Assaya Community Meeting Summary Date: September 7th, 2024

Meeting Agenda​
10:00 - Welcome and short sit to settle in. 
10:05 - Group check-in 
10:15 - Assaya Sangha Organization Updates
10:30 - Planning period for our big October fundraiser event

• Overview of the day's schedule
• Go over volunteer roles still needed
• Go over the day's logistics and supplies needed
• Brainstorm remaining outreach options

11:20 - Review action items
11:30 - Close Meeting

Community Meeting Notes
Transcribed by Lynne P. & sent on 9.10
 
Present:
Kate, Kip, Ellen S., Jude, Audrey, Gail, Wendy K., Antonia, Maureen, Lynne P
 
Location for in-person Monday evenings
Kate reported that we have found two possible locations for the Monday evening events. One is the Sanctuary at Chochmat HaLev (2215 Prince Street, Berkeley) for the gathering, with smaller rooms for Affinity Groups to meet. The second is the Parlor at Northbrae Community Church (941 The Alameda, Berkeley), with a separate space and a nursery. We are still trying to find which is more appropriate and what the sangha thinks. This will be decided in the next week or so.

Community Communication Agreement
This is being worked on. When it is completed, how do we present it visually? Cards…banner…quilt?
 
Fundraiser
Right now there are 57 in-person registrations and 8 on-line registrations, for a total of $5,700. Our goal is $10,000. Let’s keep this event in people’s consciousness. Keep spreading the word.
 
Betsy Rose will talk with Shire at Gyuto about the sound system.
 
Roles and Volunteers Needed
On Friday, September 27 at 10 am - 11:30 am, the major setup will happen.
We need 1 more person to help with this.
 
On Saturday, September 28th at 8:30 am, the final setup will happen.
We need 1 more person to help with this.
 
Wendy K is in charge of the Registration Table. She has two cash boxes and will buy another. Jeanie will send Wendy K and Kate the final list of in-person attendees, divided into three alphabetical groups. Wendy will keep track of where the money comes from, i.e., Donations, Raffle, Books-CDs-Jam.
 
Deb is in charge of the Raffle ($5 per ticket) for the flower arrangements.
We need 1 more person to help with this.
 
Jude is in charge of the Books-CDs-Jam Table.
 
Monitoring of Zoom:
On-line:       1. Liesl         2. Cindy Novello
 
In-person:    Audrey has volunteered to do this.
We need 1 more person to help with this.
 
Audrey will make signs for the event. Lynne will bring signs she has from the last Fundraiser.
 
Tea
We need 1 more person to bring a few boxes of tea.
________
 Health & Safety
Gail brought up the issue of safety for those who have long-term COVID or are immune compromised. A section will be set up on the side of the room near the door to outside, and masks will be required here. We discussed mandating mask-wearing, but we agreed we did not want to do that, especially at this late date.
Kate will write to all registrants about the room arrangement and ask them to advise us if they want to sit in this designated area so that enough chairs will be available.
 
Kate will also advise registrants to refrain from wearing scented products and to arrive by 9:30 so we can begin at 10 am.
 
Outreach
Kate talked about continued outreach during these last weeks. She will ask if we can post a flyer at Yoga Kula. When a decision is made about the location of the Monday Evening event, she will ask about posting a flyer here. She will also post the schedule of the day on the website.
 
Kate: is a flyer available online for us to download?
 
Maureen was wondering if there was (were?) a list of coffee shops and other places who will post flyers. No one knew.