Author: brucemacrae

Victoria IMS Council Meeting Minutes (approved)
Thursday, August 20^th, 2020 at 6:00 p.m.
Online meeting
(facilitated by Brock Brown)
Present:
Brock Brown, Rhonda Duncan, Bruce MacRae, Brian Chapel, June Fukushima, Sandra Joy
Absent with Regrets:
None
Agenda Items:

1. Review and Approve Council Meeting Agenda:
   Motion from Sandra to approve the agenda. Carried.
2. Approve Minutes of Previous Meeting (May 21^st, 2020):
   There were no changes to the draft minutes from the May 21^st, 2020 council meeting.  Motion from June to approve the minutes. Carried.
3. Business arising from the Minutes and Updates:
   A number of impromptu council meetings were held in June and July (specifically June 18^th and 29^th) due to the decision to move the balance of our 2020 retreats from an in-person model to a virtual (online) model. There were a number of decisions that needed to be made regarding hiring a Zoom Technical Support person, acquiring the Zoom software for Victoria IMS and setting up automated banking for online dana. No formal minutes were taken at these meetings but details of the decision-making can be found below.

   Council held an online meeting with Wayne Shelley and Sandy Dowling of BCIMS to learn from them how they offered virtual retreats using Zoom Meeting. They shared some of their documentation ahead of time and were very helpful in answering our questions and concerns. In appreciation, Council agreed to send a donation to BCIMS of $100. June mailed a cheque to them and we received a note of thanks.

   Council agreed to purchase a Zoom Pro account (basic with up to 100 participant capability) with payment to be made on a monthly basis. Sandra Joy holds the account on behalf of Victoria IMS and is reimbursed for the monthly expense on receipt of the invoice from Zoom. June mails a cheque to Sandra for $22.14

   Council agreed to set up e-transfer capability with Coast Capital as well as a Victoria IMS PayPal account for receiving dana. June set up both accounts. PayPal is held in the name of vimsdana@gmail.com.
   Bruce MacRae and June Fukushima have access to PayPal and the vimsdana@gmail.com

   Council agreed to enter into a contract with Suzan Denis (Salt Spring Island) to act as the Zoom Technical Support person for Tuere Sala’s retreat. In addition she would provide training for the Victoria IMS Zoom volunteer team at no charge. June has been the main contact with Suzan with regard to her contract.

   Brock Brown contacted Tuere Sala to see if she could teach a one day online retreat for us in August. This was to be the first online retreat for the Victoria IMS Zoom team (a trial run). Tuere was available and planning began.  Several practice sessions were held with Suzan leading the VIMS Zoom team and as well, a number of one-on-one role-specific sessions with various Victoria IMS volunteers.

4. Finances
   The May to July financial report from Wei Wu was circulated to all council members by email prior to the meeting.
   Account Balances since the May 21^st, 2020 council meeting:
   Reporting Period May 1^st to May 31^st, 2020:

Chequing:         $2,645.59
Savings:           $6,821.26
TOTAL:            $9,466.85
      Reporting Period June 1^st to June 30^th, 2020:

Chequing:         $2,650.81
Savings:           $6,822.10
TOTAL:            $9,472.91

Reporting Period July 1^st to July 31^st, 2020:

Chequing:         $2,443.87
Savings:           $7,323.00
TOTAL:            $9,766.87

June motioned to receive the May, June and July Financial Report. Carried.

New ways to receive dana:
PayPal Account: Bruce MacRae and June Fukushima have passwords to PayPal so that there are two people monitoring the transfer of donations within PayPal to the Coast Capital account. After receiving PayPal donations related to Tuere’s retreat, Bruce and June checked the PayPal account. June then emailed Bruce that she would be transferring donations in PayPal to Coast Capital.
E-transfers: E-transfer capability with automatic deposit to vimsdana@gmail.com has been set up. June Fukushima and Bruce MacRae have passwords/access to this gmail account
Request for Access:
Given that dana deposits must be recorded individually by our bookkeeper Wei Wu for bookkeeping within Quickbooks, June has asked Kiko Brown for assistance to enter the online deposits into a spreadsheet to be sent to Wei. It would be easier for Kiko to do this if she had access to the vimsdana@gmail.com account as each transaction is reported in this email account.  No one who has access to the vimsdana@gmail.com account can take action with any of the donations (e-transfer is automatic and PayPal transfers to Coast Capital are done through PayPal).
June requested to give Kiko Brown access to the vimsdana@gmail.com account for the purpose of logging all online dana.  This data will then be passed to our bookkeeper. June and Brock recused themselves from this vote.
Motion from Rhonda to give Kiko Brown access to vimsdana@gmail.com.  Carried.  Thanks to Kiko for assisting with this task.

 Budget Considerations:
June is recommending that we discontinue offering scholarships for the balance of 2020 due to the uncertainty of Victoria IMS dana/income.
Motion from June to suspend scholarships. Carried.
Bruce will change the website to reflect this decision.

