May 17, Annual Sangha Day & Board Meeting
1.	Call to order and introduction at 2:00 PM in the Zendo.
a.	Present: Tom Hostetler, Bryan Gaynor, Hollis DeLancey, Ken Wing, Todd Skyberg, Peter Szydlowski (left before adjournment), donnalynn chase, Jennifer Hohman, Greg Campbell, Cliff Isberg, Ted Tripp, Dan Zigmond (arrived late), Michael Newhall (left early)
2.	Designation of facilitator-Tom Hostetler
3.	Agenda adopted as shown
4.	Minutes approved as written
5.	Election of Board Members and Officers
a.	Greg Campbell accepted as the Resident Caretaker’s representative on the Board, term of one year.
b.	Board size increased to six, Todd Skyberg elected as a regular Board member, term of three years.
c.	Board size increased to seven, Ted Tripp elected as a regular Board member, term of three years.
d.	For information: terms of existing Board members, three years from election:
i.	Bryan Gaynor, elected December, 2004 (renewed 2007 for two years?)
ii.	donnalynn chase, elected May, 2008
iii.	Dan Zigmond, elected May, 2008
iv.	Tom Hostetler, elected May, 2008
v.	Greg Campbell, elected May 2009
vi.	Todd Skyberg, elected May 2009
vii.	Ted Tripp, elected May 2009
e.	Both Bryan and donnalynn emphasized that currently, most of the ‘work’ of Jikoji is accomplished in committees.
f.	Hollis was elected as Treasurer and mentioned that she is mentoring Jennifer for a possible role as 2010 Treasurer.
i.	Note—Bryan will draft a resolution for new bank account signees: General Fund, Michael Newhall, Cliff Isberg, Jennifer Hohman, Greg Campbell; Specified Fund, Cliff Isberg, Hollis DeLancey; Matching Fund, Hollis DeLancey, Cliff Isberg, Michael Newhall
g.	Ted was elected as Secretary.
h.	Tom Hostetler was elected as President
i.	Dan Zigmond was elected as Vice-President
6.	Reports 
a.	Resident teacher
i.	Michael reported that the practice life in his fourth year as Resident Teacher is strong and healthy, thanks to the effort of the Resident Practitioners. Due to the diligence and inspiration of Doug Jacobson, evening practice now occurs regularly. Sesshins have been good. There will be an Ango in the Fall, with Dan Zigmond as Shuso
ii.	New structure, General Manager position—Michael has assigned Cliff Isberg to be ‘General Manager’ (discussion about this name occurs). Cliff currently attends resident meetings and generally helps resolve friction among the residents, i.e. he helps people. Also, he fixes things that are broken, and he practices general oversight of Jikoji affairs.
iii.	New structure, Oversight Managers positions—Michael has created and assigned the following positions (that overlap with the established Board committees):
1.	Outreach Oversight Manager (OOM)—donnalynn chase
2.	Personnel Oversight Manager (POM)—Tom Hostleter
3.	Business Oversight Manager (BOM)—Cliff Isberg
4.	Practice Oversight Manager (POM)—Peter Szydlowski
5.	Business Manager—Greg Campbell
6.	Facilities Oversight Manager (FOM)—Bryan Gaynor
7.	Maintenance Oversight Manager (MOM)—Doug Jacobson
8.	Archive Oversight Manager (AOM)—Hollis deLancey
iv.	Existing committee structure:
1.	Facilities—Bryan Gaynor
a.	Bryan Gaynor, Doug Jacobson, Hollis DeLancey
b.	Project Coordinator, Bryan Gaynor
c.	Maintenance Coordinator, Doug Jacobson
2.	Outreach—donnalynn chase
a.	donnalynn chase, Jennifer Hohman, Todd Skyberg, Ted Tripp
3.	Finance—Cliff Isberg
a.	Cliff Isberg, Hollis DeLancey, Dan Zigmond, Bryan Gaynor, Jennifer Hohman
4.	Practice—Peter Szydlowski
a.	Peter Szydlowski, Dan Zigmond, donnalynn chase, Michael Newhall
5.	Archives—Hollis DeLancey
6.	Personnel—Tom Hostetler
a.	Tom Hostetler, Peter Szydowski
v.	Discussion of what to call Cliff’s position. CEO? CFO? Director? General Manager? Ken-in (Japanese term)? In view of the Board's discussion Michael subsequently changed Cliff's "General Manager" title to "Administration Oversight Manager".
vi.	Hollis wants the Treasurer’s position to be clarified. The Bylaws state that the Treasurer is responsible for: budget preparation; proper fiscal oversight; proper record keeping of transactions, licenses and fees; all the oversight of funds appropriate to a non-profit corporation.  The Finance Committee will work to clarify the Treasurer’s position.
