Archive of Council Minutes for 2007

To jump directly to a particular month during 2007 click below.

January                                  May                                                       September

February                                June                                                       October

March                                    July                                                         November

April                                      August                                                     December

                                         January 14, 2007

Present: Debbie McGee, Moyra Buchan, Deb Godden, Molly McConnell,   Boyce Taylor, Dieter Hajeck (for item 2).

Regrets: Marcel Levandier

Moyra chaired the meeting.  Boyce volunteered as Minute Taker. The meeting began at approx. 12:15 p.m. with a Talking Circle.

Approval of the Minutes of December 10, 2006 Approved with the following changes being noted: The Meeting began with a Talking Circle; Dieter’s surname is Hajeck; Nancy’s surname is “McCabe” not “McKay”

1. Business Arising from the Previous Minutes:

• Dieter gave a written update on the bookcase project and presented design options.  Council discussed the matter and unanimously selected an option.  The bookcase is to cost $400.00 (including HST).  Funding is being provided by the Shambhala Mother Lineage Fund. It is being built by Richard Lash and is scheduled to be completed before the end of January, 2007.
• Report from Co-Coordinators. The Community Meeting on Dec. 31, 2006 was well attended and participants asked questions, gave valued feedback and input and seemed to enjoy a good time.
• Regular Meditation - Most of the “wrinkles” in the time keeping and rota schedules are being “ironed out”.
• Moyra and Debbie M were talking with Acharya Moh Hardin. Amongst other matters, he has not yet decided what he will teach on at the Spring Retreat which is scheduled from April 2nd-8th at the Sunshine Camp, Thorburn Road.
• The Council is to invite input from the Community as to what programming should succeed the current Lojong Group on Wednesday evening.
• Debbie M and Molly McConnell volunteered to back-up Debbie G as the Shamatha Yoga leader ie. in the event of Debbie G’s absence.
• The Solstice Day celebration-pot luck held on December 21st, 2006 at Moyra’s house was well attended and the participants seemed to enjoy a good time.

2. Report from Treasurer: The present Group bank balance is $6,495.86.  The cost for The Lantern (including programming) has been averaging about $400 per month.  The amount in monthly automatic bank account withdrawals that go to Group is about $320.

3. Reports from Committees Terms of Reference

At the Dec. 10th, 2006 Council Meeting, Boyce presented background researched information as to the common governance and decision making practices throughout the Shambhala mandala.   At the Jan. 14th  meeting, he presented a Draft Terms of Reference for the Group.   Council discussed some of these draft clauses.  It was felt that there are several fundamental issues surrounding the role and authority of Council, along with several issues, of an “operational” nature that need to be further thought about, discussed and alternatives considered.  In an effort to first seek a consensus of Council before presenting a Terms of Reference document to the Community for further feedback, discussion and ultimately, ratification, it was decided to hold a special Council Meeting on this matter on January 28th, 2007.

4. New Business

• Correspondence. Lei Zhou, a resident of Gampo Abbey (& former resident of St. John’s and Member of the St. John’s Shambhala Group) very generously donated $200 to the Group and also donated an excellent series of CDs called, “Bohhisattva Mind”.  (These CDs are available to be lent through our audio visual library).  The people present on Jan. 14th, expressed their feelings in a thank you card that will be sent to Lei.
• Meek Program January 19th-21st  The Sacred Path Programs of Shambhala Training  - “Great Eastern Sun”, “Drala”, “Windhorse”, “Meek”, “Perky”, “Outrageous and Inscrutable” and “Golden Key” usually happen with less coordinating effort however coordination effort is still a necessity.  Gratefully Debbie M stepped up as the de facto Coordinator.  She gave a summary of the plans and the volunteer tasks for the coming “Meek” weekend.
• Sunday schedule re: chants, yoga It was suggested that chants would begin at 9:30 a.m. and yoga would begin at 10:00 a.m. There was no further discussion and a no decision was made.
• Email A sangha member offered to send out the lojong slogans to the general list.   The Council appreciates the offer but the consensus seemed to be that the status quo was working well.   Debbie M. presently administers the email system and the website.
• Shambhala Day Shambhala Day is Sunday, February 18th, 2007.  Some celebratory ideas were discussed such as playing a DVD from a Chogyam Trungpa Rinpoche DVD Collection that the Group recently acquired.
• Coordination Level III  Molly McConnell expressed regrets that she would not be able to Co-Coordinate this Program.  Moyra volunteered to Co-Coordinate with Boyce.  The Program is scheduled at The Lantern from Feb. 23rd to Feb 25th with teacher Jan Cressman.
• Centre Talk. In an effort to keep abreast of information from the international Shambhala community and specifically, information regarding the administration of Shambhala Centres, Stephanie Kelly suggested to Council that a Council Member should be a subscriber to the Center Talk list serve. Boyce has already attempted to do this, but to no avail. Others on Council don’t feel they have the time to put into gathering information from this service to potentially pass on to the community.
• Diversity within the Shambhala Community At regular sitting practice on Jan. 14th, 2007, Kaushik Nag raised the fact that he had recently participated in a Shambhala Conference call on “Diversity within the Shambhala Community”. He offered to share his views on the Conference Call and on also on a recent report issued by the Shambhala Diversity and Accessibility Working Group.  The Council would like to thank Kaushik for bringing this very important matter to the floor and will facilitate sharing of the report to the sangha.
  
