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Archive of Council Minutes for 2006
To jump directly to a particular month, please click below. The archive begins with September 2006.
September November
October 8 December
October 29
September 10, 2006
Present: Stephanie Kelly, Molly McConnell, Debbie McGee, TA Loeffler, Susan McConnell, Debbie Godden
Stephanie chaired the meeting and Debbie G. took minutes. We bowed in and began with a Talking Circle.
Agenda:
1. Program Schedule
2. Mother Lineage Fund
3. The Lantern
4. Acharya Hardin’s Visit
5. Fall Retreat
6. Group Harmony
7. Food and Beverages
1. Program Schedule: The group decided to wait until after Acharya Hardin’s visit next week to further discuss the Program Schedule for the upcoming year.
2. Mother Lineage Fund: Stephanie reported that the requested, revised application to The Mother Lineage Fund was sent about a month ago to Nancy McCabe but no response has been received. It was discussed and decided that a follow-up would be well-advised. Debbie McGee and Susan both offered to check and see if they had a phone number to contact her which would be passed on to Stephanie.
3. The Lantern: There was discussion around management of our new space. Some of the suggestions that surfaced are: Our sign on the front door should state an appropriate time to arrive, i.e. 10:30 or 11:00 on Sunday and 7:30 on Wednesday. It would help to have a brightly coloured sign. Bright yellow or lime green would stand out well. If people come between the designated times, they can ring the bell. It would be good to get people in without too much disruption. We need to simplify how people enter the building and the meditation room. We can designate someone to be Gatekeeper and that person would sit
just outside the door to the meditation room, let people in the building at appropriate times and close the door of the meditation room when sitting resumes. If another group is in the building for a workshop, we could introduce ourselves as a meditation group and
ask them if they wouldn’t mind closing their door.
When setting up the space it would be preferable to leave cushions out in the hall in a stack so people can choose what they want. This also eliminates the confusion of what seats are taken or not when all gomdens are pre-placed in the room. It has been noted
that a lot of new people are coming. Debbie G. offered to bring two zabutons to add to the group’s supply. Also, if you have a cushion of your own, please bring it so that newcomers can avail of the limited supply that we have. The group is also asking for donations of used/ unwanted blankets and sleeping bags (not the down ones). These would be used to make extra zabutons.
4. Acharya Hardin’s Visit: September 15-17. Stephanie guesstimates about 15-20 for this program. She will be sending out an email outlining tasks to be done and asking for volunteers. Some food has been offered and a hand at setting up the space for Friday evening.
5. Fall Retreat: November 10-13, Friday to Monday inclusive. Conception Harbour Renewal Centre has been booked for our annual Fall Retreat. The rate is $25 per person per night.
6. Group Harmony: Bobbie Boland was not available on the weekend that Moh will be here. Helen Murphy was also considered but there was not enough time to ask her and Moh, and have time to plan. It was discussed and decided that this item be put on the agenda of the visioning meeting planned with Acharya Hardin.
7. Food and Beverages: It was discussed and acknowledged that only water in a covered container was permissible upstairs in The Lantern.
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October 8th, 2006
Present: Sue McConnell (for most of the meeting), Debbie McGee, Moyra Buchan,Stephanie Kelly, Debbie Godden
We began with a warrior’s bow and a talking circle. Stephanie chaired and Debbie G. took Minutes.
Agenda:
1. Atlantic Regional Conference
2. Program Schedule
3. Proposed Writing of Terms of Reference for the Group
4. Status of Mother Lineage Fund Project
5. Financial
6. Introduction to Buddhism
7. Post Seminary Study Group
1. Atlantic Regional Conference: All present were asked if they were able or willing to attend the Atlantic Regional Conference which is scheduled to take place at Dorje Denma Ling on October 27-29, 2006. It was noted that Denny Christian was also asked if he was able/willing to attend. Deb McGee volunteered to go on behalf of the group if Denny was unable to attend.
2. Program Schedule: The organization of the 2006-07 program was discussed at length. Concern was expressed that we may be overstretching ourselves, given the small number of people available to take responsibility for coordinating. We have just completed two very ambitious years, and Acharya Hardin has suggested that we slow the pace somewhat in the coming year. It was agreed upon that we need to work together. The schedule agreed to at the meeting with Acharya Hardin was changed - Meek and Perky were dropped from the proposal, and it was suggested and agreed that we do Levels 1 - 5 from November until June.
