Minutes of the Board of Director's Meeting Tucson Community Meditation Center

October 14, 2008

Board Members present:  Frank Tomizuka, Blake Barton, Blake Ashley, Chuong Tran, Linda Bacon, Debra Raeber, Steve Villaescusa

The minutes from the last meeting, September 2, 2008 were approved.

Steve Villaescusa gave a financial report. 

We have $395 in the Mary McWhorter Retreat Scholarship Fund. 

Savings Account    $26,821

Checking Account   17,477

Paypal Account         2,159

Steve received a note from Willoughby Britton.  He would like to reply that TCMC has spent about $4000 on physical improvements to the property at 1231 E. Edison St. TCMC paid the cost of widening the door to the restroom and 25% of the curb cutting cost. $3000 will pay our rent for Sept, Oct, Nov and Dec. 

The board approved sending Willoughby a letter detailing the improvements TCMC has paid for. 

Maintenance:  We still need to find out about getting a shutoff valve installed to turn our water main off so we can repair our irrigation leak.

It has been suggested that we soundproof the hallway door by using foam and cardboard in the doorway.  Blake A. will check into doing that.

Phone:  We need to install a phone jack in the back bedroom for our phone retreats.  Linda Bacon offered to try to fix it so that we don't have to pay a telephone employee.

Conference phone:  We would like to purchase a conference phone to use for the Shinzen phone retreats and for board meetings when some board members cannot attend the meeting, they could attend by conference phone.  Steve V. says we have been generating enough money from the phone retreats to warrant buying a conference phone.  Frank thinks we should be able to purchase one for $500 - $600.  Frank will look into buying a phone card for long distance.  The board approved a motion to authorize Frank to spend up to $500 on a conference phone and a phone card.

Saturday Morning Sits:  We need to find someone to volunteer to lead the Saturday morning sits.  It was mentioned that we have two ½ hour Saturday sits, 8:00 - 8:30 and 8:30 - 9:00.  Blake B. will change the website.  An email will be sent out to ask for volunteers.

Advertising incentives for teachers:  TCMC would like to offer incentives to teachers who partner with us.  We could include ads in Tricycle Magazine, Inquiring Mind, offer direct mail, flyers available at the center, listing on our website, and mention their workshops during our regular classes. 

TCMC also needs to decide how we will promote non-TCMC sponsored events.  Blake B. will put together some suggestions.

Scholarships:  It was decided to continue to offer scholarships on a case by case basis, as we receive requests, we'll look at what funds are available, as we have done in the past.

It was decided to ask for Retreat Scholarship donations in the next Enewsletter.

Culadasa Bell:  The board approved Sheryl Norris sending out an email to members who come to Culadasa's class and workshops requesting donations to purchase a bell for his retreat center in Cochise Stronghold.

The meeting was adjourned at 6:30 pm.

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The minutes from the last meeting, August 5th, 2008 were approved. 

The financial statement was approved.

Work day:  September 21^st was chosen as the next community work day.  Ying will work on an announcement to be sent to the mailing list.

Water shutoff:  Ying will call the city again to install a water shutoff before the irrigation leak can be fixed.

Ventilation noise:  It was decided no major repair will be done to reduce noise from the ventilation system.

Soundproofing:  Blake A. agreed to initiate a temporary divider that separates the zendo and the master bedroom and serves as a sound proofing device.  Ying will look into sound absorbing foams.

Facilitator training:  Terry will prepare a proposal for facilitator training.

Guest Accommodation:  Because of the visitors that Willoughby has been sending to the center, it was decided that both rooms of the center can be used for guest accommodation, if necessary.

Contact with Willoughby:  Ying will be the primary contact person for Willoughby when the board needs to get in contact with her.

Computer donation:  Doushin has donated a computer for the library.  It was decided that she will identify the best use of this computer.

Phone lines:  The phone line going into the master bedroom is currently broken.  It was decided that volunteer labor will be sought to repair the phone line to reduce the cost. 

Scholarships:  On behalf of the retreat committee, Blake B. proposed setting a scholarship fund using residential retreat funds to help meet the increasing demands of scholarships for retreats.  Concern was raised with regard to the practice of using general funds for subsidizing scholarships, as well as using the donation from one teacher's retreat to subsidize participants of another teacher's retreat.  Other options were suggested, such as setting up different dana categories, with one designated for scholarships.  As a related proposal, Chuong proposed adding work requirements for the scholarship recipients.  Steve V. will be consulted before the board is ready to vote on the issue.