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FRIENDS OF SRAVASTI ABBEY 2004 ANNUAL BOARD AND VOLUNTEERS GATHERING
THESE ARE NOTES FROM THE MEMORIAL DAY WEEKEND MAY 2004 BRAINSTORMING SESSIONS
Introduction by our facilitator: M'tae
Goal: To fashion a renewed set of goals for FOSA and create action items to reach those goals. The goals for the Abbey and FOSA are intertwined. FOSA is a lay group in support of and integral to the Abbey.
We need to look at financial support and creating an "elevator statement" we can use to explain the Abbey's purpose briefly and succinctly (in the time of an elevator ride).
Brainstorm Vision for Abbey: First let's get the group's vision and then Ven. Chodron will add in and modify. Spiritual goals are most important; we intend to create the physical conditions to support the spiritual goals. The timeline is "Eternity" because we want the Abbey to benefit sentient beings for a long time in the future. Work with that in mind.
Crafting a Vision for the Abbey: go-around about our spiritual goals
What is Sravasti Abbey?
- A place where the Dharma is realized
- The focus is the monastics; where vinaya ordination is given and upheld
- Where people can prepare for ordination and be trained in the Dharma and Vinaya afterwards
- Of benefit to society (social engagement)
- A place of inspiration
- Promulgates good values; a voice of peace in the world
- An upasaka, "oblate" program for lay people who are committed to the Abbey
- Preserve the tradition and the purity of the teachings, yet adapt forms to accord with Western culture
- Lived values; mindful living
- That my great, grandchildren will have constant contact with monastics
Walking the land with Ven. Chodron
- We waked on the close-by 40 acres: Venerable pointed out possible sites for the following buildings (to be constructed gradually over many years):
- The current garage as the first meditation hall (this year)
- Two monastic residences with kitchenettesone for nuns, one for monks.
- Current house becomes the guest house.
- A stupa (With founding donors written wishes in it)
- Combined Kitchen; Dining Hall and Office Building
- Repair Barn/ for maintenance place for working, tools, machines etc.
- Temple/ Library: 2 stories; with multiple rooms; a library; 2 meditation halls. one big teaching hall
- Retreat Huts (maybe yurts--maybe 1 to begin with)
- An Aspiration Hall: a place to meditate, make aspirations in response to experiences of loss, death, war, a place to keep ashes etc.
- The Abbess' house: Do it before "Ven. really needs it"
- Preserve forest and wildlife homes surrounding the Abbey.
Where we are now: A status report.
Abbey:
- Has 240 acres of land, a house, barn, garage (soon to be meditation hall), and cabin.
- We have prepaid some of the mortgage saving around $35,000 in interest; $75,000 owed now.
- Have Mission; vision
- One monastic in residence, and several who have visited (Ven. Tsepal for four months during the break in her study program in Australia, Geshe Gedun Samdup, etc.)
- Active lay support
- 4 requisites being provided.
- A good website.
FOSA:
- Has active officers: Chair; Co-chair; process/scribe; finance chair; fundraising chair; 4 requisites committee; volunteer coordinator.
- Regular teleconferences and weekly email updates of activities
- People are cooperative and harmonious
Not filled: Chair for PR/ Communication Committee and Special Projects Committee.
Clarifying Assumptions
Board: The current Board members will serve for 2 years to May, 2006.
Monastics: There have been several inquiries from those already ordained, but no commitments yet. Ven. Chodron said to form a community, it is often easier to begin with new people and train them before ordination.
What works well:
- Ven. Chodron is being supported.
- The Board functions well.
- Fundraising has been successful;
- 4 requisites have been provided;
- Good follow through on commitments
- Good confidence in one another.
What needs to be worked on:
- Ven. Chodron needs to be at the Abbey more and travel less. This will affect fundraising, as many of the donations come from her travel/teaching.
- Improvements in communication, promotion, outreach.
- Need plan to perpetuate the FOSA Board.
- Strengthen the Board members relationships.
- Clarify FOSA decision-making process.
- More local participation in FOSA and the Abbey
- More support for Ven. Chodron needed.
