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Fourth Annual Board and Volunteer Meeting
Friends of Sravasti Abbey (FOSA)
June 21-25, 2006 at Sravasti Abbey

June 21, Wednesday PM

Bill Wilmot facilitated a go-around in the Abbey Garden : What brought you to the Dharma; we shared many stories of suffering and insights.

 

June 22-Thursday-Day 1

  Set motivation – We set our intention for the liberation of all sentient beings—and to participate in the meeting with that in mind—in order to strengthen our bodhicitta.

 

Welcome from Venerable Chodro n --

The Buddha’s dispensation has two aspects, scriptural (the teachings) and realizational (the realizations in our mindstreams that come from practice). The purpose of the Abbey is to preserve these two for the benefit of future generations. For over 2600 years, this has been the function of the sangha, and for this reason the community of monastic sangha is essential. We are establishing one of the first monasteries of the Tibetan Buddhist traditions in the USA , and the supporting monastic training and the existence of the sangha ensures the transmission of the teachings to future generations so that many sentient beings will benefit. We have received the precious Buddhadharma due to generations of monastics from the time of the Buddha until the present, having learned, practiced, realized, and taught the teachings. Let’s have a big perspective and create the causes for future generations to have access to the Dharma. FOSA’s work will keep the stream of Dharma wisdom and energy going.

 

Welcome from Kevin Conlin and Kathleen Herron, FOSA’s Co-chairs:

Kevin – Welcome and thank you to the Abbey residents and to FOSA members for all the excellent work you’ve been doing for the Abbey and the Dharma.

 

Kathleen – Most non-profits go through a 10-year cycle in which the group forms, expands, stabilizes, expands again, reaches crisis, then either re-founds or dissolves. It’s good to be aware of these are natural stages for organizations as FOSA continues. Venerable and Nanc moved into the Abbey just over 2 years ago. This is the 4th FOSA board meeting, and the Abbey is still in forming and expanding stage. We need to keep these stages in mind as we make plans, so that they will work well.

 

Introductions

Board members: We celebrate that this is the first time that all of the FOSA committees have chairs:

            Kathleen Herron - Co-chair

            Kevin Conlin - Co-chair

            Alison Cunningham – Inviting generosity

            Dianne Pratt – Secretary

            Barbara McDaniel – Public Relations

            Nancy Nesbitt – Four Requisites

            Melanie Trost – Volunteer Coordinator

            Leah Kosik – Financial manager

            Bill Wilmot – Member at large

 

Many other Friends of Sravasti Abbey attended the meeting: Tanya Lasuk, Debi Carpenter , Ruth Schaefer, Claire Lewis, Ven. Lobsang Thubten, Tracy Morgan, Mary Comfort, Danna Adams, Donna Shove, Susan Mitchell, Pema Shalje, Joan Donaldson (sorry if we missed your name and thanks for helping). Also, many other friends provided us with sustenance. Thank you so much.

 

Committee Reports

 

4 REQUISITES: Food, shelter, clothing, and medicine. This effort is still in its infancy.

 

FOOD: Many people practice generosity by offering food to the Abbey. We are clarifying our motivation for offering the food, training our minds to give with generosity. We are increasing the positive attitude which knows that offering to those intent on virtue is a fortuitous opportunity, not a chore or obligation. The sangha (i.e. monastics) has the faith to depend upon the rest of the world to sustain them, and we benefit from the existence of the sangha—the example they set, the teachings they give, the discussions and meditations they lead, the spiritual counseling they give. Local volunteers are making the offering of food work well, and the rest of FOSA is grateful to them.

 

SHELTER: This involves maintaining the Abbey buildings and grounds and dealing with new construction. Nanc does this together with Jan and FOSA volunteer work parties.

 

CLOTHING: At the time, clothing for monastics is taken care of through the generosity of Ruth Schaefer from Seattle . Many thanks, Ruth! Nanc, Melanie, and with others will work on long range plans to sew monastic garments. Venerable mentioned that it would be beneficial for monastics and trainees such as Jan to have more than one set of clothes. We need people who know how to sew them.

