Birken Forest Buddhist Monastery ( Sitavana ) Annual General Meeting Sept. 25, 2016 AGENDA

Transcription

1 Birken Forest Buddhist Monastery ( Sitavana ) Annual General Meeting Sept. 25, 2016 AGENDA 1. ATTENDANCE Thomas West (Ajahn Sona), Teresa Wixted (Piyadassi), Hazel Plumbley, Brent Styra, Leslie Hanrahan, Espen Oestrem Nesse (Samanera Nandaka), Lori Elling (Kusala), Dinka Pignon (Dantika), Rachel Telesmanick (Metta), Martina Vavra, Adrian Stiubei, Elisa Millns, Jennifer Oja, Connie Murphy 2. MINUTES OF LAST YEAR S AGM (September 6, 2015) The AGM 2015 Minutes were accepted (unread). Carried unanimously. 3. MATTERS ARISING None 4. PRESIDENT S REPORT (Ajahn Sona President): a. Resident Monastics: Ajahn Sona continues in his active role as Abbot of Birken Forest Buddhist Monastery throughout the year. Ajahn Sona decided that 2016 would be his final year of travelling for teaching (except for one confirmed engagement in Canmore, AB in October 2017). In the coming year he hopes to take some shorter periods of solitary retreat at Birken, as well as focus on new media outlets for the Dhamma, including YouTube videos and audio recordings of Birken teatime and Dhamma talks. Sister Mon was away from the monastery briefly in June 2016, visiting family and friends on Vancouver Island and coastal BC, as well as visiting friends and offering teachings in Calgary and Canmore, AB in late June and early July. In July Sister Mon began a year-long silent retreat, planning to spend part of her retreat time at Birken and part on Vancouver Island. After her retreat she plans to again be actively engaged in supporting Ajahn Sona in the daily running of the monastery. Sister Mon s work permit was approved in February for two additional years. Her second Canadian Permanent Residency application was denied, largely due to her unique position as an unpaid Buddhist nun. In the spring of 2016 Birken pursued other avenues to gain approval of Sister Mon s PR application, including contact with our MP. For now Sister Mon has decided to put the PR application on hold as she deepens into her practice during her retreat. Espen Oestrem Nesse, a longtime steward and member of Birken s first Upasika program, was ordained as an Anagarika, an eight-precept postulant, by Ajahn Sona on the Uposatha of June. In August he was ordained as Samanara Nandaka, a novice monk. Samanara Nandaka will spend the next year in novice training with Ajahn Sona. Ajahn Pavaro continues to train in Thailand.

2 b. Monastic Visitors: From December 2015 to February 2016, Ajahn Sudanto, took up residence at Birken for a three-month period of solitary retreat in silence and seclusion. Ajahn Sudanto departed Birken in mid-february 2016 to resume his duties as the Abbot of Pacific Hermitage in White Salmon, WA. In March 2016, Birken welcomed again Venerable Santacitto, a Canadian monk training at Ajahn Wanchai s forest monastery, Wat Phu Sangko, in Thailand. Venerable Santacitto will be in residence at Birken until March 2017 during which time he will be on silent retreat. In May 2016, Birken again welcomed monks from the Pacific Hermitage (Ajahn Sudanto, Ajahn Karuṇadhammo and Ajahn Caganando), along with a group of retreatants from the Portland area, for their annual 10-day silent retreat at Birken, which was led by Ajahn Sona. Ajahn Jotipalo took some time from his duties at Abhayagiri Monastery in California to visit us for a few days in early July as part of his travels with a friend up the coast of California, Oregon and Washington. In mid-july 2016, Birken welcomed back Canadian-born Luang Por Tiradhammo to spend the vassa with us here at Birken. Luang Por Tiradhammo visited family and friends in Canada and offered teachings throughout British Columbia during this time as well. LP Tiradhammo now has 43 years in the robes and is an important and revered elder in the Western Sangha. c. Retreats and events held at the monastery and off site We give sincere thanks to all the many Birken supporters who helped us to organize a number of retreats and events this past year (Aug 1, 2015 July 31, 2016): July 29 Aug 5, 2015 Victoria Group Visit to Birken Aug 28 30, 2015 Upasika Program Group I Gathering #2 Sept 13, 2015 Sept 18 27, 2015 Oct 10, 2015 Oct 11, 2015 Oct 15 18, 2015 Oct 24 30, 2015 Oct 31, 2015 Nov 15, 2015 Dec 13, 2015 Jan 6 - Mar 30, 2016 Fall 10-Day Silent Retreat at Birken, led by Ajahn Sona Teen Yoga Day Visit to Birken Ajahn Sona leads weekend retreat in Calgary/Canmore, AB Pacific Hermitage 7-Day Retreat at Birken, led by Ajahn Sona Mini-Kathina Ceremony at Birken Annual Silent Winter Retreat at Birken Jan 6 13, 2016 Upasika Silent Winter Retreat Week #1 Jan 13 20, 2016 Upasika Silent Winter Retreat Week #2 Jan 24, 2016