- Fundraising: Monthly supporters; A new capital drive
- Board members need to finish writing descriptions of their positions
Goals:
- Develop the Abbey Master Plan with Infra-structure and a timeline. Use cost effective and environmentally sound/sustainable materials and methods.
- Build a monastic residence for 8-10 people. Someone from Abbey needs to be liaison for this effort. Need to recruit an architect; engineer; (University programs/students?); check all building requirements/permits; estimate costs; select a builder; schedule the construction. Earliest possible: Spring, 2005. Need a concept drawing of all this; Check with various architectural schools and programs: U of Oregon; WA State U; Frank Lloyd Wright Architect Program; WA State U at Spokane, Gonzaga in Spokane.
- Ven. Chodron needs an administrative assistant, who lives at the Abbey.
Communication/PR:
- Seek someone to chair this committee
- Communicate volunteer opportunities
- Branding: Elevator statement
- How to get to the website; other ways to connect with the Abbey?
- Raising funds through communications
- Communicate better with the Dharma Centers where Ven. Chodron teaches
- When to use national publicity resources (i.e., interviews in Mandala, etc)
- More local publicity (When?)
- Being good neighbors with local community.
- Continue teaching in Coeur d'Alene (twice a month to Dharma group) and Newport (continue series of stress reduction classes open to the public that was begun in the spring)
NOTES FROM TWO MEETINGS WHERE ONLY BOARD MEMBERS WERE PRESENT:
- Important goal: Preserve the health and well-being of our teacher; provide administrative support to her; find a project manager for the building of monastic residence. For the Abbey to succeed, Ven. needs to spend alot of time at the Abbey. Current fundraising is about 80% from Chodron's traveling and 20% from our fundraising letters. FOSA needs and wants to take more responsibility for fundraising. This important and necessary shift in Ven. Chodron's time needs to be communicated to all donors, students, the website etc.
- Retreats Ven. Chodron has been leading may need to move to the Abbey, probably beginning Fall of 2005. Ven. Chodron will continue to teach via the Web and we will investigate Web Broadcasting and recorded teachings etc.
- Support the Abbey Program
- Coordinate teaching opportunities in and out of the Abbey; coordinate teachings on the Web.
- Help find admin assistant for Ven. Chodron.
- Financial support: Barb, Kevin and Helen Ann; check donor base, gather info
- Form a fundraising committee
- Develop a capital campaign.
- Abbey Communication: Define the needs; set communication strategies; conduct targeted communication campaigns.
- Coordinate volunteers, Dan Black
- Maintain 4 Requisites: Nanc Nesbitt
- Maintain FOSA notes/communications: Kathleen Herron
Elevator statement
- We need a clear statement of our values. How will the world be different because Sravasti Abbey exists? What do we want to see grow in the world? Why is this a good investment of time and resources? We need to put out the same statement over and over.
- Possible Statements: Sravasti Abbey is:
- Monastics residing in harmony to further their realizations of the Dharma
- A monastic community where learning and practicing Buddha's ancient teachings brings renewed inner peace and contentment to a chaotic world.
- A place where people can develop love, compassion and wisdom and extend that peace into the world. It's a resident community in the western US to train monastics.
- Sravasti Abbey: A place of peace in a chaotic world; A place where the Dharma is realized; A Buddhist Monastic Community, bringing peace to a chaotic world.
Feedback from Volunteers
What has worked well:
- Abbey dinners went well. Materials available for dinners helpful.
- Helped with remodeling, "used skills I had"
- Had enough help to do the job.
- Had sense of community.
- Had time to ask questions, safe to ask, focused work party.
- Non-Buddhist volunteers profoundly affected by environment/experience.
- Living Dharma while working.
- Good food, restful breaks, balanced.
- Car camping helpful for those who come for a short visit.
What we'd like to change:
- Need more volunteers
- Need more volunteers to help prepare dinners, network more.
- Need better communication with coordinator and volunteers, need clearer chain of command.
- Have volunteer coordinator get clear info from volunteers what skills they have and what they can take on. Need clearer communication with volunteers
- Develop mechanism for when communication breaks down. If all else fails Steven will intercede and handle.