Debbie McGee handed out a draft poster for Level I, and asked for feedback. She also offered to coordinate Level 1. Stephanie offered to find teachers for upcoming programs. Debbie Godden agreed to makes booking at The Lantern for these dates. The Programming Schedule 2006-2007 now looks like this:
Sept. 15th-19th, 2006 Conclusion of the Dharma Livyers Program; Meditation Instructor and Shambhala Guide Training
Lojong Classes will begin on Wednesdays starting Sept 27/06
Seminary study group begins Oct 1/06 and meets every second Sunday at someone's house. To be Coordinated by Moyra Buchan.
October 15, 2006 Introduction to Buddhism - 1-4 pm, Susan McConnell to teach.
Nov. 10th-13th, 2006 Fall Retreat, Conception Harbour, Four Foundations of Mindfulness
Nov. 17-18, 2006 Shambhala Training Level 1 - The Art of Being Human
Dec. 1-2/ 06 Shambhala Training Level II - Birth of a Warrior
Dec. 21st, 2006 - Winter Solstice Day Potluck
February 3-4, 2007 - Shambhala Training Level III - Warrior in the World
February 18th, 2007 Shambhala Day
Possible Book Study to start after Lojong Slogans are finished: "Turning the Mind Into an Ally"
April 2nd - 8th, 2007 Spring Retreat with Acharya Moh Hardin - Sadhana of Mahamudra
June 7-11 or 8-12, 2007 Shambhala Training Levels IV and V - Awakened Heart and Open Sky (Stephanie thinks we have to have a third day for this to be a combination weekend)
Notes:
(1) The scheduling of all the above programs and book classes are tentative and are subject to change. Furthermore, programs may be subtracted and added.
(2) It was suggested and agreed that the last Sunday of the month be a Community Building day. We could gather for cups of tea/ coffee and have a Question and Answer period for up to approximately one hour.
3. Proposed Writing of Terms of Reference of the Group: It was proposed and agreed that the guidelines from a Programming Meeting on Monday, September 18, 2006 *(See Attached) be adopted. Also, that the second Sunday of the month be a Business Meeting day and the last Sunday of the month be a Community Meeting day.
4. Status of Mother Lineage Fund Project: It was proposed and accepted that Stephanie order the cushions. She will find out shipping costs. Work on the bookcase-trolley will begin the end of October.
5. Financial: It was proposed and agreed that a Financial Statement be presented at all future Business Meetings. Also, at the end of each program, the Treasurer will present the group with the breakdown of debits and credits incurred for each program.
6. Introduction to Buddhism: Moyra has offered to be the ‘point person’ for this program. The Lantern is booked. Boyce did the PSA’s. Regular Sunday sitting will finish at 12 noon and we will reconvene at 1:00. It was suggested that people attending for the morning and afternoon bring a lunch. Stephanie offered to bring supplies for a coffee and tea break. Debbie Godden agreed to check with Gerri Marshall to make sure the kitchen is available to us during programs. Debbie McGee offered to set out dishes and things. Moyra offered to be on the door. It was suggested that we get contact information. Debbie Godden can do that.
7. Post Seminary Study Group: October 22, 2006 is the date of the next Post Seminary Study Group. Moyra has offered to send an email with the questions and suggested reading material. Stephanie will email the information to the group e-list.
*From Programming Meeting on Monday, September 18, 2006: Governance
Acharya Hardin acting as a "consultant", took the opportunity to share his experiences and understanding with respect to how other Shambhala Centres and Shambhala Groups are "governed". He also responded to questions about the history of the St. John's Group Council, the present governance model and present governance practices. For the Group's further consideration, he advised on the following:
(i) In an effort to increase harmony, the Group should seriously consider readdressing governance matters. This is a common theme throughout the mandala. For instance, the San Antonio Group recently addressed this matter by working out Centre By-Laws. For information purposes, a copy of the "Shambhala Meditation Center of San Antonio Supplemental By-Laws" were distributed to those in attendance. While it is recognized that creating "by-laws" may be very worthwhile, it can also be a very difficult process.
