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a journey to an eternal wellbeing

A JOURNEY TO AN ETERNAL WELLBEING
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Minutes of Dao Lu board meeting, 30th January 2022

February 20, 2022 by bootleweb

Date 30th January 2022
Time 12:35 – 14:07
Location Virtual (Zoom)
Chairing Belinda Calaguas
Minutes Ewa Nevisandeh

Present

Aileen Hamdan chair, instructor AH
Colin Bootle secretary CB
Ewa Nevisandah treasurer EN
Belinda Calaguas director BC
Sankofa Small director SS
Jason Monero director JM
Eileen Monero student EM
Ann Faal student AF
Aaron Whitaker instructor AW
Catherine Furlong student CF
Marilyn Moseley student MM
Yvonne Thomas student YT
Louise Holloway student LH
Anne Carpenter student AC

Apologies received

None

Welcome and introduction

1 Acceptance of Minutes from last meeting

proposed by: CF

seconded by: AH

vote: passed

2 Updates on Matters arising and action points

2.1 Follow up Timber Lodge to get our deposit back

SS reported no outcome of taking action to recover £180

proposal: no further action to be taken

proposed by: SS

agreed unanimously

comments: AW suggested to carefully check conditions of deposits in the future

2.2 Follow up Qigong practice after end of Sport England project

Raised by: BC

  1. Dao Lu members – bringing Qigong as part of warm up – already in practice
  1. non-Dao Lu members – require more information for further discussion and details

Action points:

  1. To investigate people’s opinions and needs re Qigong classes and the proposed ideal charge of £7 at the CNY celebration on 12 Feb
  1. BC to report the results of the scheduled meeting with the residents of supported housing in Walthamstow Village

2.3 Monitor impact on attendance of shift to indoor venues

It has been noticed that fewer people attend new indoor venue for Sunday class due to longer travel times and less space (seasonal).

Action point: everyone to look for a venue close to Lloyds Park for winter

3 Business matters

3.1 DBS

DBS is paid by Dao Lu for volunteers who should join the update service.

Agreed on no list of students with workplace DBS, will ask when needed.

3.2 Mailchimp

CB explained the pros of using Mailchimp:

  • professional
  • free, up to 2000 contacts (currently Dao Lu has 141 people subscribed)
  • no duplicates when contacting all the students
  • members can unsubscribe

Action point: AH will send an email regarding the move to a new system to all students

4. Projects

4.1 Sport England Project – Report from BC

123 unique registrations in all courses
19 Dao Lu students attended all three courses,
while 25 attended at least 1 course
10 non-Dao Lu members took part in more than 1 Qigong course
Average of 63 enrolments per course across the courses
25- 28 attendee per session on average
The feedback from courses 1 and 2 shows the courses were rated generally very good or excellent, both in terms of organisation and instruction.

4.2 Paradox Community Centre – Report from SS

The Project funded by Peabody started in Nov 2021.
Led by Joe and aimed at beginners.
The participants are mainly from assisted housing and people with learning disabilities.
Recently 10 new attendees joined from public.
On average 11/12 people attend per class.
The highest number was 17.
Assessment will take place before April.

4.3 Fellowship Square – Report from AH

There are three rounds of Community in Fellowship Square Funding. We’ll apply in March for the second round. Funding of up to £1000 would be spent to organise and deliver 6-8 weeks courses in June-July.

Action point: AH to follow up on this

4.4 L&Q project – Report from AH

Application submission date is 5 Feb 2022, result published in March.
Classes would take place within the new Walthamstow Stadium Development.

Action point: AH to follow up on this

4.5 Contracts

Enfield Age UK – Meeting in next two weeks regarding new classes. Proposal of 3 sessions per week, £25 offered to pay for instructor. Final arrangements will be discussed in meeting.

St. Joseph’s Pastoral Centre in Hendon – sessions for people with learning disabilities led by Joe

Kew Gardens – the project will restart in March

AW mentioned that U3A Waltham Forest is interested in having Tai Chi classes

Action point: to get in touch with U3A

4.6 Sport England Platinum Jubilee funding

The aim of funding is to bring local communities together to target disadvantaged people, people who suffer from long Covid and focus on wellbeing. There is no deadline for application, the amount of funding is from £300-£10,000.

