albuquerque vipassana sangha board of directors meeting...
TRANSCRIPT
Albuquerque Vipassana Sangha Board of Directors MeetingSunday, October 20, 2013
11:00am -1:00 pm at the home of Ken Munoz
Draft AGENDA
MeditateAspirations and values Approve agendaApprove minutes of August meeting
Elect officersReport on September 2013 annual membership meeting
Consent Agenda● Finance – receive reports● Core Curriculum ● Bhavana Dana Presenters ● Communication
Standing Committee Reports● Education Standing Committee● Retreat & Residency
Ad Hoc Committee Reports● A Home of Our Own● Relationship with Brian
Other and New Business● Authorize officers to sign checks● 2014 board and annual membership meeting schedules● December 2013 board meeting location● Appointment of Kathryn to the Core Curriculum Committee● 2014 budget process● Review 2013 annual gifts● Announcements Policy (proposal attached)● Scholarship Policy proposal● Mediation/Dispute resolution policy/procedure● Venerable Dhammadinna inquiry re: Tibetan Nuns Project
Meditate
Financial Committee Report Members: Siva Challa, Andrea Escher, Gary Serrino, Sarah Schwartz Snapshot of the AVS financial accounts as of 10/14/2013:
Checking Account $ 4,501.44
Money Market Fund $11,007.60
Non Transaction Share (Savings) $ 642.78
PayPal $ 14.37
TOTAL $16,166.19
Account balances over the past year:
Jan - Mar 13 Apr - Jun 13 Jul - Sep 13 TOTAL
Income4000 · RETREAT INCOME - RESIDENTIAL
4020 · Fees - Residential 960.00 110.00 0.00 1,070.00
Total 4000 · RETREAT INCOME - RESIDENTIAL 960.00 110.00 0.00 1,070.00
4300 · CONTRIBUTIONS4320 · General Contributions
4321 · Thursday Evening 1,203.55 1,371.94 1,298.40 3,873.89
4322 · Sunday Evening 330.00 416.00 642.25 1,388.25
4323 · Saturday Class 57.00 60.00 63.00 180.00
Total 4320 · General Contributions 1,590.55 1,847.94 2,003.65 5,442.14
4340 · Retreat Contributions4343 · Miscellaneous 370.00 10.00 150.00 530.00
4340 · Retreat Contributions - Other 0.00 0.00 25.00 25.00
Total 4340 · Retreat Contributions 370.00 10.00 175.00 555.00
4350 · Non-Residential Retreat 839.00 307.00 419.00 1,565.00
4380 · Teacher Dana 270.00 250.00 11,588.00 12,108.00
Total 4300 · CONTRIBUTIONS 3,069.55 2,414.94 14,185.65 19,670.14
4500 · FUNDRAISING4520 · Appeal 1,585.00 358.61 483.30 2,426.91
Total 4500 · FUNDRAISING 1,585.00 358.61 483.30 2,426.91
4820 · Interest Income 2.68 2.88 1.96 7.52
Total Income 5,617.23 2,886.43 14,670.91 23,174.57
Expense5100 · DANA EXPENSES
5120 · Dana to Other Organizations 50.00 0.00 0.00 50.00
5140 · Dana to Teachers 270.00 250.00 11,738.00 12,258.00
5160 · Dana to Wat 900.00 900.00 900.00 2,700.00
Total 5100 · DANA EXPENSES 1,220.00 1,150.00 12,638.00 15,008.00
Albuquerque Vipassana Sangha
2013 Q3 Profit & LossJanuary through September 2013
Jan - Mar 13 Apr - Jun 13 Jul - Sep 13 TOTAL
5200 · RESIDENCY EXPENSES5220 · Teacher Travel - Residency 0.00 0.00 363.86 363.86
5240 · Other Teacher Exp - Residency 0.00 0.00 414.00 414.00
5250 · Facilities - Residency 0.00 0.00 200.00 200.00
Total 5200 · RESIDENCY EXPENSES 0.00 0.00 977.86 977.86
5300 · RETREAT EXPENSES - RESIDENTIAL5360 · Facilities - Residential 1,490.00 710.00 150.00 2,350.00
5380 · Food - Residential 250.00 345.00 0.00 595.00
Total 5300 · RETREAT EXPENSES - RESIDENTIAL 1,740.00 1,055.00 150.00 2,945.00
5400 · RETREAT EXPENSES - NON-RESIDENT5430 · Travel - Non-Resident 72.98 0.00 74.30 147.28
5460 · Facilities - Non-Resident 292.50 390.00 150.00 832.50
Total 5400 · RETREAT EXPENSES - NON-RESIDENT 365.48 390.00 224.30 979.78
5700 · TEACHER EXPENSES GENERAL5720 · Teacher Travel - General 72.99 149.16 74.30 296.45
Total 5700 · TEACHER EXPENSES GENERAL 72.99 149.16 74.30 296.45
5820 · Sunday Evening Rental 450.00 850.00 650.00 1,950.00
7000 · ADMINISTRATIVE EXPENSES7210 · Bank/Credit Card Fees 0.76 11.66 0.76 13.18
7230 · Communications 18.40 0.00 0.00 18.40
7250 · Dues/Subscription/Licenses/Fees 10.00 0.00 0.00 10.00
7260 · Equipment 0.00 0.00 6.92 6.92
7280 · Insurance 0.00 1,193.00 0.00 1,193.00
7350 · Postage and Delivery 0.00 236.00 0.00 236.00
7390 · Supplies 0.00 272.74 0.00 272.74
7400 · Web Site 1,404.00 0.00 0.00 1,404.00
Total 7000 · ADMINISTRATIVE EXPENSES 1,433.16 1,713.40 7.68 3,154.24
Total Expense 5,281.63 5,307.56 14,722.14 25,311.33
Net Income 335.60 -2,421.13 -51.23 -2,136.76
Page 2
Sep 30, 13 Sep 30, 12
ASSETSCurrent Assets
Checking/Savings1000 · CASH
1010 · Operating - NMEFCU 3,861.80 1,324.78
1020 · Savings - NMEFCU 642.73 642.18
1030 · Money market - NMEFCU 11,006.70 10,397.12
Total 1000 · CASH 15,511.23 12,364.08
Total Checking/Savings 15,511.23 12,364.08
Other Current Assets1300 · PREPAID ASSETS
1320 · Retreat - Prepaid Facility Dep 2,820.00 2,820.00
Total 1300 · PREPAID ASSETS 2,820.00 2,820.00
Total Other Current Assets 2,820.00 2,820.00
Total Current Assets 18,331.23 15,184.08
TOTAL ASSETS 18,331.23 15,184.08
LIABILITIES & EQUITYLiabilities
Current LiabilitiesOther Current Liabilities
2200 · OTHER CURRENT LIABILITIES2265 · Deferred Revenue - CDL Support 1.90 1.90
Total 2200 · OTHER CURRENT LIABILITIES 1.90 1.90
Total Other Current Liabilities 1.90 1.90
Total Current Liabilities 1.90 1.90
Total Liabilities 1.90 1.90
Equity3000 · Opening Bal Equity 9,185.25 9,185.25
3900 · Retained Earnings 11,280.84 9,908.16
Net Income -2,136.76 -3,911.23
Total Equity 18,329.33 15,182.18
TOTAL LIABILITIES & EQUITY 18,331.23 15,184.08
Albuquerque Vipassana Sangha
2013 Q3 Balance SheetAs of September 30, 2013
Albuquerque Vipassana Sangha Income Expenses Jan-Sept, 2013
Budget 2013 Q1-3
Percent Income/
Expense
Income
4000 · RETREAT INCOME - RESIDENTIAL
4020 · Fees - Residential 12,650.00 1,070.00 8.46%
Total 4000 · RETREAT INCOME - RESIDENTIAL 12,650.00 1,070.00 8.46%
4300 · CONTRIBUTIONS
4320 · General Contributions
4321 · General Contributions - Thursday 4,500.00 3,873.89 86.09%
4322 · General Contributions - Sunday 3,000.00 1,388.25 46.28%
4323 · General Contributions - Classes 500.00 180.00 36.00%
4324 · General Contributions - Online 200.00
4325 · General Contributions - Other 1,500.00
4340 · Retreat Contributions - Residential 1,000.00 555.00 55.50%
4350 · Retreat Contributions - Non-Residential 2,400.00 1,565.00 65.21%
4380 · Teacher Donations* 3,200.00 12,108.00 378.38%
Total 4300 · CONTRIBUTIONS 16,300.00 19,670.14 120.68%
4500 · FUNDRAISING
4500 · Appeal 5,000.00 2,426.91 48.54%
Total 4500 · FUNDRAISING 5,000.00 2,426.91 48.54%
4800 · OTHER INCOME
4820 · Interest Income 12.00 7.52 62.67%
4800 · OTHER INCOME 12.00 7.52 62.67%
Total Income 33,962.00 23,174.57 68.24%
Expense
5100 · DONATION EXPENSES
5120 · Donations to Other Organizations 800.00 50.00 6.25%
5140 · Donations to Teachers* 3,200.00 12,258.00 383.06%
5160 · Donations to Wat 4,800.00 2,700.00 56.25%
Total 5100 · DONATION EXPENSES 8,800.00 15,008.00 170.55%
5200 · RESIDENCY EXPENSES
5220 · Teacher Travel - Residency 800.00 363.86 45.48%
5230 · Teacher Housing - Residency
5240 · Other Teacher Exp - Residency 276.00 414.00 150.00%
5250 · Facilities - Residency 300.00 200.00 66.67%
5270 · Supplies - Residency 0.00
5290 · Other Expenses - Residency 100.00
Total 5200 · RESIDENCY EXPENSES 1,476.00 977.86 66.25%
5300 · RETREAT EXPENSES - RESIDENTIAL
5310 · Scholarships - Residential 880.00
5330 · Travel - Residential 357.00
5360 · Facilities - Residential 12,100.00 2,350.00 19.42%
5380 · Food - Residential 595.00
5390 · Other Expenses - Residential 200.00
Total 5300 · RETREAT EXPENSES - RESIDENTIAL 13,537.00 2945.00 19.42%
Albuquerque Vipassana Sangha Income Expenses Jan-Sept, 2013
Budget 2013 Q1-3
Percent Income/
Expense
5400 · RETREAT EXPENSES - NON-RESIDENTIAL
5420 · Advertising - Non-Residential 100.00
5430 · Travel - Non-Residential 600.00 147.28 24.55%
5450 · Supplies - Non-Residential 100.00
5460 · Facilities - Non-Residential 1,440.00 832.50 57.81%
5490 · Other Expenses - Non-Residential 1,000.00
Total 5400 · RETREAT EXPENSES - NON-RESIDENTIAL 3,240.00 979.78 30.24%
5700 · TEACHER EXPENSES GENERAL
