November 14, 2009, Board Meeting 
1.	The meeting was called to order by Tom, 11/14/09, 10:30 am. Present:  Mike, Greg, DL, Todd, Tom, Jennifer, Dan, Cliff (later:  Hollis and Ted); Cliff took minutes until Ted's arrived, and is hereby submitting these partial minutes  for Ted—up to item f.)/
2.	Tom was designated Facilitator
3.	Agenda adopted as listed
4.	Minutes were  approved as corrected and last distributed by Ted by email 11/07/09.
5.	Reports 
a.	Outreach committee—Jen and DL presented their Outreach report including workshops, newsletter, and web materials, as well as the schedules for these activities. A profit/loss statement was distributed showing a small profit for the workshops. Only one recent workshop was cancelled due to insufficient interest. Most others were well attended, well received, and profitable. Substantial donations have been received resulting from the newsletter mailings, including the return envelope. Jennifer will now be taking the lead on getting speakers and coordinating the Sunday programs. Some problems for older students due to Jikoji's rustic facilities should be addressed and resolved by planned improvements.
b.	Resident teacher—Mike noted that he may be absent both for personal reasons (leave, family illness) and to work with related groups. The Residents have contributed greatly to strengthening both Jikoji's business as a retreat center and its strong practice as a zen center. The spirit and daily practice have been very good. Jenn, and earlier Greg, received ordination during recent sesshins. Steve Tracy may be ordained as a priest during Rohatsu sesshin and Doug as a priest in April. Two others will receive ordination from Mike at our sister temple in Michigan. Mike expressed his great appreciation for all of the Residents’ many contributions and their practice, particularly Doug's contributions as Maintenance Oversight Manager as well as many other recent projects.
c.	Ango—Dan as Shuso for the current Ango practice period reported that it was going well, with open programs for Sangha both Sundays and Wednesday evenings and with the more intense practice schedule for the Residents and extended Sangha participants.
d.	Jikoji Business Manager—Greg reported as Business Manager and Residents’ representative. We now have six residents, and Kaaren within two weeks and later Gerow will be returning. Mike added that Gerow will be asked to become a Staff Member, with the duties of Jikido and landscaping manager. He requested theBoard to consider a motion to increase residents’ stipends  in view of the strong contributions and practice from the Resident staff, shown in Action item a below.
e.	Facilities committee—Brian's email below was distributed and discussed, resulting in the following motion, Action item b, that was discussed and unanimously approved and passed.
Brian’s email: 
Subject : RE: Finance Committee/Improvement Matters

Dear Finance Committee Members, Board and Sangha Members and Michael:

For the Board meeting today I am submitting this email as the report of the facilities committee and a request for an action item by the Board.

Regarding the next major construction project, I have lined up an excellent crew who will come to Jikoji in February to do the following described improvements, (note: only the first four items on the list will be finished; Items 5 & 6 are lower priority and may or may not be completed in February, depending on costs of items 1-4 and the time to complete them). 

1. Finish the handicapped bathroom.
2. Improve Michael's bedroom: solid core door, window, clear story window, ceiling insulation, remodel bathroom and closet, install radiators;
3. Dorm building stabilization and framing for two rooms under the Resident's building (same system as Zendo and Dorm);
4. Improve the residents' rooms including, one openable window per room; fixed glass therma-pane on all other windows; remove exterior sliders; install new solid core doors; insulate ceilings;
5. Finish the12x12 room under Zendo to create a private retreat room (no plumbing; insulate and finish walls, insulate and finish ceiling, ceiling lighting; wire one circuit, solid core door, two openable windows;
6. Create and finish one 12 x12 room under the dorm (and rough-frame a second room). Improvements to the new room to be the same as the Zendo room (item 5 above).

To finance this work, Jikoji has a commitment from donors who will match funds Jikoji can raise up to $20,000. If Jikoji can meet the match, we will have $40,000 available to complete the above improvements. I propose to raise our side of the match as follows:

1. I have raised $8,000 in donations to date and hold that money on account. Presently there is $2,000 in the improvement fund (Doug J's generous donation).

