Buddhist Society

Executive Positions:

 

1. PRESIDENT

Overall focus:

The role of the President is to coordinate all the parts of the committee and to co-ordinate the administrative management and running of BSWA. For this reason it is helpful for the President to have a good general knowledge of all aspects of BSWA administration, policies and procedures.

There are ten main areas of responsibility:
1. Leading the committee in managing the day-to-day affairs of BSWA and ensuring the continuing smooth running of BSWA. This includes problem solving activities, providing visionary input and leadership to the committee, facilitating discussion on important issues, setting goals for the committee, clearly defining a division of responsibilities for each committee position, prioritising the tasks to be conducted by the committee, encouraging each committee member to work effectively with other committee members, ensuring that everything has been done by the committee to support the Spiritual Directors in carrying out their work for BSWA, supporting other members of the committee in their work, and mentoring and supporting people new to the committee.

2. Chairing BSWA committee meetings. This includes running the committee in an efficient manner, coordinating the committee agenda, communicating with the Honorary Secretary and the Spiritual Director regarding the Committee agenda no later than the Wednesday prior to each committee meeting, and chairing the AGM.

3. Co-ordinating the development of, and usage of, BSWA policies and procedures. This includes, ensuring all BSWA policies and procedures are adhered to and the BSWA constitution is followed in all matters; and overseeing the development of policies, systems and procedures for the increased efficiency in running BSWA (with the input of the committee and the spiritual directors).

4. Working closely with the Spiritual Director and Assistant Spiritual Director, and seeking their guidance and input on important matters, keeping them updated on BSWA issues and significant news, and responding to their requests.

5. Overseeing the employment of a small number of paid staff (admin assistant, book-keeper) and the caretakers; and their contracts. BSWA is an "employer" and needs to follow the legal requirements set down for the employment of staff. The President, along with other members of the Executive, ensures that we meet the requirements. This includes overseeing administration /documentation /supervision/problem solving related to the staff and caretakers, as required. This is done in unison with the Honorary Treasurer (book-keeper) and Honorary Secretary (admin assistant).

6. Representing BSWA. For example, representing BSWA in important community events, (or finding suitable representatives to go in your place). Such events may include attending “Meet the minister” receptions, attending events organised by other religions, joining in the celebrations organised by other Buddhist groups, being the contact person for other Buddhist groups, and so on. It also includes speaking on behalf of BSWA in public forums, when appropriate, (in line with BSWA policies), and speaking on behalf of BSWA in the media, when appropriate, (as specified in the BSWA media policy.)

7. Communicating with members. There is a considerable amount of communication involved as President, not just with the committee, the Sangha, and outside organisations but also with the general members. This includes, making announcements on a Friday night at Dhammaloka along with the Vice President (or other substitute), answering and sending many emails, listening to and acting upon the input of members, writing a report each month for the committee, writing a President's report for the Enlightened Times, attending the Armadale group a minimum of once a year, (as specified in the Armadale policy), and preparing and reading the President's report for the AGM.

8. Attending BSWA events. This includes Friday nights at Dhammaloka and when possible key events such as Vesak day, Kathina days, entrance to Rains, New Years Eve, and so on. (This is preferable but not mandatory!)

9. Overseeing of and supporting the BCWA representatives. There are two members of BSWA who represent BSWA on the Buddhist Council of WA (BCWA). It is the President’s responsibility to ensure that the correct procedures are followed by the BCWA Reps and that they are provided with support, input and direction.

10. To be a member of the Executive team and be involved in financial approvals, e.g. signing cheques for the monasteries, and approving fund transfers and payments at the request of the Honorary Treasurer.

(NB: Working as a team with a supportive Vice President can make this load much easier.)

Requirements

1. Good people skills and the ability to interact with a wide variety of people. It helps if you have experience in the employment and management of staff.
2. Ability to make good decisions under stress.
3. Ability to handle a large workload requiring many hours per week. (This varies each week and may range from 12 hrs – 30 hrs per week.)
4. Frequent access (daily, if at all possible) to email.
5. Flexibility in availability – it is not possible to predict when the President will be needed to help sort out problems or answer queries from committee members, BSWA members or the Ajahns.
6. Leadership skills and the ability to motivate people.
7. Good oral and written communication skills, and the ability to handle a high email load.
8. Availability to attend Dhammaloka most Friday nights and on other occasions as required (It is easier if you live within a reasonable distance of Dhammaloka.)
9. Full member of BSWA.
10. Wisdom and compassion (for self and others!).

