Buddhist Society

Community Co-ordinators Position

1. Overseeing the appropriate allocation and co-ordination of BSWA volunteers to meet requests for the provision of community services to schools, prisons, hospitals, religious organizations, and different sectors of the community, according to the BSWA community coordinator's policy covering the co-ordination of BSWA volunteers in the community.

2. Ensuring the appropriate coCommunity Co-ordinators Position

1. Overseeing the appropriate allocation and co-ordination of BSWA volunteers to meet requests for the provision of community services to schools, prisons, hospitals, religious organizations, and different sectors of the community, according to the BSWA community coordinator's policy covering the co-ordination of BSWA volunteers in the community.

2. Ensuring the appropriate co-ordination of BSWA approved lay speakers to meet requests for public talks on Buddhism from schools, universities and other community organisations.

3. Ensuring that appropriate speakers are booked throughout the Rains Retreat at Dhammaloka.

4. Co-ordinating volunteers for the Open Day on Mondays and Thursdays at Dhammaloka.

5. To report to the Volunteers Co-ordinator.

NB:
Prison Visits: There are volunteers that visit Acacia, Hakea, Bandyup and Karnet prisons to teach meditation to prisoners and in some instances to offer counselling. These visits are usually done on a regular/rostered basis, and there is not often a need to fill ad hoc requests.

Public talks: You don’t have to find the speakers for public talks, there is already a list of approved lay speakers. Speakers for this list are approved by either one of the Spiritual Directors or by the President.

There is already a policy covering the co-ordination of BSWA volunteers in the community.

Hugh Sykes is presently the Community Services coordinator.

Welcoming volunteers co-ordinator

Main task: To operate a roster of people to welcome and help new people visiting Dhammaloka on Friday nights.

Specifics:
1. To form a welcoming group of volunteers on a roster system.
2. To have 4 people on roster each evening, two at the gate/front area, two in the meditation hall and the two in the tea room after the talk.
3. Gate/front volunteers to start duties at 6.30pm.
4. Volunteers to wear Buddhist sashes to identify themselves. The sashes are visible from front and back.
5. Add information to Dhammaloka Information section of website regarding greeting volunteers as required.
6. Volunteers to wear large name badges.
7. To report to the Volunteers Co-ordinator.

People involved:
* Co-ordinator to put together a monthly roster of volunteers and distribute this to the President and Volunteers Co-ordinator each month.
* Co-ordinator to be in attendance at Dhammaloka on some Friday nights to monitor, support and coach the volunteers.
* At the end of each Friday night talk the person giving announcements to introduce the volunteers to the group and to encourage newcomers to approach them (or to go to reception).
* Notices to be placed on the website as required.

Reasons/background:
People visiting Dhammaloka have reported feeling awkward or intimidated when they visit. Some have said they do not know what to do and this puts them off. Others have reported finding it very difficult to get to know anyone or to know who anyone is. Others can be seen looking lost in the tea area afterwards while some do not even come in for a cup of tea.
People have also been met at the entrance to Dhammaloka recently wanting help with knowing what to do and where to go.

Tony Foo is presently the Welcoming Co-ordinator.

Library co-ordinator

Examples of tasks:

• Building and maintaining a dedicated team of voluntary staff to assist in the operation of the library

• Ordering new books and other items for inclusion on the library shelves and for selling.

• Bookshop pricing, and covering in protective wrap.

• Disposal of old unsaleable stock.

• Completing yearly stock-take for audit.

• Cataloguing and preparing books, tapes, compact disks and MP3s for loan in the library.

• Culling old tapes from lending shelves and recovering and repairing books when needed.

• Answering library enquiries and following through with requests.

• Maintaining the library roster and communicating with other library volunteers.

• Following-up of overdue loan items.

• Ordering of stationery supplies.

• Ensuring there are always items on the free distribution stand.

Susan Hartley is currently the Librarian.

Elected member of BSWA on the Buddhist Council of WA (BCWA).