2. In addition to what we have on hand to meet the match ($10,000), I also have a tentative commitment from Doug J. to donate another $2,000 next year. He will need to confirm whether it will be feasible for him to make such a generous donation next year. I also have tentative commitments from several other donors that total $4,000. So if everything comes through, I would have $16,000 toward Jikoji's side of the $20,000 match, although$6,000 of that is a maybe at this stage and accordingly in the worst case scenario, I will have only $10,000 to put toward the match.

3. I spoke to the match funders this week and they have renewed their commitment to match up to $20,000 and have committed to deposit funds with Jikoji in time for the work to be done in February, assuming Jikoji has its side of the match available by then.

4. What I propose for the Board to consider as an action item is the following arrangement to fund Jikoji's side of the match: 

	A. Currently there are $2,000-3,000 in the capital account (aka the rainy-day fund). I propose that the board authorize transfer of these funds to the improvement fund, as needed in February, so they can count toward the match. 

	B. To the extent there are funds available in the general fund, I am requesting that $7,000-$8,000 be transferred to the capital account (depending on the amount currently in the capital account) and that the board authorize the use of these funds to be used in February as needed. If the board authorizes this arrangement, I will be able to represent to the match funders that Jikoji has its $20,000. 

	C. The actual amount that will be needed to meet Jikoji's side of the match will depend on how much more I am able to raise between now and February: if $6,000 more is raised in addition to the $10,000 I have now raised, then only $4,000 will be needed for match and construction purposes. In the worst case, all $10,000 will be needed. 

	D. If this arrangement is made, I commit that should an emergency occur for which capital account funds are needed, (i.e. a "rainy-day" event occurs and Jikoji needs money to meet such an emergency), I will lend Jikoji the amount necessary to meet the emergency, up to the total amount transferred to the improvement fund from the capital account and used in construction in February. This will be a loan from my retirement fund that Jikoji will need to repay. The loan need only be repaid from funds that would otherwise be budgeted annually for the improvement fund. Last year, $2,000 was budgeted for the improvement fund and as long as this minimum amount is budgeted during the next few years, this amount will be sufficient to repay the loan from my retirement fund. 

Hopefully this explanation is sufficient for the board to take appropriate action on this matter. Gassho and many thanks to everyone and I hope to be able to attend Rohatsu sesshin and to see many of you then. 

Bryan

f.		Shika—Todd reported that next year’s rentals are projected to be at least $50,000, perhaps as much as $59,000. He noted that the new prices include the cost of portable toilets (Port-a-Potty™) and linen, which are no longer charged to clients. 
One matter of concern is the impact on the creek and the pond due to the large number of projected Jikoji visitors. Proposed solutions include renting more portable toilets, pumping out the septic system more frequently (cost, $500), or a new septic system). See Action item c. 
Todd requested funding for upgrading facilities, i.e. more comfortable mattresses in rooms #1 and #2, new screens, bowls, linen, etc. This would cost $500. In addition, $1,250 is needed to upgrade the “Old Dokusan Room,”now called Room #7. Finally, $1250 is needed for new mattresses and beds in general. See Consent item a.
g.	Finance committee—Hollis submitted a spreadsheet that lists year to date expenses and income, which will be included below. She noted that undesignated donations are down, so we are somewhat under budget for the first six months of the current fiscal year (contact H. personally for questions and details). The Board unanimously accepted the Treasurer’s report.
[insert Treasurer’s spreadsheet here]
6.	Consent items
a.	 The Board unanimously approved granting the Shika staged expenditures of $1250/$1250/$500 for domestic improvements. The funds will come from the Facilities Budget. At the May meeting, the Board will consider creating a separate Shika budget.
7.	Action items
a.	A motion was made, seconded, and passed to increase the current Staff Resident Stipend to $200/month, and also to provide Gerow with a starting stipend of $100/month.
b.	The Board authorizes the Treasurer to transfer sufficient funds (not to exceed $8,000) from the General Fund to the Capital Fund to bring the Capital Fund to a balance of $10,000, to be available if necessary for the project improvements discussed in Bryan’s email and scheduled for February initiation.
c.	Cliff, Tom, Ted, Hollis, and Ken Wing will investigate and propose solutions to the septic system problem that Todd raised in the Shika report.
8.	Designation of next meeting— the annual Sangha meeting will be scheduled for 10 am Saturday May 15 2010, (rather than Sunday 16, 2 pm), to provide ample opportunity for discussion within the meeting and for the concurrent annual Sangha meeting.