  The meeting adjourned at approx. 2:10 p.m.

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February 11, 2007

Present: Moyra Buchan, Molly McConnell, Deborah Jackman, Deb McGee, Marcel Levandier, Boyce Taylor, Debbie Godden.

We bowed in and began with a Talking Circle.

Moyra chaired the meeting and Debbie G. took notes.

Approval of the Minutes of 14 January 2007: Minutes approved.

1. Business Arising from the previous minutes:

• Shambhala Day: It was discussed and decided that we do sitting meditation from 10:00 until 10:30 and then watch Shambhala News 2006, Year of the Fire Dog (32 mins.); at 11:00 Debbie M. will read the letter from President Richard Reoch and hand out pledge cards, postcards and a copy of President Reoch's letter; Debbie G. will say a few words about Chogyam Trunpa Rinpoche and then we will watch the first DVD from Volume One of "The Tibetan Buddhist Path." Afterwards the community is invited to gather for soup/ potluck lunch. Moyra and Boyce have offered a pot of soup each; bread and cheese will be purchased; and the community will be invited to bring a food offering as well. Molly offered to inquire as to whether the Lantern has a DVD player we could use. Deb M. offered to send out an email to the community to inform them of this event.
• Level III: Tasks for Shambhala Training Level III - Warrior in the World will be posted shortly. Teacher Jan Cressman's tickets have been booked and purchased. Danielle will possibly host the teacher or Moyra.
• Report from Co-coordinators: The Meek program with Tim Walker was whole-heartedly attended and all went well.
• Report from the Treasurer: Debbie Godden reported a financial loss on the Meek program. There was a lower number of participants as prerequisites applied and some of those people were repeaters which meant a reduced rate for them. Also there was some confusion as to the number of books needed and the cost. We have one book left over from the program. It will be necessary in future for anyone ordering books/ practice materials to coordinate names, numbers, cost including HST, shipping, etc. with the treasurer. It was discussed and decided that any meals provided to a teacher would be paid for by the group. Our bank account currently has $6,896.24.
• Reports from Committees:
• Terms of Reference Progress Report: Council Members reviewed the Draft Terms of Reference Document with parts drafted by Boyce, Moyra and Debbie McGee. Amongst others, the following points were discussed: (1) The language needs to be further simplified (2) The clauses confirming vacancies, nominations to Council and the proposed affirmation/election process needs to be further refined (3) A clause mandating a regular Monthly Community Meeting needs to be added. The draft document is getting closer to release to the sangha for further review, comment and possible amendment. The original goal was to have the document ready for ratification at the Spring Retreat. Given the tight time frames, the proposed clauses with respect to filling Council Memberships and vacancies may be presented to the Community on Shambhala Day. Up to this point in time, the Group has not had a Terms of Reference Document. It is the intention that the Terms of Reference will bring more clarity, particularly with respect to governance and Council matters.

2. New Business:

• Correspondence: There is a clarification of program dates at Dorje Denma Ling re Warrior Assembly and The Golden Key - Warrior Assembly is from 3-14 July 2007 and The Golden Key is from 30 June - 3 July 2007.
• Banners: Tim Walker, who came here to direct a Meek Program in January, made a very generous offer to the group regarding the Dignity Banners. Because we do not have a space of our own and therefore a place to hang them, it was suggested and agreed that we look at obtaining these banners at another time. Many Thanks to Tim Walker for his inspiration and his very generous offer. Deb M. has offered to reply to Tim asking if we could hold onto the banners until Mary Campbell comes to teach Perky and then perhaps she could bring them back to Halifax with her.
• Coordination of Perky: Mary Campbell will be directing this program. She will be booking her own tickets. Molly and Marcel have offered to co-coordinate.
• Diversity Forum: A forum on Diversity issues is being held in Baltimore. We discussed asking Kaushik Nag to attend, and decided it was not affordable at this time.
• Dedications of Merit: Molly offered to provide laminated copies of the Dedication of Merit.
• E-mail Policy: A sangha member advised that a February 10 email was sent to her with a list of sangha members email addresses attached. Not everyone received that email and therefore it is possible this person collected a list on their own. We have been doing our best to respect people's privacy. Moyra Buchan offered to respond to these concerns and will foward to Debbie M a reiteration of Council's ongoing policy to respect peoples' privacy re: email addresses and that content we send to sangha is intended to be related to Shambhala only and not be too lengthy. Debbie will send this out to the list, along with the information on how to subscribe to Sangha Announce, which Boyce offered to forward to her.
• Zabutons: It has been apparent over the last few months that the group is in need of more zabutons. It was suggested we might order 10 zabutons. Deb McGee. offered to contact Drala Books & Gifts to find out the cost, including HST, shipping, etc.
• Bookcase Trolley: Boyce offered to follow up with Dieter re bookcase trolley. The Mother Lineage deadline was the end of January 2007.
• Sunday Reading: It was suggested that we move the Sunday reading back to the 11:45 time slot.Announcements: Deb J. suggested that when there are numerous announcements at the end of sitting meditation, the timer (umdze) could do his/ her best to control interruptions to the person speaking.
• DVD on Thankga Construction. A sangha member suggested we purchase this DVD. Boyce offered to check out the price for this, including taxes, shipping, etc.
• Misconduct: A sangha member asked what the procedure would be in the case of misconduct on the part of a teacher. She offered to get examples and bring to the next council meeting.
• Yoga and Chants: A suggestion was made that yoga be done later rather than first thing in the morning. It is now done at 9:30, before chants, with sitting meditation beginning at 10:00 a.m. This item has been deferred.