5720 · Teacher Travel - General 2,000.00 296.45 14.82%
5730 · Teacher Housing - General 500.00
5740 · Other Teacher Expenses - General 150.00
5750 · Continuing Education 300.00
Total 5700 · TEACHER EXPENSES GENERAL 2,950.00 296.45 10.05%
5800 · FACILITIES EXPENSES GENERAL
5820 · Bhava Yoga Studio Expenses 2,760.00 1,950.00 70.65%
Total 5700 · FACILITIES EXPENSES GENERAL 2,760.00 1,950.00 70.65%
7000 · ADMINISTRATIVE EXPENSES
7210 ∙ Bank/Credit Card Fees 13.18
7230 ∙ Communications 18.40
7250 · Dues/Subscriptions/Licenses/ Fees 20.00 10.00 50.00%
7260 ∙ Equipment 6.92
7270 · Fundraising 130.00
7280 · Insurance 1,200.00 1,193.00 99.42%
7310 · Meetings 50.00
7350 · Postage and Delivery 142.00 236.00 166.20%
7390 · Supplies 57.00 272.74 478.49%
7400 · Website 1,329.00 1,404.00 105.64%
7440 · Volunteer Development 200.00
Total 7000 · ADMINISTRATIVE EXPENSES 3,128.00 3,154.24 100.84%
Total Expense 35,891.00 25,311.33 70.52%
Net Income -1,929.00 -2,136.76
* Teacher donations & Donations to Teachers includes a $10,000 grant from the F Felix Foundation to Eric Kolvig.
Core Curriculum Committee Report
Board meeting October 20, 2013
Committee members are Andrea Escher, Kempton Lindquist, Valerie Roth and Tam Saimons.
The committee met on September 11, 2013, and was joined for the meeting by teacher-in residence Brian Lesage.
At the September 11th meeting, the committee appointed Kempton to be the committee chair.
The committee also decided to see if Kathryn Turnipseed would be willing to join the committee. Kathryn subsequently agreed to join the committee (which is the subject of a separate agenda item of the board meeting).
The committee with the assistance of Brian discussed the meaning and use of “Samadhi” as included in the second major subject area in the Core Teachings and Curriculum. The group discussed excerpts from Satipatthana: The Direct Path to Realization, by Ven. Analayo, how Brian uses the term, and other meanings of the term. While noting the term may be interpreted in various ways, the committee re-affirmed its intention that the term for our purposes have the broad meaning as stated in the core curriculum, i.e. “the practice of meditation.”
In continuing to work closely with the BDP, the committee plans to send an advisory note to BDP members in the future when the committee makes significant changes to the calendar, e.g. adding several weeks or months of topics.
Kempton Lindquist
for the committee
10.15.13
Bhavana Dana Presenters Committee; report for Board of Directors meeting 10/20/13
Current members of the committee: Andrea Escher, Elisa Ganade, Fred Herman,
Ken Munoz, Mark Pugsley, Tam Saimons, Kathryn Turnipseed, Valerie Roth (Chair)
The committee met on September 7 with Brian Lesage.
Mark Pugsley was welcomed as a new member.
Topics of discussion included:
-recent confusion about the listing of topics on the google calendar; suggestions were
made for conveying to the Core Curriculum committee.
-confusion about Sunday evening speakers, with Beverly Klemme currently arranging
for speakers and not having access to the google calendar (access will be arranged.)
-concern about being able to cover Thursday evenings, with the absence of some
members for prolonged periods and limited availability of others because of travel or
education.
Suggestions were made to encourage more sangha members to participate, by offering
to co-lead with them. Also, it was suggested that all members keep an eye on the
calendar and send an alert if there seems to be a gap or gaps where no one has signed
up.
-the matter of giving and receiving feedback to speakers was discussed again. This has
been an ongoing discussion, with prior consensus that the feedback should be
solicited by the presenter. Brian offered to send the committee members a copy of a
feedback process that he has found useful.
-handling questions after a talk was brought up for discussion again, with several
suggestions from members and from Brian.
The committee is scheduled to meet again on November 16.
Albuquerque Vipassana Sangha
Communications Committee Board Report for 10/2013
Members: Beverly Klemme, Mel Schneider, Sarah Schwartz, Mark Steele, Mary Young (chair)
Mary Young is now the chair of the Communications Committee.
The membership directory is on the web site.
A draft guidelines for AVS announcements is on the agenda for consideration by the board
(presented jointly by Mark Pugsley and Sarah Schwartz).
Sarah Schwartz
Relationship with Brian LesageOn September 8 Ken Munoz, Fred Herman, and Tiska Blankenship met with Brain. We discussed possible ways to increase connections between the sangha and Brain. One possible way to do this would be to increase sharing between the Santa Fe and Albuquerque sanghas during residencies. For example Brian will be doing a residency in Santa Fe in April & May 2014. He would be willing to travel to Albuquerque on Thursdays during the residency if this would be acceptable to Santa Fe. We would try to set up a reciprocal relationship when Brian is doing residencies in Albuquerque. Retreat & Residency and Core Curriculum committees would need to coordinate on this.
Another proposal that Brain made would be to do some type of on-line study group. This would allow people to have other opportunities to work with Brian, without creating the additional financial burdens associated with a residency. It would also would not add the burden of travel. This is the type of activity that might fall under the purview of the Education Committee. Fred has agreed to make an initial investigation in this area.
Proposed dates for board and membership meetings in 2014.
Board Meetings - 3rd Sunday of even months 11 am – 1pm:February 16April 20June 15August 17October 19December 21
Annual Membership Meeting - 3rd Sunday of September 1pm – 3pmSeptember 21
Albuquerque Vipassana Sangha 2014 Budget DRAFT 1
Budget
2013
Budget
2014 Rationale/Explanation
Income
4000 · RETREAT INCOME - RESIDENTIAL
4020 · Fees - Residential 12,650.00
Total 4000 · RETREAT INCOME - RESIDENTIAL 12,650.00
4300 · CONTRIBUTIONS
4320 · General Contributions
4321 · General Contributions - Thursday 4,500.00 4800.00
4322 · General Contributions - Sunday 3,000.00 1700.00
4323 · General Contributions - Classes 500.00
4324 · General Contributions - Online 200.00
4325 · General Contributions - Other 1,500.00 225.00
4340 · Retreat Contributions - Residential 1,000.00 700.00
4350 · Retreat Contributions - Non-Residential 2,400.00 2000.00
4380 · Teacher Donations 3,200.00 2600.00
Total 4300 · CONTRIBUTIONS 16,300.00 12,025.00
4500 · FUNDRAISING
4500 · Appeal 5,000.00 5,000.00
Total 4500 · FUNDRAISING 5,000.00 5,000.00
4800 · OTHER INCOME
4820 · Interest Income 12.00 9.00
4800 · OTHER INCOME 12.00 9.00
Total Income 33,962.00
Expense
5100 · DONATION EXPENSES
5120 · Donations to Other Organizations 800.00 In 2012 we budged donations for the following
organizations: Bhava Yoga Studio($100), Dharma
Seed ($250), Inquiring Mind ($100), Insight
Meditation Center, Sanghapala Foundation
($200), Santa Fe Vipassana Sangha
5140 · Donations to Teachers 3,200.00 2,600.00
5160 · Donations to Wat 4,800.00 4,800.00 $300/mo plus $1200 end-of-year donation
Total 5100 · DONATION EXPENSES 8,800.00
5200 · RESIDENCY EXPENSES
5220 · Teacher Travel - Residency 800.00
5230 · Teacher Housing - Residency 0.00
5240 · Other Teacher Exp - Residency 276.00 stipend ?/day
5250 · Facilities - Residency 300.00
5270 · Supplies - Residency 0.00
5290 · Other Expenses - Residency 100.00
Total 5200 · RESIDENCY EXPENSES 1,476.00
5300 · RETREAT EXPENSES - RESIDENTIAL
5310 · Scholarships - Residential 880.00 Board agreed to set up this account at the 8/12
meeting. We plan to provide up to 4 scholarships
for the Nov. retreat up to 50% of the low-end of
the registration-fee sliding scale, or up to $220
each. We need to look at means to replenish this
account: donations earmarked for retreats,
fundraising . . .