 

MEDICAL– Venerable’s health insurance continues to be covered through the generosity of Dharma Friendship Foundation in Seattle . We are grateful for their continued generosity. Kathleen and Jan will explore more about medical insurance for other monastics.

 

Nanc facilitates the services of those who want to volunteer to help with the Four Requisites.

INVITING GENEROSITY: Alison / Barb

The inviting generosity committee reached out, and many people responded to complete the writing studio. In November, 2005, we had a good training on fund raising with Laurel York from Boise and began to understand what a capital campaign involves. The first priority is to increase the numbers of people involved with the abbey and secure a database that can track them—hence, the push for eTapestry donor and volunteer tracking software. Allison noted that many people who hear about Sravasti Abbey want to contribute and our job is to bring those people in and keep contact with them; eTapestry will help with that. We are now laying the foundation for the capital campaign. The IG committee is happy to welcome more volunteers to work on the various tasks.

 

FINANCIAL REPPORT: Kevin & Debi (for Leah)

Kevin reviewed current reports for Sravasti Abbey submitted by Leah.

Comment: Is there a mechanism for creating budgets that can project out (5 years) what the needs will be for maintaining and operating Abbey facilities? We will need to know ahead how to keep those maintenance finances coming in while FOSA launches the capital campaign for new building.

We could use more specific information about returns on specific inviting generosity efforts.

Reminder: People can donate to the abbey through credit card right now via Paypal on the website.

Venerable indicated that Sravasti Abbey would like to keep money in savings to possibly be able to purchase land that borders the current property. This would prevent clear-cutting and new construction that would impinge on the abbey’s quiet and secluded environment. Venerable expressed her appreciation to Leah Kosik, Debi Carpenter , and Susan Mitchell for their consistent and meticulous work.

 

TRANSCRIPTIONS—DISSEMINATING THE DHARMA Joan & Kevin

A data base to track this was set up when Nerea was at the abbey, but fell through the cracks when she left. Joan and Kevin have been talking about it. The plan is that Robin will help implement a database and system for the transcriptions to go on website so they can be downloaded and tracked through that website (separate from eTapestry and from the abbey’s present website). Venerable expressed a desire for more organization of the audio recordings of the teachings so that we know what teachings are available and how to locate them. This needs coordination among several people and a chief coordinator need to be identified. We also need volunteers to transcribe teachings in order to turn them into books, etc. Venerable emphasized that disseminating the Dharma to those who will benefit from the teachings is an important function of the abbey.

 

VOLUNTEERS: Nanc & Melanie

Committee members: Nancy, Debi, Tracy , Kevin, Melanie. Affiliated folks: Joan, Susan, Jack, and Jan.

Melanie – We are still working on developing a comprehensive system for welcoming, tracking, and thanking volunteers. Nanc currently keeps this info in a spread sheet, but it is not complete and eTapestry will provide a more accessible venue for information. Pema began a method for orienting volunteers when they visit the abbey. We would like to invite more involvement from local and regional Dharma groups.

Nanc – When eTapestry goes live (which should be in a couple of months), tracking and coordinating volunteers will be much easier. Melanie’s role will then be to make initial contacts with new inquiries off the web, build and maintain relationships with volunteers through email, and investigate (with Debi and Tracy ) inviting Dharma groups from around the country to come to the Abbey for a week

Barbara – local folks have tremendous interest in the Abbey, but most of them are not attending this meeting. We need to let them know that they are FOSA members and encourage them to come by and meet FOSA’s board during these meetings.

 

CELEBRATION OF ACCOMPLISHMENTS

We celebrate these accomplished done in the past year:

  • Successful funding for the writing studio and community room. These projects have been successfully completed, enabling more people to stay at the abbey.
  • Hiring an office manager
  • Recruited new board members – we have a full complement for first time
  • Inviting generosity training in November with Laurel (consultant). We began to plan the capital campaign, while continuing annual inviting generosity
  • Researched and initiated purchase of eTapestry
  • Training on eTapestry has begun
  • Continued success in providing the 4 Requisites
  • Organized and attending the 4th Annual Meeting!
  • Better understanding what a Master Plan is and working with an architect

 

COMMITTEE MEETINGS

We met in committees to discuss the following questions:

  1. What key areas is your committee focusing on (goals)?
  2. Craft tentative approaches to addressing them.

 

eTAPESTRY TRAINING

By Saturday – Kevin, who is taking the lead in setting up eTapestry for us, need to know SA and FOSA persons who will have access to eTapestry and what sites they will have access to.

