Meeting Minutes

Yoga Atlantic Association – Annual General Meeting
Date: June 15th, 2010

Attendees:
 Jo-Ann Dalfonso
Jamie Chediac
Leanne Whiting
Tracy Howells
Maryse Thuyt
Carol Kujala
Katrina Perks

Meeting startied at 11:30am
Jo-Ann

Review of By-Laws

Yoga Atlantic Association (YAA) is a non-profit organization. The need to follow the by-laws requires that we have more board members. The minimum is 5 and at this point we are three. Requires a certain number of the board to be present at the AGM and at voting times. A form needs to be complete by the board with all the details of who is signing authorities.

Q: Do Board Members have to be a part of Yoga Atlantic?
A: Yes but they can be from anywhere in the Atlantic Regions

- Jo-Ann has serves as director, project manager, and co-coordinator for the association as no one else took on any specific responsibility for the association at this point. Mike Munro as acted as Consultant and Helen Fond is also part of the board but nothing specific was handle from her for this time.

Finances Comparison:

As of December 31st:
2008: $6630
2009: $6022

A good revenue from the association plus the conference for a total of $6289.28. Expenses included the second part of the website for $3000.00 and the advertising includes new brochures that were printed for some of our events for $1359.00. More of these will need to be printed in the near future. This year we also have added expenses with the new administrative assistant. Other items are just regular expenses. More details please see Statement of income below.
 
Undertakings for 2009
Administrative Assistant Position
 An admin assistance was hired (paid position). This created consistency, 12-12 hours/month, if membership increases, the admin hours may also increase. The admin is the core to the association that brought everything together. Re-Grouped admin and paperwork, bank account, etc.
- The current admin assistant is leaving by the end of June. This position will become available; Jo-Ann will send an email out with job description shortly. The applicant must have knowledge of website/IT.
Q :(Tracey) When is the admin position available?
A: (Jo-Ann) Immediately

 

Insurance for the Association
A new insurance broker was confirmed for the Yoga Atlantic association, Stevenson & Hunt. All members will be able to purchase these insurance through the association at a preferred cost as a member. The information will be on the web and the members will have access to a secure page on the web to be able to get access to the registration forms. This is to be active by the end of July and this will be managed by Stevenson & Hunt. They will correspond directly with the members. The benefits of this package is that it will cover teachers for all different types of services offered included pre-post natal, children, one-on-one, class format and teacher trainings for one same price and this way everyone is always covered.  Many other benefits will be offered.
- Discussion of reading emails – please encourage all members to read all emails to ensure adequate communication
Q: (Leanne) – Is there a way to filter emails?
A (Jo-Ann) Yes – but it would take a lot more time/work and not quite sure as to if all members want this or not. This was a request previously and this request comes back almost every year but many are still interested in open dialogue. Maybe now there could be a way. Something to look into.

 

 Website
 
- Any membership problems are directed to Catherine
- Website Glitch: Members are not receiving a reminder to re-register…this is being worked on
We are looking for a tech to support the website. The admin person can do a lot of input and support to the members but when it comes to programming and more complex issues we need someone. We haven’t been successful as of yet but possibilities are showing up just need to confirm details.

Vision Meeting: Costs/Brochures
- no revenue last year, but still did well

Q: (Leanne) What is the goal for the finances
A: (Jo-Ann) Organize a strong membership drive to support the Association. Ideal to keep it simple but know that there is money when needed for example to support the Conference.

Vision
- Association to be inline with a Community but active

- Vision for scholarships for the Association (new or existing teachers)

Q: (Katrina) – Fundraisers?
A: (Jo-Ann) Yoga Atlantic sponsored Haiti this year. And gave $500.00 that was matched by the government. The Coalescent event was organized by Maryse Thuot and James Traverse.

Q: (Leanne) Can we create a liaison between studies and Yoga Atlantic?
Community class – within studios – one class/month towards Yoga Atlantic.
A:(Jo-Ann) Who

 

Dialogue:
Tracey: Unity with the teachers

Jamie: A financial cushion for the Association would be helpful (for example, in case of Emergencies, computer crashes).

Katrina: Suggesting for more Coalescences/involvements

Jo-Anne: Have had it, but how? Difficult with minimal attendance, there is a need for more people to participate.