(ii) Acharya Hardin feels that drafting such By-Laws or in this case, "Terms of Reference" may be a priority for the Group and while not mutually exclusive, this matter may supercede the related issues such as formally adopting a "Group Membership Policy" and "Applying to become a Shambhala Centre". (A Shambhala Centre is an organization directly chartered by the Sakyong; criteria for becoming a Centre are established and amongst other matters, include the need to have a "permanent" location.)
(iii) Acharya Hardin recognizes that there is a lack of clarity as to the Council selection process, the role of the Council and what constitutes "Group consensus decision making".
(iv) Shambhala vision mandates that decisions on behalf of the St. John's Shambhala Group are to be made by "consensus", as opposed to "voting". (The basic rationale for the consensus process is that people are to cultivate "listening to others" as opposed to "selling their particular points of view". Decisions based on tapping group intelligence, include everyone's wisdom. It is important for this process to be known & understood so all can effectively participate).
(v) Under the Shambhala umbrella, the Group controls its own governance structure and governance processes. Thus, the composition and authority of the Council is determined by the Group, by consensus. Appointments to Council is not a part of an Acharya's role.
(vi) Upon Acharya Hardin's advice and with the consensus of the Group at that time, the present Council structure came about in April 2004.
(vii) As representatives of the Lineage and Sakyong, all Council Members will be required to take an appropriate Oath of Office.
The consensus of the meeting seemed to be as follows: The Group should form a Committee to begin working on drafting from the ground up, Terms of Reference regarding such Group matters as: Vision, Mission Statement, Council Membership, Council Succession, Role of Council, individual portfolios, "Bodhi Council", format of Community
Meetings ie. "Business Meetings" vs. "Community Building Meetings", Consensus Decision Making model, method for changing terms of reference etc., etc.
There are also considerable resources available within the mandala which may be helpful in such a process.
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October 29, 2006
Present: Lewis Cranford, Martin Palmer, Moyra Buchan, Debbie McGee, Dieter Hajek, Susan McConnell, Marcel Levandier, Molly McConnell, Boyce Taylor, Deb Godden.
Agenda
- New Council Members and Coordinators
- Upcoming Levels 1 & 2 (& Fall Retreat)
- Opening of the Lantern on Wed. (Nov. 1st) and Sunday (Nov. 4th)
The meeting began with a talking circle.
1. Business Arising:
- New Council Members & Coordinators. The letters of appreciation and thanks that were given to the Group’s past Co-Coordinators, Stephanie Kelly and Denny Christian, were read to the Group.
- The Group doesn’t have any “formal” terms of reference with respect to the process for choosing new Council Members or a Group Coordinator(s). There were some general questions as to the role and responsibilities of Council and Council Members. Some persons present gave opinions and shared experiences. It is envisioned that when the Group completes its Terms of Reference, this matter will be further clarified.
- Boyce Taylor nominated Debbie McGee and Moyra Buchan to be the new Co-Coordinators. Debbie and Moyra jointly accepted the nomination and agreed to serve until the 2007 Spring Retreat. There being no other nominations or persons interested or opposed and with the consensus of those present, Debbie and Moyra were declared the Group’s new Co-Coordinators.
- The people present were asked if he or she would like to serve as a Council Member and Molly McConnell and Marcel Levandier expressed they would until April 2007. With the consensus of those present, they were declared to be Council Members. Applause.
- The new Council Members are: Debbie McGee (Co-Coordinator), Moyra Buchan (Co-Coordinator), Deb Godden (Secretary-Treasurer), Boyce Taylor (Member), Molly McConnell (Member), Marcel Levandier (Member).
- Upcoming Levels 1 & 2 (& Fall Retreat): Debbie McGee briefed the gathering on the preparations for the upcoming Levels 1 and II. Level I will be held at the Lantern on Nov. 24th-25th. Level II will be held at The Lantern on Dec. 1st-3rd. The teacher will be Don Winchell from Halifax. Don is a long time practitioner and was a student of the Vidyadhara, Chogyam Trungpa Rinpoche. Moyra briefed the gathering on the preparations for the annual Fall Retreat. The Fall Retreat will be held at the Conception Harbour Renewal Centre from Nov. 10th-13th. Everyone is warmly welcome to attend. There was also some general questions and discussion about the “Shambhala Path” and the “Buddhist Path”.