Extra information:

The role of the President is specifically stipulated in additional documents as follows:
1. The BSWA Constitution stipulates: The President shall in all matters of urgency be entitled to act after consultation with the Spiritual Director but any action he shall take shall be subject to ratification by the Committee at its next meeting. (However, although the Constitution doesn't state this, it is usually also advisable to check with the whole of the Executive team as well, when possible.)
2. The BSWA Constitution stipulates: All cheques, bills of exchange or promissory notes drawn by the Society may be signed by any TWO (2) of the President, the Vice-President, the Honorary Secretary, the Honorary Treasurer and the Assistant Treasurer.
3. The BSWA media policy stipulates: The President is authorised to speak on behalf of BSWA in-line with BSWA policies and principles. Whenever possible this is to be in consultation with the committee and spiritual directors.
4. The BSWA media policy stipulates: All requests for media appearances to be directed either to the Spiritual Director/Assistant Spiritual Director or the President of BSWA, (or other persons designated by them in their absence).
5. The BSWA Public Speaker's policy stipulates: All invitations/requests for public talks should be directed either to the Spiritual Director, the Assistance Spiritual Director or the President of BSWA.

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2. VICE PRESIDENT

Please note, your job is to be that of a team leader and portfolio coordinator – leading a group of volunteers to get the necessary work completed.

There are four key aspects to this position.

1. To be a member of the Executive and be involved in financial approvals, eg signing cheques for the monasteries, approving fund transfers and payments at the request of the Honorary Treasurer. This requires that the Vice President has regular and frequent access to email, and, if possible, on a nearly daily basis, as sometimes rapid approval for funds transfer are needed. (However, this only takes 2 minutes and all members of the Executive share this role).

2. Supporting the President.
There are many tasks that the President's role can involve which the Vice President can assist with. This can range from attending functions at the invitation of outside organisations, to giving the notices on a Friday night, to making decisions and solving problems together. It also means standing-in for the President, if and when, necessary, (e.g. the President is on holiday, at a conference, interstate, sick, etc.) and chairing the BSWA meetings in the absence of the President. It is best if the Vice President is available to attend Dhammaloka on Friday nights.

3. Overseeing the Internal Publicity Portfolio. The Vice President is in charge of a team of volunteers who take responsibility for ensuring all BSWA members and supporters know what is happening in BSWA.

There are four main areas involved:

1. Ensuring all society publications, including the Enlightened Times, are published on time and with relevant content. There is a separate Editor for ET, so your role is to offer support by identifying suitable stories and content, proof-reading and providing other assistance as required. Dates for 2009 publications have already been set and ET policy and content guidelines are established and were approved by the committee in 2008. You will be the committee contact for the ET editor.

2. Keeping the bswa.org website content up-to-date. The major part of this will be updating the news section on the website. This is required frequently, sometimes on a daily basis.
News items include:
• Who is teaching on each Friday night,
• Notification of events such as Food fairs, Vesak and Katina days, etc,
• Jhana Grove retreat updates, although we have a specific website that also covers this jhanagrove.org.au
• Calls for volunteers e.g. busy bees, help with Vesak day, etc.
• Expressions of thanks for, and reporting of outcomes of, events e.g. amounts of money raised.
• General BSWA news items and Buddhist items of interest.
Other aspects will include:
• Updating “Where is Ajahn Brahm” each week, (this is very popular).
• Uploading photos to the BSWA website.
• Uploading pdf documents, such as the Enlightened Times.
• Checking/revising other pages to ensure they are still up-to-date.
• Other updates as required.