5 Events

5.1 Celebration on 12 Feb, end of Sport England Project & CNY

It will be one hour celebration after the last Qigong session which will include:

  • sword performance
  • AH and JJ dance performance
  • AH class performance
  • Performance by Keiko and instructors from British Health Qigong Association

5.2 World Tai Chi Day

Dao Lu has applied for funding Make it Happen.
If successful, we will carry out art and cultural programme between 1st March – 24th April including World Tai Chi Day. If we are not, World Tai Chi Day is still planned to take a place in Fellowship Square, but the board will need to discuss further details later.

Action point: SS to report the result

6 Training

6.1 Classes at Leyton Sixth Form College – Opening up to LSC interest

The classes are already opened to LSC staff, but it looks like the message hasn’t been circulated

Action point – AH to contact the initial contact from LSC

The sessions in LSC will take place indoors until the end of March with plans to continue sessions outdoors on the grass, bringing more interest to Tai Chi and possibly new students.

7. Finances

7.1 Financial report

a) Final Accounts Year ‘20/’21

b) Management report Nov’21-27 Jan’22

Presented by EN

Proposal: acceptance of the treasurer’s report

Vote: Passed

8 Media and communication

8.1 Report on board discussion on website & media proposal

Board discussions for a password-protected Student Resources section on the website, and for invigorating our social media were postponed until CB is able to participate.

CB continue to do routine work on website.

9 Any other business

9.1 Date & topic for next study group meeting

Next meeting will take place on 17 Feb 2022 at 11.00-12.00.
KS will present Neigong, the theories of Damo Mitchell

9.2 Taking up Sam Ma’s availability for Theory discussion

Agreed to try to arrange theory discussion on Saturday evening instead of Thursday midday, Sam Ma would then be able to give a talk on Yin Yang.

9.3. Feel Good Mark accreditation.

Updated BCCMA certificate and insurance policy has recently been sent.

10 Time minuted meeting ended

Meeting started at 12.35 and ended at 14.07

Summary of action points

  1. Everyone to investigate people’s opinions and needs re Qi Gong classes and the proposed ideal charge of £7 at the CNY celebration on 12 Feb
  2. BC to report the results of the scheduled meeting with the residents of housing establishment
  3. Everyone to look for a venue close to Lloyds Park for winter
  4. AH to send an email regarding the move to a new system (Mailchimp) to all students
  5. AH to follow up on Community in Fellowship Square Funding
  6. AH to follow up on L&Q project
  7. to get in touch with U3A
  8. SS to report the result of the application Make It Happen
  9. AH to contact the initial contact from LSC

Next meeting date

30th April 2022, 12.30 – 2pm, virtual (Zoom)

The meeting was followed by an informal discussion (non-minuted) with the following agenda:

1 Business planning for Dao Lu – purpose, process, involvement of students & other stakeholders – a small group of volunteers including BC, LH and YT will produce a proposal for process of business planning and present to the Board.


Filed Under: Governance

Minutes of Dao Lu board meeting, 31st October 2021

November 19, 2021 by bootleweb

Date 31st October 2021
Time 13:00 – 15:00
Location Virtual (Zoom)
Chairing Aileen Hamdan
Minutes Belinda Calaguas

Present

Aileen Hamdan chair, instructor AH
Colin Bootle secretary CB
Ewa Nevisandah treasurer EN
Belinda Calaguas director BC
Sankofa Small director SS
Jason Monero director JM
Eileen Monero volunteer EM
Ann Faal student AF
Flavia Columba student FC
Delia Heather student DH
Wendy Small student WS
Yvonne Thomas student YT

1 Apologies received

Karolina Melendez-Strzelbicka volunteer KM

None

2 Welcome and introduction

New format of quarterly board meetings which are open to students continues to be piloted. Meeting divided to 2 parts: Formal and informal. Formal is minuted and includes discussion and decision-making. Informal is usually not minuted and focused on discussion only.

3 Acceptance of Minutes from last meeting

Minutes passed with no questions.

