Red Cedar Zen Community, 1021 N Forest, Bellingham Washington

RCZC Board Minutes 11.15.2008

 

Saturday, November 15th 2008

In Attendance

Jeff McKenna, Tim Burnett, Greg Greenan, Brian Davidson, Mary Apple

Encouraging Words

“The Board, placed in the center surrounded by loving hands, our job is not to solve everything, but set us in the right direction.” –Tim Burnett

Welcome

Jeff Welcomed the Board and guest Mary Apple, noting that this is the required first meeting of the Board within 10 days of the annual meeting. This meeting is to explore the process of people working together.  Jeff will show how he proposes we keep track of the process.

Guest: Mary Apple

Mary suggested that there is something missing in the sangha which would help support the emotional and social needs of its members. She related it to the Christian community’s idea of “pastoral care,” and that we need to develop a way to reach out.

Decision: Mary and the members of the Board agreed to develop the idea of “Practice Support” within the sangha through the Secretarial duties within Internal Communication.

Action: Brian and Mary agreed to meet to develop this idea together.

Board Operations

Jeff brought this agenda item which illustrated what he can bring to the Board and sangha in the way of the process of relationships through the RCZC Board and Workgroup Structure.

            The Role of the Board

·         “Healing is the End of Suffering. I want this place to be known for its healing.”

·         Practice and Study should not be separate.

·         We are the embodiment of all the past Zen students who have 
come to sit, and our job is to keep the cushions warm for those who 
would follow. If we operate with this awareness, there will be 
people to follow us.

·         We need to ask ourselves the continuous question, “Are we upholding these values.”

Greg agreed that those are great guiding principles and it reminds us of our transience and we must do our part as we pass. Tim agreed that it is a fantastic lens. He also suggested we look at our own suffering and hold more space for items so that just getting things done is not the only measurable thing of value. Brian was also behind the sentiment, and added that the secretarial position can assist with structuring those ideas into the meeting format.

Decision: The Board unanimously agreed to adopt and use these tenants as a checking system for keeping our eyes on the path. We will ask ourselves if our actions foster healing and integrate practice and study in order to honor the tradition and maintain the foundation for the future sangha. 

            The Full Value Contract

            “a way to fully value yourself and others, “ by:

·         Maintaining safety, physical, psychological, and emotional.

·         Committing to work together to foster both group and individual goals. We give the group what it needs and individuals what they need to realize these goals.

·         Speaking and listening fearlessly to one another with a commitment to fully talk things through.

Decision: The Board unanimously agreed to adopt this contract and spread it throughout Workgroup structure.

Action: All Board members will meet with their respective Workgroups and ask them to adopt this contract as well.

            Fluid Leadership Roles

            The Board must possess a,”fluid and adaptable form of leadership.” This means that there may be different leadership styles for different          circumstances. Such as:

·         Directive & Impersonal: emergencies and for directing tasks

·         Interactive & Interpersonal: for collaboration and fostering expression

·         Nonactive & Intrapersonal: for watching, without direct intervention, ourselves and the system in place, as it moves along the path.

Individual members commented on the type of leadership habits they usually employ. Tim suggested that we constantly ask ourselves which leadership style we are using, and if it is the best suited for the circumstance.

Decision:  The Board unanimously agreed to evaluate our leadership strategies and watch our style habits.

Business Items

           

            The Vice President

            “Four guys trying to create healing…we need a woman on the board.”

            -Tim Burnett.

            The Board discussed the need for female representation on the Board,        especially in the VP role. Names from the sangha were generated and         discussed.

            Decision: The Board will seek female representation through the Vice President      Role.

            Action: All Board Members will put out the general word about filling the VP        role. Each member will provide individual invitations to prospective VP’s to visit      with the Board to discuss the culture of the Board and the role of VP. Board         members will communicate with potential VP members that this will be a     different kind of Board than many others with an emphasis on healing and     listening and shown in above discussion of Full Value Contract and Leadership         Styles  

            Board Meetings and Workgroup Ties

            Decision: The Board will meet monthly on Wednesdays at 5:30 prior to        Wednesday night practice.

            Action: Next Meeting December 3rd.

            Decision: Each Board member will meet with their respective Workgroup clusters    monthly and make monthly reports to the Board. Jeff requested that he attend the            first of these meetings in order to express the restructure core values generated in  this meeting.

            Action: Each Board member will contact their respective Workgroup clusters and   schedule the first meeting.

 

            Minutes and Agendas

            Decision: Minutes will be submitted to each of the Board members via e-mail           within 48 hours of the Board meeting. Upon approval via e-mail, the Secretary        will post the Minutes on the Wiki site.

            Decision: Board members will send agenda items to the Secretary via e-mail            prior to each meeting. The Secretary will generate an agenda and send it out to

            the Board prior to the meeting.

            Decision: Items on the agenda will be issued a maximum of time for discussion at   the beginning of the meeting by the entire Board, and the Secretary will act as      time keeper

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