All Beings Zen Sangha (ABZS), Inc. Board of Directors Meeting
Meeting Date: 8/21/16
In attendance: Mario Faraone, Eric Jonas, Inryu Bobbi Ponce-Barger, Carlos Moura, Mark Stone
Location: Mark’s Kitchen, Takoma Park, MD
This gathering marked the inaugural meeting for the Board for the All Beings Zen Sangha (ABZS), Inc., whose Articles of Incorporation had been recently signed on July 21, 2016 and subsequently submitted to the State of Maryland.
Minutes from previous Members meeting of 6/27/16 were distributed.
Agenda for this meeting included: (i) elect officers, (ii) discuss next steps for incorporation, (iii) operating ABZS in the fall, and (iv) any other issues.
I. Election of Officials. The following five positions were formally elected at this meeting. All had been previously nominated at the previous meeting except for Mario Faraone who had been nominated at this current meeting:
Spiritual Director: Inryu Roberta Ponce-Barger
President: Mark R. Stone
Vice President: Mario Faraone
Treasurer: Eric Jonas
Secretary: Carlos Moura
These five members also serve on and make up the Board of Directors.
II. Discussion of Next Steps for Incorporation. Now that the Articles of Incorporation have been submitted, the following were noted as next steps:
a. Obtaining an EIN from IRS
b. Opening a bank account for All Beings Zen Sangha (ABZS), Inc.
c. Submitting an Application for Recognition of (Tax) Exemption Under Section 501(c)(3) from the IRS via Form 1023EZ.
III. Operating ABZS in the fall. Discussion of operating ABZS was a topic of discussion in light of Rev. Inryu’s expected absence while participating in Practice Period at Tassajara in the fall. Items covered and/or concluded follow:
ABZS website: Eric J. (and possibly with Sam Reggio participation as well) volunteered to manage the website this fall. A task previously taken on by Inryu and Sam in the past.
Gatekeeper for Newcomers: Mark S. volunteered to act as gatekeeper for inquires received on the website as well as emails from newcomers inquiring about ABZS. As part of this function, Mark also offered to provide orientations to newcomers on Thursday evenings; and, add newcomers to the email list if they desire. These tasks had previously been performed by Inryu in the past. The possibility of using an automated management tool for managing email contacts in the future was also discussed and will be an area for future exploration.
Events for the Fall: There was a discussion of upcoming possible events for the fall. These included:
One-day Retreat at Woodburn Hill Farm. Mario offered to coordinate this. Communication protocol for dealing with the Farm was discussed and is being explored.
Dharma Talk Guest Speakers. The possibility of arranging for guest speakers particularly during Inryu’s absence was discussed. This was very promising with at least five possibilities being aired for possibilities (including Rev. Oshin, Rev. Konin, Jirin, Rev, Wakoh, and Mark S.)
Handling Incoming donations during the Fall: Eric volunteered to do this.
Recruiting sangha members to take on responsibilities at ABZS (other than the board and elected officials): Various items need to be maintained in the ABZS sitting space, and these will be eyed for possible recruiting in the future. These items may include things like keeping the room neat and arranged, sweeping and cleaning, etc.
Zendo opening and closing. The board discussed the need to have someone who can regularly open and close the zendo at its regular practice times (Thursday evening, Monday and Friday mornings). David S. is a possibility for Thursdays, and Eric J. for mornings (with Carlos M. available as backup). This will be further explored with sangha members.
Regular Planning for One-Day and Half-Day Retreats (at ABZS Zendo and Woodburn Hill Farm). Mario F. offered to be coordinator for these events (including the One-day Retreat at Woodburn Hill Farm event mentioned previously)
III. Other Business.
Pursuing Insurance liability insurance for ABZS board members. Carlos will inquire with David Novello’s advice on this.
Shifting ABZS PayPal to new bank account once it is established. In order to do this we need to move our ABZS from WordPress (which has a minimal annual fee) to another web host site. This is something that Sam Reggio and Eric Jonas can begin looking into this Fall.
Meet with Anne C, (Silver Spring Zendo) to learn of possible procedures in managing our accounts and any lessons-learned she may have to offer. Inryu offered to reach out to Anne on this.
Organizing a “Thank You Card” writing gathering at end of year. Discussed as a desirable thing to do.
Assembling and maintaining a Binder of important ABZS documents. Carlos will do.
Date for next meeting: TBD
Post Meeting follow-up information:
Mark S. will be handling obtaining EIN from IRS.
Eric J will be handling the opening of a bank account for ABZS.
Mark S. will be handling the submission of Form 1023EZ to IRS
Inryu has contacted Anne C. Anne has generously agreed to be a consultant in setting up our financial methods with our new Treasurer Eric.
Mark S. has offered to handle invitations for Dharma talk guest speakers. As a head start Inryu has reached out to Oshin, Konin, Wakoh and Jirin about the possibilities of offering talks this fall.
Mario has offered to be back-up for David S on opening and closing the zendo on Thursday evenings.
Sam R. has offered to help keep the Zendo clean and in order during the fall.
Carlos has contacted David N. and subsequently Bill D. who provided an example of liability insurance. Once ABZS completes the incorporation, Mark S. will look into getting the standard liability package for nonprofits.