Carol: Why is this happening?

Jo-Ann: Small community, but very solely focused and studios don’t’ participate as we would like to see them.

Katrina: It’s the job of YAA to bring people together

Maryse: Can people go to places to represent YAA?

Jo-Ann: to create workshops in other regions – these things are quicker to organize. With more finances we can network and grow together.

Katrina: Is it worth it to hire a promoter?

Maryse: Can studios donate their space? Can one teacher donate their time – perhaps even if it is just a yoga class? Studios can rotate their times.
Jo-Ann: This was done for this meeting from 108 Yoga

Jamie: Who will do that? Who will call the studios to connect and be the liaison with YAA?

Maryse: No yoga teachers at the meetings? 

Tracey: Can we connect with studios that we know?

Undertakings

- Insurance packages for YAA teachers as of July 2010 will be available. All teachers, independent or in a studio are eligible, it covers everything (Children, pre-natal, equipment, liability, etc), basic insurance does not always cover this. There will be one flat rate for 7 hours/week ($225/year), more than 7 hours/week ($285/year). The full package will be available online through YAA, all questions to be directed to Stevenson & Hunt.
Q: (Jamie) Are you covered in another country?

(Jo-Ann) Not sure will inquire and let teachers know

April 2011: Conference Announcement!

The conference will be held at the same venue, Chocolate Lake Hotel. We had good results last time so we are keeping it the same. The out of town presenters are almost confirmed and the announcement will be posted by the end of the week.
 - Conference is up and running
- April 8-10th, 2011: Chocolate Lake Hotel
- Theme = Anahatha (Heart Chakra)
- Asking presenters to bring the theme into the conference
- Suggestions: to bring all participants together on Saturday 1-3:30pm for the guest presenter/ a 2 hour discussion/panel
- YAA looks at Kripalu to find out of town presenters
- Local/Regional teachers are asked to put in a request/submission/application
- A Committee picks the workshops/themes etc
- Try to integrate all lineages to the Conference
- A fund from YAA would be supportive of the Conference
            - no money to spend
            - Association: Jo-Ann looking for volunteers, sponsors would be helpful

Q: (Jamie) Are there different price points for sponsors?
A: (Jo-Ann) Sponsorship package will be on the website

Q: (Carol) Is there Criteria for sponsors?
A: (Jo-Ann) Somehow to be in line with yoga

 Jamie: Vision of thinking/creating

Jo-Ann introduces Jamie and background info:
- a year ago an email about creating a package incentive for members was sent out to which Jamie responded

 Jamie:
Set up an info structure for Halifax – she has created files and templates for members to use eventually to connect with Business providers. Currently, Jamie has a list that she will connect with and try to find business providers who are willing to offer discounts to YAA members. These will be available online in coupon style that members will have access to. Members will have to sign in with their password, there will be a list of benefits with sections and icons of providers, the coupons will print up with an expiry date and a name on it.

Q: (Carol) How do we find out if the vendors have already been contracted?
A: (Jamie) There will be a list available online

This program will be offered within the next few months. Announcement will be sent to members.
Written/Volunteer Co-Coordinator
-          This is a position that is looking to be picked up
-          Emily Parker has helped with conferences before
- On the website, there is a spot to apply, but as an association, we do not follow-up at this time
- Emily has made a list and is happy to assist
- Create a form when you become a member and send a volunteer a form that requests how they can volunteer and what they have to offer to the YAA. This will give the association a bank of volunteers so emails can be submitted and contacted.
- Idea to create a form on the web- admin assistant needs to create this list to bank people’s strengths
- From the volunteer list – who can do what for specific events – this will narrow down the work.

Maryse: How many volunteers do we have?
A: approximately 25

Registration/Membership

Someone who needs organize connecting with new graduates, teacher trainers, give a brochure to promote YAA and follow up with all YAA graduates

 -          Construct a format to contact studios for graduates each year

- Offer a support system and have a representative from YAA to speak to all the TT’s in the studio

- Projects initiated are to be constructed within the period of a year

Membership Drive
- An important initiative – connected with contacting and connecting with studios

Ongoing Professional Development

 

-Yoga Teachers from YAA Standards (members must have minimal standards + additional credits to be upheld)
-Vote – should YAA have standards for TT and teachers?
YES
- to be created by new board members
YAA is about the members, not who is on the committee, meetings can be done in all formats (skype, phone, ets).

