Albuquerque Vipassana Sangha Board of Directors Meeting Sunday, August 18, 2013 11:00am -1:00 pm at the home of Beverly Klemme Meditate Aspirations and values Approve agenda Approve minutes of April meeting Approve minutes of June meeting Consent Agenda Education Standing Committee no report Retreat & Residency no report Finance receive reports Standing Committee Reports Core Curriculum Bhavana Dana Presenters Communication Ad Hoc Committee Report A Home of Our Own Draft AGENDA Membership meeting September 16 th decide number of board members for next year board candidates agenda for meeting Other and New Business Proposal to donate $200 to RigDzen Center for residency activities Board response to situation at Vallecitos Mountain Refuge Mediation/Dispute resolution policy/procedure Volunteer Coordinator Meditate
Financial Committee Report Members: Siva Challa, Andrea Escher, Gary Serrino, Sarah Schwartz Snapshot of the AVS financial accounts as of 08/06/2013: Checking Account $ 4,489.43 Money Market Fund $11,005.77 Non Transaction Share (Savings) $ 642.68 PayPal $ 24.15 TOTAL $16,162.03
Albuquerque Vipassana Sangha 2013 Q2 Profit & Loss January through June 2013 Jan - Mar 13 Apr - Jun 13 TOTAL Income 4000 RETREAT INCOME - RESIDENTIAL 4020 Fees - Residential 960.00 110.00 1,070.00 Total 4000 RETREAT INCOME - RESIDENTIAL 960.00 110.00 1,070.00 4300 CONTRIBUTIONS 4320 General Contributions 4321 Thursday Evening 1,203.55 1,371.94 2,575.49 4322 Sunday Evening 330.00 416.00 746.00 4323 Saturday Class 57.00 60.00 117.00 Total 4320 General Contributions 1,590.55 1,847.94 3,438.49 4340 Retreat Contributions 4343 Miscellaneous 370.00 10.00 380.00 Total 4340 Retreat Contributions 370.00 10.00 380.00 4350 Non-Residential Retreat 839.00 307.00 1,146.00 4380 Teacher Dana 270.00 250.00 520.00 Total 4300 CONTRIBUTIONS 3,069.55 2,414.94 5,484.49 4500 FUNDRAISING 4520 Appeal 1,585.00 358.61 1,943.61 Total 4500 FUNDRAISING 1,585.00 358.61 1,943.61 4820 Interest Income 2.68 2.88 5.56 Total Income 5,617.23 2,886.43 8,503.66 Expense 5100 DANA EXPENSES 5120 Dana to Other Organizations 50.00 0.00 50.00 5140 Dana to Teachers 270.00 250.00 520.00 5160 Dana to Wat 900.00 900.00 1,800.00 Total 5100 DANA EXPENSES 1,220.00 1,150.00 2,370.00
Jan - Mar 13 Apr - Jun 13 TOTAL 5300 RETREAT EXPENSES - RESIDENTIAL 5360 Facilities - Residential 1,490.00 710.00 2,200.00 5380 Food - Residential 250.00 345.00 595.00 Total 5300 RETREAT EXPENSES - RESIDENTIAL 1,740.00 1,055.00 2,795.00 5400 RETREAT EXPENSES - NON-RESIDENT 5430 Travel - Non-Resident 72.98 0.00 72.98 5460 Facilities - Non-Resident 292.50 390.00 682.50 Total 5400 RETREAT EXPENSES - NON-RESIDENT 365.48 390.00 755.48 5700 TEACHER EXPENSES GENERAL 5720 Teacher Travel - General 72.99 149.16 222.15 Total 5700 TEACHER EXPENSES GENERAL 72.99 149.16 222.15 5820 Sunday Evening Rental 450.00 850.00 1,300.00 7000 ADMINISTRATIVE EXPENSES 7210 Bank/Credit Card Fees 0.76 11.66 12.42 7230 Communications 18.40 0.00 18.40 7250 Dues/Subscription/Licenses/Fees 10.00 0.00 10.00 7280 Insurance 0.00 1,193.00 1,193.00 7350 Postage and Delivery 0.00 236.00 236.00 7390 Supplies 0.00 272.74 272.74 7400 Web Site 1,404.00 0.00 1,404.00 Total 7000 ADMINISTRATIVE EXPENSES 1,433.16 1,713.40 3,146.56 Total Expense 5,281.63 5,307.56 10,589.19 Net Income 335.60-2,421.13-2,085.53 Page 2
Albuquerque Vipassana Sangha 2013 Q2 Balance Sheet As of June 30, 2013 Jun 30, 13 Jun 30, 12 ASSETS Current Assets Checking/Savings 1000 CASH 1010 Operating - NMEFCU 3,914.99 3,332.64 1020 Savings - NMEFCU 642.63 642.03 1030 Money market - NMEFCU 11,004.84 12,394.02 Total 1000 CASH 15,562.46 16,368.69 Total Checking/Savings 15,562.46 16,368.69 Other Current Assets 1300 PREPAID ASSETS 1320 Retreat - Prepaid Facility Dep 2,820.00 2,820.00 Total 1300 PREPAID ASSETS 2,820.00 2,820.00 Total Other Current Assets 2,820.00 2,820.00 Total Current Assets 18,382.46 19,188.69 TOTAL ASSETS 18,382.46 19,188.69 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 2200 OTHER CURRENT LIABILITIES 2265 Deferred Revenue - CDL Support 1.90 1,008.10 Total 2200 OTHER CURRENT LIABILITIES 1.90 1,008.10 Total Other Current Liabilities 1.90 1,008.10 Total Current Liabilities 1.90 1,008.10 Total Liabilities 1.90 1,008.10 Equity 3000 Opening Bal Equity 9,185.25 9,185.25 3900 Retained Earnings 11,280.84 9,908.16 Net Income -2,085.53-912.82 Total Equity 18,380.56 18,180.59 TOTAL LIABILITIES & EQUITY 18,382.46 19,188.69
