Jikoji Board Meeting, December 6, 2008
Present: Joseph Librizzi, Bryan Gaynor, Hollis DeLancey, Todd Skyberg, Peter Szydlowski, Donnalynn Chase

Bryan accepted as meeting facilitator
Agenda adopted with discussion item added, “Resident Compensation”
Minutes accepted as presented
	Reports
1.	Resident Teacher—no report, but the Board was made aware of the need to deal with Michael Newhall’s request for a leave of absence.
2.	Finance—6 page Treasurer’s report presented by Hollis, discussed and accepted by the Board with one correction (and much gratitude). Hollis expressed the following concerns:
a.	she has an inability to predict income from future rentals and is therefore unable to tell the Board what funds are available for future expenses
b.	the residents’ utility payments are well below the budgeted income. 
c.	The Teacher’s fund may have large excess by end of year.
3.	Joseph’s Report—letter presented to the Board as follows:
Hi everyone,

I'd like to propose that in the future more time be given and perhaps more frequent meetings be held by the board and residents to discuss the overall vision of Jikoji. Currently, there isn't enough time at the board meeting to address various resident issues which are intricately connected to how Jikoji is structured. This is more pressing given Jikoji's transition from being a more quiet to a busier retreat center since renovations were made.

In the broadest terms first, the issue I'm raising is one of better defining the vision of Jikoji that integrates the complexity of Jikoji being at once a practice center, a retreat center/business, and a household, or small community. A fourth aspect could be added - that of the personal lives of residents and the need to balance and attend to this in a way that is harmonious with the above three aspects. I feel the current structure doesn't fully support residents in such a harmonious integration. Some of this has recently changed with Cliff coming on board as director; but if he is to function successfully in this role I think the current situation with it's problems needs to be clearly defined - and this in turn would entail defining the overall mission.

   Any living situation has to answer to the demands for form and freedom. I've learned that, in part, Kobun's legacy is one that honors and expresses freedom over the rigid adherence to form and ritual, and a strict schedule as found in many zen centers. Michael's temperament and interest in functioning as a teacher, and not as director, continues this legacy. This has been very helpful in allowing residents to be responsible, but at times has been a stress because there hasn't been ways to adjudicate differences. Given that none of the residents are supposed to have authority to hold other residents accountable to agreements made, time and energy, that otherwise would be better spent, at times gets directed towards dealing with the divergent views regarding the merits, legitimacy, and standing of form, rules, and agreements, as well as the merits and legitimacy of a more 'open' or free form. 

     Because the underlying issue of form and freedom remains in process or unresolved with reference to an authority, various issues and decisions that need to be made - work projects for example, contain or express that management structure. Most of the day to day operations are defined and are running, but again, underlying this is the fact that basic differences in vision exist among the residents, including whether and how certain things should be done and what the standards and deadlines should be, if any. 

I would like to touch on various topics and make requests and suggestions to Cliff as director - all of which could be reviewed in future meetings.

-     The suggesting to have integration between the board and residents in defining the vision of Jikoji, both where it is now and where it is going, is to help protect the virtues of a more open form while avoiding the extremes of a too rigid top down management structure or too undirected bottom up structure. This would be in keeping with our tradition of a middle way that's truly inclusive, it would likely aid people giving themselves fully to the larger situation. 

-      It would helpful to future prospective residents to receive an overview of the structure and vision of Jikoji before they come, one that includes a description of Jikoji as having four aspects which need to be carefully integrated. This would include discussing incorporating work outside Jikoji, if a person is working, with demands here. The point being to support the process of a person's life transition which, In the absence of such guidance, can make it easier to avoid or postpone important decisions.

-     What are the resident's work requirements besides the one day a week Ino  
       duty? 

-      Of the work done, I'd suggest that the director oversee the scheduling and prioritizing of work projects, the proposed dates for completion, progress,  and address issues of accountability. A work projects book has been made listing large, small, and priority jobs.  