Let’s establish a buddy system so that each job has two 2 people who know how to do it. That way if someone is ill or unavailable, the job can still be done efficiently. It will also prevent one person having too much to do.

Kevin will investigate converting our present database into eTapestry this month. He will start building user defined fields for volunteers right now. Let’s identify what information each user will have access to and the time of day best for people to use eTapestry. Right now only two people can access it at one time.  

Friday, June 23, Day 2

 

PRESENTATION OF THE MASTER PLAN: Venerable Chodron , Jan, and Nanc.

The Abbey has been working with Eric (architect) for nearly 2 years. There have been a few bumps in the road: he lives in Wisconsin and it is difficult for him to get here. He presented a draft Master Plan in November and made a subsequent revision. The county is instituting a comprehensive plan by next summer. They want our plan by winter so we can be "grandmothered' in before regulations are established. The abbey is on retreat in the winter so we want to submit our Master Plan to the county by September 15th. This schedule is difficult to meet for Eric, so we will try to wrap things up with him quickly and a map with the building locations and sizes and a cost estimate. We will design the fire road and septic systems with professionals here.

 

We are interviewing local architects to design the new buildings. So far we have interviewed green/sustainable architects in Sand Point and Spokane . We also want to interview a Coeur d'Alene architect, and then will ask them to present bids and we’ll choose.

 

Long range, there will be two sets of monastic residences, with two buildings in each set, in the lower meadow. The temple and library will be on the meadow landing. The first building to construct will be Chen rezig Hall, which will include guest rooms, kitchen and dining room, and admin. It makes sense to combine it all in one building so guests don't have to go outside to access dining room. It will be a large building the other side of the meditation hall, heading up the hill. The downstairs of the current main house will become rooms for long term lay residents. Upstairs will be meeting room for special gatherings. Upstairs bedrooms will be guest facilities for visiting lamas and attendants. (Lay residents can use when no lama or guest teachers are here).

 

The temple will a hexagonal shape and will be built into the hill for insulation purposes. Beams will create a circle in the ceiling. On top of that will a cylinder with windows providing indirect lighting and on top of that will be a round stupa (like the parinirvana stupa), maybe of Plexiglas that will glitter in the sun. We’ll create two circumambulation paths.

 

As the number of monastics increases, they will live in the guest rooms in Chen resig Hall until the monastic residences are up. Local architects will do the schematics, and from that architectural renderings or vignettes will be drawn so that people will get an idea of our overall plan as well as the design of Chen resig Hall. Laurel said that donors expect plans to change, but want their donations to go toward the items that they donated for, so we need to be as accurate as possible with our presentation of the phases of the project.

 

INVITING GENEROSITY MATERIALS

We have a few samples of PR materials from others’ capital campaigns. Please look at them and give feedback as to what information makes you inclined to give. The sample PR from Namgyal has a computer made model of their buildings. One thought is to show an aerial view map, then a sketch at 45 degree angle of the whole plan, and a sketch of Chen resig Hall.

 

For the capital campaign Laurel advised us to present the whole vision along with a focus on the first building, Chen resig Hall. The 45-degree view gives a whole picture. Jan and Venerable are soliciting comments on how people react to these. Some reactions are:

  • Computer models of buildings look blank, too plain or sterile.
  • We like photos of people engaged in Dharma activities. At least one rendering should look lively, like a landscape that's inhabited. This looks more realistic than computer generated renderings.
  • The more lively the better. Pics of the people in the brochure make it come alive.
  • 45 degree view -- with detail and color -- can give the whole picture. Architects do this all the time.
  • Trappist’s brochure: we like that it is focused on spiritual values. It could use more pictures and graphics, but right away you know what they're about. It puts spiritual values first and says, "Monastic communities have existed for centuries."
  • A mini-version of the Abbey book with renderings. Not just an image of what will be, but also include photos of what's happening now.
  • It’s important to say what's going to happen with the current building. Let’s identify the existing structures on our master plan map, maybe using different colors to show what already exists and what's coming.  