- Need training to volunteers so they can train others to do the same work. Volunteer coordinator should teach everyone how to do this.
- Frame volunteering as opportunity not an expectation.
- Need mechanism/procedure to be able to adjust involvement if workload becomes overwhelming or circumstances change.
- Local volunteers: There's a lot to do and need more people. Need organization at local level. Need conference call with local volunteers.
Renewed volunteer efforts:
- Steven introduced this by asking people to generate patience and joyous effort in the context of a 300 year plan for the Abbey.
- We are in the process; we can accept our stage of development.
- Ruth volunteered to work on contacting people she knows to get an artist rendering of master plan, get a general contractor,
- We need to get a ballpark cost of plan, try to get volunteer architect and engineer.
Communications and P.R. to get the news out and promote the Abbey:
- Web teachings, radio broadcasting- with goal of having Ven. stay at Abbey but her teachings get out. Chodron, Tanya (webmaster) and Steven will work on this.
- Website-link with committees: 4 requisites, fundraising, volunteer coordinator, etc.
- Explore distance learning technology. Tanya can put specific jobs on the website Tracy has experience in Video recording she can work on distance learning project. We could put the needs for more tech development onto the website
- We need Board member and committee chair mailboxes on the website.
Improvement for volunteer process
- Administrative assistant for Ven. Chodron: Karri volunteered for this position.
- Forestry Management: Ruth volunteered to lead this.
- Need to coordinate people and skills and facilitate people volunteering. Steven and Nanc will communicate with Dan about this.
- Stronger links to the Board Committee chairs and the various needs: fundraising, 4 requisites, Communication etc. The goal is to make better use of the volunteers.
- Need the personal touch contact with Board members when someone wants to volunteer.
- Barb, Nanc will send volunteer tasks to Ven. for Tanya to post on the web.
- Ruth will help with grant writing if needed. .
- Kevin Conlin will coordinate the winter Vajasattva retreat.
Board tasks
- Continue meeting every 2-3 weeks via teleconference,
- Review financials: Leah,
- Develop fundraising strategy: Kevin, Dori and Bob agreed to work with Barb and form a committee committee. Something they will be begin with is to call and personally than the $500+ donors.
- Maintain records of meetings/decisions. Dianne will help Kathleen.
- 4 requisites: Nanc and Jan. Jan and Kevin will research purchasing a generator and hooking it up.
- Steven thanked everyone for volunteering. He recommended thinking of volunteering as a contribution, as a gift.
- If not able to contribute let a board member know. "We do what we can do with what we have."
- Tracy regarding local volunteers: A small dedicated group, needs more volunteers.
- Ven. willing to go to any local area to teach, and volunteers can come from that, but folks need to request her. Some local volunteers need to pace selves and do what they can and reach out for other possible volunteers. Need local special project person, for example the open house coming up.
Volunteer Opportunities
Communications and Public Relations Chair (Board position, needs to be filled)
Working in close collaboration with Friends of Sravasti Abbey's Fundraising Chair. This position is for the head of a communications and PR committee that will publicize the Abbey's long term vision and plans, writing brochures, press releases, text for the Abbey's web site, and other publicity documents, and arranging media interviews. He or she will publicize retreats, teachings, and other special events at the Abbey and in other venues.
Coordinate the production and dissemination of Dharma teachings and other Abbey communications through a variety of media, including audio tape, CD, MP3, DVD, and live internet broadcasts and will elucidate the transition Ven. Chodron and her students will undergo as she teaches more at the Abbey and travels less. (August 04 Nerea volunteered to do this part of Communicationsgetting teachings out. Chair for committee is still needed.)
Special Projects Manager (Board position, needs to be filled)
This person will coordinate and manage retreats, speaking engagements, meetings, conferences, ceremonies, visits to the Abbey by guest teachers, and other special events.
Landscape Architect or Artist. (non-Board position, needs to be filled)
This person will create an architectural rendering that depicts the future development of Sravasti Abbey, illustrating the approximate layout of the buildings, their general architectural features, and locations within the natural landscape. This artwork will be used to convey the vision for the Abbey's future in fund raising brochures, Power Point presentations, and on the Abbey's web site. If a landscape architect accepts this position, he or she will also create landscaping plans and specifications for the grounds surrounding the Abbeyís new buildings, emphasizing the use of hardy, drought-tolerant native species and forest fire prevention considerations.