Yoga & School Programs

YAA considered being involved….but who and how? There is confusion as to how the programs are offered – teachers must have a yoga TT to teach Yoga 11, however, it is confusing with the School Board.

Would Standardization help?

Carol: Teachers teaching yoga 11 must be a teacher first, then a yoga teacher…there is confusion about the 3 day training offered by Breathing Space in the summer….does this allow teachers to teach yoga 11?

If YAA is involved, we would want to ensure the TT includes the full realm, not just the yoga poses.

Carol: A way to get into the schools is by doing a unit as part of PE where a yoga teacher comes into the school (Example 1-2x per year). This allows more students to participate and works with the Education Boards.

Jo-Ann: What can we do with this now?

 Leanne and Carol will follow up and connect.
 YAA encourages teachers who want to teach Yoga as a profession to go to the school boards, not necessarily teachers.

Announcement:

Jo-Ann will be resigning as YAA Director; she has not been able to find anyone to replace her at this time but will send out email to members and request for applications. She will offer some easy suggestions as to how a new board can make things work. Lots of gratitude to Jo-Ann!
 Next Steps:
How can those here take the time to be a part of the Association?
- Directors: Send requests out to members for involvement…. eventually members will respond.
-Mike and Helen are on the Board as acting consultants and a legal signer.
What does membership mean?

 

 

Visionary Gathering - September 12, 2009 - Minutes

 Location: Shambhala School, Gottigen Street, Halifax, NS

 Time: 12:00 – 9:30 pm

 Present: Jo-Ann D’Alfonso and approximately 15 members present.

 12:00 – 1:00 pm Yoga vinyasa offered by Jo-Ann D’Alfonso

1:15 – 5:30pm Facilitator Yvonne Mosley – Discussion about the importance and or need of the association and what are the next steps to be taken- Synopsis below by Emily Parker

 The Vision of Yoga Atlantic and The Structure of a Whole 

On Saturday, September 12, around 15 people gathered at Shambhala School in Halifax to discuss the future of the Yoga Atlantic organization.  The afternoon began with asanas led by Jo-Ann D’Alfonso, which energized the participants and fostered their connections with each other. 

Following a short break for snacks and tea, the participants reconvened.  Yvonne Mosley led a group discussion by guiding the participants through a series of questions.   First, each person was asked to introduce him/her and explain how it was that they came to yoga.  Though each answer was unique to the person who gave it, a continuous theme was seen underlying the responses.  Yoga, despite the variety of forms through which it is encountered, holds a constant presence and stability in the ever-changing lives of all the participants.

In light of their responses, Yvonne guided the group to consider the next question: Should there be a Yoga Atlantic society?  The group was univocal in affirming that, indeed, there should be a Yoga Atlantic society, which then led to an examination of a third question: Why should there be a Yoga Atlantic society?

Prevailing in the discussion were the themes of community and celebration.  The importance of both implied the need for an organization, which would nourish these two crucial aspects within a diverse body of yoga practitioners.  The role of Yoga Atlantic, as the organization that would foster community and celebration, was likened to that of a container.  As the container, Yoga Atlantic would be a supporting structure embracing its members in all of their differences. 

Furthermore, Yoga Atlantic could help address a different but related aspect of yoga, as it is encountered in the Maritimes, and elsewhere: the ‘business’ of yoga.  The participants noted a trend in other fields (such as Aromatherapy), which, when increasing in popularity, become subject to external forms of regulation.  This means that groups and individuals who are not familiar with a given field are responsible for issuing standard regulations by which those who are operating in the field must abide.  Maintaining certain standards is important for yoga teachers, but any form of regulation must take into account the diverse ways through which yoga is taught, lest the richness and availability of different teachings be compromised.  A preventative measure which could ensure that standards are agreeable to the diverse yoga tradition is a cohesive self-regulating organization such as Yoga Atlantic could provide.