4 Updates from Action Points / Matters Arising

4.1 AH to meet Tary (Deyin Taijiquan Institute) and to update at the next meeting regarding discounts for Dao Lu for health qigong Instructor

Meeting held after the Taster Course to discuss tuition discounts and instalment payment plan for Dao Lu instructors and interested students. BHQA Board will discuss possibilities and get back to Dao Lu. Dao Lu will seek external funding for instructors and interested senior/long-standing students to help with tuition fees.

4.2 SS to check the status of our booking with Timber Lodge

 A new company has taken over the facility, initially booked for 2020 World Tai Chi Day celebration, which did not happen due to Covid lockdown. We will try to claim back the deposit paid at the time of booking the Timber Lodge, approx £180.

Action Point: SS to continue follow up with new management. Suggestion to link with Pat Cutler who sits in a committee of the Olympic Board, to find a way to get a response from the management company.

4.3 Getting indoor venues for autumn/winter practice

4.3.1 Action point: AH to contact St Mary’s Welcome Centre – Room too small, we won’t proceed with this. 

4.3.2 Action point: AF to contact Leyton Sixth Form College (LSFC): Thanks to Ann, we will get a discounted rate of £15/hr for one class (Thursday class) and free use of the Dance Hall for Tuesday class. 

4.3.3 Action point: to contact Harmony Hall: Charge is £75/hour. We won’t proceed with this.

4.3.4 Action point: AH to contact Walthamstow School For Girls (WSFG): Contact made, no response, to date. Cost of hire too high for our budget. We won’t proceed with this.4.3.5 Action: All to continue to look for suitable indoor venues.

4.4 Website and IT

4.4.1 CB to continue developing the Dao Lu App (particularly at-session register), update the website for the summer programme, make the concessions policy more prominent on the website.

4.4.2 Continue to consider having Marwin (Karolina’s husband) take over CB’s work during this current period of illness – CB to follow up. CB currently continues to do routine work on the website. Consider Marwin (or a volunteer) to take on some of the IT-related work to lessen CB’s load. 

4.4.3 Meanwhile, all are encouraged to mention the concessions policy when talking about membership to potential new students.

5 Business matters

5.1 Instructors’ Fees

Review and increase instructors’ fees for Dao Lu regular weekly community classes (see appendix). This proposal refers to AW, AH, JM and IB payments for community classes (Tuesday, Wednesday, Thursday, Friday and Sunday classes) for both physical or Zoom-based classes. This does not cover contract work, which contributes 15% of Dao Lu income, and where instructor fees are set higher.

Instructors were consulted and the proposal for a staged increase has been agreed with them. This will raise instructor fees to £30/hour by Oct 2023. This rate is still below current market rates for instructors who are loyal to Dao Lu.

Clarified that the proposal comes from the Board, and not from AH.

Action: agreed/passed.

6. Projects

6.1 Qigong for Health

Feedback and challenges regarding Yi Jin Jing Qigong course – to be discussed in the second part (see below)

6.2 Proposal: Open a weekly Health Qigong class at the end of the 3 Qigong courses funded by Sport England, ie, to begin after February 2022, subject to demand from participants and number of new recruits from the project participants and beyond.

Proposal generally received positively, but a number of issues to address were identified:

Getting qualified instructors (market rate is £8/student/hr/class), fee payment model (straight payment, donation model, bulk payment upfront, etc), number of paying students for a financially viable class (ie, the class covers all its costs and is not subsidised by Dao Lu core funds, if not contributing to Dao Lu income). We need to consider affordability and investigate what the business model for the class could be. 

Action: requires further discussion on next steps

7 Events

No events raised for agenda.

8 Training

8.1 Autumn/winter programme/training schedule 

Proposal: Outline of proposed changes to take place (see latest class timetable on  Dao Lu website) 

Action: Website will be updated 

Friday class will move to Lloyd Park Community Centre. Any overspill, if wet, will be managed by using the covered area. If cold but dry, we will still use the Community Centre, charged at @£20/hour

Shifting Joe’s Stretches from Tuesday to Wednesday 7-8 pm on Zoom, starting 2nd week Nov.

Aaron is reportedly changing his Wednesday class to Friday, same time. This needs confirmation

8.2 Monitor impact of changes

Agreed/passed – the Board will monitor impact of changes in venue on attendance levels.