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18 March 2007

Present: Moyra Buchan, Deb McGee, Molly McConnell, Marcel Levandier, Debbie Godden, Boyce Taylor, Susan McConnell (for part of meeting)

We bowed in and began with a Talking Circle. Moyra chaired the meeting and Debbie G. took notes.

Approval of the Minutes of 11 February 2007: Minutes approved.

1. Business Arising from the previous minutes:

• Centre Talk: Boyce is now on Centre Talk.
• Zabutons: We have nine new zabutons which were made locally. Some people find them too thin. It was discussed and decided that we could add a layer or two of blanket material to give them more density. It was suggested that we put out another call for used/old blankets. Deb M. will send a request to the e-list.
• Bookcase Trolley: Richard Lash (Bink) said he would have the bookcase trolley completed this week.
• DVD on Thangka Construction: This item will be Kept In View.
• Misconduct: This matter was well discussed. Council recognizes the importance of protection for both student and teacher. Boyce offered to send Shambhala Guidelines to Council.
• Report from Co-coordinators: Level III: Shambhala Training and the Perky program were both very successful.
• Report from the Treasurer: We currently have $5,718.11 in the bank. Debbie G. showed detailed income and expenses for January to March as well as a breakdown of expenses, number of participants, and income for both the Level III Shambhala Training and Perky programs recently held.

2. Reports from Committees:

• Terms of Reference: Ready to go?

3. New Business:

• Correspondence: Jan Cressman sent a beautiful card to the group including a lovely hand written poem inside. It was much admired and appreciated. It is now added to the bulletin board for more people to enjoy! Thanks Jan!!
• The sangha has been offered a free subscription to Buddhadharma and the Shambhala Sun, in return for putting a copy of their poster on our bulletin board. All agreed to do this, Debbie M offered to contact them.
• Location needed for Level 4/5: Deb M. has been checking for another space for this Level combination program i.e. Seniors' Resource Center on Bennett Ave. Other suggestions were made: Canon Wood Hall, Littledale, North Bank Lodge in Pippy Park, Sunshine Park. Susan offered to first check with the new T.I. Murphy Centre, near the Marine Institute.
• Spring Retreat: Deb M. has been corresponding with Acharya Hardin re different aspects of the spring retreat.
• Wednesday, April 4th is the Parinirvana of Chogyam Trungpa Rinpoche.
• Dr. TA Loeffler has requested group support while she is climbing Mount Everest.
• Some staffing needs have been worked out: Boyce and Molly have offered to look after the shrine; Susan has offered to do Teacher Service; Moyra has offered to be Rota Master; Deb G. has offered to do registration.
• Election of New Council: The Nominating Committee, Boyce Taylor, Peggy Pope and Amy Krug, had their first meeting today. Boyce will be chair of this committee. They have divided up their tasks and will meet again on Tuesday. Sunday they will give an update to the sangha.

4. Other:

Sunday, 25 March, 2007 is our next Community Meeting day. Following regular sitting practice, this is the day to adopt our first Terms of Reference. It is also the day for Election of New Council. Moyra will chair for The Terms of Reference and then pass to Boyce, Chair of the Nominating Committee

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Sunday April 22, 2007

Present: Debbie McGee, Debbie Godden, Moyra Buchan, Jody Williams, Marcel Levandier, Molly McConnell, Andy St John, Bink Lash.

We bowed in and began with a ‘Talking Circle.”