Contract with Suzan Denis (Zoom Technical Support):
Victoria IMS has entered into an arrangement with Suzan Denis to act as our key Zoom Technical Support person for the forthcoming retreats. We will pay her on receipt of her invoice. Council discussed the retreats in general, roles, training and volunteer staffing.  It was agreed that we’ll manage things retreat by retreat and see how it goes.

Insurance: June recommends that Victoria IMS cancel the event insurance policy until we need it again. Council discussed the pros and cons of doing this e.g. premiums may be higher when we want to take it out again (if we cancelled). Brock motioned for June to look into cancelling the policy or getting a discount of some kind. Carried. 

5. Tuere Sala Retreat
   Tuere Sala retreat update (August 7/8, 2020): There were 58 participants on Friday evening (7^th) and 53 participants on Saturday (8^th). This was our first online retreat and was very well received. Appreciation was expressed by a number of the participants. Thanks to all those who supported this retreat: Coordinator: Brock Brown; Manager: Metta VanderVliet; Registrar: Kiko Brown; Zoom Support Team: Suzan Denis (Consultant/Zoom Host), Brian Chapel (Q&A Chat Host), Bruce MacRae (screen share, recording, audio), Rhonda Duncan (Communications).
   As this was our first online retreat there were some issues that need to be resolved for future retreats (e.g. PayPal payments on the US accounts, feedback questions in the post-retreat reflection letter, use of the Zoom spotlight feature during Q&A). Dana for Victoria IMS was given by approximately 50% of participants.

6. Future Online Retreats:
   Council discussed the various things that need to be considered for future online retreats including: volunteers with some knowledge of Zoom, Suzan’s role ongoing, the possible use of purchasing Zoom add-ons such as Webinar and additional participant numbers (greater than 100), the use of breakout rooms, etc.
   The Zoom Technical Host or Manager need to check in with the teacher ahead of the retreat to determine their needs/preferences such as Screen Share, use of Gallery View, handling of Q&A (questions direct to teacher via chat/use of raised hand feature), etc.

7. Sunday Night Community Sit:

• Council discussed the Sunday Night Sit and decided that there will be no in-person sitting at the yoga studio for the balance of 2020 and the early part of 2021. In light of the pandemic we will review the situation again in the spring of 2021. There are also no plans to provide an equivalent in the online model.

8. Communications:

• Newsletters went out on June 26^th and July 31^st, 2020. The August retreat with Tuere Sala was highlighted in both.  Thanks to Bruce for his consistent, ongoing work in producing this monthly newsletter.

9. 2020 Programs:
   • Upcoming retreats/events:

The remaining retreats of 2020 will be held online (in the virtual model using Zoom Meeting).

• September 19 – Brock Brown
• October 17/18 – Christina Feldman.
• November 14/15 – Carol Wilson.
• Completed retreats/events:
• January 18/19 – Heather Martin.
• February 29 / March 1 – Margo McLoughlin.
• April 11/12 – Pascal Auclair – CANCELLED
• May 23/24 – Ajaan Geoff – CANCELLED
• July 18 – Howie Cohn – CANCELLED
• August 7/8 – Tuere Sala – Online

10. 2021 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2021 retreat schedule.  Due to the pandemic, the retreats in the early part of 2021 will likely be held online. As the year progresses the situation will be monitored to see if it’s feasible to begin holding in-person retreats again at Goward House and the Sidney Shoal Centre.                           .

• January 23/24 – Heather Martin.
• February 27/28 – Margo McLoughlin.
• April 17/18 – Tuere Sala.
• May 22/23 – Adrianne Ross.
• August 13/14 – Ajaan Geoff. (at Sidney Shoal Centre)
• September 18 – Brock Brown.
• October 16/17 – Howie Cohn.
• November 13/14 – Ajahn Candasiri.

11. Other:

Grateful thanks go to the entire Victoria IMS Zoom team of volunteers: Rhonda Duncan, Kiko Brown, Metta VanderVliet, Sandra Joy, Brian Chapel, Bruce MacRae and June Fukushima, whose sterling efforts supported the successful launch of the Victoria IMS virtual/online retreat process.
An extra special ‘thank you’ to June, Bruce and Brian for all the additional work they did during the months of June and July to set up and test financial/banking protocols, develop and send out newsletters, modify our website and develop and test invitations/notifications in Constant Contact for registration, reminder and post-retreat feedback notices.

KUDOS TO ALL! 

12. Meeting adjourned at 8:05 p.m.

Next Council Meeting

September 24^th, 2020 – 6:00-7:30p.m.

Weather permitting, the meeting will be in Rhonda’s back yard otherwise it will take place online.