8.3 Cost of space hire

Noted, Dao Lu has lowered the cost of space hire because of not using green space, which is charged at £25/hr. With all indoor venues we will use, we will spend about £82/week for hall hire for this period.

9. Finances

9.1 Report from the Treasurer.

Proposal: acceptance of the treasurer’s report 

The ‘Grant income’ needs to be identified clearly as Grant Income, not as ‘Class fees’ or ‘Services’. 

Action: The report will be changed – make clear grant income, etc. and will be discussed again at the next Board meeting before agreement.

10 Media and communication

Discussed in the second part of the meeting.

11 Any other business

No other business

Next meeting date

30th January 2022, 12.30pm

The meeting was followed by an informal discussion (non-minuted)

Formal meeting ended at 2.15pm.


Part 2 – Informal meeting

1. Feedback on round 1 of Health Qigong course, Yi Jin Jing 

General feedback on quality of course is good, well-organised, quality of teaching is high.The time and date are good. There was expectation of more information on TCM to be shared. 

Action: BC to give feedback to Meiling to provide more TCM info.

Attendance: 49 online registration + 7 attendees who just turned up. Attendance trend is going down: 35, 33, 29, 24. Of those attending, 26 people are Dao Lu students.

Consider for next projects, introducing a ‘deposit’ to get people to commit to attendance? However, this may work against funding criteria. Based on other experiences, including Dao Lu’s people signing up but not attending or not attending all classes is par for the course.

Last session there will be a mini-celebration: Kung Fu Fan demo ℅ Meiling and AH, 1st form TC demo ℅ students.

2. Ready to open for Round 2 of Shaolin Ba Duan Jin

Registration for 2nd Qigong course is now open for testing, just a few tweaks. It will formally open on 1st November. Plan B – Aaron is willing to participate in the contingency plan (to cover for SBrowne if he is late or unable to turn up). 

Action: Could AH ask the other instructors to be part of the contingency plan?

3. DBS checks and Enhanced Certificates

Dao Lu has a policy that all its instructors must have DBS Enhanced Certificates that is kept updated. This should also apply to external instructors that we invite to teach, such as the Qigong instructors for the SE project. At present, we know both instructors of Qigong course 1 and 2 do not have DBS Certificates.

Should Board Directors have a minimum volunteer enhanced DBS as a matter of policy, so that, eg they are able to cover for any last minute visits to external projects where this is a requirement? Not all Board Directors have active DBS. 

Action: Board to to explore/review Dao Lu Board members and volunteers having DBS and being part of the Update Service.

4. Dao Lu community involvement – ideas for a tender for High Street  ADVENTure on 4th December, 4-11pm 

Action: Email Aileen with any ideas. Activity has to be eye-catching so our project stands out.

5. Dao Lu Contract work

Information shared: 

Feel Good Round 2 with Peabody Trust at Paradox Centre: 45 minute Tai Chi class ℅ Joe

Action:  SS will submit Joe’s DBS and Insurance as required by Peabody Trust 

Tai Chi for staff wellbeing in Town Hall, ℅ Aileen – hybrid delivery model, which is new for Dao Lu; Tai Chi for older people in a day centre, Ooma, in Enfield ℅ Itricia

6. Media & communications  

This was deferred to next Board meeting due to lack of time.

  • What do we need to do to invigorate our social media accounts – Instagram, Twitter, Facebook, etc? 
  • Can we have a ‘Student Resources’ section on the website?
  • One student did not know the venue change for Sunday classes? 

7. AOB

  • On attendance at classes in new venues, for Thursday and Sunday classes, perhaps when Aaron is back, it will make a difference to attendance
  • Monthly study group theory session – this is lacking now, need more of it. Continue to need space to do more reflection and learning on Tai Chi/Qigong theory. Meiling might be able to join one of the sessions and give us more info on this? 
    • Action: SS to think how to tap into our new partners (eg, BHQA).
  • Tai Chi, 2nd form appears to be neglected? 
  • Ewa – Peabody Trust requires Joe’s insurance and DBS, ℅ Sankofa to submit.