So, what kind of structure will contain the various interests of the yoga community across the Maritime Provinces?  What are some of the difficulties involved in deciding what this structure will be, and how to implement it?  Mandee Labelle provided a fitting (and humorous) analogy, where she likened the process of rallying yoga teachers to come together and work on a common aim, to herding a group of cats - not just any cats - yoga teachers are Alpha-Cats.  Mandee explained that yoga teachers are natural leaders, and are outspoken about how it is that they have benefited from the practice of yoga and how they are able to best share these benefits with others.  (And, as the group established at the outset of the meeting, this means a variety of things to a variety of people).  While the alpha-nature of the yoga teacher could be seen as an obstacle to reaching an agreement concerning the structure and purpose of an organization, Mandee’s suggestion highlighted the potency of the alpha-nature for engendering ideas and generating interested participants.

Engaging ideas generate interest and draw the involvement of others, as was proven by the Yoga Atlantic Conference that occurred in April 2009, and the momentum it generated amongst its participants.  Moreover, as someone remarked, all things are possible when inspired.  So, what ideas engage, inspire, and move us to create the container - Yoga Atlantic – in which we, the community, are united in our multitudinous differences?  What moves us to create?  What could Yoga Atlantic accomplish through the collective inspiration of its members?

5:30 pm Pot Luck dinner   - Some of us had to leave but most stayed and enjoyed yet again a great opportunity for chatting, catching up and fun.

7:00 pm- 9:30 Kirtan with Maryse & Pierre with the Krishnas that also participated. Many more joined in for the evening celebration and this brought us to a loving and engaged community closing.

 

 

 

                                                                                             2009 Yoga Atlantic Annual General Meeting (AGM)

 

 Location: Best Western Chocolate Lake Hotel, Halifax Nova Scotia

Date: Friday, April 17, 2009 5:45pm
 Chair: Angie Fenwick-Gibb
Total people in attendance: about 32 yogis/yoginis
Angie led a guided centring and announced that she is stepping down from her Executive Chair to allow for a new Executive Chair. Her intent as Executive Chair was to be a Figure Head (with not much functionally) however; this was not the case and required the re-evaluation of her involvement.
 
PAST, PRESENT, FUTURE OF YOGA ATLANTIC
PAST -- Difficulties, functionally. 
Yoga Atlantic started with 8 to 10 board members and then were left with three (3) board members. There were difficulties finding replacements.
Where are the struggles coming from?
Contemplation: Angie thinks there are energetically sensitive people, which is a beautiful thing. However, this was a “year of Savasana” for Yoga Atlantic. This ‘savasana’ energy has died away, which had created increased interaction between members and community is being built. Angie started hopeful when she was Executive Chair and felt that “the soil has been tilled” and “the field is fresh…seeds are planted”. 
Another functional difficulty existed when there was no charge for memberships in 2008. For those who had paid for their memberships in 2008, refunds can be arranged or you may have the option to donate to your charity of choice (Yoga Atlantic will do this on your behalf).
PRESENT – Accomplishment
The association did not work on the conference, but represents the conference. A conference team has addressed many past feedback and issues surrounding: venue issues, single workshops option, solution for insurance, and more have been addressed. Bell & Grant, arranged by Isha Ward is now available via our new website, and individual yoga teacher assessments are now available.
Angie introduced the conference team members that were present at the AGM and thanked them for their efforts. 

 
Financial figures were reviewed in detail (financial figures for “year end December 31, 2008” and “year end December 31, 2009 are displayed in the tables, below):
 
 
Yoga Atlantic
 
 
STATEMENT OF INCOME AND CASH
 
 
 
 
 
 
 
 
year ended December 31, 2008
 
 
 
2008
2007
 
$
$
Income
 
 
Meeting donations
 
 
Membership fees
300
3,294
Booth fees
 
 
Workshops
 
 
Fundraisers
 
 
Bank interest
5
4
Yoga Atlantic Conference
5,405
 
 
 
 
 
5,709
=@SUM(c10..c16)
 
 
 
Expenses
 
 
Administrative Costs
194
283
Bank Fees
 
14
Health Show costs (Halifax and 50+)
 
744
AGM costs
 
412
Website costs
2,290
 
Yoga Atlantic Conference
2,206
1,081
Yoga Atlantic Conference Scholarship
 
948
Advertising
277
1,306
 
 
 
 
4,967
=@sum(c21..c27)
 
 
 
Net Income For The Year
742
(1,490)
Opening cash balance
5,887
7,378
 
 
 