Victoria IMS Council Meeting Minutes (approved)
Thursday, May 21st, 2020 at 7:00 p.m.
Online Meeting
(Facilitated by Brock Brown)
Present:
Brock Brown, Rhonda Duncan, Bruce MacRae, Brian Chapel, June Fukushima, Sandra Joy
Absent with Regrets:
None

Agenda Items:

1. Review and Approve Council Meeting Agenda:
   Motion from Brock to approve the agenda. Carried.
   Approve Minutes of Previous Meeting (April 23^rd, 2020):
   There were no changes to the draft minutes from the March council meeting.  Motion from Brock to approve the minutes. Carried.
   Business arising from the Minutes and Updates:
   There is a credit for Ajaan Geoff and Than Tim for 2 flights on Air Canada due to the flights that were cancelled for the May visit. The credits are with Expedia.
   No payment was made to Helga Beer Yoga for the month of May for the Sunday evening rental of the yoga studio. The Sunday evening sit is on hold until further notice and we will wait for Helga to contact us.
   Brock has emailed the Shoal Center in Sidney to cancel the July 18 one-day rental (Howie Cohn’s retreat was cancelled). He has not had a reply yet. Victoria IMS has paid a $100 deposit on the rental.
2. Finances

The April financial report from Wei Wu was circulated to all council members by email prior to the meeting.Account Balance since the April 23^rd, 2020 council meeting:
Account Balance as of May 1^st, 2020:
Chequing:         $2,645.59
Savings:           $6,820.39

TOTAL:            $9,465.98

June motioned to receive the March financial report. Carried.
June spoke with our insurance agent regards the possibility of receiving some temporary reduction or adjustment to the premiums for the Victoria IMS policy as a result of COVID-19 (cancellation of retreats at Goward House and the Sunday Night Sit at the yoga studio). June was advised to keep the current policy going. If we interrupt it now, whenever we decide to restart or reinstate it, the premiums will likely be higher at that time than they are currently.

3. Sunday Night Community Sit:

There was some discussion on what to do next for the Sunday Night Community Sit. Suggestions included having an outdoor sit, facilitating an online offering, the use of Insight Timer, and waiting until the fall to return to the yoga studio with masks, social distancing and sanitizing procedures in place. No decisions were made.

Communications:

A mid-month newsletter went out on May 15^th with information about some online dharma offerings. The next newsletter is scheduled for release on May 29^th.

4. 2020 Programs:
Council had a discussion of the fall programming in the light of the COVID-19 pandemic and what the possibilities were for proceeding with the retreats. Council discussed the possibility of holding the retreats in a virtual manner and what this might entail – what software we could use, how we could staff the operations, how we might handle dana, etc.  We also needed to know what other groups were doing.  Sandra reported back on her initial conversation with Wayne Shelley of BCIMS who have successfully moved their retreat offerings to a virtual model. Brock will contact Carol and Christina so we can understand how they’re both offering their teachings in the time of COVID.

Upcoming retreats/events:
September 19 – Brock Brown
October 17/18 – Christina Feldman.
November 14/15 – Carol Wilson.

Completed retreats/events:
January 18/19 – Heather Martin.
February 29 / March 1 – Margo McLoughlin.
April 11/12 – Pascal Auclair – CANCELLED
May 23/24 – Ajaan Geoff – CANCELLED
July 18 – Howie Cohn – CANCELLED

5. 2021 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2021 retreat schedule.  All retreats will take place at Goward House unless otherwise indicated and we will continue to monitor the potential impact of the pandemic on social gatherings and consequently on the 2021 retreat schedule.                          .
January 23/24 – Heather Martin.
February 27/28 – Margo McLoughlin.
April 17/18 – Tuere Sala.
May 22/23 – Adrianne Ross.
August 13/14 – Ajaan Geoff. (at Sidney Shoal Centre)
September 18 – Brock Brown.
October 16/17 – Howie Cohn.
November 13/14 – Ajahn Candasiri.

6. Other:

The Victoria IMS Annual General Meeting (AGM) is scheduled to be held on June 11^th, 2020 beginning at 7:00pm. This will be held as an online meeting using Zoom Meeting.

The majority of Directors’ reports have been received and feedback provided.

The AGM Agenda and Council Reports should be sent out by May 28^th.

7.Meeting adjourned at 8:40 p.m.

Next Council Meeting
July 16^th, 2020 – 7:00-8:30p.m.
Online meeting.

VIMS Council Meeting Minutes (approved)

Thursday, November 21, 2019 at 7:00 p.m.

June and Brock’s home

Present:          

June Fukushima, Brock Brown, Rhonda Duncan, Bruce MacRae, Brian Chapel

Absent with Regrets: 

Sandra Joy.

Agenda Items:

1. Review and Approve Council Meeting Agenda: 

Motion from Bruce MacRae to approve the agenda. Carried.

1. Approve Minutes of Previous Meeting (September 5^th, 2019): 

There were no changes to the draft minutes from the September council meeting.  Motion from June Fukushima to approve the amended minutes. Carried.

1. Business arising from the Minutes and Updates: 
2. June Fukushima agreed to take minutes in Sandra’s absence.

• Vance Pryor retreat update (October 12/13, 2019): There were 49 participants on Saturday (12^th) and 40 participants on Sunday (13^th). Thanks to all those who supported this retreat: Coordinators: June Fukushima and Lawrie Thicke; Co-managers: June Fukushima and Sheena Wilson; Registrar: Joan Glover; Sound: Bruce MacRae. 