Appendix 

Proposal: Review instructors payment for Dao Lu regular weekly and  community classes  

Background: We have not reviewed this in the past 6 years. We intended to review this a while  ago but with Covid-19 situation, this was delayed. Currently we pay £20 hourly rate for Dao Lu  regular weekly community classes. In the market, the rate is minimum £30. 

In comparison and for information, we pay £40-£70 hourly rate for Dao Lu contract work. 

Proposal: 

We are proposing to review this as a matter of urgency and have an incremental plan in place to  increase this £20 hourly rate, taking into consideration travel time and increase of living cost in  general, subject to monitoring and strength of Dao Lu finance. 

January to June 2022: £22.50 

July to December 2022: £25.00 

January to September 2023: £27.50 

From October 2023: £30.00 * 

* We will be celebrating Dao Lu’s 10th birthday in October 2023. It would be good to work towards  this market rate by then, subject to the affordability test. 

Filed Under: Governance

Minutes of Dao Lu board meeting, 17th July 2021

July 20, 2021 by bootleweb

Date 17th July 2021
Time 12:30 – 13:25
Location Virtual (Zoom)
Chairing Sankofa Small
Minutes Colin Bootle

Present

Aileen Hamdan chair, instructor AH
Colin Bootle secretary CB
Sankofa Small director SS
Jason Monero volunteer JM
Eileen Monero volunteer EM
Karolina Melendez-Strzelbicka volunteer KM
Ann Faal student AF
Flavia Columba student FC
Delia Heather student DH
Shephali Kala student SK
Wendy Small student WS
Catherine Furlong student CF
Yvonne Thomas student YT

1 Apologies received

Ewa Nevisandah treasurer EN
Marilyn Moseley volunteer MM
Ann Korner student AK
Louise Holloway student LH
Belinda Calaguas student BC
Hemma Kalra student HK

None

2 Welcome and introduction

3 Acceptance of Minutes from last meeting

proposed by: AH

seconded by: FC

vote: PASSED

4 Updates from Action Points / Matters Arising

4.1 Dao Lu becoming an associate member of British Qi Gong Association or Deyin Taijiquan Institute so we may have discount on future bookings

AH raised this.

Action point: AH to meet Tary (Deyin Taijiquan Institute) at the September 26th Health Qigong Taster session.

4.2 Funding applications

BC and SS – see 6.1 below

4.3 SS to check the status of our booking with Timber Lodge

Continuing to attempt to contact them.

4.4 DUNS number & Kew Gardens

Raised by AH. Kew Gardens required us to have a DUNS number.

Action point – CB to put on website.

4.5 Feedback on World Tai Chi Day on 25th April 2021

Raised by SS. A successful virtual event, mostly attended by existing members.

4.6 Status of our booking with Timber Lodge

Raised by SS. Still investigating deposit for 2020.

Action point: SS to continue attempting to contact them.

4.6 All members – venues

Action point: AH to contact St Mary’s Welcome Centre

Action point: AF to contact Leyton Sixth Form College (LSFC)

Action point: ??? to contact Harmony Hall

Action point: ??? to contact Walthamstow School For Girls (WSFG)

AH confirmed we intend to use the Forest Community Hall for Sunday morning classes.

AH indicated we are looking for an indoor space for Friday mornings (currently outdoors) and Wednesday mornings (Pimp Hall nature reserve indoor space is too small)

4.7 CB to continue developing the Dao Lu App

Work in progress.

Action point: CB to continue adding functionality

5 Business matters

5.1 Accept new board members – Jason Monero and Belinda Calaguas

Proposal: that Jason Monero and Belinda Calaguas become directors of Dao Lu CIC

proposed by: SS

seconded by: AH

comments:

modifications, if any:

vote passed/rejected: PASSED

action points: CB to add their names to Companies House

6. Projects

6.1 Qi Gong for Health

Proposal: Two 9 week courses (1 day per week) of Qi Gong for Health are offered to students and residents in Walthamstow and Leyton. Funding to be applied for from Sport England.

proposed by: SS

seconded by: BC

comments: need recommendations from Tary for local masters

modifications, if any:

vote passed/rejected: PASSED

action points: SS/BC to contact Tary for recommendations for local masters

7 Events

No events raised for agenda.