Income Albuquerque Vipassana Sangha 2013 Budget Budget 2013 Q1-2 Percent Income/ Expense 4000 RETREAT INCOME - RESIDENTIAL 4020 Fees - Residential 12,650.00 1,070.00 8.46% Total 4000 RETREAT INCOME - RESIDENTIAL 12,650.00 1,070.00 8.46% 4300 CONTRIBUTIONS 4320 General Contributions 4321 General Contributions - Thursday 4,500.00 2,747.49 61.06% 4322 General Contributions - Sunday 3,000.00 818.00 27.27% 4323 General Contributions - Classes 500.00 117.00 23.40% 4324 General Contributions - Online 200.00 4325 General Contributions - Other 1,500.00 4340 Retreat Contributions - Residential 1,000.00 405.00 40.50% 4350 Retreat Contributions - Non-Residential 2,400.00 1,146.00 47.75% 4380 Teacher Donations 3,200.00 520.00 16.25% Total 4300 CONTRIBUTIONS 16,300.00 5,753.49 35.30% 4500 FUNDRAISING 4500 Appeal 5,000.00 1,968.61 39.37% Total 4500 FUNDRAISING 5,000.00 1,968.61 39.37% 4800 OTHER INCOME 4820 Interest Income 12.00 5.56 46.33% 4800 OTHER INCOME 12.00 5.56 46.33% Total Income 33,962.00 8,797.66 25.90% Approved by the board 12/16/2012
Expense Albuquerque Vipassana Sangha 2013 Budget Budget 2013 Q1-2 Percent Income/ Expense 5100 DONATION EXPENSES 5120 Donations to Other Organizations 800.00 50.00 6.25% 5140 Donations to Teachers 3,200.00 520.00 16.25% 5160 Donations to Wat 4,800.00 1,800.00 37.50% Total 5100 DONATION EXPENSES 8,800.00 2,370.00 26.93% 5200 RESIDENCY EXPENSES 5220 Teacher Travel - Residency 800.00 5230 Teacher Housing - Residency 0.00 5240 Other Teacher Exp - Residency 276.00 5250 Facilities - Residency 300.00 5270 Supplies - Residency 0.00 5290 Other Expenses - Residency 100.00 Total 5200 RESIDENCY EXPENSES 1,476.00 0.00 0.00% 5300 RETREAT EXPENSES - RESIDENTIAL 5310 Scholarships - Residential 880.00 5330 Travel - Residential 357.00 5360 Facilities - Residential 12,100.00 2,795.00 23.10% 5380 Food - Residential 5390 Other Expenses - Residential 200.00 Total 5300 RETREAT EXPENSES - RESIDENTIAL 13,537.00 2795.00 23.10% 5400 RETREAT EXPENSES - NON-RESIDENTIAL 5420 Advertising - Non-Residential 100.00 5430 Travel - Non-Residential 600.00 72.98 12.16% 5450 Supplies - Non-Residential 100.00 5460 Facilities - Non-Residential 1,440.00 682.50 47.40% 5490 Other Expenses - Non-Residential 1,000.00 Total 5400 RETREAT EXPENSES - NON-RESIDENTIA 3,240.00 755.48 23.32% 5700 TEACHER EXPENSES GENERAL 5720 Teacher Travel - General 2,000.00 222.15 11.11% 5730 Teacher Housing - General 500.00 5740 Other Teacher Expenses - General 150.00 5750 Continuing Education 300.00 Total 5700 TEACHER EXPENSES GENERAL 2,950.00 222.15 7.53% 5800 FACILITIES EXPENSES GENERAL 5820 Bhava Yoga Studio Expenses 2,760.00 1,300.00 47.10% Total 5700 FACILITIES EXPENSES GENERAL 2,760.00 1,300.00 47.10% 7000 ADMINISTRATIVE EXPENSES 7250 Dues/Subscriptions/Licenses/ Fees 20.00 40.82 204.10% 7270 Fundraising 130.00 7280 Insurance 1,200.00 1,193.00 99.42% 7310 Meetings 50.00 7350 Postage and Delivery 142.00 236.00 166.20% 7390 Supplies 57.00 272.74 478.49% 7400 Website 1,329.00 1,404.00 105.64% 7440 Volunteer Development 200.00 Total 7000 ADMINISTRATIVE EXPENSES 3,128.00 3,146.56 100.59% Total Expense 35,891.00 10,589.19 29.50% Net Income -1,929.00-1,791.53 Approved by the board 12/16/2012
Albuquerque Vipassana Sangha Communications Committee Committee members: Mark Steele, Mary Young, Beverly Klemme, Sarah Schwartz The AVS Communications Committee is charged with: Managing pathways by which the sangha communicates with members and with the public; including the web-site, newsletter, and Facebook (and media we haven t thought of yet). Recording and uploading teacher talks. Mailing letters to members and friends of the sangha. Ensuring that information is being communicated at weekly events. o Verbally o With written materials Sarah Schwartz