5330 · Travel - Residential 357.00
Approved by the board 12/16/2012
Albuquerque Vipassana Sangha 2014 Budget DRAFT 1
Budget
2013
Budget
2014 Rationale/Explanation
5360 · Facilities - Residential 12,100.00
5380 · Food - Residential 0.00
5390 · Other Expenses - Residential 200.00
Total 5300 · RETREAT EXPENSES - RESIDENTIAL 13,537.00
Approved by the board 12/16/2012
Albuquerque Vipassana Sangha 2014 Budget DRAFT 1
Budget
2013
Budget
2014 Rationale/Explanation
5400 · RETREAT EXPENSES - NON-RESIDENTIAL
5420 · Advertising - Non-Residential 100.00
5430 · Travel - Non-Residential 600.00
5450 · Supplies - Non-Residential 100.00
5460 · Facilities - Non-Residential 1,440.00 2012: 96 hours @ The Source plus $400 for rental
@ Norbertine or other locations
5490 · Other Expenses - Non-Residential 1,000.00
Total 5400 · RETREAT EXPENSES - NON-RESIDENTIAL 3,240.00
5700 · TEACHER EXPENSES GENERAL
5720 · Teacher Travel - General 2,000.00
5730 · Teacher Housing - General 500.00
5740 · Other Teacher Expenses - General 150.00
5750 · Continuing Education 300.00 Development for individuals seeking to deepen
their growth as a teacher/presenter/leader.
The decision on who can take advantage of this
fund rests with the board until the board decides to
hand it off and change the charter of one of the
committees; e.g., BDPs.
Total 5700 · TEACHER EXPENSES GENERAL 2,950.00
5800 · FACILITIES EXPENSES GENERAL
5820 · Bhava Yoga Studio Expenses 2,760.00 48 Sundays @$50 plus 4 @$90.
Total 5700 · FACILITIES EXPENSES GENERAL 2,760.00
7000 · ADMINISTRATIVE EXPENSES
7230 ∙ Communications 50.00
7250 · Dues/Subscriptions/Licenses/ Fees 20.00 35.00 Based on 2013 projection
7260 · Equipment Sound amplification and/or recording equipment?
7270 · Fundraising 130.00 130.00 End-of-year appeal supplies, including postage
7280 · Insurance 1,200.00 1,200.00 Based on 2013 cost
7310 · Meetings 50.00 50.00
7350 · Postage and Delivery 142.00 300.00 PO box & stamps
7390 · Supplies 57.00 340.00
7400 ·Website 1,329.00 500.00 Website maintenance
7440 · Volunteer Development 200.00 200.00 Includes: (1) Board training through the Center for
Nonprofit Excellence, United Way of Central NM.)
(Example of classes: Getting Started in Board
Service: From Good Intentions to Good
Governance ($15.00/person), Building an
Exceptional Board ($15.00/person)
(2) Transportation to attend the Intersangha
gathering
(3) Other requests from volunteers for activities
that benefit the sangha.
The decision on who can take advantage of this
fund rests with the board
Total 7000 · ADMINISTRATIVE EXPENSES 3,128.00
Total Expense 35,891.00
Net Income -1,929.00
Approved by the board 12/16/2012
1
Announcements at AVS Events Who: Announcement Coordinator or designee.
A designated announcer for Thursday evenings.
A designated announcer for Sunday evenings.
When the coordinator is not present for events (e.g., study groups, daylong retreats), the person coordinating the event makes announcements.
What: The AVS announcement list:
Topic and speaker for the same event the following week
Visiting teachers speaking at the sangha in the next month
AVS-sponsored residencies and retreats to be held in the next two months
Other AVS-sponsored events
(The announcer can check Sangha News and the web-site home page and calendar for events.)
Alternating weeks or adjusted to circumstances:
Opportunity to make a donation—either at this event or online. Location of donation basket(s). Talking points:
· The sangha depends on donations to provide the space for events like this and to make arrangements when we have visiting teachers.
· When we have a community dharma leader or visiting teacher: If you wish to return the teacher's generosity, you will have the opportunity to offer a donation to the teacher, whose talk is freely offered to us.
Check out our web site: abqsangha.org.
If you would like to become a member of the sangha, sign up on our web site (or fill out a paper form, which you will find on the back table).
If you would like to receive our newsletter, sign up on our web site. The form is on the upper right-hand side of the home page.
Check out the back table for more information on our sangha and for information on other events.
If someone has an announcement related to a sangha-sponsored activity, that person speaks to the announcement coordinator before announcements are made to either (1) ask the announcer to make the announcement or (2) ask the announcer to call on him or her to make the announcement.
2
Visiting Teacher:
Keep announcements to a minimum. The announcer is the sole purveyor of information unless someone else has an announcement directly related to that teacher’s visit.
Opportunity to make a donation. Location of donation basket(s). Talking points:
The sangha depends on donations to provide the space for events like this and to make arrangements when we have visiting teachers.
When we have a community dharma leader or visiting teacher: If you wish to return the teacher's generosity, you will have the opportunity to offer a donation to the teacher, whose talk is freely offered to us.
Added: Community time:
Thursday evenings
Once a month
Not on evenings when we have a visiting teacher
No longer than ten minutes
Announcer must manage the time, keep speakers on topic, and urge brevity.
Topics:
Information from AVS committees or kalyana mitta groups
More details about upcoming AVS events
Request for volunteers for ongoing needs or special events
Feedback from participants on the sangha as an organization
Other events in the wider community as time allows.
Tone: Introduce yourself.
Welcome new people. Make yourself available to talk after the meeting.
Be explicit (read entire names, dates, website address).
Be concise.
Convey excitement.
Common Ground Meditation Center Ethics and Reconciliation Policy (ERP)
Overview
Common Ground Meditation Center values the cultivation of peace and harmony through individual responsibility, mutual respect, and practice of the precepts. However, conflict will inevitably arise within the community. We measure the health of our community not by the presence or absence of conflict, but by our willingness to find effective, responsible, and compassionate means of addressing difficulties when they arise and to support reconciliation whenever possible. Common Ground Meditation Center is committed to making the community a safe and respectful place for all, and it has implemented several processes to address informal or interpersonal conflicts or difficulties, as well as a Formal Grievance Procedure for allegations of serious ethical breaches by a person in the Common Ground community.
Buddhist conflict resolution is not based on good or bad, blame or guilt, winning or losing, offenders or victims. Rather, it is based on opening and responding to the suffering of all concerned. Hurt, fear, and anger are treated respectfully. We value inquiry over distraction, acknowledgment of unskillful or harmful acts over denial, reconciliation over estrangement, forgiveness over resentment, and insight over lack of wisdom. The process of reaching such resolution can be difficult.
The Common Ground Board of Directors has appointed an Ethics Committee to promote the values and practices of community health and harmony. In addition, the Board has designated a small pool of respected senior members to serve as the Ethics and Reconciliation Council (EAR Council). The EAR Council is available to any community member who wants help in dealing with interpersonal conflicts, grievances, or ethical concerns within the Common Ground community. The EAR Council can help facilitate deeper personal reflection, serve as a sounding board, give guidance on how best to resolve conflict, assist in finding greater clarity about an issue, and offer other supportive means of addressing or working with conflict or difficulties.
On the rare occasion that allegations of a serious ethical breach are raised, a Formal Grievance Procedure may be implemented. Any Common Ground participant who believes that he or she has been subjected to, or who is aware of, any form of serious ethical misconduct or harassment involving a Common Ground leader or participant, are encouraged to set up a meeting with an EAR Council member to voice his or her concerns. The EAR Council is available to discuss these concerns and to help provide information about Common Ground’s ethics guidelines and policies.
Other avenues also exist to address inappropriate, unethical, and/or grievous behaviors that may be more appropriately dealt with administratively. You may contact Guiding Teacher & Executive Director, Mark Nunberg, at Common Ground Meditation Center, 612-722-8260 or [email protected]
This document outlines the process for requesting a Formal Grievance Procedure, as well as how participants in the Common Ground community can access and utilize the EAR Council for informal consultations. Our intention above all is to foster an environment of responsibility and integrity and to treat all parties involved with fairness, compassion, and respect.
