Red Cedar Zen Community, 1021 N Forest, Bellingham Washington

March 2012 Board Meeting

Dear RCZC Members,  Here is the latest news:
Red Cedar Zen Board of Directors                         Meeting - March 7, 2012

Board Minutes

PRESENT: Jeff, Tim, Talus, Joan, Edie

VISITORS: None

encouraging words

full value contract

We commit:

  • to maintaining physical, psychological, and emotional safety
  • to working together to foster both group and individual goals; giving the group what it needs and individuals what they need.
  • to speaking and listening fearlessly to one another and fully talking things through.

review agenda and set time limits

 Old Business

1.  Annual Fund Letter.  Edie will finish up the final draft of the letter; Tim will do a calligraphy for the accompanying card; Edie will bring final draft to April board meeting for final approval.  Plan is to send letter out to approximately 300 non-local people on our mailing list just after April 15.

2. Federal Tax Exemption Application.  Talus reported that the Finance Committee has been meeting once a month to prepare the complex application for our independent federal tax exemption status.  They expect to complete their work by late summer, 2012.  Some application questions may require input from other sources, e.g., on our mission statement.

3. Volunteer Roles.  The board briefly reviewed recent changes in our volunteers, noting with pleasure that new members are learning the role of Chiden (Dave, Kate, Dorothy) and altar flowers (Elizabeth).  Nancy has asked to stop hosting zazen on Monday noons, so Tim will look for a replacement for her.

4. Sesshin Management Debrief.  The board agreed that the sesshin went smoothly with all jobs covered well.  The kitchen was intense, but Edie is continuing to think of more ways to smooth the systems.  The board agreed that it is still important to seek someone to be Retreat Manager, and Tim will continue to recruit for that important role.  As Edie is building a Tenzo notebook, with documents also on the web page, she offered to help Tim begin documenting the Retreat Manager role so that it will be easier for a new person to assume it.

A footnote on registration communications is that Joan, who picks up email and phone messages and responds to them, needs to know in the weeks before sesshins when the registrar and other retreat organizers are out of town so that she doesn't refer callers/emailers to them during those times and thereby have callers' needs fall through the cracks.

5. Door Code.  Talus reported that the new code as well as the old code are both working on our entrance doors.  He plans to disable the old code March 31 and will post a sign to that effect just prior to the final switch to the new code.

New Business

1. Mindfulness Northwest.  Tim is establishing his own non-profit organization for teaching secular mindfulness, as he has been doing in Seattle this past year. He plans to offer similar courses in Bellingham, and wants to use the RCZC as his venue.  He stated that his organization will be entirely separate from our sangha organization, with its own board.  He is still in the early stages of working through the legal and logistical issues of establishing and maintaining the separation while he is both the spiritual director of Red Cedar Zen and the teacher/leader of Mindfulness Northwest.  Details such as use of the building, fees for same, etc. are still to be worked out.  Talus, who is immersed in the legal rigors of our non-profit status application, advised Tim that the two organizations and Tim's roles in each must be clearly separated from each other.  Tim responded that he will educate himself on these legal matters.

2. Oneness Blessing Group.  This group meets on Monday evenings at the hall.  Tim reported a recent conversation with the group's leader, who expressed their deep gratitude for the use of the hall and offered to help us in any way that they can.  No plans for that, but Tim wanted us to know about this offer.

3. Jeff and Kate's County Property.  Jeff told the board that he and Kate are planning to sell their county property and move into town.  Their hope is that a buyer might appear who would like to use the property and house as a retreat place.  Jeff was putting this out to the universe in the hope of attracting such a buyer.

meeting reflection

on relationships, process, values and mission

of good value

improvements

upholding the contract

sangha on the horizon

The meeting was adjourned at 6 pm.  NEXT BOARD MEETING: April 4, 2011, 5:15 pm.

Respectfully,

Edie Norton, Board Secretary

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