Agenda

1. Welcoming of New Council and Discussion of Council positions

• Andy St John will be secretary for the council
• Debbie G. will remain treasurer for another year.
• Debbie McGee and Moyra will remain as co-coordinators for this year.
• Jody will become greeter and will consult with Dieter regarding working the library
• Council meetings will be moved to the third Sunday of the month.
• By year end we plan to develop an up to date data base of our members list.
• Internal communications. Debbie McGee hopes to phase out of the position of internal communications i.e. sending emails regarding announcements, programming, discussion group topics.
• Discussion re needing new position in Webmaster’s role for St. John’s Shambhala Meditation Group. Decision: offer position at next Wednesday meeting. Follow up with email if needed.
• The Sunday morning yoga/chant session. Debbie Godden has been the sole person covering that position. We shall announce on Wednesday that we would like that position to be shared and develop a rota.

2. Approval of Minutes of March 18, 2007.

The minutes were approved with the following change:(page 2.)    Boyce offered to send the Shambhala guidelines to Debbie McGee to send to the mailing list.  Change to: Boyce offered to send the Shambhala guidelines to the Council.

3. Business Arising:

• Zabutons The Zabutons are not thick enough. Andy will discuss with Peggy developing appropriate Zabutons.
• Bookcase Trolley The new bookcase is in operation and looks beautiful. A round of applause for Bink.
• DVD on Thangka Construction Decision: Debbie G. will order a copy for the group and deliver to the library.
• Misconduct Information: Moyra will excerpt the appropriate section from the Shambhala Governance website and send to Debbie J.

4. Report from Co-Coordinators.

• Elected new council
• Adopted terms of reference.
• Had spring retreat
• Had meeting with Acharya Moh Hardin and the council at spring retreat

5. Treasurer’s report.

Spring Retreat Finances

Expenses        $3603.49

Income            $3580.00

                        $    23.49 (Loss)

6. Committees:

• No committees at present.
• Building Committee Discussion re: having a building of our own.  Jody will head a committee to work on a building of our own. Bink will also be on that committee. Some guidelines suggested to the Committee included accessibility, affordability.
• Programming Committee – Susan and Marcel. Fall retreat booked at Sunshine Camp.
• Shrine Committee Is there a Shrine Guide? Molly will investigate and report back. 

7. New Business

• Correspondence: Letter from The Lantern re: new director of The Lantern, Chris Pickard. Molly has spoken with re continuing with our present arrangements with The Lantern. Don Winchell has donated $134.00 to our group.
• Charter discussion: It was agreed to sign the International Bylaws. A discussion followed on what this means for our legal and charitable status. We have charitable status already through Halifax. It was agreed to ask Boyce Taylor for his opinion. Bink will discuss further with Boyce and get back to us for May meeting.
• Shambhala Level 4-5 training coming up. It was agreed to charge 125.00 for the three days; location being worked on.
• “Outrageous and Inscrutable” Molly will co-ordinate May 25-27 at The Lantern.
• Sadhana practice Since more people are interested in this practice since the retreat, it was agreed to schedule it and send to the e-mail list on a monthly basis. Jody will host on May 1st, and Debbie G will host on May 15th.
• Refuge books: Moh has already been reimbursed for these.
• Web site: Old website hard to manage, migrating to the new Shambhala site has a 400.00 fee.  Decision: Council will review Shambhala website manual, defer decision.
• Costs of CDs. It was agreed to charge $5.00 for a CD recorded from a talk by one of our visiting teachers. Discussion on what to charge for Taking Level 3 by CD: Level three training was missed by some. As it is required for upcoming 4-5 training, we have been authorized to have our trainers provide make-up session.  Fee 40$, including three CDs.
• Drum Purchase: deferred
• Centre talk, Group Talk: Debbie McGee will take over from Boyce
• Thrangu Medical Clinic: deferred

Other

• Debbie M. will send out information pamphlet to Council for feedback.
• Bink will provide sample bench for council approval prior to decision to acquire more.
• Visioning event at Moyra’s in June.
• Outreach: Tabled for future discussion.
• Next meeting   May 20.

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Sunday May 20, 2007

Present: Debbie McGee, Debbie Godden, Susan McConnell (for part), Marcel Levandier, Molly McConnell, Andy St John, Bink Lash.

We bowed in and began with a “Talking Circle.”Debbie M. chaired the meeting and Andy took notes.

Agenda

1. Approval of Minutes of April 22, 2007. The minutes were approved and will be posted to the Website.

2. Business Arising from the Previous Minutes

• Zabutons: The thinner zabutons will be combined and the remaining covers will be given new fillings, leaving us with ten new zabutons.
• DVD on Thangka Construction: ‘The Making of the Primordial Rigden Thangka’ DVD has been ordered.
• Charter: We are an affiliate of an existing non-profit status organization. Boyce suggested we speak to Alex Halpern regarding the charitable status. Question remaining: if we sign a lease/deed are the Lessors responsible or Shambhala International?
• Outrageous/Inscrutable: Molly will forward a schedule to the group.
• Shambhala Heart of Warriorship Level 4-5.  Andy and Susan are still working on space large enough and with interview room and kitchen space.  Susan will check Bink’s house.  The university may have suitable space.
• Sadhana of Mahamudra Practice: Full moon May 31st at Debbie Godden’s 7pm. New moon June sitting 13th at The Lantern. July 1st  - The Lantern.
• Information Pamphlet: is being sent out to a larger group for review feedback. It will then be emailed to Moh Hardin and Cynde Grieve for approval.