b.	Finance committee—included with Budget action item.
c.	Resident practitioners  report:
i.	The kitchen passed the County Health inspection, with the proviso that a water test be conducted (to be done by Cliff)
ii.	The water tank has leaks which must be fixed before the tank fails—referred to Facilities Committee
iii.	The Resident Practitioners feel the need for improved earthquake preparation, e.g. one to two week emergency supply of food
iv.	Gerow Reece is a pending temporary resident
v.	Kendra Beck is a temporary resident for the summer
vi.	Zen Hyjin will finish her trial period soon
d.	Jikoji Business Manager—no report
e.	Facilities committee—reported that the matching fund does not have a lot of money, nor is there a predictable amount of future donations. Thus, Bryan does not recommend any new projects; perhaps in the Fall we could do something, depending on raising money.
i.	Bryan presented a design for a new Jikoji sign, saying “Jikoji Zen Center,” which was much appreciated, except by some who thought the lettering (calligraphy) was weak.
f.	Outreach committee—reported that they had created a budget and proposed five workshops for the coming season. Past workshops have paid for themselves, introduced new people to Jikoji, contributed to resident s’ practice, encouraged non-Jikoji Buddhist teachers, and given small stipends to residents (for cooking and cleaning). The workshop topics are all related to Sangha and Buddhist practice. Next seasons fees will increase by 10% for larger stipends. 
Proposed workshop topics:
i.	Zen Of Bereavement (October 2009)
ii.	Yoga For Meditators (March 2010)
iii.	Qi-Qong  With Dr. Lee Holden (tbd) (January 2010)
iv.	Haiku (September 2009)
v.	Spring Ink: Calligraphy With Gerow Reece (Held May 2009)
g.	Shika—Todd Skyberg reported that the Shika position is “a lot of work!” donnalynn requested permission to invite the Sati Center of Buddhist Studies to use Jikoji for a one day event. Participants will provide dana, but Jikoji’s Day Use fee would be waived. The Board gave control to the Outreach Manager for the Outreach budget and directed her to work with the Shika on this and other matters.
Todd wants to increase rates for personal and group retreats. He recommends:
i.	No increase for individual private rooms
ii.	Groups
1.	Up to 10, $500/day or $50/person/day
2.	11 to 15, add $40/person/day
3.	16 to 30, add $30/person/day
4.	No extra fees for linens or Porta-Potties®
Discussion: Hollis pointed out that we need to maintain covering of futons (fitted sheets); Todd spoke about providing more bed frames and bunk beds. The Board considered possible restrictions during the Summer to limit week-end retreats in favor of longer rentals. Finally, the Facilities Committee will determine the maximum number of people allowable on the property and report back to the Board.
This matter was referred to the Finance Committee.
h.	Resident compensation—Dan Zigmond proposed to continue the current provisional system in which senior working residents are paid $100/month as well as utilities. Proposed new system (to be adopted later):
i.	Table of stipends :
Jikoji Work Practice Compensation Formula
Dan Zigmond
May 2009
Role	Time period at Jikoji	Financial arrangements	Requirements	
Resident	at least 1 – 12 months	Pays $200/month for utilities	Full participation in zendo activities, assists with temple jobs	
Resident Staff	at least 12 months	Receives $100/month stipend	Full participation in zendo activities and work practice	
Senior Resident Staff	at least 24 months	Receives $300/month stipend	Full participation in zendo activities and work practice, and holds a senior staff position at Jikoji (eg, Outreach Coordinator, Guest Manager)	
Non-Resident Staff	n/a	Currently unpaid	Holds a senior staff position at Jikoji (eg, General Manager)	

ii.	Stipend to include utilities
iii.	Stipend to include daily breakfast
7.	Action items
a.	Finance Committee—Hollis presented a spreadsheet with past and projected spending. She reported that the projected income for 2009-2010 from rentals was conservative.
b.	Budget Approval—the Board approved the budget with the following provisos:
i.	The Board retroactively authorized paying: 1) Jennifer Hohman $574 for Tenzo work, etc; 2) a Guest Speaker stipend of $800.
ii.	The Board retroactively approved paying Jennifer Hohman $55 total for bookkeeping services and residents for workshop services rendered.
iii.	Over the year, the Treasurers will monitor and review cash flow to try to fund Michael’s  new Breakfast Program and purchase and install a new washing machine and dryer.
