ZRS Board Minutes – July 1, 2017
20170701 ZR Board Minutes
Attendees: Kai Hui, Liaoran, Taiso, Jian Zhi
Topics:
- Financials
- Subcommittee Reports/Updates
- PLACEHOLDER for future agendas, discussion during “Old Business” portion of meeting
- Review of comment cards & requests for board agenda topics
- Old Business
- Library setup
- Subcommittees
- Formalization of subcommittee structure proposal
- Building & Grounds
- Cleaning
- Opening
- Newsletter
- Fundraising & Community Outreach
- Library?
- Who/how to ask to lead subcommittees
- Formal samu approach
- Scheduling events/calls for volunteers
- Budgetary process
- Reports/updates process
- Format and frequency expectations
- Formalization of subcommittee structure proposal
- Fundraising
- Response to sangha communication
- Next steps
- New Business
- Website Updates
- New site navigation
- News/Blog discussion/policy
- Financials posting format/schedule
- Inclusion language
- Pamphlet approval/placement/ordering
- Zendo communication board/documents
- vision/useage
- Communication cards/inclusion of phone #’s
- Pamphlet availability/policy
- Board meetings policy
- Frequency going forward
- Open/closed
- Public minutes
- Agenda topic requests
- Newsletter
- Frequency
- content/layout
- Mailing list
- Sangha programming
- Use of space/equitable distribution of time
- Program approval process
- Program withdrawal process
- Scheduling process
- limitations/restricted content
- Movie licensure
- liability
- Website Updates
Notes:
- Convened at 9:46 a.m.
- Financials
- No report from Kai Hui–been swamped
- In general, bleak, but a burst of donations just came in
- Request from sangha for transparency of financials
- Taiso: Doesn’t make sense to do a balance sheet more than once a year
- Kai Hui will need half a day to clean up reporting in PayPal and prepare a visually appealing layout
- Decision: Will post last annual financial and leave it up all year, as well as quarterly YTD statements of income and expenses
- Subcommittee Reports/Updates
- PLACEHOLDER for future agendas, discussion during “Old Business” portion of meeting
- Manju has been doing baseboarding and yard work
- Manju and Myoshin spearheading garden project
- PLACEHOLDER for future agendas, discussion during “Old Business” portion of meeting
- Review of comment cards & requests for board agenda topics
- Topic request form from Joel to formalize organizational structure of board and committees
- Taiso: have to be very careful of how much political activity we try to sustain
- Liaoran: goal should be one-time setup that runs itself
- Topic request form from Joel to formalize organizational structure of board and committees
- Old Business
- Library setup
- Community anxious to get library setup
- Two major roadblocks: computer and setup time
- Taiso: not looking for too much help; would like to stick to software currently in use
- $70 donation toward computer
- Liaoran will assemble a computer–happy to donate minor expenditures but will ask sangha to purchase copy of Windows
- BookCollector software may require some ongoing expense for updates
- Subcommittees
- Formalization of subcommittee structure proposal
- Would require clear division of labor and expectation of reporting (not physical attendance but request for a report two weeks out)
- One-year appointments
- Building & Grounds – Manju wants to head
- Cleaning – Reishin wants to head
- Opening – Will ask Myoshin if she would continue serving as she has been
- Decision: remove opening time from Google calendar and just note who is opening (can be confusing for outsiders looking in
- Newsletter – Myoshin interested in spearheading
- Decision: eNewsletter limited to to four times per year
- Liaroan and Jian Zhi: of the opinion that eNewsletter falls under the purview of the secretary
- Decision: in terms of structure, secretary should head the subcommittee and have editorial oversight; up the secretary to delegate work
- Jian Zhi to work with Myoshin to coordinate first eNewsletter; objective of publishing one before September
- Fundraising & Community Outreach – At this point will keep it on the board
- Need to sort out posting financials, communication with the sangha and best approach to social engagement
- Want to take a unitarian approach to social engagement: sangha comes here for support and then goes into to community to do the work they’re passionate about
- Organization is also not large enough to manage political discourse
- Need to sort out posting financials, communication with the sangha and best approach to social engagement
- Library? Deferred until we actually have a library (Taiso will head)
- Who/how to ask to lead subcommittees
- Formal samu approach
- Decision: all work volunteered for the organization is to be treated as samue
- Scheduling events/calls for volunteers
- Decision: committee-heads should not have capability of sending global communications to the sangha; these should go out through secretary
- Policy: All sangha-wide communications go out through the secretary, treasurer, president or high priest
- Formal samu approach
- Budgetary process
- If committee-heads have budgetary request, they should submit it to the board for approval
- $10 per month is reasonable for reimbursement; anything larger should be requested
- Taiso: request to Kai Hui to develop a budget to post alongside financials
- If committee-heads have budgetary request, they should submit it to the board for approval
- Reports/updates process
- Format and frequency expectations
- Board wants reports for every board meeting
- Format and frequency expectations
- Formalization of subcommittee structure proposal
- Fundraising
- Response to sangha communication
- More money coming in, but still needs to be focus of board (i.e new capital campaign)
- Next steps
- Will be on the agenda at next board meeting
- Response to sangha communication
- Library setup
- New Business
- Website Updates
- New site navigation
- News/Blog discussion/policy
- Jian Zhi and Liaoran have editorial permissions
- Financials posting format/schedule
- Inclusion language
- Liaoran’s statement–great
- Taiso would like to add a note about basic expectation that people come to meditate
- Pamphlet approval/placement/ordering
- Zendo communication board/documents
- vision/useage
- Communication cards/inclusion of phone #’s
- Pamphlet availability/policy
- Decision: no phone numbers on pamphlet–will address zendo phone down the road
- Board meetings policy
- Frequency going forward
- Right now, might benefit with having monthly
- Ad hoc moving forward
- Open/closed
- How about a sangha meeting once per year?
- Process has been set up for sangha member to ask to attend a board meeting
- Taiso: wants to continually communicate to people that we’re here to practice, not engage in politics
- Public minutes
- Decision: minutes will be posted on website
- Agenda topic requests
- Frequency going forward
- Newsletter
- Frequency
- content/layout
- Mailing list
- Decision: will use one sangha mailing list for now
- Jian Zhi’s leaving in September
- Will address at next board meeting
- Sangha programming
- Use of space/equitable distribution of time
- Program approval process
- Decisions: requests must come through board
- Needs to be policy that approved programs need to be sustained or cancelled
- Program withdrawal process
- Scheduling process
- limitations/restricted content
- Movie licensure
- Decision: will take a very careful approach; licensure must be obtained for events hosted here must
- Liability
- Use of sangha mailing lists constitutes legal association with this organization
- Movie licensure
- Communication with Reishin: would like to have better sense of her priority; inclined to approve 1 or 2; every Saturday is not likely to be feasible; need to discuss at priest meeting
- Website Updates
Adjourned at 11:30
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