Common Ground Meditation Center Ethics and Reconciliation Policy 11/09
2
Bringing a Concern Forward: Informal Process & Formal Grievance Procedure
You may choose an EAR Council member with whom you feel most comfortable to discuss your concerns. The EAR Council member will listen to your concerns carefully and will discuss possible directions or courses of action depending on the situation. Outlined below are general guidelines and examples that may be helpful in clarifying your needs:
Informal Consultation Process
Interpersonal conflicts, grievances, or individual ethical concerns where an EAR Council consultation could assist in facilitating honest inquiry and reflection, serve as a sounding board or a caring witness, facilitate dialogue between you and another member of the community, serve as a source of advice in how best to resolve a conflict, or suggest resources for reconciliation. Examples include but are not limited to:
• Conflict with a friend or partner where both of you are members of the community
• Request for resources on working with conflict
• Ethical concerns and challenges and how to work skillfully with them
• Creating and maintaining healthy boundaries with others in the community such as after a break-up.
Formal Grievance Procedure Alleged serious ethical violations by a person(s) in the Common Ground community that include, but are not limited to:
• Misappropriation of Common Ground funds by Common Ground leaders and volunteers
• Alleged gross and harmful behavior by a Common Ground leader or participant
• Inappropriate sexual behavior or harassment by a Common Ground leader or teacher
At the end of your first meeting, you and the EAR Council member will together make a summary record of your meeting, and decide on a next step, if any.
Conflict of Interest Policy:As a relatively small organization, many Common Ground participants and leaders have multiple roles and relationships within the community. When addressing any matters related to allegations of serious ethical breaches or ethical concerns, we aspire to maintain the highest standards of objectivity, impartiality, and integrity throughout the processes. Any involved parties concerned about potential conflict of interest or bias should inform an EAR Council member or the Chair of the Ethics Committee. Conflict of interest charges or concerns will be addressed at the joint meeting of the Ethics Committee and the Board of Directors (discussed later in this document under “Formal Grievance Procedure”). Throughout the informal consultations and formal grievance proceedings, any member(s) of the EAR Council, Ethics
Common Ground Meditation Center Ethics and Reconciliation Policy 11/09
3Committee, ad hoc team, or Board of Directors who feels that he or she cannot be objective and impartial for any reason is expected to excuse themselves from the proceedings.
Privacy PolicyGreat care will be taken to safeguard the information you share with the EAR Council. For informal consultations with the EAR Council, information will remain private.
Under rare circumstances when a concern involves a serious risk of harm, the EAR Council may provide information to the Guiding Teacher and the Board of Directors and recommend initiation of a Formal Grievance Procedure or other appropriate action. You will be informed if such disclosures are made.
In cases of a Formal Grievance Procedure, the Guiding Teacher, the Ethics Committee, the ad hoc investigation team, and the Board of Directors will have access to the information (unless allegations of ethical misconduct have been raised against any of these individuals). All efforts will be made to be discreet and respect privacy to the extent possible.
Informal Consultation Process
The EAR Council is available to support any Common Ground participant(s) who would like to move towards understanding and resolution of conflict through informal reflection or dialogue. People who are looking for assistance from member(s) of the EAR Council may contact them as described below.
Contacting a Member of EAR Council:EAR Council members can be contacted at [email protected] or by leaving a phone message at Common Ground Meditation Center. E-mail messages will be forwarded to specific EAR Council members or the Chair of the EAR Council. Phone messages should include your name, phone number, and specific EAR Council member to whom you would like to speak.
Formal Grievance Procedure
A Formal Grievance Procedure has been set in place to address allegations of serious ethical misconduct by persons in the Common Ground community. Our intention is to be respectful, attentive, and compassionate with both the person making the allegation and the person against whom the allegation is made.
The following is the process for requesting a Formal Grievance Procedure: 1. Contacting an EAR Council Member for an Initial Consultation
The EAR Council person will assist you in assessing the situation and informing you of the steps involved in a Formal Grievance Procedure.
Writing a Letter of Request for Formal Grievance ProcedureA letter requesting a Formal Grievance Procedure should be sent to Common Ground Meditation Center (Attn: Ethics Committee Chairperson) and should include:
Common Ground Meditation Center Ethics and Reconciliation Policy 11/09
4
• A clear statement that a formal procedure is requested• The names of all the people involved in the grievance• A description of the alleged behavior sufficient enough to decide whether the
grievance warrants an investigation• A history of attempts, if any, to resolve the concern through other means• A general statement about resolution or outcome desired
Accepting and Investigating the GrievanceUpon receipt of the letter requesting a Formal Grievance Procedure, the Chair of the Ethics Committee will immediately inform the Guiding Teacher and the Chair of the Board. The Chair of the Ethics Committee will work with the two of them to set up a joint meeting of the Ethics Committee and the Board of Directors. In addition, the Guiding Teacher, the Board Chair, and the Ethics Committee Chair will together determine what information needs to be gathered before the initial meeting, and whether or not any parties named in the grievance should be notified prior to the joint Board/Ethics Committee meeting.
The Board Chair will convene the meeting and will request the Ethics Committee Chair to present the letter of request for a Formal Grievance Procedure and facilitate the discussion regarding the content of the grievance. A quorum of the Board and at least three members of the Ethics Committee will be present to review the grievance and discuss a course of action at this meeting. The Board will formally vote on how to proceed with the grievance such as:
• Creation of an ad hoc team to investigate the matter• When and how best to notify all parties named in the grievance• Dismissal of the grievance based on the lack of merits of the charge
Within 2 weeks of the receipt of the letter, the Chair of the Ethics Committee will convey in writing to the involved parties (i.e., person(s) raising the grievance and the one(s) alleged to have committed the serious ethical breach) the Board’s decision and outline the process to be followed.
If an ad hoc team is created, the team will include one or more members of the Board of Directors and the Ethics Committee, with the Board designating one of the team members as the facilitator. As appropriate, people with special expertise or resources relevant to the grievance may be invited to be on the team.
The ad hoc team is responsible for:• Investigating the matter• Interviewing the person initiating the grievance, others involved in the grievance,
and additional people who may provide pertinent information to the matter • Summarizing their findings • Presenting findings to the Common Ground Board of Directors• Making preliminary recommendations to the Common Ground Board of Directors
OutcomeThe Common Ground Board of Directors will review the findings and recommendations and assess each situation fully. The Board may elect to accept or reject all or some of the
Common Ground Meditation Center Ethics and Reconciliation Policy 11/09
5recommendations and will act to preserve and/or restore the health and safety of the community and its members.
Board actions may include but are not limited to: • A reconciliation process for those involved• Corrective action designed to protect the community• Preventive and healing practices
Within two weeks of the Board’s decision, all parties mentioned in the grievance will be notified of the Board’s decision in writing.
Under certain circumstances, the Board or the Ethics Committee, as requested by the Board, may communicate to the Common Ground community the outcome of the Formal Grievance Procedure. This communication may include any healing measures under way and steps being taken to prevent similar matters from rising to this level in the future.
Record Keeping and Privacy Policy for the Formal Grievance Procedure:The Ethics Committee and the Board of Directors will keep written records of all grievances, investigations, and outcomes, filed in the Board’s and Ethics Committee’s formal records. Every person who makes a statement at any stage in the investigation should understand that his or her statement may become part of a written record. The record may be reviewed by the members of the Board and the Ethics Committee, and, in some instances, during legal proceedings. For the safety and the well being of the community, the Board may choose to disclose parts of the formal record.
Ethics and Reconciliation (EAR) Council Members
(Currently the EAR Council is comprised of all the members of the Ethics Committee.)
Kyoko Katayama (Also Chair of the Ethics Committee)Jean ChoeMariann JohnsonCraig VollmarJessie Ware
EAR Council members can be contacted at [email protected] or by calling and leaving a message at 612-722-8260.
Common Ground Meditation Center Ethics and Reconciliation Policy 11/09
Common Ground Meditation Center
Ethics and Reconciliation Council Procedure Manual
December 2009
Table of Contents
Role of EAR Council Member……………….…………….……2Principles that Guide the Work of the EAR Council………..2Community Awareness and Access to EAR Council………2
EAR Council Consultation Procedural Steps………….……2Initial Phone Contact ……..……………….……………….……3First Meeting with the Party...........................……….......…...3
Disclosure of Personal Information……………..….…4Privacy Policy………………………………………..……4Beginning the Consultation…………..…………...……5
Steps Following the Meeting……………………………………5
Consultation as an Informal Process…………………5Consultation Leading to a Formal Grievance….……6
Formal Grievance Procedure…………………………….….…8Receipt of Letter Requesting Grievance….………… 8Accepting & Investigating the Grievance……..…..…8Initiation & Investigation of Grievance…………….…8The Ad Hoc Team………………………..……………….9Use of an Outside Investigator…………………………9Outcome……………………………………………………9Record Keeping and Privacy Policy……...………….10
AppendicesEAR Council Consultation Summary Form……………….….…11Suggestions for Facilitating Meetings……………………......…12Reconciliation Principles from the Pali Canon.……….…….…13
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Suggestions for Approaching and Resolving Conflicts….….14Guiding Principles and Practices…..…………..…………….…..14Listening from a Place of Silence…………….……………….…15Beginning Anew-Thich Nhat Hanh………………..….……….…17
Common Ground Meditation CenterEthics and Reconciliation Council Member
Procedure Manual
ROLE OF THE EAR COUNCIL MEMBER AND PURPOSE OF THIS DOCUMENT
The EAR Council’s primary role is to provide private consultation to any Common Ground community participant who wants help in dealing with ethical concerns, conflicts or grievances. The purpose of this document is to clarify steps and procedures when a Council member is contacted by a Common Ground community participant. Throughout the remainder of this document, community participant is referred to as “party.”
