques
issued for insurance ($750), HostPapa & MailChimp ($386.10) & Sunday Night
Sit (March-May) and Goward House rent

b) Financial Reports for January 2025 were sent by email.
c) Motion from Bruce to approve January 2025 Financial Report. Carried.
d) Motion from Kevin to accept revised 2025 Budget. Carried.
5) Sunday Night Sits (SNS)
a) Update from Joe regarding Sunday Night Sits. Joe reported the number of
participants and Dana received continues to be strong. Joe will start forwarding
Kelly Arason’s SNS monthly Financial Summary to council members. George Nyi
has taken on maintaining SNS’s presence on Social Media.
6) Communication – Newsletter, Website, Social Media, MailChimp
a) Bruce reported that audio recordings were temporarily removed and will be
returned shortly. The email sign-up feature on our website was malfunctioning,
but has also been repaired.

7) 2025 Completed Retreats: Margo McLoughlin’s February retreat has been completed.
8) 2025 Upcoming Retreats: at Goward House unless indicated otherwise. Plan is to have
the first three retreats In-Person only. This will simplify volunteer requirements and
overall workload. Bruce agreed to get others (e.g., Metta or George) to manage Sound
when he is unable. This will most likely be the last time Christina will visit Victoria.
Rhonda to transport Christina from Parksville and back. Thank you Rhonda.
2025 Upcoming
Retreats

Date Teacher
Confirmed (Y/N)

Venue Format Notes

April 12 & 13 Tempel Smith

(Y)

Goward
House

In person
only

Joyce Elliott (Manager),
Bruce (Sound), Kiko &
Rhonda (Co-Registrars).

May 10 & 11 Kristina Bare (Y) Goward
House

In person
only

Mary Ann Enthoven
(Manager), Kiko & Rhonda
(Co-Registrars), Bruce
(Sound).

June 14 & 15 Christina
Feldman (Y)

Shoal Centre
in Sidney

To Be
Determined

Louise Takeda (Manager),
Brock (Host), Kiko &
Rhonda (Co-Registrars),
Bruce (Sound).

Sept 20 & 21 Tuere Sala (Y) Goward
House

Online Only Metta VanderVliet
(Manager), Kiko & Rhonda
(Co-Registrars), Bruce

(Sound).

Oct 18 & 19 Howie Cohn (Y) Goward
House

To Be
Determined

Rhonda Duncan
(Manager) , Kiko &
Rhonda (Co-Registrars),
Bruce (Sound).

9) Discussion regarding whether to have Christina & Howie’s retareats hybrid or in-person
only. Leaning toward in-person only. To be determined.
10) Louise Takeda is doing an excellent job as head of the Retreat Operations Committee
(ROC) and as Volunteer Coordinator. June’s passing has left a vacancy. Motion from
Kevin to invite Louise on council. Carried.
11) Next Council Meeting date: April 22nd, 2025 6:30 p.m.

VIMS Council Meeting Minutes
Tuesday, October 29, 2024 at 6:30 p.m.
Meeting via Zoom, in Victoria, BC

Present:
Brock Brown (chair), Rhonda Duncan (Director), Kevin Keliher (Secretary), Joe Barrett
(Director) and Bruce MacRae (Vice-President).
Absent: June Fukushima (Treasurer)
Agenda Items:
1) Review and Approve Agenda.
Motion from Kevin to approve the agenda. Carried.
2) Approve Minutes of Previous Meeting June 18, 2024
Motion from Bruce to approve June 18th, 2024 minutes. Carried.
3) Business arising from the Minutes and Updates.
a) Ajaan Geoff retreat August 17 & 18 at University of Victoria
Thanks to Jacqui Balfour (Manager), Kiko Brown (Registrar), Metta VanderVliet &
Jonathan Huot (Sound) & Brock Brown (Retreat Coordinator). Thanks also to
Brock Brown & June Fukushima for hosting the monks.
Total number of Registrants: 129 In-Person and 290 Online.
Saturday Attendance: In-Person 105, Online 145
Sunday Attendance: In-Person 76, Online 140
Wi-Fi was $300/day. We thought it was $300 for both days. Total cost was
$3,500 for two days all included (i.e., rental, Wi-Fi & travel). We paid ½, $1750
per organization (VIMS & Aranya Refuge). Loss was about $1,000, however the
council felt it was a valuable contribution to the community and well worth this
loss.
b) Kate Davies retreat September 14 & 15.
Thanks to Louise Takada (Manager), Rhonda Duncan (Registrar), George Nyi
(Sound) & Brock Brown (Retreat Coordinator). Thanks also to Brock Brown &
June Fukushima for hosting Kate.
Saturday Attendance: In-Person 31,
Sunday Attendance: In-Person 26. Loss was $500.
c) Howie Cohn retreat October 19 & 20.
Thanks to Rhonda Duncan & Christine Mauro (Managers), Rhonda Duncan
(Registrar), Bruce MacRae (Sound), Metta VanderVliet (In-House Zoom
Coordinator) & Brock Brown (Retreat Coordinator). Thanks also to Brock Brown
& June Fukushima for hosting Howie. Thanks also to Nona Avren for taking care
of the retreat bins.