-      The director's overseeing work projects could be aided by the defining of the overall vision of Jikoji which, is one of its aspects, could include a landscape architect plan. (Evan, a temporary resident here through December, has offered to draw up a preliminary plan for landscaping the largest areas around the buildings. He is familiar with such design, you can see his handiwork in the area outside the office. We have proposed planting Salvias, and other deer and drought resistant native plants). This plan would in turn help with the coordination of various aspects and phases of the building renovations and create a more harmonious and consistent aesthetic. To this end, I'd like to propose small groups form, to work together to design and complete certain projects, and that all residents could give feedback or suggestions to the small groups, but that finally decisions and execution would come from the small group. 

-     That the director be in regular contact with residents, both collectively and separately, to discuss any unresolved issues. It's important that implementing the vision come through a person, in this case it would be Cliff, who is a reference point for residents.

-     How should it be decided how many groups should come through the year? I raise this
because there is the need to balance resident's need for down time with the necessity of making income. I will add that some residents, as well as temporary residents, a couple from Holland who stayed for six weeks have expressed that living at Jikoji can be exhausting - having a rest day/ later sit mid week, or a personal practice day each week could help with this, but some of the sense of "always being on", as one resident put it, has to do with the lack of smooth running structure and integrated vision.
 
4.	Facilities
a.	$22,000 loan (plus interest) due in 03/2009; the lender has agreed to extend and make a $5,000 donation/year.
b.	Estimate for new bath in the Dormitory Building is $25,000; therefore, it is postponed.
c.	There are some donors for designated projects, such as camping facilities across Peter’s Creek.
d.	There was discussion of the new Zendo across the creek and septic systems requirements, including previous reports/recommendations from the previous Building and lands Committee. This project needs a coordinator, not identified at this time. Donnalynn will search for someone, has some candidates in mind.
e.	Accessibility of paths—Donnalynn said the Floating Zendo would be interested in participating in such a project. Bryan agrees that this is a high priority (this was also discussed during the Residents’ report).
5.	Resident Practitioner—Joseph’s report
a.	Gerow is donating his tea house to Jikoji
b.	Chris from Hokoji is a prospective caretaker—he is a ‘handy person’ and previously lived at Jikoji 
c.	$1,000 for a high-efficiency washer and dryer, plus $300 for a slab.
d.	Joseph’s letter (referenced above) was discussed, especially concerning Director/Manager (Cliff?) and need for a revised Vision/Mission Statement.
6.	Outreach—donnalynn reported on what has been done, especially with Todd, Jennifer, and Robert
Donnalynn’s handout:
Workshops at Jikoji
Intention/Goals:
1. To better serve Jikoji’s Sangha and extended community with workshops supporting their spiritual practice.
2. To introduce and share with more people Jikoji’s inherent beauty, Soto Zen Temple, and sponsored events.
3. To increase Jikoji’s revenue and Sangha participation.
Key Roles & Functions:
 Outreach Oversight Manager: donnalynn chase
Responsible for the overall coordination & integration of workshops with other Jikoji events; reports to Resident Teacher; recruits workshop facilitators; creates marketing materials; informs Board of Directors about workshop status; documents relevant information, such as expenses, income; solicits ideas from Sangha.
 Outreach Coordinator: Jennifer Hohman
Responsible for workshop logistics at Jikoji; assists Outreach Oversight Manager and workshop facilitators; assigns tasks to Resident Practitioners in support of workshops; informs peer Resident Practitioners about workshop status; distributes marketing materials.
Financial Structure/Guidelines:
 For the first year, to “break-even” to prove validity of interest and participation; to prove the model and idea.
 Keep workshop fees low as possible during the “pilot” period to prove model and encourage participants to attend.
 Workshop fees to cover the following expenses:
 $100 stipend per day paid to the workshop facilitator(s); $20 for each additional person over 10 participants.
 Workshop facilitator(s) don’t pay for food and lodging.
 Reimburse the facilitators for materials bought and used during the workshop.
 $30 for lodging and $10 per meal for each participant.
 Compensate Resident Practitioners for their participation in the following roles:
- Shika: register, collect due fees & assign rooms to workshop participants; paid $10 for one hour at start of workshop.
- Tenzo: plan and prepare meals for workshop participants during their stay at Jikoji; paid $50 for each meal.
- Cleaners: clean community room and other facilities used during the workshop by participants; paid $10 for each hour required.
 Deposit due upon registration; refunded in full if cancelled more than one week prior workshop.
 If a private room is requested, appropriate fees to be paid in addition to
standard workshop fee.
 Marketing material benefits all of Jikoji; not included in current cost structure, yet could be included and is being tracked.
Workshop Structure & Assumptions:
 Workshops start on Saturday before lunch and ends Sunday by 5:00 pm.
 Meals include Saturday lunch and dinner, Sunday breakfast and program social lunch.
 Workshop integrates into our weekly Sunday program; workshop facilitator is program’s guest speaker.
 Enrollment to 15 unless facilitator limits enrollment; participants could camp or stay in Zendo; this is not sesshin.
 Workshops may be attended per day or on Sunday afternoon, depending on design of workshop.
Summary of 2008 Workshops:
 Spring Ink: Calligraphy with Gerow Reece held in May
o 4 participants with some Resident participation
o 2 had never been to Jikoji; 1 has returned
o “Broke-even” with Dana
o No special marketing effort was made; advertised in newsletter and postcard with other events
 September Haiku Workshop with donnalynn
o 10 participants; 12 registered with 1 no-show and the other sick.
o 5 had never been to Jikoji; 1 has returned regularly and another is returning after a 3 year absence.
o $560 profit plus Dana; people were very generous.
o One hundred postcards were mailed to local Sangha members and dl’s private practice clients; dl paid for.
Status of 2009 Workshops & Special Events:
 Sprink Ink & September Haiku Workshops to be repeated with a March Yoga for Meditators and a Sewing Retreat in January; in process of scheduling Stephanie Kaza this summer and one more workshop in November.
 Workshop fees to be increased slightly to compensate Resident Practitioners for their additional work effort; increased to $148 from $108.
 Planning to schedule mini-workshops after Sunday weekly programs; dates and facilitators being identified.
Prepared by dl – December 1, 2008
a.	Action Item—DL will put together a budget to include two laptops.
b.	Donnalynn will be available to facilitate any ‘intervention’ regarding conflicts among residents, caretakers, monks, nuns, and other beings.
	Discussion Items
7.	Resident Compensation—
a.	Dan reported on some models with which he is familiar from the San Francisco Zen Center and made the following proposal:

Possible Jikoji Work Practice Formula Dan Zigmond
December 2008

Role 	Time period at	Financial arrangements	Requirements	
	Jikoji			
Guest / 	1 month or less 	Pays $30/day without meals 	None 	
Retreatantnt 		Pays $40/day including meals (?) 		
Apprentice 	1 - 6 months 	$20/month stipend and meals 	Full participation in Zendo activities, 20 hours/week 	
Step 1 			of work practice 	
Apprentice 	6 - 12 months 	$75/month and meals 	Same as Apprentice 1 	
Step 2 				
Resident 	12 - 24 months 	$300/month and meals 	Full participation in Zendo activities, 20 hours/week 	
Step 1 			of work practice 	
Resident 	24 - 60 months 	$350/month, meals, and health insurance 	Full participation in Zendo activities, 35 hours/week 	
Step 2 		(increasing $50 yearly up to $600/month) 	of work practice 	
Resident	5 year terms 	$1000/month, meals, and health insurance 	See bylaws 	
Teacher 		(increasing $50 yearly to $1500/month) 		
b.	Some discussion about Dan’s proposal, including relationship to Residents’ proposal (Joseph’s letter) and how to move forward.
c.	Committee was formed, composed of Dan, Cliff, Joseph, Hollis and maybe Tom (in absentia). The Board agreed that this is a high / the highest priority item.
	Action Items
1)	Donnalynn will coordinate with Ted concerning the Internet hosting costs.
2)	Consensual agreement to spend approximately $1,300 for laundry facilities.
3)	Form compensation committee described in 7-b above.
4)	Form an accessible path committee (Bryan, Joseph, Todd, and Donnalynn) to make estimates and commitments with the Floating Zendo.
5)	Donnalynn will present an Outreach budget.
6)	 
7)	Joseph to develop a landscaping plan and budget.
8)	Ted to be encouraged to apply for residency in the “normal process.”
9)	Resident compensation to be discussed at next meeting
	Meeting was adjourned; next meeting will be annual meeting on May 17