PRINCIPLES THAT GUIDE THE WORK OF THE EAR COUNCIL
The work of the EAR Council is informed by the five precepts. Principles of individual responsibility, personal integrity, and cultivation of community harmony are also reflected in these procedures. Whenever possible and appropriate, Common Ground participants are encouraged to first seek out and speak directly to the other party involved, prior to contacting an EAR Council member.
COMMUNITY AWARENESS OF AND ACCESS TO THE EAR COUNCIL
There are several ways a community participant may be informed of
the Common Ground Ethics and Reconciliation Policies (ERP) and the availability of the EAR Council, such as:
• Small flyer or easily accessible document displayed at Common Ground
• Ethics and Reconciliation Policies page on the Common Ground website
• Announcement made at a regular community meeting such as Quarterly Community Potlucks
• Contacting members of Common Ground’s Ethics Committee, Board of Directors, and/or Guiding Teacher who may provide information about ERP when requested
If a Common Ground leader is approached about our ethics policies, the EAR Council, and/or an ethical concern, rather than engage in a conversation about the party’s concern, the party should be asked to contact an EAR Council member directly. The leader may either give the party EAR Council contact information, or let the party know how the contact information can be obtained.
An EAR Council member may also be personally approached by a party at a Common Ground gathering. In this situation also, the Council member should provide a phone number and good times for the party to reach him/her to hold a private conversation and not discuss the issue on the spot.
EAR COUNCIL CONSULTATION PROCEDURAL STEPS
The following is a protocol to follow when an EAR Council member is contacted for consultation. Throughout the remainder of this document, the EAR Council person will be referred to as “You” or “Council member.”
At any point in the process, a Council member is encouraged to contact other Council members or the Chair of the Ethics Committee for support, counsel, and clarification of the process.
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[Note: At this time, the members of the Ethics Committee and the EAR Council are one and the same. As need dictates, in the future, the responsibilities and role of these various parties may be differentiated and distinguished.]
I. Initial Phone Contact between the Party and An EAR Council Member & Evaluation of Potential Conflict of Interest
Conflict of Interest Policy in the ERP document:As a relatively small organization, many Common Ground participants and leaders have multiple roles and relationships within the community. When addressing any matters related to allegations of serious ethical breaches or ethical concerns, we aspire to maintain the highest standards of objectivity, impartiality, and integrity throughout the processes. Any involved parties concerned about potential conflict of interest or bias should inform an EAR Council member or the Chair of the Ethics Committee. Conflict of interest charges or concerns will be addressed at the joint meeting of the Ethics Committee and the Board of Directors (discussed later in this document under “Formal Grievance Procedure”). Throughout the informal consultations and formal grievance proceedings, any member(s) of the EAR Council, Ethics Committee, ad hoc team, or Board of Directors who feels that he or she cannot be objective and impartial for any reason is expected to excuse themselves from the proceedings. (ERP P.2)
Common Ground is a small center, and nearly everyone plays multiple roles. Therefore, it is vital to address any potential or actual conflict(s) of interest before the content of the party’s concern is discussed.
When the party contacts you by phone, greet the party with care. Briefly explain your role, and before any discussion of content, ask the names of the other parties involved. Discern if you have any conflict(s) of interest with any of the involved parties.
The following are examples of conflict of interest:• One or more of the involved parties is a relative, close friend,
client, or work associate of yours• You have previous knowledge of, or information about, the
matter that might bias your objectivity and impartiality• You have the potential to gain financially or professionally
from the association with one or more of the parties involved, or any of the issues at hand
If you assess that there is a possible perception of conflict of interest, you need to discern whether or not you are confident of your ability to navigate the communication with the party with impartiality. If you are confident, then disclose the possible conflict of interest and the rationale for your confidence, and seek agreement of the party to continue as their EAR Council representative.
If you are concerned that the possible conflict of interest may negatively affect the process or outcome, disclose your concern, and excuse yourself. Provide the party with names and contact information of other EAR Council members. Inform the Chair of the Ethics Committee of your withdrawal.
If you know that there is an actual conflict of interest, disclose and excuse yourself. Sharing the details of your reason for the conflict of interest is not required and may not be appropriate. Provide contact names and information of other EAR Council members. Inform the Chair of the Ethics Committee of your withdrawal.
If there is no conflict of interest concern, you may return to explaining further about your role, clarifying the distinctions between the formal and informal processes, and asking the party if they are interested in proceeding through the consultation process with your help.
If the party is interested in proceeding with a meeting with you, arrange a time and place to meet with the party to hear their concern. The meeting space should be safe and comfortable for a private discussion. Be sure to plan on at least an hour to an hour and a half for this first meeting.
Ask if the party has read the ERP and if not, remind the party about the availability of the document, and request that they read it prior to
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your meeting.
II. First Meeting with the Party
After a brief welcome, you may want to start the meeting with a brief meditation or a moment of silence as appropriate to the setting. The party may be quite anxious, and your calm and assuring presence will be helpful. Restate your primary role and your commitment to deep, non-judgmental listening. Remember that, together, you will be completing an EAR Council Consultation Summary Form at the end of the meeting.
Council Member Guidelines: • Serve as a non-judgmental witness to the party
and the party’s concerns• Consider the suffering of the party and the
suffering of all those involved• Bring a compassionate and wise awareness to the
situation • Practice deep listening • Foster both individual responsibility and caring for
the community as a whole
Consultation Tips:• Use clarifying questions to develop an
understanding of the party’s key concerns • Check if there have been previous attempts to
address the concern • As needed and helpful, you may facilitate
reframing the party’s questions or concerns• Ask reflective questions to help the party see the
inherent causes and conditions and how their own actions may have contributed to the issues at hand
• Ask the party to identify their vision or desired outcome for the successful resolution and/or healing of the concerns they have discussed
• Ask the party what a good first step might be in addressing their specific concerns
• When you feel that you have a good grasp of the party’s concern, summarize and share your understanding
• Guided by mindfulness, you may offer specific suggestions, advice or referrals
• Remind the party you will together make a summary record of your contact at the end of the meeting.
Disclosure of Personal InformationAt the beginning of the consultation, EAR Council members should clearly communicate the policies related to privacy and disclosure of personal information.
Privacy Policy in the ERP DocumentGreat care will be taken to safeguard the information you share with the EAR Council. For informal consultations with the EAR Council, information will remain private.
Under rare circumstances when a concern involves a serious risk of harm, the EAR Council may provide information to the Guiding Teacher and the Board of Directors and recommend initiation of a Formal Grievance Procedure or other appropriate action. You will be informed if such disclosures are made.
In cases of a Formal Grievance Procedure, the Guiding Teacher, the Ethics Committee, the ad hoc investigation team, and the Board of Directors will have access to the information (unless allegations of ethical misconduct have been raised against any of these individuals). All efforts will be made to be discreet and respect privacy to the extent possible. (P.3)
Privacy PolicyIn keeping with the precept of Right Speech, take care to safeguard the information you obtain from the party. For informal consultations, it should remain private.
Under rare circumstances, when there is serious risk of harm to the Sangha or to individuals, the EAR Council may provide information to the Guiding Teacher and the Board of Directors and recommend
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initiation of a Formal Grievance Procedure or other appropriate action. You need to inform the party if such disclosure is made.
1. Potential ethical violations that must be reported to the Board of Directors, include, but are not limited to:
• Misappropriation of Common Ground funds; • Alleged gross and harmful behavior by a Common Ground
leader or participant;• Alleged gross neglect of Common Ground organizational or
operational duties by someone in a Common Ground leadership position;
• Inappropriate sexual behavior or harassment by a Common Ground leader or teacher
2. Potential harm to others that may be reported to the Guiding Teacher and the Board of Directors, include but are not limited to:
• Suspected neglect or abuse of a child*• Suspected neglect or maltreatment or financial
exploitation of a vulnerable adult*
*[Please note: EAR Council members who are mandatory reporters under Minnesota Statutes Sections 626.556 (Child) and 626.557 (Vulnerable Adult) and have determined that their reporting obligation applies to information learned at the EAR Council session must make the appropriate disclosure.
The Board of Directors, the EAR Council, and the Ethics Committee are not bound by the mandatory reporting laws to which licensed healthcare professionals and educators must adhere. If a violation involves criminal/illegal acts, the Board and the committees will decide on a case-by-case basis how to proceed.]
Beginning the Consultation:When you feel that the party and you are ready to begin, invite the
party to share with you their concerns, and why they sought out EAR Council assistance.