Saturday Attendance: In-Person 52, Online 26.
Sunday Attendance: In-Person 40, Online 26. Close to even.
d) Due to a health challenge in their family Brock & June have recently reduced
their participation in the organizing and running of retreats. They leave big shoes
to fill. Brock will let Heidi (Goward House booking agent) know that other board
members can sign if Brock is not present.

4) Financial Updates
a) Coast Capital Account Statements
Accounts October 28, 2024

Chequing: $ 6,561.02
Savings: $ 6,021.10
TOTAL: $12,582.12

Notes: Outstanding cheque to Suzan Denis $650 (not cashed yet)
Financial Reports for Jan 1 to Sept 30 sent by email
b) Margo McLoughlin asked for $50 travel reimbursement for leading the Sunday
Night Sit. Motion from Brock to approve travel reimbursement to Margo. Carried.
c) Motion from Bruce to give Kelly Arason permission to transfer funds from PayPal
to the VIMS bank account. Carried.
d) Motion from Brock to approve the 2025 Budget. Carried.
e) Brock expressed concern regarding financial losses for the last 3 years.. He then
presented three possible ways to reduce operating expenses moving forward. 1)
Could we do without insurance? Neither Goward House nor UVIC requires VIMS
to carry insurance. Would purchasing insurance for a day or weekend retreat be
sufficient? This decision does not need to be made until the summer of 2025. 2)
Could our Internet cost be reduced? Reducing our retreat recordings to a 12
month period would save approximately $200. A cut-off at 20GB was proposed.
3) Could we submit the tax return ourselves? We could use a copy of the 2023
tax return as a guide. If we run into further sustainability issues in the future the
one thing to keep would be In-Person retreats.

5) Sunday Night Sits (SNS)
a) Update from Joe regarding Sunday Night Sits. Joe reported that all the
organizers/coordinators worked on a budget for 2025. George Nyi did an
excellent job of leading a Sunday Night Sit. Moving forward Joe will be more
accurate when requesting rent payments from VIMS.
6) Communication – Newsletter, Website, Social Media, MailChimp
a) Bruce reported no change, things are continuing to run as normal. He will look
into reducing the size of the website (i.e., deleting files to keep no more than 12
months of recorded talks – max 20GB). Bruce will be away from December 10th
to February 10th.

7) 2024 Completed Retreats: all retreats in 2024 have been completed.
8) 2025 Upcoming Retreats: at Goward House unless indicated otherwise. Plan is to have
the first three retreats In-Person only. This will simplify volunteer requirements and
overall workload. Bruce agreed to get others (e.g., Metta or George) to manage Sound
when he is unable. Registration will continue to be managed by Kiko Brown & Rhonda
Duncan. Venue rental for Christina Feldman retreat (June 14 & 15) will cost
approximately $1,200. Motion from Kevin that we proceed with plans to reserve Shoal
Centre in June. Carried. This will most likely be the last time Christina will visit Victoria.
Rhonda to transport Christina from Parksville and back. Thank you Rhonda.
2025 Upcoming
Retreats

Date Teacher
Confirmed (Y/N)

Venue Format Notes

Feb 22 Margo
McLoughlin (Y)

Goward
House

In person
only

Joe Barrett (Manager),
Kiko & Rhonda (Registrar),
Bruce (Sound).

April 12 & 13 Tempel Smith

(Y)

Goward
House

In person
only

Joyce Elliott (Manager),
Bruce (Sound), Kiko &
Rhonda (Registrar).

May 10 & 11 Kristina Bare (Y) Goward
House

In person
only

Mary Ann Enthoven
(Manager), Kiko & Rhonda
(Registrar), Bruce
(Sound).

June 14 & 15 Christina
Feldman (Y)

Shoal Centre
in Sidney

To Be
Determined

Louise Takeda (Manager)
, , Brock & June (Host),
Kiko & Rhonda (Registrar),
Bruce (Sound).

Sept 20 & 21 Tuere Sala (Y) Goward
House

Hybrid Metta VanderVliet
(Manager), Kiko & Rhonda
(Registrar), Bruce
(Sound).

Oct 18 & 19 Howie Cohn (Y) Goward
House

Hybrid Rhonda Duncan
(Manager) , Kiko &
Rhonda (Registrar), Bruce
(Sound).

