Floating Zendo 10/10/2006 Business Meeting Minutes 8:15-9:15
Agenda:
1.  Financial Review
2.  August 2006 Sesshin-Review and Recommendations
3.  Fall Newsletter
4.  FZ website
5.  Open Discussion
Next Meeting Date:  11/28/2006
Present:  Angie, Dan (Webmaster), Wendy (Ino), donnalynn, Samia, Lorne (Treasurer), Britt (Secretary), Jane (Coordinator), Carolyn
Financial Review:
1.  On 10/10/2006 FZ’s bank balance was $3,391.08.  Not included in that balance are a $200 deposit of Sesshin income and a check to the Friends’ House for 3 months rent.  In addition, Jane has not been reimbursed yet for certain sesshin expenses.  Finally, the question arose whether FZ’s balance included a specific donation, Joyce Sebert’s generous gift to provide scholarships for sesshin.
ACTION:  1.  FZ resolved to pay the rent monthly instead of quarterly.
2.  Jane will provide Lorne the amount of the sesshin expenses for reimbursement.
3.  Lorne will examine bank records and confer with Jane and donnalynn to resolve the question regarding the donation.
2.  The FZ website costs $12-13/month to host.  Dan pays that on his credit card.
ACTION:  FZ will reimburse Dan for the expense, and the treasurer will add the Website cost as a line item on future financial summaries.
3.  donnalynn proposed that we use our surplus to help pay Angie’s expenses when she travels, for example, to teachers’ conferences.
ACTION:  1.  We will discuss the proposal further when Angie is not present.
2.  If FZ decides to do this, the next newsletter may include an appeal to donors.
August 2006 Sesshin-Review and Recommendations for Future
1.  Overall, sesshin was a success!  Twice as many stayed for the entire week as did last year.  Fees covered all but $140 of the cost.  The price, $50/night, did not deter attendance.  In the future, FZ may be more vocal about the availability of scholarships.
2. Angie, Jane, Ritu, and donnalynn met to debrief sesshin immediately afterward.  During the meeting, they drafted a list of recommendations to improve sesshin.  Improving instructions for sesshin roles, like Jisha (tea server) and Shika (manager), was included.  Carolyn requested that people who serve in roles that require special knowledge or resources be asked before sesshin so that they can prepare.  In the future, tenzo will be drawn from within the sangha; the arrangement this year felt disruptive.  Some commented that people coming and going during the week felt disruptive, also, but FZ wants to be inclusive:  it is our tradition.  Dan asked that, in the future, one clock be identified to all as the official timekeeper for sesshin.  Finally, Jane noted that FZ needs to obtain email addresses from everyone who signs up.
3.  Taking photographs during sesshin proved problematic. FZ will develop a plan to manage picture taking.  Either FZ will limit when pictures can be taken, or FZ will ask those who do not want to be photographed to identify themselves at the start.
ACTION:  Anyone who wants to share sesshin photos on the new website can email them to Dan at dhmmhd@yahoo.com
4.  Jane has requested space at Villa Angelica for next August’s sesshin.  The location is still tentative.  Villa Angelica cannot confirm whether space is available until later this year.  FZ has paid no money nor made any firm commitment.
ACTION:  We will discuss the location of next year’s sesshin again, likely at the 11/28 Business Meeting, before contracting with Villa Angelica.
Fall ’06 Newsletter
1.  Wendy and Jane agreed to create the Fall 2006 newsletter.  The Fall newsletter traditionally includes works submitted by sangha members, like poetry and journal entries.  In addition, the newsletter will contain a tentative schedule for FZ through June 2007.
ACTION:  FZ sangha members will be solicited for works to include in the newsletter.
2.  Dan will write an article introducing the new website floatingzendo.org.
FZ Website
1.  Dan has created a universal login for sangha members so that anyone can post to the website.  Posters are asked to sign their contributions.
ACTION:  An email explaining the login was sent to all sangha members whose address FZ has.  If anyone else wants the login, ask!  The secretary can be contacted at brittwalsh@mac.com.
2.  Dan encouraged the sangha to begin a dialogue about what content we want on floatingzendo.org.  He foresees a slow shift from the Yahoo group to the new site.  Dan suggested we reserve photos and interactive discussions to the new site and keep Yahoo for the events calendar and announcements.
Other Discussion:
1.  The roles FZ Coordinator, Secretary, and Treasurer will be refilled next business meeting.
ACTION:  Anyone who wants to volunteer is encouraged to do so.
2.  FZ plans to incorporate a full service, with echo and Metta Sutta, into half- and full-day sits.