3. Other associated web-related tasks:
Managing BSWA contributions to:
3.1. BSWA Facebook page http://www.facebook.com/group.php?gid=5660671641&ref=ts and
3.2 Ajahn Brahm fan club page: http://www.facebook.com/group.php?gid=5660671641&ref=ts#/group.php?gid=4775218866
3.3 Ajahn Brahm Twitter page: http://twitter.com/AjahnBrahm

4. Other associated Dhammaloka related tasks:
4.1 Keeping the BSWA activities sheet that is on the reception desk up-to-date, as required.
4.2 Keeping the Dhammaloka noticeboard sorted and up to date.
4.3 Printing out website news items and putting on the noticeboard and in the pink reception desk folder at Dhammaloka, each week in time for Friday night.
4.4. Ensuring that any new publications produced by the BSWA have its new PO Box address on. (PO Box acquired 2008).
4.5 Ensuring those who attend Dana on Saturday and Sunday mornings also know what is happening at BSWA, and vice versa.

5. To be a team member of the committee and assist in committee decision making and discussions as required. (Much of this is done via email); and to provide a written report of his/her activities prior to each committee meeting, and informing the Spiritual Directors and the committee about relevant matters arising in the internal publicity area.

Requirements

1. Regular access to email and the internet essential.
2. Good, clear writing skills.
3. Ability to keep in touch with what is happening at Dhammaloka, the Armadale group, Bodhinyana monastery and Dhammasara monastery.
4. Availability to attend Dhammaloka regularly on Friday nights.
5. That you attend dana on the occasional weekend at Dhammaloka so that you get a fuller picture of the extent of weekend activities and there is a two way flow of information to and from the Thai community.
6. Availability to be in contact with the President if urgent problems unexpectedly arrive.
7. Good people skills
8. Full member of BSWA.

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3. HONORARY SECRETARY

There are five key aspects to this position, (some of which only occur once a year, if at all.)

1. To manage the administration associated with committee meetings. For example, sending reminders to the committee re upcoming meetings, recording and circulating the minutes, and faxing reports and agendas to the Ajahns.

2. To manage the administration associated with the AGM and any special meetings. For example, this involves calling for once yearly nominations for the committee, acting as the returning officer for nominations, informing the members of any upcoming AGM, duplicating the previous AGM minutes, recording of the current AGM minutes, acting as the election officer at the AGM, informing the relevant authorities of any constitutional amendments arising from the AGM, and dealing with requisitions for any Special General Meetings (if we ever have them).

3. To be a member of the Executive decision making team and be involved in financial approvals, eg signing cheques for the monasteries, approving fund transfers and payments at the request of the Honorary Treasurer. This requires the Honorary Secretary to have regular and frequent access to email, and, if possible, on a nearly daily basis, as sometimes rapid approval for funds transfer are needed. (However, this only takes 2 minutes and all members of the Executive share this role).

4. To manage the official administration and legal documentation of the Association. For example, being responsible for the general custody of the Official Seal of the Society, dealing with registration of the society with the relevant authorities, filing of correspondence and other official records required for legal or historical purposes, and attending to requests by mail and email for information specifically addressed to the Honorary Secretary or forwarded to him/her by the administrative officer or other relevant people.

NB: The amount of mail and email correspondence dealt with by the Honorary Secretary has dramatically reduced, with the Adminisitrative Officer now handling the bulk of all enquiries (he receives all the mail to admin@ and info@) and there is now a separate person to assist the Sangha at Bodhinyana monastery with their mail.

5. To be a team member of the committee and assist in committee decision making and discussions as required. (Much of this is done via email). It includes providing a written report of his/her activities prior to each committee meeting, and informing the Spiritual Directors and the committee about relevant matters arising from the correspondence.