8 Training

8.1 New Summer programme/training schedule

Proposal: Outline of proposed changes to take place (as identified in e-update)

proposed by: AH

seconded by: SS

comments: summer programme (mid-July to end of September):

  • Joe’s Fitness moved from Wednesdays to Fridays, time from 4pm to 5-6pm (donation model)
  • Saturday Fitness suspended
  • Saturday Traditional Yoga with Harsh (75 minutes) – 8 week course (donation model)
  • Monday’s Unwind with Itricia suspended

modifications, if any:

vote: PASSED

action points: CB to update website

9. Finances

9.1 Report from the Treasurer.

Presented by AH as EW unwell.

Proposal: acceptance of the treasurer’s report

proposed by: AH

seconded by: CB

comments: AH and CB explained use of reserves during last 16 months. Cashflow reduced due to externally funded projects being suspended, and greater concessions to students. Rather than reducing classes, Dao Lu increased classes, online. CB commented this was exactly the right thing to do.

modifications, if any:

vote: PASSED

9.2 Fees/membership policy for ensuring accessibility

Proposal: Dao Lu reinforce a fees/membership policy for ensuring accessibility to all classes for all sectors of the community – removing financial barriers (as outlined in e-update)

proposed by: AH

seconded by: SS

comments: CB raised the point that this has been policy since Dao Lu was formed. It is already on the website on the “Join Dao Lu” page. AH commented that it is important that this be mentioned to potential new students by “word of mouth”.

modifications, if any:

vote: PASSED

action points: CB to make the item more prominent on the website. ALL to mention the policy when talking about membership to potential new students.

10 Media and communication

10.1 Dao Lu Theory

Proposal: Volunteers support the development of Dao Lu Theory strand, resources, website & social media

proposed by: SS

seconded by: ???

comments: KM suggested we use Instagram. Her husband, Marwin, would like to be involved with the website.

modifications, if any:

vote: PASSED

action points: SS to allow KM access to our dormant Instagram account

11 Any other business

None

12 Time minuted meeting ended

Meeting started at 12.30 and ended at 13.23.

The meeting was followed by an informal discussion (non-minuted)

Summary of Action Points

AH to meet Tary (Deyin Taijiquan Institute) and to update at the next meeting

SS to check the status of our booking with Timber Lodge

Action point: AH to contact St Mary’s Welcome Centre

Action point: AF to contact Leyton Sixth Form College (LSFC)

Action point: ??? to contact Harmony Hall

Action point: ??? to contact Walthamstow School For Girls (WSFG)

CB to continue developing the Dao Lu App (particularly at-session register)

CB to update the website for the summer programme

CB to make the concessions policy more prominent on the website.

ALL to mention the concessions policy when talking about membership to potential new students

All to continue to look for suitable venues


Next meeting

Saturday 9th October 2021, 12:30 – 2pm, virtual.

The meeting was followed by an informal discussion (non-minuted) with the following agenda:

1) Taster course – Introduction to Health Qi Gong
2) Tai Chi Boot Camp proposal
3) Feedback on returning to physical classes (feedback forms, cancellation of
outdoor classes due to weather, virtual classes, cover instructors for instructor
ill health, self-practice etc)
4) funding proposal / ideas
5) Autumn term programme and venues (including chat room topics)
6) Dao Lu Contract work
7) Dao Lu community involvement (E17 Art Trail / Community Open Week – Tai
Chi @ Kew Gardens )
8) Day Trips
9) AOB

Filed Under: Governance

Minutes of Dao Lu board meeting, 10th April 2021

April 11, 2021 by bootleweb

Date 10th April 2021
Time 12:35 – 12:55
Location Virtual (Zoom)
Chairing Colin Bootle
Minutes Aileen Hamdan

Present

Aileen Hamdan chair, instructor AH
Ewa Nevisandah treasurer EN
Colin Bootle secretary CB
Sankofa Small director SS
Itricia Byer instructor IB
Marilyn Moseley volunteer MM
Jason Monero volunteer JM
Eileen Monero volunteer EM
Daniela Garlashelli volunteer DG
Ann Faal student AF
Zuby Skinner student ZS
Delia Heather student DH
Yvonne Thomas student YT
Anne Carpenter student AC
Belinda Calaguas student BC
Catherine Furlong student CF
Hemma Kalra student HK

Apologies received

None

2. Welcome and introduction

3. Acceptance of Minutes from last meeting

proposed by: CB

seconded by: EN

vote: PASSED

4 Updates from Action Points

4.1 All to recommend Covid-19 suitable and affordable indoor venues

Thanks given for two locations received. Request repeated for all to keep eyes open for new locations.