3. Co-Coordinators Report

• At the community meeting on April 29th, the following Sangha members volunteered: Email- Lewis Cranford, External Communications- Bev Callahan, and Kaushik Nag joined Susan McConnell and Marcel Levandier on the Program Committee.
• A Sukhavati was held for long time sangha member Lorraine Munro on May 5th, which was very well attended and very moving.
• On May 6th, Susan McConnell and Moyra Buchan held a make-up Level Three. Danielle Irvine, Erin Noel, Michelle Jackson, and Marie O'Brien are now all eligible to attend Level 4/5 in June. Katja Jamssen, Debbie Jackman and Molly McConnell helped out. Thanks to all of them for their commitment.

4. Treasurer's Report

Discussion towards opening a dedicated savings account with the goal of purchasing a building Remind people of the tax benefits of making a monthly donation along with or instead of donating per meeting

5. Reports from Committees

• Program Committee Report: Discussion regarding the new Shambhala programming. At present we do not have the resources to run the full program suggested. Fall program at Rotary Sunshine Park. The space is booked. Susan will arrange for a teacher. We will encourage this Retreat to not be a drop-in venue and will expect a commitment from those attending to be present for all of each day.We will present the first level training again in recognition of the number of new people in our group.Susan will poll the membership to get direction on desired programming. Susan will have a draft programming plan for the next meeting.
• Building Committee: Has looked at one house that was suggested. Not acceptable. The old Janeway family hostel was suggested as maybe available from the government/city and would be already wheelchair accessible. Suggested check with the City in general for properties they may want to release for a low price.
• Shrine Committee: The Shambhala shrine format is in flux. We can continue as we are for now. The Buddhist shrine is currently set up at Molly's.The Shambhala shrine is stored at Susan's.

6. New Business

• Correspondence: June 17th to June 23rd we will not be sitting, as the Lantern will be closed
• Website Will ask again at Community Meeting if someone is interested in becoming new Webmaster.
• Drum Purchase Marcel will look into purchasing a drum
• Thrangu Free Clinic: Add link to our website.
• Outreach: Susan McConnell presented on Shambhala at a multi-faith meditation conference. She was excellently received with much positive feedback about Susan.
• Audio Library Marcel will take on transferring our analogue cassettes to CD. Susan will organize getting the equipment to him.
• Weddings/Funerals We have not received a response from Vajradhatu regarding our request to have an Acharya registered to perform legal weddings.
• Gate Handout on responsibilities will be posted.
• Security alarm We should see if we can get a code to use to contact the security company in the event that we inadvertently set off the alarm. Molly will contact Chris Picard.
• Community Meeting Alice Haspray will speak about Talking Circles. The opening rota will be offered for new people to have the opportunity to fill some of the spaces.
• Other: Library Dieter has asked Debbie G. to write up a note for the library describing how to take a book/ magazine on loan.  The library needs mindful attention while open to public during sitting. Council members can be asked to help with check-out.
• Sunday Sitting  It was agreed to change the start time to 10 am. We will adjust the Front Door notice and website. Mediation Instructors will be asked to come for 10 am as well.

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June 18, 2007 

Present:  Debbie McGee, Debbie Godden, Moyra Buchan, Andy St John, Bink Lash, Susan McConnell (for Item #2).

Regrets:  Marcel Levandier, Molly McConnell.

All present bowed in and began with a Talking Circle.

The meeting started without a quorum and proceeded on a discussion basis as the lack of quorum prevented any decisions to be passed by council.  The meeting proper commenced with the arrival of Susan McConnell (for item #2) and Bink Lash.

Other Items Discussed

• Budget:  Debbie G. and Debbie M. are working on a budget for the current year, which will include allocations for specific expenditures (such as the library).  It’s also proposed that we start a dedicated building fund.
• Membership:  Richard John strongly recommended that we tackle the issue of membership; to be discussed at next meeting.
• Information Pamphlet:  This has gone to Moh for review.
• Talking Circle:  Debbie G. will provide further information on talking circles to council.
• Facilitation of council meetings:  We will discuss ways of facilitating discussion at council meetings.

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July 23, 2007

Present: Debbie McGee, Debbie Godden, Moyra Buchan, Andy St. John, Bink Lash, Jody Williams.

Regrets: Marcel Levandier, Molly McConnell

Meeting started with bowing in followed by a talking circle.

         
Approval of Minutes

Minutes of May 20th and June 18th meetings were adopted. Noted in follow up from minutes June 18th  that talking circle notes were attached to terms of reference circulated by Debbie M. via email last week.