Checklist of tasks that the Honorary Secretary has drawn up as a reminder:
• Send reminders to bswa-committee for upcoming meetings with links to Agenda and Reports required. Deadline for items is 5.00 pm Wednesday prior. Also include links to Action Points for completion and previous meeting’s Minutes for checking.
• Send reminders requesting Reports for upcoming meetings from non-committee officers: Community Coordinator, BCWA1, BCWA2, Armadale, Library. Deadline for items is 5.00 pm Wed prior.
• Remind Sangha Secretary of upcoming meetings.
• Once meeting Agenda is finalised, fax to Ajahns copies of Agenda, Reports, last meeting’s Minutes and latest Financial Statements.
• Report on activities related to Secretary portfolio to committee.
• After meetings, finalise Minutes and Action Points arising and email bswa-committee with links to both, as well as date of next meeting.
• Post a signed copy of last meeting’s approved Minutes on the noticeboard at Dhammaloka.
• File correspondence and other official records.
• Approve online banking transactions and sign cheques as required.
• Proof read Enlightened Times newsletter as required.
• Prepare a Call for Nominations at least 7 weeks prior to AGM.
• Prepare Nomination Forms for Committee positions prior to AGM. Closing Date for nominations is 4 weeks prior to AGM.
• Act as Returning Officer & Election Officer at AGM.
• Report any changes to the Constitution to relevant authorities following amendments passed at an AGM or Special Meeting.
• Attend to mail and email correspondence to Secretary as required, forwarding relevant items to other committee members and Sangha as required.

Requirements

1. Internet regular access.
2. Full member of BSWA.

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4. HONORARY TREASURER

Focus: The overall running of the Treasury and management of all financial accounts.

• Please note, your job is to be that of a team leader and portfolio coordinator – leading a group of people including the Assistant Treasurer, the Book-Keeper, and other volunteers to get the necessary work completed.

• Keeping an accurate and update record of all BSWA accounts.

• Streamlining the systems and procedures for any financial management issues that arise.

• Allocating tasks as required and providing support/supervision for the Assistant Treasurer and Bookkeeper, as required.

• Making recommendations to the committee for ways we can further improve our financial management and handling, should issues arise.

Tasks that may be involved:

• Preparing the financial accounts to report to the committee at each committee meeting.

• Preparing the yearly financial report for the BSWA AGM in February or March of each year.

• Providing information required for end of year audit to the auditors.

• Dealing with auditors.

• Organizing a team of Treasury volunteers, as required/appropriate.

• Banking donations.

• Signing cheques.

• Ensuring transactions are entered appropriately in MYOB.

• Keep abreast with cash inflow and outflows in BSWA such as library sales and donations, petty cash balances and reimbursements.

• Authorizing expenditure , with committee approval as required..

• Ensuring adequate insurance is in place.

• Ensuring payments of GST, PAYE, as appropriate/required.

• Ensuring payments of superannuation as appropriate/required.

• Paying any employees, subcontractors and contractors.

• Completing the BAS.

Requirements:

1. It is preferred if you have experience in accounting and MYOB.
2. It is preferred if you have experience working with auditors.
3. Internet regular access.
4. Full member of BSWA.

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Non-Executive Fixed Positions:

 

5. ASSISTANT SECRETARY

Focus: Managing the memberships.

 

• Ensuring accuracy of entries in the BSWA membership database

• Refining procedures for any membership issues that arise.

• Supporting and encouraging membership growth including amongst online patrons.

• Encouraging renewal of memberships.

• Ensuring membership privacy.

• Support and stand-in for the Honorary Secretary, if and when, necessary.

 

Tasks that may be involved:

Distribute copies of the membership application form.
Carry out the processing of memberships and issue membership cards.
Counter-check the membership processing by volunteer librarians in accordance with the membership application and renewal guidelines.
File and archive membership forms and related correspondence.
Mail or email membership renewal reminders regularly.
Create mailing address labels for BSWA mail outs.
Supervising the mail-out of the Enlightened Times
Create distribution lists for email-outs and send as required.
Produce a membership report for the committee meetings.
Handle enquiries from members regarding their memberships.
Make recommendations to the committee from time to time on ways to increase membership.

Requirements:
1. Computer literacy.
2. Mail merge experience desirable.
3. Full member of BSWA.

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6. ASSISTANT TREASURER

To support the Honorary Treasurer in managing the financial aspects of BSWA.
The book-keeper, Honorary Treasurer and Assistant Treasurer are to each know what the others are doing so they are able to backfill each other if one goes on leave, is sick, etc.