• Howie Cohen retreat update (November 9/10, 2019): There were 91 participants on Saturday (9^th) and 76 participants on Sunday (10^th).  Thanks to all those who supported this retreat: Coordinator: Brock Brown; Co-managers: Kathy Jago and Josephine Johns; Registrar: Brian Chapel; Sound: Bruce MacRae and Metta VanderVliet. Thanks to Brock and Joyce Elliott for driving Howie to and from the retreat location.

1. Finance
2. June Fukushima presented the September 2019 Financial Report prepared by Wei Wu (reports were distributed to council members prior to the meeting).

• The key points of the financial report were discussed.  June Fukushima motioned to receive the September report. Carried.

• Account Balances since the September 5^th, 2019 council meeting:

Account Balances as of October 1^st, 2019: 

Chequing:      $2,058.63

Savings:      $6,811.13

TOTAL:      $8,869.76

Account Balances as of November 1^st, 2019:

Chequing:      $2,973.25

Savings:      $6,812.58

TOTAL:      $9,785.83

• Quickbooks has now been installed on the new computer and the software is registered to June Fukushima.

• Two scholarship requests have been approved for 2020.  Each is for the value of $250.

• Council agreed that should there be sufficient excess funds at the end of 2019 we would consider giving donations to Dharma Seed, Birken Forest Monastery and Wat Metta.
• Sunday Night Community Sit:
• Sandra Joy provided a written report as she could not attend the council meeting:

• The scheduling and rotation of facilitators is working well with Kevin Keliher doing most of the administration in collaboration with Sandra. Sandra updates the website facilitator information as soon as everyone is confirmed for the coming month. Attendance seems to be steady with quite a lot of different faces – drop-ins – and many of the regulars still attending.  

• 2020 Sunday sit facilitators are scheduled through to the end of June.
• Communications:   
• The annual fee for Constant Contact has been paid for 2020 and Bruce MacRae has replaced Rod House as the contact person for payment.
• The problems experienced with our retreat registration software at the time of Ajaan Geoff’s retreat seem to have settled and we have decided to forgo further discussion on the matter with the vendor.

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.

Thanks to Isy House for finding the volunteer Coordinators, Managers, Registrars and Sound Technicians for the 2020 retreats and thanks to 
Joyce Elliott for communicating the provisional teams.

• A proposal from Aranya Refuge was discussed.  The proposal concerned the sharing of costs for Ajaan Geoff’s visit in May 2020. June Fukushima and Brock Brown recused themselves from this decision as they have association with both Aranya Refuge and Victoria IMS.  Bruce MacRae will coordinate a response from the other council members.

1. 2021 Programs:
2. Discussions and planning for the 2021 retreat programs are well underway and a model for inviting teachers was agreed upon.
3. In 2021 Victoria IMS will no longer have a volunteer organizer for the staffing of the weekend retreats.  Council discussed various ideas to secure volunteers and to manage the operations for the retreats.
4. Meeting adjourned at 8:45 p.m.

Next Council Meeting 

January 16^th, 2020 – 7:00-9:00p.m. 

Brian’s home.

Victoria IMS Council Meeting Minutes (approved)

Thursday, April 23rd, 2020 at 7:00 p.m.

Online Meeting 

(Facilitated by Brock Brown)

Present:          

Brock Brown, Rhonda Duncan, Bruce MacRae, Brian Chapel, June Fukushima, Sandra Joy

Absent with Regrets: 

None

Agenda Items:

1. Review and Approve Council Meeting Agenda:  One new item concerning scholarships was added to the agenda in Business arising from the Minutes and Updates (point #3 below). 

Motion from Sandra to approve the amended agenda. Carried.

1. Approve Minutes of Previous Meeting (March 19^th, 2020): 

There were no changes to the draft minutes from the March council meeting.  Motion from Brock to approve the minutes. Carried.

1. Business arising from the Minutes and Updates: 
2. Donation: as agreed at the previous Victoria IMS meeting, a donation of $300 Australian has been made to Wat Buddha Dhamma to help with their rebuilding efforts following the damage to the monastery from wildfires. Brock has let Ajahn Tiradhammo know about the donation.

• Scholarships: 
  • At the previous Victoria IMS Council meeting the decision was made to offer scholarships to the People of Colour (POC) group organizing a one day retreat with Anushka Fernandopulle. This daylong was cancelled due to the pandemic and as a result the scholarship has also been cancelled
  • There were two other scholarships that were offered to applicants for retreats that have been cancelled. These will be refunded to Victoria IMS. 

• Pascal Auclair’s retreat scheduled for April 11/12 was cancelled due to the COVID-19 pandemic. Goward House has reimbursed Victoria IMS for the rental costs of the weekend.