Priority Business

• Facilitation:  Moyra suggested that the role of facilitation be rotated, with the facilitator not participating in discussion and focusing on enabling participation by others, and everyone focusing on listening and leanness of speech. She volunteered to facilitate this meeting.
• Relocation: Bink is developing a clearer idea of want we want as a group.
  Debbie M. is working on the process of our charitable status and the details of our identity as an arm of Shambhala International. Jodi reported on his discussions with the Fredricton sangha regarding the purchase of  their centre. The key element was the starting of a building purchase fund. Debbie G. will start our fund and transfer $ 4,000 to it from our general bank account.
• Membership: Debbie M has the membership info. Debbie and Moyra will review the membership options of various sanghas and report on the topic for next meeting.
• Program 2007-08: Bink will continue working on the Level 5 graduates’ wishes for the Sacred Path program.
• Financial Report: Debbie G. and Debbie M. have been working on a budget for the current year.  They will make some further adjustments.
  
  On-going Business
  
  Drum Purchase:  Decided to authorize $100 for purchase of a drum.  Moyra will email Marcel who is looking into this.
  
  Audio library transfer and library maintenance: Debbie M. will check with Dieter about his availability. Moyra will check with Marcel how transfer of tapes to CDs is coming along.
  
  New Business
  
  Correspondence:  Debbie M. will write to Pema Chodron about her visiting St. John’s.
  
  New website: Debbie M. will investigate cost of a new website. Current site is labour intensive to manage.

Thrangu Medical Clinic:  We will bring the issue of support to the community meeting, suggesting a contribution from the sangha and additional support from individuals.

Food Concerns at Programs:  Jody offered to take on planning food for the programs. Goals to continue to provide varied food and help save on food budget.

Death and Dying Committee:  Debbie McGee and Debbie Godden and hopefully Boyce will look into Buddhist death rites and procedures in preparation for sangha members who may chose that process.

Community meeting format: Will include talking circle and a presented topic.

Long term planning meeting:  Proposed to have a barbecue and visioning meeting on Monday, September 3.

Date of Next Meeting: Monday August 20th at 7:30 pm at Moyra’s.  Debbie G. offered to facilitate.

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August 20th, 2007

Present: Debbie McGee, Debbie Godden, Molly McConnell, Moyra Buchan, Jodi Williams, Marcel Levandier, Bink Lash

We bowed in and began with a Talking Circle

1. Minutes of July 23rd meeting: Approved.

2. Priority Business

• Introduction to Buddhism presented by Susan McConnell. Marcel will co-ordinate. B.Callahan can do poster. Debbie M will remake last years poster, send to Marcel.
• Level One Sept 21-22: Molly will co-ordinate
• Program 2007-2008: Donna may be new scheduler for the Lantern. Molly will contact Lantern and confirm general availability for the program. Moyra has confirmed Sept. bookings. We will invite volunteers for coordination at the Community Meeting.
• Publicity: We need coordinators. We will create flyer for fall schedule to have ready for handout during the Introduction to Buddhism. Also to place around town.
• Membership: Debbie M has read Membership report from Shambhala. We will review and arrange a separate meeting for this issue.
• Relocation: Bink reported on 2 other sites. Debbie reported borrowing by Shambhala affiliates over $100,000 needs approval by Shambhala International. Extra provincial organization status: information still coming in from head office to complete the transition to a legal entity. More discussion of the nature and size of space we require; may bring to community meeting. Possibility of renting a more complete space for a long term. This could facilitate more active fund-raising for permanent owned space.

3. Financial Report

• Debbie G. has paper work for GIC. This will be signed tonight and the Building Fund will begin.
• Debbie M. presented revised budget. Agreed to move $100 from Legal to Library. Budget adopted.
• Current balance $6731.

4. On-going Business

• Drum purchase: Minimum price seemed about $200. Marcel will check a bit further. Council approved purchase.
• Library: We will purchase the basic Shambhala texts and send around email requesting the return of books. Molly will email Dieter regarding library management.
• Audio: Marcel will check on transfer equipment.
• Information pamphlets: Moh has not yet responded.
• Pema Chodron visit request: Pema does not do visits for health reasons. Possible alternate guest, will defer to barbecue.
• New website: Debbie will sent out information, will review at that time..
• Thrangu medical clinic: July community meeting canceled but some discussion re Thrangu medical clinic. They approved of the donation.
• Sadhana of Mahamudra: August 29 at the Lantern; Sept 10 and Sept 26 at Debbie Golden’s.
• Primordial Rigden Thankga DVD: we should view this at the visioning barbecue. Thankga purchase suggested.
• Buddhist marriage legality: deferred.

5. Future Meetings

• Visioning meeting Monday Sept 3, 6pm
• Next council meeting Sept 17, 7:30pm

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September 17th, 2007

Present: Richard Lash, Molly McConnell, Moyra Buchan, Jodi Williams, Marcel Levandier, Bink Lash, Andrew St. John, Debbie McGee (from 8:30 pm)

Regrets: Debbie Godden

Guest: Charlie Horwood (for item 1).