Specifically the Assistant Treasurer is responsible for:
1) Issuing invoices on the hire of the community hall and following up on payments.
2) Calculating payroll for paid employees (Administration Assistant and Book-keeper).
3) Supporting Ainsley (voluntary money counter) on monies related to library sales, if required.
4) Overseeing the process of issuing donation receipts and handling all donation receipts queries from the Administration Officer.
The Administration Officer is responsible for issuing the receipts, the Assistant Treasurer just oversees it and touches base with him if he has any problems.
The interaction is between the Administration Officer and the Assistant Treasurer not between the Assistant Treasurer and the public, as their first point of call is the Administration Officer.
The Assistant Treasurer to be available for the managing of donation receipts should the Administration Officer be away.
The Assistant Treasurer will sit with the Administration Officer and be taken through the process by him, so that the Assistant Treasurer understands the whole process from A -Z.

Requirements

1. MYOB experience.
2. Full member of BSWA.

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Non-Executive General Positions

 

7. WEB SERVICES CO-ORDINATOR

Please note, your job is to be that of a team leader and portfolio manager – leading a group of volunteers to get the necessary work completed.

Focus: Administration, maintenance and upgrading of all BSWA online services, websites and webservers.

 

• Everything to do with keeping the websites running and improving them.

• Streamlining and refining systems and procedures for any web management issues that arise.

• Making recommendations to the rest of the committee with regards to the upgrading and management of BSWA website and servers.

• Managing all BSWA web domains, e.g. bswa.org, bswa.org.au, bswa.com.au, dhammaloka.org.au, bodhinyana.org.au, dhammasara.org.au, ajahnbrahm.org, ajahnvayama.org.

• Recommending website design improvements to the committee and implementing them when approved.

• Ensuring that the content on all websites can be easily updated by BSWA committee members and volunteers.

• Maintaining the online donations facility.

 

• Fast troubleshooting and problem solving for any web-related problems that arise.

In certain areas the Web Services Co-ordinator will need to work closely with the Technical Operations Manager and the Internal Publicity Co-ordinator and with volunteers who help with BSWA web related services.  Tasks that may be involved:

• Managing webserver administration.

• Procuring and maintaining equipment required for running of web services, and negotiating with the technical services manager regarding equipment needs for the production of media for website.

• Providing a security audit of online services.

• Managing the development of new web services.

• Making recommendations to the committee regarding improved management of the website forum and implementing them when approved.

• Ensuring all Dhamma talks are put on the website each week for downloading.

• Ensuring easy downloading of photographs on to the website (so the internal publicity co-ordinator can do this easily).

• Maintaining other web-related services used by BSWA, e.g. bit Torrent server, RSS feeds, etc.

• Maintaining of the software that runs the online store. (The Webmaster is not responsible for the content or sales of the store, the Librarian and the administration officer manage these issues.)

• Responding to queries about BSWA web service

• Making recommendations to the committee regarding any problems with inappropriate use of the forums, if they arise.

Requirements

1. Ability to problem solve.
2. Technical expertise in web related technologies
3. Availability if urgent problems unexpectedly arrive.
4. Ability to research options and make suitable recommendations to the committee.
5. Full member of BSWA.

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8. VOLUNTEERS COORDINATOR

 

There are three key aspects to this position.

1. Supporting and being the committee contact for key BSWA volunteer co-ordinators, e.g. the Community co-ordinator, Transport co-ordinator, Librarian, Welcome volunteers co-ordinator, Dhamma school co-ordinator, Armadale co-ordinator, the BSWA marriage celebrants, Bangladesh Orphanage co-ordinator, and other volunteers. (Details of these non-committee co-ordinators portfolios are being collected and are becoming available on the website: http://www.bswa.org/modules/articles/admin/articles.php?op=editarticle&art_id=26)

(The exceptions to this are the BCWA representatives who come under the President's portfolio and the Building and Maintenance co-ordinator who comes under the Vice President's portfolio).

If any of these co-ordinators require help they will be asked to contact you.

If any information is to be sought from them or given to them this is your role. For example, you will inform the Armadale co-ordinator, Librarian, Community Co-ordinator and other relevant co-ordinators of the dates of each committee meeting, in time for them to submit their reports. You will also keep them up-to-date on BSWA issues and events, and where something on the committee agenda will affect or involve them you will let them know prior to any committee meeting and invite them to attend the meeting or to submit their input in advance.

You are also responsible for reporting back to committee on any changes required in these positions or on any issues that need dealing with in relation to them.