As we interview architects, we are asking, “How are you going to work with us? How will you respond? Describe this in detail. How do you handle it when your vision is different from the clients?” We’ll ask for references and will look at buildings the local architects have designed. If an architect asks us, “How available are you to help us do the work?” that's a good sign.

 

We’ll contract architect for one building at a time so we can make a decision about whether to continue on with the same architect in the next project.

 

Let’s get interviewing advice from a person who does this professionally. This way we will learn a way to pose the questions to get the information we want. Still, let’s keep in mind that interviewing is not an exact science.

 

We plan to start construction Spring of 2008, provided we have the necessary funds. The original $3 -5 million we discussed in November, 2005 (to build the entire abbey) is an underestimate. We need road, septic, utilities too. We're developing undeveloped land so we’ll need a new well and a public water system. We’ve applied for water rights for the part of our property where it is still possible to get water rights. This first building may be the most costly. As long as the machinery for moving earth is here for the first building, we may decide to go ahead and make all the roads at once. While this would be cheaper in the long run, we may not have the funds to do it all at once. We could put in the foundations for all four monastic residences at once, then just cover the ones we aren’t building on right away. This, too, depends on the amount of available funds.

 

INCORPORATING FOSA AND FOOD OFFERINGS TO ABBEY: Barbara

Barbara presented a proposal about the need to incorporate FOSA. Discussion followed and it seems that the current reason to incorporate is to protect and properly use the funds donated to food fund. Venerable suggested that it would be ok to have a restricted fund within with the current Abbey accounts that could be used as the food fund. The donations for food would be sent to a separate address (not the one in Seattle where Leah receives general donations for the abbey), and Susan Mitchell, who currently tracks the food fund, could receive and bank those donations and write thank you notes. The abbey will continue with its present policy of eating only food that is donated, and Susan will manage the donations that people send in to offer food. Kevin and Deb will work with Leah tomorrow -- while we're still here -- to see how to set this up. Kathleen and Melanie will follow-up with Scott, the attorney, to thank him for his work. We won't incorporate for now.

 

About continued food offerings, we need to make clear in our minds that it’s an offering to the sangha, and the sangha shares food with the lay people. Thus the designated shoppers will do the shopping also with the mind of joy in giving. We’ll continue to remind visitors to the abbey that we eat only food that is offered to us so that they will consider making a food offering when they come.

 

  • WEBSITE: Tanya
  • Tanya and Venerable discussed ways to enhance the website last September.
  • Tanya is designing a flying menu so that the material on the website will be organized in a clearer fashion.
  • She will re-do the site page, adding material about the Master Plan and Chenresig Hall (when this info is ready).
  • Everybody loves the pictures.
  • Kevin and Tanya will develop ways to link eTapestry to the Donate and Volunteer page. Then people can fill out volunteer forms and the info will go directly into eTapestry.
  • Photo gallery has hundreds of pictures.
  1. It would be good to summarize our history in six month chunks to reduce the number of photos on the web. The photos that are removed would be archived in case they are needed later.
  2. We need to create system to file/archive photos so we can find them quickly. Ruth would do this at home if someone will download the pics to her external hard drive.
  3. Categorizing the pics needs to be done by someone who knows the history of the Abbey.
  • We will write a brief summary of how the writing cabin got built, how the meditation hall got built, etc.
  • Many people have expressed their appreciation for the website. Photos make it real and alive, and it brings a lot of people to the Abbey.
  • When we did the "ask" for the writing studio, we received 10 requests to “unsubscribe”.
  • When we invited people to buy land surrounding us, received some “unsubscribe”.
  • Tanya is very grateful to Singaporeans who take care of the Thubten Chodron website. She appreciates their help on technical things so much.

 

PUBLIC RELATIONS: Barbara

After showing the first 28 slides of Kevin Delany’s revised version of the PowerPoint presentation, we discussed it. Kevin Delaney and his friend Jenn are working on it now. Venerable has requested that they make some changes. Barbara will communicate with Kevin Delaney and work with him to revise the PPT. This is the responsibility of the FOSA PR committee, headed by Barbara, with Kevin D and Ven’s input.