AVS Communications Decisions TDATE BOARD-MEETING MINUTES POLICY IMPLICATIONS NOTES 9/2000 Wynette mentioned that the sangha needed to develop a policy on sending announcements submitted by groups outside of the sangha (e.g., other Buddhist groups) to the sangha email list. The policy would address questions such as, should we send out any announcement that was submitted to us? If not, what announcements would be appropriate to forward to our members? Wynette expressed concern that we not abuse the email mailing list by sending out an excessive number of announcements. 08/2002 There has been some concern about how we are communicating information within the sangha. The board felt that our current methods (Web site and email) were effective. The membership list including email addresses and phone numbers would be available to all members. We should make it clear that Suzanne Sluizer is the central email person, and that all official Sangha email should go through her. The board did not vote on this suggestion. The sangha communicates information within the sangha via the web site and e-mail. All official e-mail goes through [position?] The membership list is available to all members. Has this issue been resolved by the presence of the Yahoo chat group? The board secretary annually sends an official e-mail notice to all members. The board president sends annual appeal letters to an expanded list of members plus former members and retreatants [?] Other mail and e-mail may be distributed with board approval. The newsletter includes information on sangha-sponsored events plus items included at the editor s discretion. The Yahoo chat group provides a path for any other type of communication among members. Others? We do not currently make the membership list available to all members. See separate proposal. 1
AVS Communications Decisions TDATE BOARD-MEETING MINUTES POLICY IMPLICATIONS NOTES 08/2008 Bylaws Amendments: Kempton presented proposed revisions to Article II, Membership Article III, Meetings of Members, Article IV, Board of Directors, Article VI, Amendments, and Article VII, General Provisions. The proposed revisions allow notices to members to be made by either mail or email... After discussion... the motion, which passed unanimously. 09/2008 Membership Meeting: After brief discussion... [t]he motion was approved by unanimous vote of the members present. Official sangha notices to members may be sent either by e-mail or mail. 08/2008 Purpose and content of list serve: Board members and others present discussed use of the sangha membership email list serve. Recently appointed Moderator Mark Steele and the Board discussed the understanding that it is intended for use for Sangha business. The Board and others present agreed that gray areas regarding appropriate content have arisen and would likely arise again in the future, and the discussion would continue. 10/2008 Membership and Mailing Lists: Kempton reported that as a result of the process required by the bylaws prior to the annual membership meeting in which members are asked if they wish to retain their membership, the membership roll of the sangha was reduced to 61 members. Another list, the mailing list, will be retained and maintained. This list includes people who have been members, current members, and will be expanded to included retreatants not Is the list serve referred to here the current Sangha News? Have we settled the purpose and content of web site, newsletter, and chat group? What are the mailing lists we currently maintain and who maintains them? The board secretary maintains the membership list. [Bylaws, Article II, Section 2] 2