It may be best if the Volunteers Coordinator attends Dhammaloka regularly on Friday nights as many of the voluntary co-ordinators are working/attend then.

2. Establishing and supporting new volunteer co-ordinator positions as required, e.g. this may include a Monastery tour co-ordinator, Youth Group co-ordinator, Charity work co-ordinator, Meditation Retreat Centre Bookings co-ordinator, .... and so on, as suggested by the Volunteers Coordinator and agreed to by the committee. (These are suggested to give a flavour of what may be possible/considered, these are not agreed to examples, so may or may not be required).

3. To be a team member of the committee and assist in committee decision making and discussions as required. (Much of this is done via email). It includes providing a written report of your activities prior to each committee meeting, submitting relevant agenda items, and informing the Spiritual Directors and the committee about matters arising from the volunteer co-ordinator's portfolio.

Requirements

1. Likes people!
2. Full member of BSWA.

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9. EXTERNAL PUBLICITY AND MEDIA CO-ORDINATOR

The focus of this will mainly be on EXTERNAL publicity, ie managing the BSWA publicity with people outside of BSWA.

There will be four main areas involved:
1. Media: Initiating and co-ordinating BSWA media publicity and campaigns, in accordance with the BSWA media policy. This will vary from writing and sending media releases, to building relationships with the media on behalf of BSWA, arranging media interviews and dealing with media inquiries. NB: This role does not involve giving media interviews as this is the responsibility of the Spiritual Directors and the President. In 2009 media publicity may be associated with the opening and new running of the retreat centre, the Western Abbots meeting in December 2009 … and other general media opportunities.

2. Providing and developing external publicity resources. For example, in 2009, Ajahn Brahm's "Simply the moment" is gaining momentum and the Publicity and Media Coordinator may need to provide help with publicity for this book and other books of his, e.g. by publishers, by bookshops, etc. Updating Ajahn Brahm's website so people can easily be directed to it for publicity purposes, eg for people wanting to publicise his visit overseas or interstate. Developing an easily accessible resource collection of publicity shots and material e.g. of Ajahn Brahm (we are regularly asked for photos at short notice). Ensuring that we have excellent and relevant publicity materials for public events, for example, a new BSWA brochure was produced in 2008, updates of this will be your responsibility, or if you think we require others you may suggest these to the committee. The BCWA reps (Buddhist Council of WA) may need information on BSWA from time to time, as well.

3. Co-ordinating the provision of stalls/representation/involvement on behalf of BSWA at special Buddhist events, other religious events, or general community events, as appropriate, e.g. visit of Dalai Lama, Harmony Day, etc. BSWA is invited to participate in several events, community functions, and festivals each year and to provide stalls there. For example, the Armadale group is part of the Minnawarra festival each year, we get invited to be part of festivals for other Buddhist groups, for Murdoch university and so on. Other volunteers usually help with the stalls, your role is the co-ordinating of these as required, e.g. helping in the provision of signs or free material for distribution or tables/tents (which BSWA already has). There is only a small number of such activities each year although these could be increased if you wish to recommend to the committee other general community events where BSWA can be in attendance.

4. To be a team member of the committee and assist in committee decision making and discussions as required. (Much of this is done via email). It includes providing a written report of your activities prior to each committee meeting, submitting relevant agenda items, and informing the Spiritual Directors and the committee about relevant external publicity matters.

Requirements:

1. A strong background in the media is not essential as there is already a comprehensive media policy to follow, plus a manual on writing media releases, plus a manual on gaining media publicity and conducting radio and press interviews.
2. Confident enough to make calls to the media, initiate contacts and source stories.
3. Full member of BSWA.

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10. BUILDINGS AND MAINTENANCE COORDINATOR

Focus: The job of the Buildings and Maintenance Coordinator is that of a
team leader - leading a group of volunteers and professional trades people
to get the necessary work completed. It also requires working in an
integrated way with the two Dhammaloka caretakers and responding to calls
for assistance, for example, if something breaks/goes wrong.

Please note: The two caretakers are also involved in doing some of the
smaller maintenance tasks and copies of their contracts need to be taken
into account in this regard. A primary part of their work, however, is to
ensure the monks and nuns are well looked after when they are on the
premises and staying over.