You may follow the general guidelines below, however, wisdom and non-judgmental attention to what arises from moment-to-moment will be the primary guides as to how the meeting unfolds. Clarity and compassion grown out of mindfulness will be your most important grounding.
As you begin a dialogue with the party, it is important to stay open to multiple possibilities and outcomes. Be aware that the party’s initial understanding and intention may shift considerably as a result of the dialogue with you. For example, the party may begin the consultation thinking there is a grave ethical concern and conclude the meeting with an understanding that it is one’s confusion about an internal conflict or an interpersonal conflict based on personality differences. The reverse could also occur where the party thinks the issue is about his or her personal struggle, and it may turn out to be a situation involving a serious ethical violation threatening the community. In the latter case, you may need to assist the party in exploring the option of pursuing a Formal Grievance Procedure. It is an important part of your function to clarify whether the process should remain informal or shift to a Formal Grievance Procedure. Meeting ClosureBring closure to the first meeting. Please make sure you and the party have a shared understanding of what was discussed, and clarify any next steps and your ongoing role, if any. All parties should be clear about Informal vs. Formal, and Completed vs. Continuing Process. Complete the Consultation Summary Form. Acknowledge the party’s courage to address an important concern, thank them for their participation, etc. As appropriate, you may end the meeting with a moment of silence, a brief meditation, and/or giving of merit.
III. Steps to Follow by an EAR Council Member Immediately Following the Meeting
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A. Consultation as an INFORMAL Process
Informal Consultation ProcessThe EAR Council is available to support any Common Ground participant(s) who would like to move towards understanding and resolution of conflict through informal reflection or dialogue. (ERP P. 3)
The following is required for All Informal Consultations: At the close of the first meeting, the EAR Council member and the party must complete the EAR Council Consultation Summary Form (Appendix I) indicating that a Formal Grievance Procedure has not been requested.
Contacting and EAR Council for requesting a Formal Grievance ProcedureThe EAR Council person will assist you in assessing the situation and informing you of the steps involved in a Formal Grievance Procedure. (ERP P.3)
Conditions indicating the consultation has concluded or remains as an Informal Process:
• The party feels “complete” following the first meeting and requests no further assistance of the EAR Council or of you as a Council member.
• The party is referred to other helpful resources identified and deemed appropriate by the EAR Council member and/or the party. Examples include: Common Ground’s Guiding Teacher, psychotherapists, social service professionals, community groups, community-based organizations, or 12-step groups.
• You offer to meet with the party again to continue the dialogue, or simply offer to be available to them in the future, should they wish to revisit the concern or topic at a later date.
• Depending on the concern, you may offer to serve as a third party and facilitate a “Clearing” meeting with the other party(ies) involved. (Suggested guidelines for facilitated meetings can be found in Appendix II).
EAR Council Member Tasks for Informal Process--Completed or Continued:
1. The EAR Council member and the Party involved should jointly complete the EAR Council Consultation Summary Form. The EAR Council member will then deliver it to the secured Ethics Committee file at Common Ground within one week of the meeting.
2. At the next scheduled EAR Council and/or the Ethics Committee meeting, while retaining party anonymity, debrief how the process worked, for the purposes of learning and improving the process.
B. Consultation Leading to a FORMAL Grievance
At the close of the first meeting, the EAR Council member and the party complete the EAR Council Consultation Summary Form indicating that the party has requested a Formal Grievance Procedure. This is a required step in order for the process to be considered a formal process.
If the party wishes to pursue a Formal Grievance process, request that the party follow these steps:
1. Refer the party to the ERP document for information on the process and for specific instructions on writing the letter of request for a Formal Grievance Procedure.
The formal grievance letter should include the following:• A clear statement that a Formal Grievance
Procedure is being requested• The names of all people involved in the
grievance
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• A description of the alleged behavior, with sufficient detail and context, to decide whether the grievance warrants an investigation
• A history of attempts, if any, to resolve the concern through other means (if appropriate to include this)
• A general statement about outcome desired
2. The party may be uncertain about whether or not to request a formal grievance process (and is in the process of considering it). Please follow the same protocol with regard to offering information to the party.
3. Convey to the party that the letter requesting a Formal Grievance Procedure should be addressed to the Chair of Ethics Committee and mailed to Common Ground within one week of the first meeting. Remind the party that email is not a secure nor appropriate means for submitting a request for a formal grievance.
Circumstances Indicating the Need by the Party &/or an EAR Council Member to Initiate a Formal Grievance Procedure:
When an informal attempt to address a serious ethical concern is not possible or appropriate, a Formal Grievance Procedure may be requested. In certain situation, it may be unethical to do nothing.
[Please refer to back to page 4 of the Procedure Manual for examples of situations or accusations requiring the filling of a Formal Grievance and for other reporting requirements.]
Because many situations seemingly indicating a Formal Grievance Procedure contain elements of interpersonal conflicts, a formal grievance process may neither be effective nor appropriate in resolving those issues. If interpersonal conflict resolution and healing are desired, other procedures such as mediation should be
considered.
The party may be uncertain or unwilling to file a formal grievance while you, as the EAR Council Member, have discerned that the concern warrants the initiation of a request for a Formal Grievance Procedure. Discuss the importance of protecting the community from harm caused by grossly unethical behaviors. Listen to any fears or concerns the party may have about initiating the formal grievance. Convey that it is preferable that the party raise the grievance himself or herself, but as mentioned prior to the consultation, if an EAR Council member is made aware of an alleged serious ethical violation, it is the responsibility and obligation of the Council member to make sure to alert the Board and the Guiding Teacher by initiating a request for the formal grievance. Explain the process that you will take as an EAR Council member, should the party elect not to file a formal grievance. The process would entail the same procedure used by a community member but filed by a member of the Ethics Committee/EAR Council on behalf of the community.
EAR Council Member Steps to Follow When You Have Knowledge that a Formal Grievance Procedure Is Being Requested:
1) Complete the EAR Council Consultation Summary Form. Deliver the completed intake form directly to the Chair of the Ethics Committee or to the secured Ethics Committee file at Common Ground ASAP and within 2 days of the initial meeting.
2) Contact the Chair of the Ethics Committee within 24 hours of the first meeting to report on the party’s intent to request a Formal Grievance Procedure. Unless the matter directly involves the Guiding Teacher, the Chair of the Ethics Committee will contact the Guiding Teacher and the Board Chair immediately upon learning of the party’s intent to request a Formal Grievance Procedure. If the Ethics Committee Chair
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is unavailable within 24 hours of the first meeting, the EAR Council member will directly contact Common Ground’s Guiding Teacher and the Board Chair regarding the party’s intent to file a formal grievance. Unless the grievance involves the Common Ground’s Guiding Teacher, the Guiding Teacher may then elect to participate in all or some of the subsequent meetings and communications regarding the grievance.
FORMAL GRIEVANCE PROCEDURE
Formal Grievance ProcedureA Formal Grievance Procedure has been set in place to address allegations of serious ethical misconduct by persons in the Common Ground community. Our intention is to be respectful, attentive, and compassionate with both the person making the allegation and the person against whom the allegation is made. (ERP P.3)
It is good for the Council member to aspire to the practice of respect, attentiveness, and compassion as you facilitate the process. It is an important function of the EAR Council to encourage and support all parties involved to aspire to these values.
I. Receiving a Letter Requesting a Formal Grievance Procedure is received
The letter requesting a formal grievance should be directed to the Chair of the Ethics Committee. Inform the party considering the request to mail the letter to Common Ground’s address, attention to the Chair of the Ethics Committee. All mail received at Common Ground addressed to the Ethics Committee or to a member of the EAR Council is to be opened only by the Ethics Committee or EAR Council member, or by an assigned alternate in case of extended absence. If the request letter is written by the EAR Council member on behalf of the community, please send it within one week of your meeting with the party, when you became aware of the potential serious ethical violation.
II. Accepting and Investigating the Grievance
Upon receipt of the letter requesting a Formal Grievance Procedure, the Chair of the Ethics Committee will immediately inform the Guiding Teacher and the Chair of the Board. The Chair of the Ethics Committee will work with the two of them to set up a joint meeting of the Ethics Committee and the Board of Directors. In addition, the Guiding Teacher, the Board Chair, and the Ethics Committee Chair will together determine what information needs to be gathered before the initial meeting, and whether or not any parties named in the grievance should be notified prior to the joint Board/Ethics Committee meeting.
The Board Chair will convene the meeting and will request the Ethics Committee Chair to present the Letter of Request for a Formal Grievance Procedure and facilitate the discussion regarding the content of the grievance. A quorum of the Board and at least three members of the Ethics Committee will be present to review the grievance and discuss a course of action at this meeting. The Board will formally vote on how to proceed with the grievance such as:
• Creation of an ad hoc team to investigate the matter• When and how best to notify all parties named in the
grievance• Dismissal of the grievance based on the lack of merits of the
charge
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Within 2 weeks of the receipt of the letter, the Chair of the Ethics Committee will convey in writing to the involved parties (i.e., person(s) raising the grievance and the one(s) alleged to have committed the serious ethical breach) the Board’s decision and outline the process to be followed.