AVS Communications Decisions TDATE BOARD-MEETING MINUTES POLICY IMPLICATIONS NOTES otherwise on the list. This mailing list will be used for the annual fundraising letter, and includes approximately 240 persons. 03/2009 Discussion of content of Thursday night announcements: The Board discussed whether the announcements should include only sanghasponsored events, or also include events sponsored by other organizations. After discussion, the Board by consensus decided that 1) only one person would do the announcements, 2) anyone wishing to have a sangha event announced should advise the evening s MC, usually Valerie, in advance, 3) announcements would only be for sangha-sponsored events, 4) a stand-up display on the table could be used to call attention to other events, in addition to the usual practice of making table space available for flyers from other groups. 03/2009 Contents of Moderator s Weekly Email Announcement: Andrea and Kempton relayed an inquiry from email moderator Mark Steele asking for guidance on appropriate content for his weekly email message, which is sent to everyone on the sangha s email list serve. Typically the message is about the upcoming Thursday evening supper and sit, and for upcoming half-days, retreats, etc. Mark was asking for guidance in particular for when he receives a personal request from a sangha member asking for assistance. The board discussed use of the weekly Announcements at events: 1) Only one person does announcements. 2) Anyone wishing to have a sangha event announced should advise the evening s presenter in advance. 3) Announcements are only for sangha-sponsored events. 4) A display on the table can be used to call attention to other events. 5) Fliers from other groups may be displayed on the table. Sangha News is primarily a vehicle for announcing sangha-sponsored events and may be used for medically related assistance. The editor is encouraged to contact the board for guidance and also to use his discretion as to placement and length. 3 See separate proposal for change in announcements.
AVS Communications Decisions TDATE BOARD-MEETING MINUTES POLICY IMPLICATIONS NOTES message as a means of compassionate action, as well as the meaning of sangha business and personal business. After discussion, the Board agreed on the following guidelines as a start. It's OK to include notices for medically related assistance. Just about everything else is not OK. Solicitations for money, or to sell things are not OK, for example. If it's not for medically related assistance, Mark will refer the person to the chat list, which he already does. If it's not medically related assistance and Mark thinks it ought to be considered for inclusion, then he is encouraged to contact the Board, which will try to give some timely guidance. Such notices will be under the heading Compassionate Action Through Service. Mark is encouraged to use his discretion as to placement of the item and its length. 10/2009 It was... proposed that Wynette only accept events on the calendar from committee chairs or board members. This was accepted by acclamation. 02/2013 Alok raised a question about responding to general email requests sent to an individual board member. Ken agrees that, as president, he might be able to handle responses, based on input from others. The web-site calendar is used for sangha-sponsored events only. The web-site administrator only accepts event information from committee chairs and board members. Generally, e-mail requests sent to board members should be forwarded to the president (?) Committee members other than chairs are often the source of event information. Since the Sangha News editor often digs for information on topics and presenters, he is a frequent source of web-site calendar information. The list of board members on the web site has been rearranged so that the president is named first, followed by the other officers, then other board members. This layout should help direct inquiries. 4