3 Feb 21, 2016 Mar 20, 2016 April 3, 2016 April 8 11, 2016 April 15-17, 2016 April 22 24, 2016 April 29 May 1, 2016 May 4 13, 2016 May 15, 2016 May 17 19, 2016 May 20 23, 2016 June 3 5, 2016 June 12, 2016 June 17 19, 2016 July 15 17, 2016 Ajahn Sona leads weekend retreat for Portland Friends of the Dhamma in Portland, Oregon Ajahn leads weekend teaching events for adults and youth at new Buddhist Vihara Society in Surrey, BC Upasika Program Group I Closing Gathering Upasika Program Group II Opening Gathering Weekend Pacific Hermitage 10-Day Retreat at Birken, led by Ajahn Sona Ajahn Sona evening talk and teaching events on Cortes Island, BC Ajahn Sona leads weekend retreat in Victoria, BC Kelowna Group Visit to Birken Salt Spring Island Group Visit to Birken Absolute Beginners Retreat at Birken d. Renovations and construction projects In October 2015 a new wooden path leading from Kuti Road to Ajahn Sona s kuti was added to replace the often slippery and dangerous dirt path that iced over in the winter. In November 2015, the monastery closed for the month and with the aid of our resident stewards the basement was further renovated. Walking paths were repainted and a birch paneled ledge added to the monks area. In addition the hanging shogi screens separating the monks area from the walking paths were solidified with fallen pine logs gathered from the nearby forest. Metal latches were added to all the wooden window panels in the basement to further enhance the insulation factor and eliminate frost from gathering on the interior windows. Also in November the deck off of the sala was updated to protect and store more wood for the stove in the sala. In March 2016 volunteers made repairs to the water damaged drywall in the north stairwell as well as in room 9 and the upper north washroom. In July 2016 our 40-year refreezerator finally succumbed to impermanence and we purchased a new allrefrigerator for the basement cold room. In June and July renovations were made to Donna s kuti including new clothes closets, interior screens, exterior deck, and walking path. A new pathway was created from Kuti Road to the mediation platform near Donna s kuti as well.

4 e. Other news & concluding observations This has been a full and rewarding year at the monastery. Ajahn Sona s decision to make 2016 his final year for offsite teaching events culminated in a rich final tour to long established Dhamma communities. With a new focus on teaching exclusively from Birken, Ajahn will continue to welcome all the many visitors to the monastery, including the community groups that have enjoyed the outreach of Dhamma over the years. In the past year we hosted a number of local group retreats (from Kelowna, Salt Spring Island, Victoria, and the Portland area). In addition to his guidance and teachings for lay visitors, Ajahn Sona will be overseeing Samanera Nandaka s novice training for the coming year as well. The second year of our successful Birken Upāsikā Program for Dedicated Lay Practitioners began in April 2016 and will run until April The program has evolved to limit the number of onsite participants and add both offsite (i.e. visits to Birken while overnighting at offsite locations) and remote (i.e. internet only) components. This year there are a total of 25 lay participants (11 onsite, four offsite and 10 remote Upāsikās.) The program continues to be a mix of study, practice, ritual, discussion, community-building, and spiritual mentorship. A new password protected blogsite was created for the second year program participants to support a private virtual discussion forum and monthly study assignments. The first year Upāsikās are now engaged in the second year of the program and continue to receive new teachings from Ajahn Sona as well as build upon the community framework established in the first year of the program ( We plan to take a break from the Upāsikā program in 2017 and will provide an update at the next AGM concerning our plans for its continuance in FINANCIAL REPORT (Hazel Plumbley Treasurer): Consistent support from the friends of Birken has resulted in a net income of $35, for this fiscal year, all of which has been earmarked for the purchase of a new monastery vehicle in the fall of There was an approximate increase of $18, to Birken s donation stream over the prior fiscal period. This represents approximately 9% above the average annual income for the period between 2002 and Extraordinary donations, those in excess of $ , have declined in number since 2012, but remain a much appreciated source of monetary support for Birken. Fiscal Year Year less Extraordinary Donations Extraordinary Donations Year with Extraordinary Donations , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , ,517.67

5 , , , , , , Sum 1,600, , ,992, Average 123, , , , , , % of avg 115.8% 82.9% 109.3% As in years past, no new debt has been incurred and the one remaining loan was retired in November 2015 after many generous donors contributed over $ at Birken s annual Kathina ceremony. Anumodana! Liquid assets have increased from $107, to 162, in this fiscal year. This is due to a 7% reduction in operating expenses, largely related to reduced infrastructure spending, and to the Harita Yana donation drive, undertaken to assist Birken in the purchase of a new monastery vehicle to replace the aging Toyota van that required considerable repairs to maintain roadworthiness. As of the end of fiscal year, the Harita Yana funds have not been expended as research on green vehicle options and availability continues. Please see the accompanying financial statements for more information. 6. BOARD OF DIRECTORS: This was not a voting year. The current Board of Directors is: Ajahn Sona President Naruemon Teneralli (Sister Mon) Vice President Teresa Wixted Secretary Hazel Plumbley - Treasurer Brent Styra Member at Large Leslie Hanrahan Member at Large 7. MOTIONS: That changes to the constitution by-laws in accordance with B.C. s New Societies Act be incorporated in the coming year and voted on at the 2017 AGM meeting. Moved by Thomas West, seconded by Teresa Wixted. That Tombe Herrington Chartered Professional Accountants LLP be appointed our accounting firm for the next fiscal year. Moved by Thomas West, seconded by Hazel Plumbley. That the 2017 AGM be held at Birken Forest Monastery on September 24, Moved by Thomas West, seconded by Espen Oestrem Nesse. MEETING ADJOURNED Moved by Teresa Wixted, seconded by Leslie Hanrahan. Carried unanimously.