• The May 23/24 weekend retreat that was to be led by Ajaan Geoff, co-sponsored with Aranya Refuge has been cancelled due to the COVID-19 pandemic. Goward House has reimbursed Victoria IMS for the rental costs of the weekend. Brock is looking into Victoria IMS obtaining a refund for the monks’ flights that were cancelled.

• No payment was made to Helga Beer Yoga for the month of April 2020 as the Sunday Night sits have also been cancelled due to the pandemic. We will wait to hear from Helga about the coming months.

1. Finances
2. The March financial report from Wei Wu was circulated to all council members by email prior to the meeting.

• Account Balance since the March 19^th, 2020 council meeting:

Account Balance as of April 1^st, 2020: 

Chequing:      $1,430.17

Savings:      $6,819.55

TOTAL:      $8,249.72

The amount shown above does not include a deposit made to the Victoria IMS Coast Capital Chequing account on April 21^st for the two refunds from Goward House (for the April and May cancelled retreats) and a refund for a cancelled flight. In addition there is a further deposit to be made from the scholarships returned due to cancelled retreats.

June motioned to receive the March financial report. Carried.

• June will speak to our insurance company to see whether we might be able to get a reduction of our insurance premiums or perhaps another type of temporary ’break’ as there may be no further retreats this year at Goward House or Sunday Night Sits at the yoga studio.

• Sunday Night Community Sit:
• As the regular Sunday Night in-person sits are currently suspended due to the pandemic, it was suggested by some of the facilitators that we move to an online format. After some discussion, Council agreed that we should wait until August and see what the COVID-19 situation looks like then.  At that time if possible, we can start up the in-person sits at the yoga studio with a new set of parameters (social distancing, sanitizing, etc.) or we can consider a commitment to the virtual format.  Sandra will get in touch with Metta and Kevin.

NOTE: Launching a virtual sit model would require a fair amount of facilitator coordination, implementation of appropriate software and operational expertise across all facilitators. 

• Communications:   
• The newsletter went out to our mailing list on March 27^th with information about cancelled programing and another communique went out on April 17^th with information about various online offerings from other organizations. 
• There will be no newsletter in April but we will send one out in May.  

1. 2020 Programs:

As a result of the COVID-19 pandemic, it was decided to cancel Howie Cohn’s retreat in July. There is uncertainty as to whether it will be possible to hold in-person retreats in September, October and November so we will wait to see how renewed social engagement plays out once provincial restrictions are lifted. In the meantime Sandra will look into the feasibility of conducting these retreats in a virtual model. 

• Upcoming retreats/events:
  • July 18 – Howie Cohn – CANCELLED
  • September 19 – Brock Brown 
  • October 17/18 – Christina Feldman.
  • November 14/15 – Carol Wilson.
  • Completed retreats/events:
  • January 18/19 – Heather Martin.
  • February 29 / March 1 – Margo McLoughlin.
  • April 11/12 – Pascal Auclair – CANCELLED
  • May 23/24 – Ajaan Geoff – CANCELLED

1. 2021 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2021 retreat schedule.  All retreats will take place at Goward House unless otherwise indicated and we will continue to monitor the potential impact of the pandemic on social gatherings and consequently on the 2021 retreat schedule.                          .

• January 23/24 – Heather Martin.
• February 27/28 – Margo McLoughlin. 
• April 17/18 – Tuere Sala.
• May 22/23 – Adrianne Ross.
• August 13/14 – Ajaan Geoff.  (at Sidney Shoal Centre)
• September 18 – Brock Brown.
• October 16/17 – Howie Cohn.
• November 13/14 – Ajahn Candasiri. 

1. Other:
2. This year the Victoria IMS Annual General Meeting (AGM) will likely be held as an online/virtual meeting due to COVID-19. Council proposed having the AGM on June 11^th, 2020.  Brock will contact the non-Council members to see if that date works for them.
3. Annual reports are to be ready for review by May 18^th so feedback can be provided at the next council meeting on May 21^st.  
4. Reports are assigned as follows:
   1. Report from the Chair – Brock
   1. Finance – June
   1. Retreat Statistics – and Volunteers – Rhonda
   1. Communications – Bruce, June and Brian
   1. Sunday Night Sit – Sandra
   1. Special Events – Brock

Sandra will consolidate the reports into a single document before distributing them to the invitees for the AGM.

1. Meeting adjourned at 8:25 p.m.

Next Council Meeting 

May 21^st, 2020 – 7:00-8:00p.m. 

Online meeting.

VIMS Council Meeting Minutes (approved)

Thursday, March 19th, 2020 at 7:00 p.m.

Online Meeting 

(Facilitated by Brock Brown)

Present:          

Brock Brown, Rhonda Duncan, Bruce MacRae, Brian Chapel, June Fukushima, Sandra Joy

Absent with Regrets: 

None

Agenda Items:

1. Review and Approve Council Meeting Agenda: 

Motion from Brock to approve the agenda. Carried.