Ending Surplus Balance
6,630
5,887
 
 
 
 
 
 
Yoga Atlantic
 
 
STATEMENT OF INCOME AND CASH
 
 
 
 
 
 
 
 
year end December 31, 2009
 
 
 
2009
2008
 
$
$
Income
 
 
Meeting donations
 
 
Membership fees
2,466
300
Booth fees
 
 
Workshops
 
 
Fundraisers
 
 
Bank interest
 
5
Yoga Atlantic Conference
 
5,405
 
 
 
 
2,466
5,709
 
 
 
Expenses
 
 
Administrative Costs
35
194
Bank Fees
 
 
PayPal Fees
105
 
Health Show costs (Halifax and 50+)
424
 
AGM costs
 
 
Website costs
3,000
2,290
Yoga Atlantic Conference
 
2,206
Yoga Atlantic Conference Scholarship
 
 
Advertising
 
277
 
 
 
 
3,564
4,967
 
 
 
Net Income For The Year
(1,098)
742
Opening cash balance
6,630
5,887
 
 
 
April 2009 Balance
5,531
6,630
Yoga Atlantic now has new  brochures and a new website. A laptop was set up at the conference Information Desk for membership registration.
Angie showed the website and walked through it (featured: teacher, studio, workshop/event)
Joanna Manning was acknowledged and appreciated for her work on The Wave newsletter (now also available on the new Yoga Atlantic website). 
New Website. The website gives members the ability to comment on content in the website (i.e. Add Comment section). To copy and paste content Angie suggested that you would need to use a text format using Notepad (for Windows) or TextEdit (for Mac). There will be instructions or more direction on the website with regards to this topic. On-line registrations are now available. It is 100% secure. You have the option to send a cheque and when YA does receive your cheque, your account will be activated. Leslie Hunter coordinated the new design of the website with ‘Depth Creative’ who designed it (they no longer exist).   Angie’s husband (Cliff Fenwick-Gibb) designed and built the site. Leslie acknowledged Angie’s initiative and the result is a great complete website.
FUTURE – The new Executive Chair & The Plan
There is a plan to hire an Administrative Support (part-time) for YA for approximately 15 hours/month. A job posting will be completed soon.
The new Executive Chair is Jo-Ann D’Alfonso. She has stepped into this role and has been involved with the organization since it’s infancy.
Angie indicated that other future plans included Income Sharing within each province. A portion of each province’s membership fees would go towards that particular yoga teachers body for such things as scholarships, activies, etc. in that region.
Angie’s vision that she would like to see carried forward (her request) is for YA to be a “strong container” with great tools that is open in any way they want; to build in an organized way, instead of trying to dictate. She also asked that everyone in this energetic & open-hearted community to please remember Yoga Atlantic in their intention setting.
Candle Lighting ceremony. Included: Mandee Labelle, Mike Munro, Jean Short, Jody Myers, Joanna Manning, Leslie Hunter, Tracy Cipryk, Helen Fong, and Angie Fenwick-Gibb. Angie passed a large mother candle to Jo-Ann.
Angie is supporting YA for the next year as an active member (i.e., website & ideas)
Jo-Ann’s talk: Jo-Ann’s presentation was titled “Community & Circles of Participation”. It clearly represented the layers of participation:
-          Purpose & Principals
-          Operational Team “Core Team” to “get things done”
-          Guardians & Advisors (mentors “on call”, willing to help)
-          Circle of Supporters (e.g. volunteers and work-exchange)
-          Participants & Friends (e.g. participants in programs; spreading the word; general support)
Nature of participation is flexible – lines are permeable. All have equal value!
Note: ideas are welcome, if it aligns with our mission, and then our “Core Team” will evaluate it and work on it (very time and energy dependant).
 
Closing Comments.
-          It was mentioned that KITA (association for Kripalu Yoga) has insurance for Canada.
-          Feedback re: poster. It was mentioned that “Giving Back” on our poster was too strong and “Yoga Atlantic Conference” should have been emphasized.
-          Mandee Labelle suggested a collective Om with hands on Angie (as a Thank You).
 
Namaste.
Minutes taken by Helen Fong, YA member.
(Approved by Jo-Ann D’Alfonso. May 4, 2009).