People need words first and then the pics. The background and border have improved.

Jan will send the precise info to Barbara regarding projector needs for places that want/need to show the PPT when Ven teaches. When Ven travels, a letter about prepping for that visit will be sent out by the PR committee. Barbara is drafting that and a script for inviting generosity to be used during each of Ven’s stops.

 

Saturday, June 24

Individual committees met for a second time. Their reports:

 

4 REQUISITES AND VOLUNTEER COMMITTEES COMBINED REPORT: Nanc, Ruth, Claire, Deb and Melanie

As head of 4 requisites, Nanc has also been caring for the facilities, the forest, meadows, and garden and hasn’t had time to think about clothes or health insurance for monastics, for example. We need to plan more support for the sangha long range, as soon it will not be just Ven.

Clothing: Let’s recruit sewers and teach them the specific measurements for making monastic robes and how to make the anagarika clothes. FOSA would like to participate in learning about monastic robes and any rituals concerning them. We could put onto volunteer skill form on the website.

 

Shelter: We are planning new construction and doing maintenance on existing buildings. We need more of a base of info about folks with maintenance skills. Melanie will work with eTapestry to get that.

 

Food: The offering ceremony is now clear. The food offering fund is growing and more people see it as generosity, a gift for the abbey. On the Website, let’s include something about how to donate food to the Abbey. Perhaps people want to send cash cards that local folks could use to shop for the food to offer the abbey. We will continue to harvest, dry, and freeze food from our garden and orchard.

 

Medical: We want to tap into medical care to offer to the sangha. This includes volunteer doctors, etc. The abbey has a restricted fund for medical expenses.

 

Let’s do retreats for “community care” people so that they will come here, learn the Dharma, and also offer their services. The young adult program went very well this year, and this program, as well as EML, will continue in future years. It could be that folks from a particular Dharma center may want to have their own work party weekend at the Abbey. We could present that possibility to them. Melanie will coordinate the volunteer effort. Nanc and Melanie will work together.

 

We have our hopes pinned on eTapestry to track volunteers so we will have their profiles, know their skills, and time their visits.

 

People who express interest in volunteering need to be contacted quickly, and encouraged to come to the Abbey. We will create a list of talking points to use when talking with those who are interested. Deb and Melanie will work on this.

Claire talked a bit about the Sandpoint local networking. Melanie suggested including on the website testimonials about volunteering by those who have been here. We could use photos with quotes from people. Someone suggested having a guest book where people could write comments on their stay at the Abbey.

 

 Jack, Melanie, Nanc and Tanya will clarify among themselves who needs what information on the volunteers. At this point, Melanie will do initial contact and funnel people to Nanc.

Our primary goal: to nurture and sustain local volunteers. Various ideas were generated to move toward that goal: host a “thank you” picnic ; dedicate practices to them ; send notes and gifts ; host local “Share the Dharma” days ; send specific invitations to local volunteers to attend FOSA board meetings ; systematize automatic TY (thank you) letters post volunteer activity ; create service weekends for local Dharma groups to participate in. We will think about coordinating the offering of service with the seasons and Dharma themes, i.e. Death in Winter, Bodhicitta mind in Spring, Generosity in Summer and impermanence in the Fall.

 

eTapestry issues: fields for volunteers should include 4 reqs, prisoner correspondence, transcriptions and others committees, i.e. IG committee, PR committee etc. The Website will have a page for volunteers so that we can track current information, when they want to volunteer, etc.

 

Alison suggested that we track the number of hits to the Website and if helpful, track what URL they came from. This information might be helpful for the capital campaign.

 

PR/IG COMBINED REPORT BACK: Alison, Barb, and Kathleen.

The committee met with Ven to plan hiring process of Admin Assistant since Pema is leaving. An ad was crafted and will be put into local papers right away.