If an ad hoc team is created, the team will include one or more members of the Board of Directors and the Ethics Committee, with the Board designating one of the team members as the facilitator. As appropriate, people with special expertise or resources relevant to the grievance may be invited to be on the team.
The facilitator will be responsible for coordinating communications with all the parties involved, recording meeting notes, and securely maintaining ad hoc team notes and documents.
The facilitator will schedule closed hearings in which all parties are given a chance to present their understanding of the issue under investigation. The Ad Hoc Team may question all parties and may request additional information.
III. The Ad Hoc Team
The ad hoc team is responsible for:• Investigating the matter• Interviewing the person initiating the grievance, others involved in the grievance, and additional people who may provide pertinent information to the matter • Summarizing their findings • Presenting findings to the Common Ground Board of Directors• Making preliminary recommendations to the Common Ground Board of Directors
The Ad Hoc team may ask other people to provide information pertinent to the complaint. All parties will have a full and fair
opportunity to respond to all information –oral, written, or otherwise– gathered by the Ad Hoc team.
When the Ad Hoc Team members are satisfied that they are adequately informed, they will review and discuss the case among themselves. At its discretion, and as approved by the Board, when costs are involved, the Ad Hoc Team may seek non-binding advice from any other source. The Ad Hoc Team’s decision about its recommendation to the Board should ideally be reached by consensus.
Except for the facilitator’s periodic reporting to the Board and the Ethics Committee, the Ad Hoc Team’s proceedings will be held confidential for the duration of the proceedings.
[Note: Any member of Common Ground’s Board of Directors, the Guiding Teacher, Common Ground staff, Ethics Committee, or EAR Council directly involved in, or mentioned in the formal grievance, will excuse themselves from all meetings, discussions and deliberations related to the grievance.]
IV. Use of an Outside Investigator
In some circumstances, the Board and the Guiding Teacher may decide to utilize an outside investigator rather than appointing its own Ad Hoc investigation team. Some examples of when an outside investigator should be considered include but are not limited to the following:
• Conflict of interest issues with the party or parties named in the grievance and a majority of the Board, and/or members of its Ethics Committee or EAR Council
• The grievance involves matters that require outside expertise, objectivity, or legal counsel in order to protect the integrity of Common Ground, its leaders, its participants, and/or its assets
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If an outside investigator is retained, the Board will designate a liaison person who will serve as the investigators’ key contacts and Common Ground’s representatives throughout the process.
Except for periodic reporting to the Board and the Ethics Committee by the Common Ground representatives assigned to work with the outside investigator, the proceedings will be held confidential for the duration of the proceedings.
V. Outcome
The Board will review the findings and recommendations and assess each situation fully. The Board may elect to accept or reject all or some of the recommendations and will act to, “preserve and/or restore the health and safety of the community and its members.”Board actions may include (but are not limited to):
• A reconciliation process for those involved• Sanctions designed to protect the community• Preventative and healing practices
Within two weeks of the Board’s decision, all parties mentioned in the grievance will be notified of the Board’s decision in writing. The findings will be filed in the Board’s and Ethics Committee’s record files.
Under certain circumstances, the Board or the Ethics Committee, as requested by the Board, may communicate to the Common Ground community the outcome of the formal grievance procedure. This communication may include any healing measures underway and steps being taken to prevent similar matters from rising to this level in the future.
VI. Record Keeping and Privacy Policy for the
Formal Grievance Procedure
The Ethics Committee and the Board of Directors will keep written records of all grievances, investigations, and outcomes, filed in the Board’s and Ethics Committee’s formal records. Every person who makes a statement at any stage in the investigation should understand that his or her statement may become part of a written record. The record may be reviewed by the members of the Board and the Ethics Committee, and, in some instances, during legal proceedings. For the safety and the well being of the community, the Board may choose to disclose parts of the formal record.
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APPENDIX IEAR COUNCIL CONSULTATION SUMMARY FORM
The purpose of this form is to document EAR Council members’ consultation contacts with Common Ground community members. The information contained in this form will be kept private and will be accessible only by members of the EAR Council, subject to the policies outlined in the Ethics and Reconciliation Policies.
Meeting Date: _____________________ From _____ AM/PM to _____ AM/PMLocation: __________________________ Council Member: ________________________________
Community Member(s): ______________________________________________________________
Contact Information: ______________________________________________________________
Is this a first consultation or follow up? First Follow up
Meeting Summary (to be completed with participation of all present)
Informal process
Informal process with no summary of content necessary ___________________________________________________________________________________
Next Steps if any (to be determined by all present):Follow-up meetingMore information needed Consult/Involve other parties
Issue resolved Other _______________________
Details:____________________________________________________________________________
__________________________________________________________________________________ __________________________________________________________________________________
Is this informal process adequate to address member’s concerns? ________________________
Is a formal grievance appropriate or under consideration? ________________________________
_________________________________ _______________________________Community Member EAR Council Member
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APPENDIX II
Suggestions for Facilitating Meetings With Two Or More Parties
Specific meeting methods and structures employed will vary depending upon the Council member’s personal style and preferences, and the interests of the parties involved.
The following are suggested practices and methods for facilitating conflict resolution or “clearing” meetings involving two or more people. In addition, regardless of the meeting method or practices employed, Council members are asked to follow the meeting guidelines outlined in the “First Meeting” process on page ___ of this document.
• Council members serve as impartial third parties, and as process facilitators not directly involved in substantive meeting discussions.
• Voluntary participation of all parties.• Meetings held in a setting agreed upon by all parties
to be safe, comfortable and confidential.• More than one meeting may be held.• Schedule 2 hours for a meeting, not less time,
possibly more. • Council member makes all calls, arranges the
meeting, secures and sets up the space, serves as the convener, logistics coordinator and facilitator.
• Meetings will utilize practices of deep listening, right speech, personal reflection and learning. You may begin the meeting with a short meditation as appropriate to the setting.
• Start the meeting with a set of stated meeting guidelines, including: privacy frameworks, role of the Council member/facilitator, purpose of the meeting and outline of the meeting process and timeframe.
Specific suggested practices might include: one person speaks at time (party who initiated the process speaking first may be helpful) and practice of deep listening, etc.
• Examples of meeting facilitation methods may include the use of a talking stick, Non Violent Communication, Insight Dialogue or a circle process, etc.
• Focus will be on creating understanding, and support healing and reconciliation whenever appropriate/possible.
• Leave adequate time to close the meeting with an opportunity for all parties to provide a reflective summary of the meeting.
• Review and agree upon any next steps and privacy agreements.
• As appropriate, close the meeting with short meditation or period of silence. Express appreciation for the participation of the all the parties in the process.
APPENDIX III
Reconciliation Principles from Pali Canon
The Buddha created values and principles that encourage all parties to enter into reconciliation by the use of right speech and to engage in the honest and responsible self-reflection basic to all mindfulness practice.
1. We are always responsible for our conscious choices.
2. We should always put ourselves in the other person’s
place.
3. All beings are worthy of respect.
4. We should regard those who point out our faults as if
they were pointing to our treasure.
5. There are no higher purposes –such as non-dual reality–
that excuse breaking the basic precepts of ethical
behavior.
APPENDIX IV
Suggestions for Approaching and Resolving Conflicts and Ethical Dilemmas
The following are suggestions for approaching and resolving conflicts. The EAR Council members are trained to assist you in applying these guidelines.
• Right Intention: Are you motivated by kindness rather than
vengeance? Are you concerned for the well-being of all
parties concerned? Do you have a sincere desire to
reconcile?
• Speak words that are true, timely, gentle, to the point, and
prompted by kindness.
• Whenever possible, speak simply and clearly about your
feelings and needs.
• Take responsibility for your vulnerabilities and emotional
triggers in relationship with others.
• Avoid interpretations and generalizations and stick to the
particulars of the actual situations.
• Take calm, deliberate, and adequate time to listen to each
other. Restate what was spoken until each party feels fully
heard.
• Reflect on how you may have contributed to a conflict.
• Reflect on how the other person may have experienced you
APPENDIX VG u i d i n g P r i n c i p l e s a n d P r a c t i c e sCommon Ground Meditation Center exists to support the awakening of suffering beings through the development of an ethical life, the cultivation of a pure heart and quiet mind, and through a deepening of insight into the way things are. These trainings are all guided by mindfulness, and with dedicated practice they lead to freedom from fear, clinging and all ideas of separation. As a community, we take refuge in the freedom of the awakened heart. We take refuge in this path of training and a life of mindful awareness and finally, we take refuge in the great generosity of those who have undertaken this practice and who show us the way.
Practicing mindfulness: an open, clear, non-judging awarenessWe practice turning toward and trusting things as they are --- a kind and patient acceptance of our internal and external experience. Recognizing and opening to the suffering in life is an essential practice in healing and freeing the heart.
Awakening wisdom and compassion
We recognize and trust that the conditionality of all things leads to transforming insight into the freedom from self-centered views and and the experience of non-separateness.
Walking the path as practiced by our spiritual ancestorsWe support ongoing study, practice and learning opportunities for all community members, including the guiding teacher.