Action point: continue to look for suitable venues

4.2 Board to plan CNY/Awards event

Completed

4.3 SS to check the status of our booking with Timber Lodge

Continuing to attempt to contact them.

4.4 Board to plan World Tai Chi Day event

See 5.1, below.

4.5 (Qi Gong Training) AH to find out more info on the course (why so expensive) and possible discount options for Dao Lu.

Feedback from AH: The course is valuable and expensive (£740 for two Health Qi Gong Forms).

Action point: AH to look into the possibility of Dao Lu becoming an associate member so we may have discount on future bookings.

4.6 BC to look into fundraising through funding bodies

Feedback from BC: submitted an idea to Sports England and was advised to liaise with London Sport for funding options. BC sent her enquiries to London Sport and is waiting for an update.

4.7 CB to continue developing the Dao Lu App

Work in progress.

3 Business matters

3.1 DUNS number

Proposal: that we apply for a DUNS number, a 9 digit identifier for businesses (Data Universal Numbering System) – see www.dnb.co.uk – holds credit ratings.

proposed by: AH

seconded by: CB

comments:

modifications, if any:

vote passed/rejected: PASSED

4. Projects

no items raised for agenda

5. Events

5.1 World Tai Chi Day

Proposal: acceptance of the draft agenda

proposed by: SS

seconded by: CB

comments: discussed in the informal part of the meeting

modifications, if any:

vote passed/rejected: PASSED

action points: SS to take on comments and finalise a programme:
CB/AH to launch marketing on Dao Lu website with a registration form for public members
All to help promote through their networks and invite families and friends

6. Training

No items raised for agenda

7. Finances

Report from the Treasurer

Proposal: acceptance of the treasurer’s report

proposed by: EN

seconded by: CB

comments:

modifications, if any:

vote: PASSED

8. Media and communication

8.1 Waltham Forest Feel Good Accreditation

EN has submitted paperwork for Feel Good accreditation.
This is a requirement to use LBWF controlled facilities as an organised sport.
Dao Lu CIC has been awarded the Waltham Forest Feel Good Accreditation.
Completed. Ongoing for annual renewal.

9. Any other business

None

10. Time minuted meeting ended

Meeting started at 12.35 and ended at 12.55.

The meeting was followed by an informal discussion (non-minuted)

Summary of Action Points

AH to look into the possibility of Dao Lu becoming an associate member of British Qi Gong Association or Deyin Taijiquan Institute so we may have discount on future bookings

BC & SS to continue working on their respective funding applications

AH to apply for a DUNS number and AH to update Kew Gardens with our DUNS number as part of their new supplier registration process

SS / Board to deliver World Tai Chi Day on 25th April, 11.30am to 1pm

SS to check the status of our booking with Timber Lodge

All to continue to look for suitable venues

CB to continue developing the Dao Lu App


Next meeting

Saturday 11th July, 12:30 – 2pm, virtual.

The meeting was followed by an informal discussion (non-minuted) with the following agenda:

1) Roles and Responsibilities
Recruiting new board members

2) DBS

3) Feedback/thoughts on returning to physical classes

4) Finance / low cash reserve
Recovery

5) Project – E17 Art Trail 2021

6) World Tai Chi Day 2021

Filed Under: Governance

Minutes of Dao Lu board meeting, 9th January 2021

January 10, 2021 by bootleweb

Date 9th January 2021
Time 12:35 – 13:40
Location Virtual (Zoom)
Chairing Colin Bootle
Minutes Sankofa Small