Land Use Planner. (non-Board position, needs to be filled)
This person will work closely with Ven. Chodron and the FOSA Board to create a long term master plan for the future construction of the Abbey's facilities and infrastructure. The master plan will be submitted to the architect and civil engineer for full elaboration of architectural and engineering plans and specifications.
Architect. (non-Board position, needs to be filled)
In collaboration with the civil engineer, this person will prepare architectural plans, specifications, and cost estimates for the Abbey's first new building, a monastic residence. If the persona wishes, he or she may also do the same for the kitchen/dining hall/office complex and a temple/library building. Construction will be phased over a number of years, as funds become available.
Civil Engineer (non-Board position, needs to be filled)
In collaboration with the architect, this person will prepare plans, specifications and cost estimates for roadways, parking areas, utilities, and drainage infrastructure for the Abbey's new building(s). This individual will also prepare applications for all necessary environmental and building permits and, when necessary, interact with permit agencies to respond to their concerns by revising project plan drawings to ensure conformance with applicable environmental and building codes and requirements.
Construction Manager. (non-Board position, needs to be filled)
This person will act as a liaison between the general contractor and the abbey (especially with Nanc and Ven, Chodron) in overseeing all aspects of site preparation and construction of the Abbey's new building(s). This individual must have construction supervision experience, good communication skills, and be willing to live on site during construction. This position may be filled by the civil engineer.
Personal Assistant to Ven. Chodron (non-Board position: filled)
This person will handle all administrative tasks assigned by Ven. Chodron, including correspondence, phone calls, and travel arrangements. Karri McKee has kindly volunteered for this position.
Ecologist (non-Board position: filled?)
This person will plan and help implement projects to protect and restore the natural habitats present on the Abbey's land. These projects include habitat mapping, plant and wildlife inventories, forest management, invasive species control, and soil and water conservation. Ruth Schaefer has kindly volunteered for this position.
Evaluation of Friends of Sravasti Abbey Meeting
What worked well:
- M'Tae (outside facilitator) with clear vision and tracking
- Process Person
- People were reliable and followed through
- Steven's tone and leadership
- Good tone set by Board on commitment and vision
- Financial presentations
- Evaluation of parts of Abbey (Board, Volunteers, Fundraising) was good. Plus the changes were good.
- Systematic identification of topics
- Good coordinated ahead of time
- Reports of all items was well done
- Focus on Dharma aspects of planning was important
- Walking/exercise times were good
- Silence was good
- Commitment of Board and friends was obvious
- Meeting was inspiring, creative, realistic and profound
- We walked away with a sense that "It's happening now, it's happening here".
- Freedom and openness to express: nothing was forced or coerced
- Good balance of work/exercise/rest
- Walk and gawk with the hawks, i.e. the land itself is inspiring.
- There was learning with a vision at this meeting
- Keeping in mind the 300 year goal gave us Dharma vision
- We are doing the vision now. We created peace in a chaotic world during the weekend
- Morning and evening group practices crucial
- Being in community with Ven. Thubten Chodron created a different way to connect with her
- Ven. Thubten Chodron's teaching on "Relating to a Spiritual Teacher" helped. Much progress made, it was a productive meeting
- A couple of people appreciated being given the space to not feel well and not be judged for their lack of participation in some physical chores.
- No phones, emails and car trips worked very well
Suggested changes
- Get more info beforehand to participants so they can think ahead of time on subjects (send this out ahead of time)
- Use report from this latest meeting to show what has transpired to date and as a future guide to both new and old people, including Mexico and Singapore people
- Work to get Mexico and Singapore friends here
- If numbers of group increase, we need to be careful not to rush people's input and the sessions
- Include committee members in next meeting
- Keep inviting some non-Board members for fresh perspectives
- Send out Dharma principles ahead of time to keep people in Dharma mode instead of business/householder mode and remind them at the beginning of sessions
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