Requirements of BSWA elected member on BCWA

1. To be a full member of BSWA.
2. May be a member of the BSWA committee but this is not necessary. (It would be helpful if they've had some committee experience, although this is not essential.)
3. Will NOT be the BSWA President.
4. Able to communicate clearly and firmly.
5. Be culturally sensitive, as the BCWA is made up of people from a wide variety of cultural backgrounds.
6. Be able to work in a harmonious way with members of the wider Buddhist community from different traditions who may not operate in the same way or have the same focus or beliefs as BSWA.
7. Will be familiar with both monasteries and Dhammaloka.

Responsibilities of BSWA elected member on BCWA

1. To pro actively seek the views of the BSWA constituents (Sangha, committee and BSWA members)
2. To represent the views and interests of the BSWA constituents at the BCWA meetings and not their own views or agenda.
3. To attend meetings of the BCWA on behalf of BSWA.
4. To directly report back to the BSWA constituents.

Canvasing procedures:

1. The elected member is to gain input from and determine the viewpoints of the members, committee and Sangha.
2. The member is to collect input from a wide variety of members.
3. Input is to be gained by various means, eg,
1. Through the website
2. Through the committee
3. By regular face-to-face discussions with the Ajahns
4. Via Friday night notices at Dhammaloka
5. Via the Armadale group
6. By discussion with the President
7. At major events, such as Katina days, Vesak days, etc.
8. Other means as appropriate.
4. It is not sufficient simply to send out e-mails to people or put notices on a website.

Reporting procedures

1. Must report back to the BSWA constituents (the Sangha, committee members, other members) in a timely and thorough manner.
2. The BSWA committee (including Sangha) must be formally informed of upcoming BCWA and FABC committee meetings and AGMs in sufficient time to submit agenda items, and to comment on the agenda items submitted by others.
3. The BSWA committee and Sangha must receive prompt feedback on the discussion and resolutions of the BCWA and FABC committee meetings, in the form of personal report from the BSWA representative, in time, the official minutes and financial reports of the BCWA and FABC meetings, (including AGMs).
4. It is not sufficient simply to send out e-mails to people or put notices on a website. Reporting must also to be face-to-face.
5. The minutes of the BCWA meetings, including financial reports, to be placed on the noticeboard at Dhammaloka and also on its website.
6. The member to be part of the BSWA e-mail system for ease of contact with the committee.
7. The member does not have to attend BSWA committee meetings, however he or she may be requested from time to time to attend in order to report and discuss issues.

Additional requirements

1. Names of suitable or interested members to be forwarded to the BSWA committee for consideration.
2. The committee will elect the representative from the choice of people available. Should no-one be considered suitable then further people will be approached.
3. Should the elected member become one of the four officer bearers of BCWA then a second BSWA elected member will be elected by the BSWA committee, if such a person does not already exist. (The BCWA constitution says we can have "no more than two representatives.") This will ensure BSWA is represented without a conflict of interest.
4. That we elect two representatives, Lay or Sangha, to the BCWA and not one.


Jake and Cecilia Mitra are presently the BCWA representatives.

BUILDINGS AND MAINTENANCE COORDINATOR

This was a committee position in 2008. It will now be a non committee position but under the supervision of the Vice President. This is the 2008 portfolio committee description - to be updated for 2009.

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.

Overview of areas covered:

• Ensuring a high standard of presentation of the Dhammaloka facilities.

• Ensuring all of the Dhammaloka facilities are in good repair, and fixing anything that gets broken or damaged.

• Keeping all facilities clean.

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

• Maintaining the caretaker's residence in high repair, (e.g. Lynne currently rents a house, No 12. from BSWA.)

• Making recommendations to the committee via the Vice President for any building and maintenance improvements that need to be done.

• 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. (Lynne looks after no 12, the meditation hall, the dana hall, security, cleanliness and maintenance. The other caretaker looks after the Vihara 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.

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

Examples of some of the areas that are involved:

• Dhamma halls
• Buddha statue
• Car park
• Community hall
• Footpaths
• Gardens
• Gutters
• Kitchen areas
• Library area
• Lighting
• Locks
• Monk's area
• Offices
• Reception area
• Toilet areas,

Responding to requests for maintenance help at the Caretaker's residence, (Lynne looks after the inside and outside of the house and gardens.)

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, or a range of other experiences.)
2. Ability to negotiate and work with trades-people.
3. Practical skills.
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.)