1. Approve Minutes of Previous Meeting (January 23^rd, 2020): 

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

1. Business arising from the Minutes and Updates: 
2. Margo McLoughlin retreat update (February 29/March 1, 2020): There were 62 participants on Saturday (29^th) and 32 participants on Sunday (1^st). The retreat was well received and appreciation was expressed by a number of the participants. Thanks to all those who supported this retreat: Coordinator: Joyce Elliott; Co-managers: Louise Takeda and Metta VanderVliet; Registrar: Joanna Stonechapel; Sound: Metta VanderVliet. 
3. Finances
4. Account Balances since the January 23^rd, 2020 council meeting:

Account Balances as of February 1^st, 2020: 

Chequing:      $3,780.52

Savings:      $6,816.88

TOTAL:      $10,597.40

Account Balances as of March 1^st, 2020:

Chequing:      $2,117.67

Savings:      $6,818.23

TOTAL:      $8,935.90

• Charitable donations from Victoria IMS to Wat Metta, Birken Forest Monastery and Dharmaseed have been made.

• A decision was made by the Council, via email discussion, to offer $250.00 in scholarships to the People of Colour (POC) group which is organizing a one day retreat on April 18^th, 2020 with Anushka Fernandopulle.

• Due to the current COVID-19 situation, the Council agreed to cancel the retreat with Pascal Auclair scheduled for April 11/12.  As a result of this decision, it was also agreed that we would reimburse Pascal for the portion of his flight to BC for which we were responsible – that is $213.25.

• Goward House has been supportive with regard to the cancellation of Pascal’s retreat and has agreed to fully reimburse Victoria IMS for the rental already paid. 

• The flights for the monks from Wat Metta (they will visit in May) were cancelled and had to be rebooked. Brock took care of these logistics and was reimbursed in February. 
• Sunday Night Community Sit:
• As concern about the spread of the COVID-19 virus escalated nationally, and following the cancellation of Pascal Auclair’s retreat in April, Council discussed, via email, the possibility of suspending the Sunday Night Sit. We agreed that it would be wise to cancel the sittings until such time as we were able to start again.

• June will contact Helga Beer (from whom we rent the yoga studio for the Sunday Night Sit) to request a pause in our rent payment for the month of April.
• Communications:   
• A special announcement went out to our mailing list on March 16^th, 2020 to notify everyone about the cancellation of Pascal Auclair’s April retreat. In addition, the website was updated to show this cancellation.
• A special announcement regarding the cancellation of the Sunday Night Sit will go out to our mailing list on Friday 20th March, 2020. The website has been updated to reflect this change. Included in this notice will be details of Pascal’s online retreat, to be held on March 27^th and 28^th, 2020.  This retreat is being sponsored by BCIMS.
• The monthly newsletter, scheduled for the end of March will contain information about a number of online resources that might be helpful to our Sangha during this time of social distancing.  It will also contain a supportive and encouraging message from Ajahn Jayasaro, a senior monk in the Ajahn Chah lineage 

1. 2020 Programs:

All retreats will take place at Goward House unless otherwise indicated.

• Upcoming retreats/events:
  • May 23/24 – Ajaan Geoff.
  • July 18 – Howie Cohn (at Sidney Shoal Centre)
  • September 19 – Brock Brown. 
  • October 17/18 – Christina Feldman.
  • November 14/15 – Carol Wilson.
  • Completed retreats/events:
  • January 18/19 – Heather Martin.
  • February 29 / March 1 – Margo McLoughlin.
  • April 11/12 – Pascal Auclair – CANCELLED

1. 2021 Programs:

The teachers and dates listed below are confirmed for the Victoria IMS 2021 retreat schedule.  All retreats will take place at Goward House unless otherwise indicated                           .

• January 23/24 – Heather Martin.
• February 27/28 – Margo McLoughlin. 
• April 17/18 – Tuere Sala.
• May 22/23 – Adrianne Ross.
• August 13/14 – Ajaan Geoff.  (at Sidney Shoal Centre)
• September 18 – Brock Brown.
• October 16/17 – Howie Cohn.
• November 13/14 – Ajahn Candasiri. 

1. Other:
2. It was suggested that Victoria IMS consider giving a donation to Wat Buddha Dhamma Monastery in Australia where Ajahn Tiradhammo resides.  This monastery suffered extensive damage in the recent fires. Ajahn Tiradhammo has been a frequent visitor to Victoria and his presence, humour and wisdom have brought benefit to our sangha.  Motion from Rhonda to send this donation.  Carried.   
3. Meeting adjourned at 8:20 p.m.

Next Council Meeting 

April 16^th, 2020 – 7:00-9:00p.m. 

Online meeting.

VIMS Council Meeting Minutes (approved)

Thursday, January 23rd, 2020 at 7:00 p.m.

Brian and Joanna’s home

Present:          

Brock Brown, Rhonda Duncan, Bruce MacRae, Brian Chapel

Absent with Regrets: 

Sandra Joy, June Fukushima

Agenda Items:

1. Review and Approve Council Meeting Agenda: 

Motion from Brock to approve the agenda. Carried.