We bowed in and began with a Talking Circle.

1. Fundraising Proposal: Charlie Horwood presented fund raising proposal. Charlie suggested we have a sit down dinner for approximately 40 people in two sittings. He suggested we could have 2 – 3 weeks to organize possibly realizing between 300 and 400 dollars. He would be able to do much of the preparation work with significant participation on Jodi’s part. He would expect  us to arrange the booking of the guests and provide volunteers for serving and clean up. He would donate the space 140 Campbell Ave for the venture. Charlie left and discussion was postponed until Debbie McGee’s arrival.

2. Minutes of August 20 meeting: Approved

3. Priority Busines

•  Level 1, Sept. 21-22: 20 people signed up via email. 8 pm potluck Saturday night. Marcel and Jodi will bring soup for Saturday, Andy will bring curry for potluck.
•  Four Foundations of Mindfulness Oct 12 –14: Moh has given his flight times to Debbie M. Marcel and Jodi will co coordinate this event. The Lantern is booked. Debbie McGee will do poster and coordinate interviews.
•  Fall retreat: Maitri Space Awareness: Question regarding if it is open to the public. Jan would know the answer. Debbie M. will ask if Sunshine camp is booked.  Debbie will share coordination with Bink.
• GES Program: Scheduled for first weekend of December; two previous weekends also possible choices. Bink will canvass group and get back to Moyra within the week.
• Discussion of Charlie’s Proposal: Presently there is not much time to arrange such an event. The return proposed would not warrant the additional work entailed. Richard suggested Cathy Jones as a possible speaker for an event we may be able to arrange for February around Shambhala Day Feb 7th.
• Rota for October-December:  We will announce call for volunteers again on Sunday and Wednesday.
• Community Meeting Sept 30th: Will have a talking circle and introduce the topic of membership. Will be followed by the Harvest of Peace telephone live talk at Danielle’s house. On Oct 30th Molly will be teaching Taming the Mind.
• Membership: Moh is agreeable to performing a ceremony. Three criteria for membership are: 1.Financial support. 2. Volunteer for Shambhala
  3. Have regular practice.
• Relocation: Jodi , Molly and Richard will revisit Patrick St. and work up a cost estimate for making it a usable space.

4. Financial report

Postponed till next meeting in absence of Treasurer Debbie G.

5. On-going Business

• Drum Purchase: Marcel has continued to check availability of different drums.
• Library: Reviewed Debbie M‘s list and suggestions she received. Debbie was authorized to purchase the list. Suggested that we ask Dieter to compose a letter from the library asking people to donate books from the appropriate list of authors.
• Information Pamphlet: Moh has reviewed  the information pamphlet and given Debbie his suggestions. Debbie will do a draft lay-out.
• Wednesday sitting instructions: Molly will write up an instruction sheet for the umdse for Wednesday night sitting.

6. Other Business

• Kasung: Barry Boyce will meet with the Kasung when he is here.

7. Next Council Meeting

Monday, Oct 22nd. Molly will facilitate

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October 22, 2007

Present: Debbie McGee, Molly McConnell, Moyra Buchan, Debbie Godden, Marcel Levandier, Richard Lash, Andrew St John

Regrets: Jody Williams

We started with a Talking Circle.

Lemarchant Rd quote 1.25 per square ft, 1200square ft $1500 per month. The ball park is $350 per month plus utilities over $200. Snow clearing would be our expense. We will get quotes for snowclearing. We will try a test sitting at the clubhouse Sunday November 4th. Bink will confirm that the clubhouse is free that day.

7. Financial report presented by Debbie Godden

8. Library

The new books we ordered are in, Debbie M will bring them to the library on Wednesday for Stephen. Debbie will arrange to talk to Dieter about starting annual library fee collection beginning January 1st.

November 18th, 2007

Present : Jody Williams, Molly McConnell, Debbie McGee, Debbie Godden, Andy St John, Richard Lash.

Regrets: Moyra Buchan, Marcel Levandier

We began with a Talking Circle.

1. Approval of Minutes

The minutes for October were approved with some minor changes.

2. Priority Business

Programs

• Calligraphy course offered by Coleen Logan is ½ full. We will continue to offer in-house.

• Great Eastern Sun: 3 soups have been volunteered. That may be enough. We expect nearly full attendance from the Sacred Path program group.

• Taming the Mind and Sakyong On-line talk: Discussion on cost. Donations are to be accepted. We will set-up a donation box.

• Coordinators for programs will get free attendance. Joint co-ordinators will share a free entrance. We will announce this to the group, as well as ask for volunteers to coordinate Level 2 in January.

• Solstice Party Dec 21 will be held at Billy Rahal as a potluck.