Finalized Budget
Jikoji										
Proposed Budget FY 2009-2010								
														
							ACTUAL   	ACTUAL	ACTUAL	 	Budget	 	Budget	
							May '06 - Apr '07	May '07 - Apr '08	May '08-Apr '09	 	May '08 - Apr '09	 	May '09 - Apr '10	
 	Ordinary Income/Expense	 	 	 	 	 	 	 	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	Income	 	 	 	 	 	 	 	
 	 	 	4000 — Direct Public Support	 	 	 	 	 	 	 	
 	 	 	 	4050 — Donation, designated	 	 	 	 	 	 	 	
 	 	 	 	 	4051 — endowment fund	3,520.00	2,500.00	0.00	 	2,500.00	 	0.00	
 	 	 	 	 	Total 4057 — matching funds	101,319.07	54,745.00	12,590.06	 	6,915.94	 	2,000.00	
 	 	 	 	Total 4050 — Donation, designated	118,442.87	80,491.74	25,440.06	 	27,415.94	 	16,000.00	
 	 	 	 	4060 — Donation, undesignated	8,648.10	10,711.00	11,390.51	 	10,000.00	 	11,500.00	
 	 	 	Total 4000 — Direct Public Support	127,090.97	91,202.74	36,830.57	 	37,415.94	 	27,500.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	4300 — Program service revenue	 	 	 	 	 	 	 	
 	 	 	 	4302 — Jikoji class	80.00	0.00	4,769.99	 	800.00	 	7,000.00	
 	 	 	 	4310 — Retreats, sesshins	 	 	 	 	 	 	 	
 	 	 	 	 	4311 — Individual retreats	1,775.00	875.00	4,143.00	 	1,000.00	 	4,000.00	
 	 	 	 	 	4312 — Jikoji sesshin	2,999.00	4,980.00	5,727.00	 	5,000.00	 	6,000.00	
 	 	 	 	 	4313 — Non-Jikoji group retreats	20,860.00	32,816.00	49,502.00	 	35,000.00	 	50,000.00	
 	 	 	 	Total 4310 — Retreats, sesshins	25,634.00	38,671.00	59,372.00	 	41,000.00	 	60,000.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	Total 4300 — Program service revenue	25,714.00	38,671.00	64,242.00	 	41,800.00	 	67,000.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	4360 — Residents' utilities	3,060.00	8,787.00	1,190.00	 	7,200.00	 	2,000.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	Total Income	156,237.25	138,660.74	102,262.56	 	86,415.94	 	96,500.00	
														
							ACTUAL   	ACTUAL	ACTUAL	 	Budget	 	Budget	
 	Ordinary Expense	May '06 - Apr '07	May '07 - Apr '08	May '08-Apr '09	 	May '08 - Apr '09	 	May '09 - Apr '10	
 	 	 	 	5160 — Accounting & Tax Services	595.00	2,100.74	635.50	 	1,200.00	 	700.00	
 	 	 	 	5200 — Supplies Organization Admin	383.67	95.21	529.75	 	100.00	 	600.00	
 	 	 	 	5300 — Telephone & Internet	2,396.65	2,056.12	1,814.25	 	2,100.00	 	2,000.00	
 	 	 	 	5315 — Printing/Copying 4 Adm & Board	12.54	143.02	29.42	 	150.00	 	150.00	
 	 	 	 	5320 — Postage & Delivery Org Admin	0.00	17.23	70.59	 	20.00	 	25.00	
 	 	 	 	Total 5500 — Interest Expense & Bank Fees	341.96	85.00	234.31	 	260.00	 	270.00	
 	 	 	 	Total 5600 — Insurance and Professional Fees	4,355.96	11,403.13	11,114.25	 	11,753.00	 	11,870.00	
 	 	 	 	Total 5700 — Business Expenses	930.83	1,247.38	686.00	 	0.00	 	700.00	
 	 	 	Total 5000 — Administration	9,016.61	17,147.83	15,114.07	 	15,808.00	 	16,315.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	5250 — sm office equip.	506.21	433.56	1,249.17	 	200.00	 	2,500.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	6000 — Program Services	 	 	 	 	 	 	 	
 	 	 	 	 	6010-Compensation to Staff	012-Compensation to Staff	 	 	5,740.65	 	0.00	 	7,370.00	
 	 	 	 	 	6011 — Compstn to Resident Teacher	13,307.06	11,779.22	12,870.52	 	11,779.22	 	13,000.00	
 	 	 	 	Total 6010 — Program Services Compensation	13,307.06	11,779.22	18,611.17	 	11,779.22	 	20,370.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	6014 — Payroll Tax	3,162.16	2,970.08	4,974.85	 	2,970.08	 	5,585.32	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	6015 - Payroll Service Fee	 	 	864.01	 	0.00	 	900.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	6100 — Supplies	 	 	 	 	 	 	 	