(At present the female caretaker arranges for, or does, weeding, sweeping
and raking; there is already a regular gardener who is employed to do the
mowing every three or four weeks; and another person is employed to do
heavier "gardening" jobs, such as trimming and the gutters, when requested.
However, this arrangement may be reviewed, and the committee are willing to
consider using a maintenance company if this can be done effectively as
there have been problems with getting reliable, cost-effective trades
people in 2008.)

Supporters take pride in the Dhammaloka facilities and in ensuring
everything is well presented and in good condition, whilst also maintaining
the feel of peace and calm.

Overview of areas covered:

1. Co-ordinating an efficient, and cost effective management, of all the
buildings and grounds of BSWA properties in Nanson Way, (hereafter called
the Dhammaloka facilities).

2. Developing an efficient system of recording and responding to any
building and maintenance issues that arise, and liaising with the female
and male caretakers in this regard, (whilst minimising the involvement of
the administrative assistant who is not responsible for building and
maintenance issues.) Reports of maintenance problems may come from a wide
number of people including the Sangha, the caretakers, the committee, the
administrative assistant, volunteers, members and supporters, and visiting
trades-people.

3. Ensuring a high standard of presentation of the Dhammaloka facilities
and buildings (including 12 Nanson Way, this is the female caretaker's
residence and the nun's stay here).

4. Ensuring all of the Dhammaloka facilities are in good repair, and
arranging for effective repairs of anything that gets broken or damaged or
needs to be renewed or refreshed.

5. Ensuring the gardens are well presented and weeding is done - with the
help of other people.

6.Keeping all facilities clean.

7. Responding to any safety issues at Dhammaloka and ensuring
everywhere/everything is safe.

8. Ensuring Executive approval for any expenditures that are carried out in
accordance with current committee policy. (At present this is: Any
expenditure item costing $600 or more has to be approved by the committee
before such an item can be purchased. Anything less than $600 has to be
approved by a minimum of TWO executive committee members, and if in doubt
they are to bring it to committee.)

9. Reporting back to the committee on any issues related to building and
maintenance that need to be discussed and decided by the committee, or to
bring any proposals to committee that require significant financial
expenditure for approval.

10. Making recommendations to the committee for any building and
maintenance improvements that need to be done.

11. Keeping a checklist of any building management issues that may arise so
that people know what to do in future.

Tasks/ specific areas that may be involved:

• Communicating with the caretakers - they are responsible for the day-to-day up-keep of designated areas within the Dhammaloka facilities. (Femalecaretaker currently looks after no 12, the meditation hall, the dana hall,security, cleanliness and maintenance. The male caretaker looks after theVihara and the monk's area.)

• Arranging for professional tradespeople such as plumbers, electricians,locksmiths, etc. to do work if, and when, required.

 

• Obtaining quotes for maintenance work, if required.

Examples of some of the areas and tasks that are involved:

• 12 Nanson Way

• 18-20 Nanson Way

• Dhamma halls and shrine rooms

• Buddha statue

• Car park

• Ceilings

• Community hall

• Electric wirings, sockets etc.

• Fencing

• Footpaths

• Hot water facilities

• Gardens

• Gas

• Gates

• Gutters

• Kitchen areas

• Library area

• Lighting

• Locks

• Monk's area

• Painting

• Plumbing

• Offices

• Reception area

• Roof areas

• Solar hot water

• Toilet areas,

• Tree lopping

• Water

• Weeding

• Window cleaning.

Requirements:

1. Understanding (and preferably experience in) maintenance, building and
presentation issues. (This could be practical experience such as a
building, or home maintenance; or managing real estate properties; or a
range of other experiences.)
2. Ability to develop appropriate systems.
3. Ability to negotiate and work with trades-people.
4. Ability to attend to details.
5. Ability to respond quickly in "emergency" situations (this may be
something simple, but important, such as blocked toilets.)
6. Full member of BSWA.

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11. FUND-RAISING AND EVENTS COORDINATOR

Key focus: Fund raising activities and co-ordinating BSWA Buddhist events with appropriate volunteers.

Please note, your job is to be that of a team leader and portfolio coordinator – leading a group of volunteers to get the necessary work completed, you are not meant to do it all yourself! You will work closely with an existing and experienced group of volunteers who already organise events.