1. Approve Minutes of Previous Meeting (November 21^th, 2019): 

There were no changes to the draft minutes from the November council meeting.  Motion from Bruce to approve the minutes. Carried.

1. Business arising from the Minutes and Updates: 
2. Brian agreed to take minutes in Sandra’s absence.

• Update from Heather Martin retreat Jan 18/19
  • Attendance:   85 on Saturday    72 on Sunday
  • Coordinator: Bruce MacRae
  • Registrar: Brian Chapel
  • Managers: Karyn Woodland and Sheena Wilson
  • Sound: Bruce MacRae, Louise Owen

1. Finances
2. Brock presented the December 2019 Financial Report prepared by Wei Wu (reports were distributed to council members prior to the meeting).

• The key points of the financial report were discussed. Brock motioned to receive the December report. Carried.

• Account Balances since the November 21^st, 2019 council meeting:

Account Balances as of December 1^st, 2019: 

Chequing:      $3,086.80

Savings:      $6,813.98

TOTAL:      $9,900.78

Account Balances as of January 1^st, 2019:

Chequing:      $2,429.37

Savings:      $6,815.43

TOTAL:      $9,244.80

• Total assets at end of 2019 including pre-payments: $11,727.92
• 2020 Budget from June circulated.

• Brock motioned to receive the 2020 budget. Carried.

• Motion from Bruce to set aside $1000 for scholarships (max. $250 each) in 2020. Carried.

• Motion from Brock to donate 200 USD to Wat Metta, 200 USD to Dharma Seed, 250 CAD to Birken Forest Monastery. Carried.

• Brief discussion of one-time donation to Wat Buddha Dhamma for rebuilding after Australian fire because of how much Ajahn Tiradhammo has done for VIMS. Set aside for next time when all of council present.
• Sunday Night Community Sit:
• Running along smoothly.

• Kevin continuing in his role.

• Rhonda to be more involved in the future.
• Communications:   
• Next newsletter will include link a to a BCIMS retreat in Nanaimo (Adrianne Ross and others) that has a few openings.
•  Still looking for someone to take over from Bruce.

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 29 / March 1 – 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.

Still need someone to set up sound equipment for Margo’s retreat.

1. 2021 Programs:
2. Heather Martin – January 23/24 – booked
3. Tuere Sala – April 17/18 – booked
4. Ajaan Geoff – August 13/14 – date to be investigated
5. Ajahn Candasiri – November 13/14 – booked
6. Discussion of teachers and dates for four other retreats.
7. Need new volunteer organizer to replace Isy. Possibility of Brock doing it and absorbing coordinator role. Bottleneck is finding managers..
8. Meeting adjourned at 8:25 p.m.

Next Council Meeting 

March 19^th, 2020 – 7:00-9:00p.m. 

Brock and June’s home.

VIMS Council Meeting Minutes (approved)

Thursday, September 20, 2018 at 7:00 p.m.

Brock and June’s home

Present:

Brock, Brian, Bruce, Rhonda, June

Absent with regrets:

Sandra

Agenda Items:

1. Review and Approve Agenda

Motion from Brian to approve the agenda. Carried.

2. Establish Secretary for meeting (Sandra away)
   June agreed to be the Secretary for this meeting.
   
3. Approve Minutes of Previous Meeting (August 23, 2018).
   There were no changes to the distributed draft minutes from the August council meeting. Motion from Bruce to approve the Minutes. Carried.
   
4. Business arising from the Minutes and Updates:

• Ajaan Geoff talk was held on Friday September 12th at 7 pm at Goward House. The talk was co-sponsored by Victoria IMS and Aranya Refuge. Approximately 40 people attended and there was a lively question period after the talk.

 

• Brock’s one day retreat on September 15^th, 2018. There were 38 participants – many were first time to a Victoria IMS retreat. Thanks to the volunteers who supported the retreat: Rhonda Duncan (co-ordinator), Glenda Christie and June Fukushima (co-managers), Juli MacDonnell (sound), Brian Chapel (registrar).

 

• Registration is strong for Christina Feldman’s retreat scheduled for October 13/14, 2018. On the Friday prior to the retreat, at 6pm, June and Brock will host a pot-luck meal for Christina with Council and partners, and the retreat team.

5. Finances:

The financial report from Wei (Victoria IMS bookkeeper) for Jan – Aug 2018 was sent to Council by June prior to the meeting.

 

Account Balances as of Sept 1^st, 2018:

Chequing: $ 3000.14

Savings: $ 6792.73

TOTAL: $ 9792.87

June moved to receive the financial report. Carried.

6. Sunday Night Community Sit:
   

• Plans for 2019 – update since last discussion: Kevin Keliher has agreed to coordinate the facilitation schedule for 2019. There is renewed energy with more new people coming to the sit.