 	 	 	 	 	Total 6120 — Supplies Housekeeping	1,184.94	1,334.77	1,383.89	 	1,400.00	 	1,400.00	
 	 	 	 	 	6105 — Supplies Groceries	6,492.72	5,856.88	7,367.28	 	6,000.00	 	8,500.00	
 	 	 	 	Total 6100 — Supplies	7,677.66	7,191.65	8,751.17	 	7,400.00	 	9,900.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	6200 — Occupancy	 	 	 	 	 	 	 	
 	 	 	 	 	6210 — PG&E	5,976.54	6,846.05	4,078.50	 	10,000.00	 	5,000.00	
 	 	 	 	 	6211 — Propane	3,250.81	2,618.38	4,692.69	 	3,500.00	 	5,000.00	
 	 	 	 	 	6220 — Firewood	-300.00	0.00	395.00	 	0.00	 	1,000.00	
 	 	 	 	 	6230 — Property Taxes	639.28	908.58	672.68	 	250.00	 	672.68	
 	 	 	 	 	6240 — Garbage Fee & Dump Fee	964.50	1,483.20	1,432.90	 	1,500.00	 	1,500.00	
 	 	 	 	Total 6200 — Occupancy	10,531.13	11,856.21	11,754.74	 	15,250.00	 	13,172.68	
														
							ACTUAL   	ACTUAL	ACTUAL	 	Budget	 	Budget	
							May '06 - Apr '07	May '07 - Apr '08	May '08-Apr '09	 	May '08 - Apr '09	 	May '09 - Apr '10	
 	 	 	 	6300 — Equip  Maint & Repair Prog Serv	 	 	 	 	 	 	 	
 	 	 	 	 	6301 — Materials, garden	427.38	202.94	192.40	 	200.00	 	200.00	
 	 	 	 	 	6303-Matching Projects	 	 	17,489.35	 	 	 	7,000.00	
 	 	 	 	 	6300 — Equip  Maint & Repair Prog Serv - Other	107,284.50	82,710.86	16,900.97	 	11,000.00	 	12,000.00	
 	 	 	 	Total 6300 — Equip  Maint & Repair Prog Serv	107,711.88	82,913.80	34,582.72	 	11,200.00	 	19,200.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	6310 — Equip Rental	805.33	943.26	822.10	 	1,200.00	 	1,000.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	Total 6350 — Newsletter Printing & Postage	2,462.34	1,096.81	1,247.90	 	1,170.00	 	1,350.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	Total 6400 — Travel Expenses	1,274.91	2,551.08	1,126.52	 	2,650.00	 	1,900.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	6450 — Teachings, Ceremony & Classes	 	 	 	 	 	 	 	
 	 	 	 	 	6455 — Supplies Ceremony & Classes	228.49	158.23	414.44	 	800.00	 	1,000.00	
 	 	 	 	 	6460 — Guest Teachers Stipend	500.00	550.00	1,514.00	 	500.00	 	1,710.00	
 	 	 	 	 	6465 — Printed Materials & Copying	0.00	52.65	53.66	 	75.00	 	200.00	
 	 	 	 	Total 6450 — Teachings, Ceremony & Classes	728.49	760.88	1,982.10	 	1,375.00	 	2,910.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	 	 	6620- Outreach Expenses	 	 	114.18	 	0.00	 	40.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	 	Total 6000 — Program Services	147,660.96	122,062.99	84,869.35	 	54,994.30	 	76,288.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
 	 	Total Expense	157,183.78	139,644.38	101,232.59	 	71,002.30	 	95,103.00	
 	 	 	 	 	 	 	 	 	 	 	 	 	 	
Net Income	-946.53	-983.64	1,029.97	 	15,413.64	 	1,397.00	

c.	Proposed New Budget Structure: the Finance Committee will explore methods of implementing a budget system so that each Manager and Resident Staff will have greater discretion to control how the funds budgeted in support of their area of responsibility are spent.  The new proposed system will also require that each Manager and Resident Staff be fiscally responsible for keeping expenditures within their budget allocation. Ken proposed that if a Manager or Resident Staff exceeds her/his budget by 10% to 20%, that the matter must be reviewed and approved by the Finance Committee.  If 20% or more in budget overage, the matter should go to the Board for review and approval. 
d.	Urgent needs—fix pipe to the Zendo’s fire suppression system. The FOM and MOM will discuss.
8.	Discussion items
•	 New Rate Structure—included in Shika report
a.	Fire Safety—see 7.c above concerning blocked line to the Zendo fire suppression system which must be fixed.
b.	 Pond—not discussed
9.	Designation of next meeting—November 14, 2009