There are five main areas involved:

1. Initiating new fund-raising activities. For example, suggesting suitable fund-raising activities to the committee for BSWA projects and needs, including ongoing expenses and the Vihara, the monasteries, the retreat centre, etc. as required. This may include accessing grants available to charitable organisations, like the BSWA, from government bodies, business, and philanthropic trusts, (this has been suggested by Ajahn Brahm).

2. Co-ordinating a range of successful fund raising activities, (including food fairs), with the help of an extensive group of experienced volunteers.

3. Co-ordinating the regular BSWA special religious events. Events such as: Vesak day, Entrance to the Rains, and Katina Days are organised each year, your role is to ensure these are run smoothly and well, by relevant volunteers. Experienced volunteers already run these – you are not expected to do all the work – just to check that everything is in place and to be the committee contact for the organisers. (There are also some minor events such as the New Year’s Eve, Chinese new year, and similar celebrations.)


4. Organising/co-ordinating any special BSWA events. In 2009 there will be a gala opening of the meditation retreat centre – however planning for this is already underway and the 2008 events co-ordinator has agreed to take responsibility for this. Other events may be recommended by you. For example, there have been several requests to have more community-building events that are not necessarily focused upon fund raising or religious ceremonies, but which aim to build a stronger social connection between members, and to help people get to know each other.

5. To be a team member of the committee and assist in committee decision making and discussions as required. (Much of this is done via email). It includes providing a written report of your activities prior to each committee meeting, submitting relevant agenda items, and informing the Spiritual Directors and the committee about relevant fund-raising and events management matters.

A minor aspect of the position is also to continue documenting procedures for any events. In 2008 the events co-ordinator started documenting event procedures and any management issues that arose, as there was no previous information available for event co-ordinators. It is hoped this can be continued in 2009.

Requirements:

1. A background in events management may help but isn’t essential – the ability to attend to detail is.
2. Innovation.
3. Ability to lead, motivate and work with other people.
4. Full member of BSWA.

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12. TECHNICAL OPERATIONS Coordinator

Please note your job is to be that of a team leader and portfolio manager – leading a group of volunteers to get the necessary work completed.

• Focus: Procuring, maintaining and upgrading technical equipment required for the day-to-day running of BWSA and Dhammaloka, (other than the website).

• Ensuring all technical equipment is appropriate for the job and is in full working order.

 

• Ensuring that BSWA has the appropriate technical equipment for the job.

 

• Ensuring that all technical equipment is in full working order.

 

• To make recommendations to the committee for the purchasing of new technical equipment.

 

• Streamlining, refining and documenting policies, systems and procedures for any equipment management issues that arise, if necessary or requested by the committee.

 

• Manage volunteers responsible for recording of Dhamma talks and maintain rosters for Friday night recordings, Saturday recordings, and Sundays when a sutta class is running (2 Sundays a month), (with the help of the Volunteers co-ordinator if needed.)

 

• Ensuring Koha (e.g. runs mailing lists) is working efficiently (its content on the memberships side is the Assistant Secretary's responsibility, and the library database is the Librarian's responsibility).

 

• Assisting the monasteries with their technical requirements, e.g. recording equipment, and laptops at Bodhinyana, if required/requested.

The Technical Operations Manager will need to work closely with other committee members for specific equipment issues, e.g. the web services co-ordinator (recording of Dhamma talks etc), the Librarian (computers in library, POS software - technical problems, not products, etc) and the Hon Secretary (office equipment) etc., and with the volunteers who use the equipment, if necessary.

Examples of the areas and tasks that may be involved:

 

• Phones

• Computers at Dhammaloka (hardware & software)

• Recording equipment

• Digital cameras

• Duplicating of CDs and DVDs (this carried out externally but need to be mastered for copying)

• Recordings of talks

• Procuring and maintaining technical equipment required for production of media for website

• Video recording equipment

• Internal networks

• Internet connections

Requirements

1. A love of all things technical!
2. An enthusiasm for searching out and finding suitable technical equipment and volunteers for BSWA needs.
3. Technical skills in solving equipment problems.
4. Full member of BSWA.