- Opening of The Lantern on Wed. (Nov. 1st) and Sunday (Nov. 4th)
Debbie Godden asked if someone could open on Wed., (Nov. 1st) and Sunday (Nov. 4th). {Debbie is preparing to attend Shambhala Guide Training at Dorje Denma Ling which begins on Fri., Nov. 3rd}.Molly volunteered to open on Wednesday and Moyra volunteered to open on Sunday.
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November 19, 2006
Present: Deb McGee, Moyra Buchan, Marcel Levandier, Boyce Taylor, Molly McConnell, Debbie Godden.
All bowed in and began with a Talking Circle.
Agenda:
- Approval of the Minutes of the Previous Meeting.
- Business Arising from the Previous Minutes
- Report from the Treasurer
- Reports from Committees
- New Business
- Guide Program
Approval of the Minutes of the Previous Meeting: Minutes approved.
1. Business Arising from the Previous Minutes:
- Mother Lineage Fund: Debbie G. reported that the second lot of gomden foam has been received and the covers for same are on the way. Boyce offered to contact Bink to find out what progress is being made on the bookcase trolley. He will report back to council.
- Library: Boyce offered to speak with Deb Jackman re inviting someone to be Co-Librarian. He will report to council. Deb McGee will then ask Dieter if he is interested in being Co-Librarian.
- Report from the Treasurer:
- Debbie G. passed around accounting sheets showing the income and expenses from the past ten months; the balance of our bank account; and a yet to be completed report from the Fall Retreat (two more payments expected, last receipts received today).
- It was noted that new people in the group are not aware of the monthly donations being made by a number people via electronic funds transfer. These donations qualify as tax deductible receipts. It was discussed and agreed that at the end of this year some announcement could be made advising people of this.
- It was also noted that people could be invited to donate more than $2 at the end of each sitting practice. How to phrase that is the question.
- Reports from Committees: Terms of Reference Progress Report:
- Boyce has offered to lay out suitable Terms of Reference for the St. John’s Shambhala Meditation Group within a couple of weeks. This will then be reviewed by the group.
2. New Business
- Heart of Warriorship Program: Preparations for Level I - Debbie M. will send another email to those who may be interested. She also offered to buy the wine and Sake. Anything not used at the Level I will be saved for the Level II. Debbie G. will bring a rug. Moyra has offered a chair for the teacher. Storage is available to keep these items for the week between the two programs.
- Level II - Five people have registered so far.
- Rescheduling: Our new target schedule is at the end of these Minutes.
- Sacred Path Program: Debbie M. offered to ask for teachers. She has already sent out some emails. She has also offered to ask what Acharyas and Teachers should be paid.
- Debbie M. handed out Draft Sunday Schedule Information; Sheets for Newcomers; draft List of Questions; and Umdze Guidelines. Council members are asked to read the sheets, questions and guidelines and offer suggestions, so they can be ready to use by January.
- Harmony Issues - Scheduling a session with Bobby Boland. K.I.V.
- Council Organization: It was discussed and agreed that the second Sunday of the month would be a suitable time for council to meet on a regular basis.
- Signing Officers - Debbie G. will phone TD Bank and arrange to have Deb McGee and Moyra Buchan given authority to sign cheques for the group.
- Liason with The Lantern - Molly offered to be the new Liason with The Lantern. Debbie G. will go over with her what is involved.
- Roles for Council Members - Responsibility for overall coordination and financial management lies with the Shambhala Council. However, many of the roles essential to the running of the group and its programs can be undertaken by members who are not necessarily on council.
- Roles include: Co-Coordinators; Secretary/Treasurer; Program Planning; Liaison with Halifax; Program Coordination; Internal Communications; Webmaster; External Communications; Liaison with the Lantern; Opening/ Setting up; Gate; Co-Librarians (books); Librarian (audio-visual)
- Guide Program: Debbie G. gave an overview of the Meditation Guide Program that took place at Dorje Denma Ling earlier this month. Pat Hayward and David Sable were the teachers; Kristine McCutcheon, Jeanne Riordan and Theresa Barritt were the Assistant Directors. There were 17 participants. The staff were wonderful as usual. And Dorje Denma Ling as a whole, was inspiring, welcoming, uplifting and fun! Debbie Godden is now qualified as a Shambhala Guide.