9) Discussion regarding ways to reduce Brock’s workload (e.g., finding Retreat Managers,
Sound Person and In-House Zoom Coordinator). Joe & Rhonda agreed to discuss in
more detail the possible development of a Retreat Operations Subcommittee.
10) Next Council Meeting date: January 21st, 2025 6:30 p.m.

VIMS Council Meeting Minutes
Tuesday, June 18, 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).
Absent: None
Agenda Items:
1) Review and Approve Agenda.
Motion from Kevin to approve the agenda. Carried.
2) Approve Minutes of Previous Meeting May 14, 2024
Motion from Joe to approve May 14th, 2024 minutes. Carried.
3) Business arising from the Minutes and Updates.
a) Kristina Bare Retreat May 25th
Thanks to Joe Barrett (Manager), June Fukushima (Registrar), Bruce MacRae
(Sound) & Brock Brown (Retreat Coordinator). Thanks also to volunteers Nona
Avren, Yarrah Anstey and Lauren Wright
Total number of Registrants: 83
Attendance: 56
4) Financial Updates
a) Coast Capital Account Statements
Accounts May 31, 2024

Chequing: $ 5,467.59
Savings: $ 5,991.01
TOTAL: $11,458.60

b) Financial Reports for January – May 2024 from Wei Wu sent by email.
c) June asked Kell Arason to look at the Sunday Night Sit finances in order to give
her an overview of what is involved in tracking income and expenses. Kelly and
June shared this information with the other SNS Coordinators for their review and
consideration. Overall the SNS program has a net surplus however 2 recent
months had a net loss due to lower than normal dana. SNS Coordinators will
continue to monitor the monthly dana/expenses.
d) Brock purchased a used Shure BLX wireless headset microphone for VIMS for
$200. This can be used by the teachers on retreats. Motion from Joe for VIMS to
reimburse Brock. Carried.

5) 2024 Victoria IMS AGM
a) Date Confirmed: July 16th, 2024 – Gather at 6 p.m. at Brock & June’s home,
Meeting to begin at 6:30
b) Motion from June that the 2024 AGM Agenda and Directors’ Reports be
approved. Carried
c) As previously agreed VIMS Members who have been invited but were not able to
attend several past AGM’s will be asked if they wish to end their membership.
When contacted Rod House agreed to resign his position. However, attempts to
contact John Hilditch via email (bounced back) and phone (disconnected) were
unsuccessful. Brock will attempt to find John’s home address and mail him an
invitation and request he indicate if he wishes to remain a VIMS Member.
d) It was decided that we will invite guests to this AGM. These guests will include
SNS coordinators Louise Takeda, Metta VanderVliet, Kelly Arason. We also will
invite David Axon who monitors the victoriainsight@gmail.com email account.
Actions: Send AGM documents (i.e., Agenda, Minutes of 2023 AGM, Directors’
Reports and Financial reports) to attendees. These documents are to be sent out
no later than July 1st.
6) Sunday Night Sits (SNS)
a) Update from Joe regarding Sunday Night Sits. Joe reported that things continue
to be running well. Louise has been establishing the schedule for the fall. This
coming Sunday night sit will be followed by a social time to appreciate those who
have facilitated the SNS this past year.
b) There will be no SNS in August.
7) Communication – Newsletter, Website, Social Media, MailChimp
a) Bruce reported no change, things are continuing to run smoothly.
8) Registration Set-Up and Retreat Announcements:
a) Monica is a new volunteer with skills in the area of technology. Plan is to
investigate Google Work Spaces as a better way to manage registration. It allows
multiple people to access and use the same gmail account.

9) 2024 Completed Retreats: all retreats at Goward House except the August 17-18.
Retreats are in-person only unless noted otherwise.
2024 Completed
Retreats

Date Teacher Venue Format Notes

Confirmed (Y/N)

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).

Apr 27 Adrianne Ross

(Y)

Goward House In person
only

Marianne Enthoven
(Manager), June
(Registrar), Bruce
(Sound), Host:Joyce Elliott

May 25 Kristina Bare Goward House In person
only

Joe Barrett (Manager),
June (Registrar), Bruce
(Sound). Joe’s recent
Dana talk generated an
increase in groups’
generosity. The
importance of Dana talks
was discussed.

10) 2024 Upcoming Retreats:
2024 Upcoming
Retreats

Date Teacher
Confirmed (Y/N)

Venue Format Notes

Aug 17 & 18 Ajaan Geoff (Y) UVIC
Conference Rm

Hybrid Brock/June (host), TBA
(Manager), Bruce (Sound),
TBA (Zoom Coordinator),
June (Registrar). Suzan
Denis (Zoom Host),
Contract with UVic
Degrees Catering. Rental
cost: $3507, Aranya
Refuge to pay 50%. VIMS
paid 50% ($1753.50)

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).

11) Next Council Meeting date: September 17th, 2024 6:30 p.m.