 

CAPITAL CAMPAIGN—There is a tentative time-line in place for the capital campaign: Ground -breaking for Chen resig Hall, Spring 2008, so that we would have to launch the campaign by Spring 07 at latest, which is fairly aggressive at this point. Every FOSA Board member will need to take part in this campaign. Of course, Venerable will be the key person through it all. Inviting generosity is not asking for money in the traditional sense—that is uncomfortable and not appropriate—but it is about building relationships with potential donors and all kinds of volunteers. The committee, including Venerable, agreed to hire and pay an experienced Development Director/Campaign Consultant. The cost will be absorbed into the over-all campaign budget and will be paid for through the campaign itself. This person will help design the campaign, work with us on the case statement and all the print materials, create the tracking system within eTapestry. The question remains as to who will manage this on a day to day basis. Alison and Barbara will continue to discuss and resolve this point.

 

As we develop the campaign, we’ll need to decide on donor recognition. Perhaps we offer to have donor names on the doors and entry-ways, with a particular Dharma thought or dedication that they would like to add. It is important to recognize donors and let them know just how critical their support is to building and maintaining the Abbey. Alison, Barbara and Kathleen will continue to work on these issues/questions.

 

We’ve agreed that the focus is on the whole vision of the Abbey, but the first project to be funded in this campaign is the Chen resig Hall. There was some discussion about building the campaign on the entire Master Plan or just one building at a time, starting with Chen resig Hall. Laurel recommended presenting the entire Master Plan at once. Within this, we’ll let it be known that Chen resig Hall will be the first to be built.

 

In the Capital Campaign, the campaign consultant will coordinate and organize, but it is the FOSA board and other volunteers who will actually meet with potential donors and invite them to participate with us. While this can be a bit unnerving, it’s easier to encourage others to give if you completely believe in what you are doing. That is our advantage: our shared values can make it very comfortable to invite people to share their resources and generosity with Sravasti Abbey.

 

Alison asked that we all begin to save info on donors in our own communities. We all should begin to think of who we are already connected to and who we can ask to help us reach people who will be willing donors. The goal for first effort will be $3 to $5 million, depending on final plans for Chen resig Hall. The IG committee will work with the campaign consultant to create the Campaign budget.

 

Anytime any of us attend an event where like minded folks are, we should take PR materials to hand out or leave behind. For instance, we should take brochures to booths at His Holiness the Dalai Lama’s events in the U.S. Nanc said that she and Jan will have information about Sravasti Abbey with Tibetan Nuns Project in New York and in Pasadena. In the future, we will have additional materials geared toward the campaign, with a consistent, clear, powerful message about western monastics and the need for an oasis for them.

 

Ven. Lobsang asked if we would apply for grants, as well, to meet the goal of the campaign, and offered his own experience with grant writing to help with this. We will create a list of volunteer needs for the campaign that will be posted on the website.

 

We also need to decide what we each one of us can give monetarily, to stretch a bit more over the next 3 years. Potential donors want to know that “the Board” has given.

 

PUBLIC RELATIONS: Updated report coming later from Barbara. One PR issue is support for Venerable while she travels/teaches so that her needs are met while on the road and nothing falls through the cracks. Barbara and others will continue to work on this.

 

DISCUSSION ISSUE: VENERABLE HAS 2 ROLES--OUR DHARMA TEACHER AND CEO ; ABBESS; DIRECTOR ETC.

 

We met in small groups and then shared these ideas:

We are here as FOSA to assist in the work of developing and maintaining/sustaining the Abbey. We do respond to Venerable both as Teacher and as Director of the Abbey. It’s helpful when we each can discern the difference in relating to her as Teacher vs. relating to her as Abbess. In the latter role, she is not accountable to a board of directors in the traditional sense of the word. However, FOSA is here to assist and support Venerable and the work that she is doing. In this discussion, we all acknowledged that we need to be clear about our own roles as FOSA, both board members and non-board members. We need to be accountable for what we say we can do, and not stretch so far that we cannot keep our promises. And above all, if we run into obstacles to completing a task, let Venerable know that. She is used to working with volunteers and is very understanding when obstacles arise. She also gives us all the space in the world to surprise her by doing what we said we would do!

 

The Abbey is not a typical non-profit to be involved with. We’re working for the benefit of all sentient beings, committed to seeing the Dharma flourish in the West through Sravasti Abbey. We have a wonderful opportunity to share in this work with other Dharma friends on the board, to create friendships within this Board that spill over into other aspects of our lives. If we can keep our motivations pure, check in with each other regularly, manage tasks that are reasonable, we will be able to support Venerable in the most effective way.