- The dates for the new 2007 schedule are:
- January 19-21, 2007 The Four Dignities: Meek
- February 16-18, 2007 Shambhala Training Level III - Warrior in the World
- March 9-11, 2007 The Four Dignities: PerkyApril 2-8, 2007
- Spring Retreat with Acharya Moh Hardin: Sadhana of Mahamudra
- May 25-27, 2007 The Four Dignities:Outrageous/Inscrutable
- June 22-25, 2007 Shambhala Training Levels IV and V: Awakened Heart and Open Sky
- (Editor’s Note: Some of these dates have since changed.)
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December 10, 2006
Present: Debbie McGee, Boyce Taylor, Dieter Hajek (for items 1, 2.1 and 2.2), Marcel Levandier, Molly McConnell, Moyra Buchan
Regrets: Debbie Godden.
Moyra chaired the meeting and took notes.
We bowed in and began with a Talking Circle.
Approval of the Minutes of November 19, 2006: Approved with addition to item 6, noting that Debbie G. has been authorized as a Shambhala guide.
1. Business Arising
- Mother Lineage Fund – bookcase plans; extension request.
- Extensive discussion. Decided that (1) Moyra will determine from the Lantern where we can store the bookcase (either in the resource room off the Oak Room or at the top of the north stairs). (2) After this is clear, Dieter (in his capacity as the new librarian) will work with Bink on the design of a mobile bookcase with lockable doors. It will hold the audio/video collection as well as the books. It was agreed that we need a bookcase that could also be used in another space and added to as required i.e. a standard unit on some kind of trolley or wheels, rather than one built to fit the current storage recess and conditions at the Lantern. Since this project will run into the new year, Boyce and/or Debbie G. will let Nancy McCabe know that we need an extension of the deadline for using the funding.
- Library – new Librarian. Appreciation was expressed to Dieter for undertaking the position and responsibilities of librarian. Until the bookcase is built, Dieter will put some books out Sundays on the table outside the room, so that people have an opportunity to borrow them at the end of Sunday sitting.
- Heart of Warrorship Program: Level One was attended by 22 people, Level Two by 21. About 12 were newcomers. Plans for subsequent levels are: Level 3: Either February 16-18 or 23-25. Boyce and Molly volunteered to co-coordinate. Levels 4/5: Richard John is confirmed for June 14-17. Susan will host.
- Sacred Path Program: Agreed that Sacred Path participants will collaborate on coordinating these levels. Meek: January 19-21. Debbie M. is communicating with Tim Walker about teaching this weekend. Perky: March 9-11. Mary Campbell will direct. Outrageous/Inscrutable: May 25-27. Alice Haspray will direct. Many thanks to Debbie M for her exertion in getting all these details organized.
- Information Sheets: Agreed that the FAQ section should be included in the pamphlet. Questions will be circulated to people who may help with the answers. TA will help with getting copies made. The bookmark design was approved.
- Sunday Scheduling: The schedule was reviewed and approved.
- Donations: Debbie M. will draft a letter for circulation to the group to let people know that donations are welcome and that charitable receipts are available for both one-time and monthly donations.
- Payment to Teachers/Teacher’s Gifts: No clear guidelines from Halifax. Decided that we adopt a consistent approach for all teachers i.e. provide a $100 honorarium ($500 for Acharyas) plus put out a Teacher’s Gift bowl for all teachers, whether Buddhist or Shambhala.
- Shambhala Bank Account: Debbie M. and Moyra have replaced Stephanie and Denny as signatories for the group’s bank account along with Debbie G. Two out of three are required to sign cheques. The account has been moved from the Water Street branch of TD to the Elizabeth Avenue branch.
- Reports from Committees
- Terms of Reference Progress Report: Boyce distributed to all present a package of background information regarding organizational guidelines. These documents represent the framework he has developed by researching different levels of the Shambhala organization. Council members are asked to review this information, while Boyce proceeds with the development of Draft Terms of Reference.
2. New Business
- Solstice Supper on December 21: The Lantern is not available on December 21. Moyra offered her home for the gathering. Molly volunteered to help set up.
- New website template and The Elephant: Debbie M. will circulate both of these to council members.
The meeting adjourned at 2 p.m. Next meeting January 14, 2007.
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