 

• June suggested that we hold off on notifying Helga about changing the rental agreement as of January 2019. There was a general discussion about how the second hour might be used and implications of not renting for two hours each Sunday. Council thought having a two-hour rental gives the program flexibility and that the cost of the second hour is not a high expense.

Brock motioned that we not make changes to the rental agreement at this time and that we would re-visit at the end of the year. Carried.

7. Communications:
   

• Council reviewed the FAQ document that David Axon produced in response to the questions he gets asked as the responder to the Victoria IMS gmail account. Some edits were made. The final draft to be circulated to Council by June.
  
• David requested that it be easier for people to sign up for retreats from the website. Bruce will review the link on the website.

8. 2019 Programs:

• October 12/13 – Steve Armstrong. Lawrie is to talk to Kamala or Steve’s assistant at the end of September about how we might proceed if Steve is unable to lead the retreat.

 

• June and Brock met with Isy House to discuss potential volunteers for 2019 retreats. Isy is happy to continue finding volunteers for retreats.

 

Next Council Meeting:

15th November, 2018 7:00 – 9:00pm.

Brian’s house.

VIMS Council Meeting Minutes (approved)

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

Sandra’s home

Present:                                                                                

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 18^th, 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 (27^th) and 52 participants on Sunday (28^th). 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 (25^th) and 40 on Sunday (26^th). 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 (29^th) and 60 on Sunday (30^th). 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 18^th, 2019 council meeting:

Account Balances as of May 1^st, 2019:

Chequing:         $2,214.80

Savings:           $6,803.99

TOTAL:           $9,018.79

Account Balances as of June 1^st, 2019:

Chequing:         $3,069.00

Savings:           $6,805.43

TOTAL:           $9,874.43

Account Balances as of July 1^st, 2019:

Chequing:         $2,863.52

Savings:           $6,806.43

TOTAL:           $9,669.95

June motioned to receive the Financial Report. Carried.

5. 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.

6. 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 13^th 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 19^th, 2019 7:00-9:00p.m.

June and Brock’s home.

Victoria Insight Meditation Society (VIMS)

 Annual General Meeting

Minutes (approved)

Tuesday June 19, 2018 at 7:00 p.m.

Agenda Items:

1. Call to order

7:10pm

2. Establish Quorum (minimum 3 members per VIMS’ bylaws)

Council: Brock Brown, Brian Chapel, Rhonda Duncan, June Fukushima, Bruce MacRae, Sandra Joy

Members: Rod House, Joyce Elliott, Joan Glover

Guests: Shelly Hilditch, Isabelle House, Joanna Stonechapel

Absent with regrets: John Hilditch (Founding Member)

3. Approve Agenda

Motion from Joan Glover to approve the agenda.
Carried.

4. Approve Minutes from May 25th, 2017 AGM

 

Motion from Rod House to approve the minutes from the May 25^th, 2017 AGM.
Carried.

 

(Bruce MacRae to modify the website to indicate that the 2017 AGM minutes are approved)

 

5. Financial Statement for January to December 2017

 

June Fukushima continued to fulfill the role of Treasurer in 2017 and Wei Wu the role of Bookkeeper.  Thanks to both June and Wei for their efficient oversight of Victoria IMS finances.

 

Account balances as of December 31^st, 2017:

 

Chequing Account:            $3,005.74

Savings Account:              $6,781.44

TOTAL:                            $9,787.18

 

June Fukushima motioned to receive the 2017 financials.

Carried.

 

6. Review of Financial Records

 

John Hilditch did a review (random sampling) of the Victoria IMS financial records and found everything to be in order.

 

A signed letter to this effect was received from John Hilditch.

 

7. Determine if audit is required

 

Motion from Bruce MacRae that, based on the Financial Records review, no audit will be required.
Carried.

 

8. Directors’ reports

 

The reports were pre-circulated to the members of Victoria IMS. The group engaged in a general discussion about the Sunday Night Community Sit program and possible changes that could be made for 2019.

 

Motion from Brock Brown to accept the Directors’ reports.

Carried.

 

9. Election of officers

 

All current directors were willing to stand for another year and informed Brock Brown, as Chair, that they met the necessary requirements. Brock Brown asked if there were further nominations and there were none.

 

Officers acclaimed on slate presented:

 

Brock Brown           – Chair

Bruce MacRae        – Vice-Chair

June Fukushima      – Treasurer

Sandra Joy             – Secretary

Brian Chapel           – Director at large

Rhonda Duncan      – Director at large

 

Motion from Brock Brown to accept the slate of council.

Carried.

 

10. Approve new Victoria IMS Constitution and Bylaws

 

June Fukushima provided some background to the new BC Societies Act and supporting documentation to explain the changes that were made (differences between the current and new Constitution and Bylaws) and walked the group through the changes.  Everyone was satisfied that the revised Victoria IMS Constitution and Bylaws met the organization’s needs.

 

Motion from June Fukushima to accept the new Constitution and Bylaws. Carried.

 

11. Adjournment

 

Motion from Brock Brown to Adjourn.

Carried – 8:24pm.