 

To that end, and very concretely, Bill has volunteered to keep a task list and check in with those who have volunteered for various tasks. All agreed that this will be very helpful to keep us all focused, to give us an avenue to ask for help when we need it, etc.

 

DISCUSSION ISSUE: WHAT CAN BE DONE TO HELP FOSA MEMBERS WITH BURN OUT: We took this up in a small group of FOSA board members, and no one is feeling particularly burned out at this time. In fact, most people reported feeling a renewed sense of commitment and energy.

 

MEETING WITH VENERABLE AND BOARD ONLY

 

JOB DESCRIPTION ADMINISTRATIVE ASSISTANT

 

Qualifications:

Excellent computer skills, including Word, Excel, Power Point, email applications.

Excellent organizational skills, including planning and executing multiple tasks/projects

Excellent communication skills, within the Abbey and with those outside. Includes both verbal and written skills

Must work closely with Abbess, providing support and assistance as necessary

Ability to manage web searches, orders, etc

Ability to interact well with people on the phone, in writing, on-line, responding in a timely manner to requests for information and Dharma items

Office management, including oversight of computer system/network, maintenance of equipment, ordering supplies.

Some Dharma background would be helpful

Takes pleasure in their tasks and skills

Religious tolerance required.

 

*If live at Abbey, skills at living in community (be a student of Venerable—who can separate task vs. teacher role, who wants to follow the schedule and fully participate in the life of the Abbey)

 

Flex time is negotiable. Working off-site is negotiable.

20 hours a week to start.

Open until filled.

Please submit letter of intent, resume and a short writing sample, focused on your own strengths and weaknesses to :

 

HIRING TASKS:

  • Kevin and Bill to check on monster.com
  • Melanie checks cost on Spokesmen review ; paper and Newport Miner; Craig’s List
  • Ven traveling until July 5th—here rest of July

PROCESS—

  • Complete Job description
  • List position in local papers and on-line
  • FOSA: Screens candidates, with Jan and Nanc’s assistance
  • Interviews must be live, on site at the Abbey. Ven must meet them in person—run them through a sample task

 

FOSA thanks Pema for her efforts to support the Abbey since November, 2005 as the Office Manager. She is taking a new job in Seattle with the Tibetan Nuns Project. We wish her well in her new endeavor.

Sunday, June 25

Below are the priorities which Venerable listed as those for which FOSA could provide support. This is not in order of importance, as each one is critical to sustaining the Abbey.

  • The IG and PR (geared toward facilitating the new buildings, more activities, new residents).
  • The volunteers (cannot sustain what’s happening now or increase it without more help).
  • Disseminating the Dharma (audio and transcription) – All of this is being done so more people can have more contact with the Dharma—it is not “for Venerable”. One model is that of Pema Chodron who has a strong team who will transcribe and edit for her. It’s a benefit for all sentient beings.
  • Master Plan – Also a most important thing (interconnected with IG, PR, volunteers, and disseminating the Dharma).
  • Just coming to the Abbey provides a benefit.
  • eTapestry is important because it’s connected to it all
  • The website, because that’s how most people get to the Abbey

 

There are priorities that are internal to the Abbey, including the long-range care of the forest, clearing paths, controlling knapweed and clearing fire hazard trees. Maintenance of existing facilities is critical, including the barn roof, the deck, the gazebo and steps going to the barn. Joan has been a tremendous help in the house maintenance and keeping the Abbey as sacred space. Venerable reminded us that the first priority of the Abbey is the Dharma programs and suggested some work on the website to include the prison Dharma, public talks and youth programs.

 

ORGANIZATIONAL CHART/ FOSA LEADERSHIP DISCUSSION

 

We looked at a couple of sketches—which partially reflected what exists (too many lines going to and from Venerable)—and what we aspire to: better organization with Chair(s) and Committee Chairs having more clear responsibility and better lines of communication with all FOSA volunteers.