Cultivating skillful intentions, words and actionsWe aspire to live in a way that promotes harmony and alleviates suffering. We commit to the practices of non-harming, non-greed especially in the areas of sexuality, speech and consumption. We also understand the need to integrate these practices into all areas of our community and our hearts.
Communicating skillfully at all levels of the communityWe commit to the practice of honesty. We not only value skillful speech, but also listening wholeheartedly and mindfully. We value fearlessness and looking deeply, as we practice opening to what is working and what is not working in our lives and in our community.
APPENDIX VI LISTENING FROM A SPACE OF SILENCE
Can one listen without any conclusion, without any comparison or judgment, just listen, as you would listen to music, to something which you really feel you love? Then you not only listen with your mind, your intellect, but you also listen fro your heart, you listen with care, objectively, sanely, you listen with attention to find out.
I think there is an art to listening, which is to listen completely, without any motive, because a motive in listening is a distraction. If you can listen with complete attention, then there is no resistance, either to your own thoughts or to what is being said – which does not mean that you will be mesmerized by the words. But it is only the very silent, quiet mind that finds out what is true, not a mind which is furiously active, thinking, resisting.
~ Krishnamurti
Impediments to listening from silenceIf we can be mindfully aware of what arises as we listen, we will not be drawn into identifying with these distracting thoughts when they enter the mind. When you are listening to someone, become non-judgmentally aware every time the mind does any of the following:
1. Judges what the other person is saying2. Creates ideas of how to “fix” the issue the person is presenting
or how to “fix” the person being listened to3. Reflects on how the issues being presented are similar to the
issues you are experiencing in your own life 4. Thinks about the past or future
5. Conceives of how you will respond to what the person is communicating
As each of these thought processes are recognized, allow them to immediately pass out of consciousness, and go back to listening from the space of silence.It is only those patterns of mind which we are unaware of that can deflect our ability to listen from a place of presence. When we do listen from this clear and open space and wait until the other person has completed their thoughts before we decide on how to respond, our reply is typically relevant, open-hearted, meaningful, and gives the other person the wonderful experience of being heard.
~ Matt Flickstein
Unless we look deeply into ourselves, this practice will not be easy. If there is a lot of suffering in you, it is difficult to listen to other people or to say nice things to them. First you have to look deeply into the nature of your anger, despair, and suffering to free yourself, so you can be available to others.
Suppose you have some kind of internal formation regarding a member of your family or community, and you don't feel joyful being with that person. You can talk to her about simple things, but you don't feel comfortable talking with her about anything deep. Then one day, while doing housework, you notice that the other person is not doing anything at all, is not sharing the work that needs to be done, and you begin to feel uneasy. ``Why am I doing so much and she isn't doing anything? She should be working.'' Because of this comparison, you lose your happiness. But instead of telling the other person, ``Please, Sister, come and help with the work,'' you say to yourself, ``She is an adult. Why should I have to say something to her? She should be more responsible!'' You think that way because you already have some internal formation about the other person. The shortest way is always the direct way. ``B'' can go to ``A'' and say, ``Sister, please come and help.'' But you do not do that. You keep it to yourself and blame the other person.
The next time the same thing happens, your feeling is even more intense. Your internal formation grows little by little, until you suffer so much that you need to talk about it with a third person. You are looking for sympathy in order to share the suffering. So, instead of talking directly to ``A,'' you talk to ``C.'' You look for ``C'' because you think that ``C'' is an ally who will agree that ``A'' is not behaving well at all.
If you are ``C,'' what should you do? If you already have some internal formations concerning ``A,'' you will probably be glad to hear that someone else feels the same. Talking to each other may make you feel better. You are becoming allies -- ``B'' and ``C'' against ``A.'' Suddenly ``B'' and ``C'' feel close to each other, and both of you feel some distance from ``A.'' ``A'' will notice that.
``A'' may be very nice. She would be capable of responding directly to ``B'' if ``B'' could express her feelings to her. But ``A'' does not know about ``B's'' resentment. She just feels some kind of cooling down between herself and ``B,'' without knowing why. She notices that ``B'' and ``C'' are becoming close, while both of them look at her coldly. So she thinks, ``If they don't want me, I don't need them.'' She steps farther back from them, and the situation worsens. A triangle has been set up.
If I were ``C,'' first of all, I would listen to ``B'' attentively, understanding that ``B'' needs to share her suffering. Knowing that the direct way is the shortest way, I would encourage ``B'' to speak directly to ``A.'' If ``B'' is unable to do this, I would offer to speak to ``A'' on ``B's'' behalf, either with ``B'' present, or alone.
But, most important, I would not transmit to anyone else what ``B'' tells me in confidence. If I am not mindful, I may tell others what I now know about ``B's'' feelings, and soon the family or the community will be a mess. If I do these things -- encourage ``B'' to speak directly with ``A'' or speak with ``A'' on ``B's'' behalf, and not tell anyone else what ``B'' has told me -- I will be able to break the triangle. This may help solve the problem, and bring peace and joy
back into the family, the community, and the society.
If, in the community, you see that someone is having difficulty with someone else, you have to help right away. The longer things drag on, the more difficult they are to solve. The best way to help is to practice mindful speech and deep listening. The Fourth Precept can bring peace, understanding, and happiness to people. The universal door is a wonderful door. You will be reborn in a lotus flower and help others, including your family, your community, and your society, be born there also.
Reconciliation is a deep practice that we can do with our listening and our mindful speech. To reconcile means to bring peace and happiness to nations, people, and members of our family. This is the work of a bodhisattva. In order to reconcile, you have to possess the art of deep listening, and you also have to master the art of loving speech. You have to refrain from aligning yourself with one party so that you are able to understand both parties. This is a difficult practice.
The work of reconciliation is not diplomatic work alone... You have to use your body, your time, and your life to do the work of reconciliation. You do it in many ways, and you can be suppressed by the people you are trying to help. You have to listen and understand the suffering of one side, and then go and listen to the suffering of the other side. Then you will be able to tell each side, in turn, about the suffering being endured by the other side. That kind of work is crucial, and it takes courage.
Adopted from For a Future To Be Possible by THICH NHAT HANH
APPENDIX VII
Beginning AnewHow to breathe new life and compassion into your
relationships.By Thich Nhat Hanh
As human beings, we all make mistakes. Our unskillful thoughts, words, and actions cause harm to ourselves and those around us. Often, when we hurt
others or are hurt by them, because of our pride we make no effort to reconcile or renew our relationships. Without reconciliation, we cannot
deepen our understanding and we only cause more suffering.
Our practice is to renew our relationships on a regular basis. Every week we have time to go to concerts, cinema, shopping, and many other activities, but we rarely find the time to renew our relationships with the people who are close to us, our family members, friends, and colleagues.
The practice of Beginning Anew is a practice of reconciliation. Beginning Anew can be practiced between two people or as a group. As one person speaks, the other person practices deep listening without interrupting, allowing the first person to speak from the depths of her heart.
In Beginning Anew we have three steps: sharing appreciation, expressing regret, and expressing hurt and difficulties. In the first step, sharing appreciation, we practice to recognize and acknowledge the positive attributes of the other person. Every one of us has both wholesome and unwholesome seeds. When we express our appreciation for the other person's positive qualities, we give him the opportunity to recognize the
positive qualities in our own consciousness.
For instance, perhaps our son is very kind and hardworking. He studies well and often helps us out. But once in a while he makes a mistake, and we correct him strongly right away. Yet because we have not told him how much we appreciate him, when we correct him, he hears only our criticism and blame. In this situation our relationship will be difficult. To improve the situation, we practice sharing our appreciation. If our son is doing well in school, we compliment him. We practice in the same way with our partner, husband, wife, friends, and other people in our life. We can share our appreciation with each other at any time.
The second step of Beginning Anew is expressing regret. We take this opportunity to share with the other person our regrets for the things we have done or said that might have caused him pain. This requires humility and the willingness to let go of our own pain and pride.
In the third step of Beginning Anew, we express our own hurt with mindful, loving speech, without blaming or criticizing. We speak in such a way that the other person can listen and receive our words. If we blame and condemn the other person, his heart will close and he will not be able to hear us. We ask the other person to help us to understand why he has spoken as he has, acted as he has to cause us so much pain. Perhaps at a later time he can share with us so that we can understand more deeply. If a strong emotion arises in us while we are expressing our suffering, we should simply stop and come back to our breathing until the emotion subsides. The other person can support us by following his breathing until we are ready to continue.
We can enjoy practicing Beginning Anew with our partner, our family, or our colleagues regularly. By doing this practice we will prevent small misunderstandings from accumulating. Rather, we will take care of them as they arise. At the same time, we cultivate our awareness and appreciation for the positive qualities our loved ones bring to our life. With understanding, all things become possible.
From 'Creating True Peace' by Thich Nhat Hanh. Copyright (c) 2003 by The Venerable Thich Nhat Hanh. Reprinted by permission of The Free Press, a division of Simon & Schuster, Inc.
Thich Nhat Hanh is a Buddhist monk, poet, peace activist, and the author of more than 100 books, including the national bestsellers 'Anger' and 'Living Buddha, Living Christ.' He lives in Plum Village, a monastic community in southwestern France.