Membership

Some people are unaware we now have a Membership policy. Council will make a effort to approach members of our community who may not be aware of the possibility of membership. Don Deibel, our webmaster, needs the membership list for the new Shambhala website. Debbie Godden will get that for him.

Billy Rahal

• We should get a front door light, as a safety feature. Bink will make 8 sets of three keys for each Council member. Bink will have a complete set.

• Andy will take on co-ordinating bookings for the space. We will look to get money from people using the space if/when the cost of heating becomes significant. There will be a donation box for all events.

• Debbie and Bink will create operating instructions re: lights and heat for Billy Rahal. These will be posted in the building and /or given to people doing events.

• Debbie M will do instructions for Gatekeepers

• We need to develop a list of things we need to purchase or have donated, i.e. toilet paper. We can post a list in the kitchen, and send it out to the e-mail list.

• We will hold a Lhasang at the next community meeting to dedicate the space.

• Bink will continue to co-ordinate our relocation to Billy Rahal. The interview room and part of downstairs wash and wax still need to be done.

3. Financial report

Presented by Debbie Godden. We are on track with our budget, and are taking in more monthly donations since Membership was started. We will start a new budget year in January.

4. On-going Business

• Jody will check on Marcel and the drum purchase.

• Library has been reshuffled for now. Debbie M would like to move it downstairs.

• Debbie McGee is revising the FAQ pamphlet to reflect our new space.

• Don Deibel is doing good job on website.

5. Other Business

• Stephanie has requested we bring in the Milarepa DVD at a cost of $360. It was decided to try some movie nights with easier-to-obtain films before taking this on.

• Kaushik will not be taking part in the diversity phone call.

• Molly will go to the Atlantic Regional Conference.
  

• Debbie Godden wonders what happened to the support cushions that we had at the Murphy center. Boyce will be contacted for that information.
  

• Jody will advertise our new space in the available media free advertising.
  

• Jody would like to do a fund raising dinner sat Feb 9th 2008.

6. Next meeting

Thursday Dec 13th. Andy will chair, Debbie M will take notes.

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December 13th, 2007

Present: Debbie McGee, Debbie Godden, Andy St John, Richard Lash, Moyra Buchan, Marcel Levandier, Stephanie Kelly Regrets: Molly McConnell, Jody Williams

We began with a Talking Circle.

1. Approval of Minutes

The minutes for November 18th were approved.

2. Priority Business

Programs

• Solstice Party Dec 21. Long discussion, many decisions made.
  

• Great Eastern Sun. Six people took it. No repeaters. Probably too many events for one month. An internal and external building lhasang was done by this group, so it was decided to cancel the one planned for the general community.
  

• Level Two: Jan 18-20th. Amos Perez will teach. Debbie G will co-ordinate and Andy will pre and post assist. E-mail to group to ask for a host.
  

• Level Three and Windhorse. Tim Walker would like to change date. After discussion, it was decided to try and hold Level Three and Windhorse on the same weekend, before we leave Billy Rahal. Moyra will make inquiries.
  

• April 18th-20th can now be used for Dharma Arts program.
  

• Spring Retreat. Debbie M will contact Moh Hardin and discuss moving this to Billy Rahal and any implications for Dathun requirements.

• Bink has bought a light for the front door and will install. Programmable thermostat to be installed. Marcel volunteered to go early on Wednesday and turn on outside light and heat if necessary.
  

• Security: Stephanie Kelly made a presentation on security concerns, including the need for an emergency exit plan, and lock-up procedures. Stephanie was asked to write up a plan and send it out to council. She will also address the question of barring the upstairs door. She will co-ordinate the Kasung squad in the dissemination of the Security plan.
  

• Stephanie will also make a list of items that need to be purchased for security and safety purposes, such as smoke detectors, fire extinguishers, ladder, first-aid kit, salt for the outside ice, etc.
  

• A heater is needed for the teacher/meditation instruction room.
  

• Snow-clearing is being done by Paul Dunn 689-3924. Bink is the contact person for this.
  

• Opening Rota: as a Meditation Guide. Boyce has had to resign as a Meditation Guide. Denny will be asked to take a shift. Debbie G would prefer Wednesday shifts for now. An e-mail will be sent to the group looking for additional volunteers for the gatekeeper/timekeeper rota.

• After discussion, it was agreed that Debbie M, Debbie G and Stephanie Kelly will form a Committee and put forward a recommendations and a budget for shrine purchases.

• Drum. Stephanie will take over from Marcel. Her budget is $200.

• Library. Deb and Deb will take on the task of moving it downstairs and reorganizing it.
  
  
• The FAQ and Membership document and bookmarks are printed and ready for public display.
  
  
• Don Deibel is doing good job on website.
  
  
• Sadhana dates Dec. 23rd, Jan. 8th, Jan 20th is Level 2 weekend, Feb. 6th date possibly move to Shambhala Day.

• Molly sent a report on the Atlantic Regional Conference. We will read and discuss.

6. Next meeting

Monday, January 14th.

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