 

FOSA Board members need to become a self-governing/self-responsible Board, working more independently from Venerable. Up to this point, she has been the ‘go to” person when there were any questions about the Abbey. In its’ infancy, that was probably appropriate. And still, Venerable holds the vision and direction for the Abbey. That needs to be communicated to the co-chairs of the Board, who will then communicate this to the Board members. Venerable will be relieved to not be called on by each member of the Board to answer questions or provide direction. She will also count on Bill as the one person on the Board who she can call when something needs to be done, or when things aren’t happening adequately. The two co-chairs will continue to work with Ven around the strategic plan. There may still be times when Venerable needs to be in communication with committee chairs, especially on PR and IG. However, this new strategy with one point person will help us all to be more efficient and effective.

 

Kevin made a suggestion that we have a liaison between the Abbey and FOSA, one who can keep up with what is going at the Abbey, what is changing, what needs to change. In the past, things have changed at the Abbey and this was not communicated in a timely fashion to FOSA, especially as it relates to the strategic plan. Ven Lobsang volunteered to be this liaison, even though at this point, his commitment to the Abbey is only until September. We’ll revisit this role then to see who can replace Ven Lobsang if necessary.

 

(It was subsequently decided that between Board meetings Ven. Lobsang will communicate important news from the Abbey to the entire Board. If action was required, a Board member will respond to the entire group saying he or she would do it. Bill will follow up with that person if need be.)

 

At this point, the dilemma of the FOSA board is that not one of the co-chairs is available all the time. No householder has the ability to make this their full time job, since all have other commitments. This will be a struggle for FOSA for now. Somewhat in response to that, if FOSA can stay organized, keep track of tasks and utilize Bill to be the Coach to keep us on track, this will prevent things from falling through the cracks. Mary suggested that we keep a list of tasks on a master calendar for all the major projects. This would be kept on the server, accessible to the FOSA board members. Venerable reminded the group that our ability to say no and be clear is kindness to those at the Abbey. We all need to be accountable for our commitments, and if we cannot do them, we need to let Bill know so that the tasks can be reassigned.

 

After some discussion, the FOSA leadership will be as follows:

Kathleen and Kevin serve as co-chairs.

The committee chairs report to the co-chairs.

Bill will serve primarily as Coach, and keep the Board on–task with their commitments.

Kathleen will continue to serve as organizer of functions, meetings, process facilitator and work on board development.

Lobsang has offered to serve as liaison between the Abbey and FOSA.

Kevin will continue to manage the implementation of eTapestry.

 

ORGANIZATIONAL CHART: Barbara McDaniel

We formed 2 groups and worked more on draft copy of organizational chart from Barbara—focusing on who is accountable to whom and who is connected to whom.

 

Some of the discussion reflected what was stated yesterday: we need 1 point person for the FOSA board ; the co-chairs need to manage the committee chairs, offer help as necessary with tasks, and keep the board members accountable; FOSA board needs to keep step with what goes on with the strategic plan and with the Abbey.

New issues were also raised: there is some duplication of effort between Abbey and FOSA (primarily the admin. Asst) ; the webmaster needs to work more closely with FOSA; monthly FOSA meetings should have time for follow-up with tasks, not only be informing each other of what we’re doing. It’s important to stay flexible, review priorities, multi-task.

 

Transcriptions. The Transcription Coordinator should be assigned and then meet with Venerable to find out priorities. KH and Ven reviewed the list from Nerea . Venerable’s priorities will be given to Bill who will then revise the list.

 

Board Development: It has been suggested that the FOSA Board meet 2x annually at the Abbey. Kevin, Bill and Kathleen will plan the next meeting. Currently, FOSA Board holds monthly teleconferences. There needs to be more time for committee meetings.

There was some discussion re: the need for a capitol campaign committee. However, we recognize that the whole board is needed for the IG push on capitol campaign. It was suggested that a possible next training for the Board would include IG issues and preparation for the Capital Campaign. We were reminded that the Board makes major decisions and the committees do the work. Committees do not need to be big, but must be task (and result) oriented.

Nanc has the goal to get someone to organize 4 requistes.

 

Computer/system: Mary will get price on new system that will include 3-4 computers and new server. Bill will check on tutorial needed to learn the new system, and the costs for such training. Barbara will discuss with Alison the possibility of creating a mini-campaign to raise the funds needed to provide for this new system. This could be targeted to specific current donors.