Present

Aileen Hamdan chair, instructor AH
Ewa Nevisandah treasurer EN
Colin Bootle secretary CB
Sankofa Small director SS
Marilyn Moseley volunteer MM
Jason Monero volunteer JM
Eileen Monero volunteer EM
Daniela Garlashelli volunteer DG
Ann Faal student AF
Louise Holloway student LH
Zuby Skinner student ZS
Delia Heather student DH
Yvonne Thomas student YT
Anne Carpenter student AC
Belinda Calaguas student BC
Catherine Furlong student CF
Pat Cutler student PC
Hemma Kalra student HK
Lola Talbot student LT
Shephali Kala student SK

Apologies received

Joe McPhoy (JM), Aaron Whittaker (AW), Itricia Byer (IB)

2. Welcome and introduction

3. Acceptance of Minutes from last meeting

proposed by: CB

seconded by: AH

vote: PASSED

4 Updates from Action Points

4.1 CB to continue creating the Dao Lu App

Covered by 7.1, below

4.2 All to recommend Covid-19 suitable and affordable indoor venues

Comments received: Aileen informed the meeting that St Barnabas Hall was no longer available due to the change in nursery opening times and they had offered us use of a container building beside the church. The space was not suitable. Another venue was found in Leyton at £100 an hour – too expensive.

Action point: continue to look for suitable venues

4.3 All to continue giving feedback on the current and upcoming programme

Covered by 7.2, below

3 Business matters

no items raised for agenda

4. Projects

no items raised for agenda

5. Events

5.1 Awards and CNY

Proposal: Awards Ceremony and Chinese New Year celebration to be held on Saturday, 27th February.

proposed by: AH

seconded by: SS

comments: AH outlined the background to this event and suggested there is a red theme for CNY and SS requested nominations for the awards this year.

modifications, if any:

vote: PASSED

action points: Directors to plan the event

5.2 World Tai Chi Day

Proposal: World Tai Chi Day to be held on Saturday, 24th April 2021

proposed by: AH

seconded by: SS

comments: SS gave a background to this event – Timber Lodge at Olympic Park was booked last year and the booking should have transferred to this year (due to Lockdown in April 2020). AH would like to plan for an outdoor event, as well as have a contingency plan for Zoom.

PC suggested there may be a lot of planning for two events within 2 months of each other.

modifications, if any: LH suggested that Lloyd Park could be the alternative outdoor venue for this year (local with access to the public, toilets and café) as social distancing restrictions may still be in place and planning time limited.

vote: PASSED

action points: SS to check the status of our booking with Timber Lodge.

The board will plan the event.

6. Training

6.1 Qi Gong Instructor Training

Proposal: Qi Gong instructor training. Costs? Details?

proposed by: AH

seconded by: EN

comments: AH will not vote due to conflict of interest.

The Health Qigong training is offered by the British Qigong Association (headed by Tary Yip and Faye Li) and will cost £1460 for all 4 units (which can be taken in sets of 2 @ £730 each). The course runs over 9 weekends from March 2021 to July and the training has to be updated every year for £65. A deposit is required of £250 per instructor.

MM made suggestion of using already qualified external Qigong instructors.

modifications, if any: current price is too excessive for Dao Lu to subsidise. Proposal modified to investigate further.

vote: PASSED

action points: AH will find out if Dao Lu can be given any reductions on the fees.

7. Finances

Report from the Treasurer

Proposal: acceptance of the treasurer’s report

proposed by: EN

seconded by: CB

comments:

AH informed the meeting that from the total of 40 registered paying members, some are paying the full amount, whilst others are subsidised in different ways.

BC suggested that Dao Lu could fundraise to meet extra costs like the instructor training.

modifications, if any:

vote: PASSED

action points: BC to look into fundraising through funding bodies.

8. Media and communication

8.1 Dao Lu App

CB has been creating a web-based app for registration, classes and emergency information.

Proposal: That CB be paid for this work

proposed by: AH

seconded by: SS

comments: CB absented himself and did not vote due to conflict of interest

CB to be paid £500 (£300 initially then £200 January 2022). The webapp and Mobile app will be completed over the coming months, followed by a review of how useful it proves to be. An annual review will follow every January. Hosting and maintenance will be £100 per year, payable on 1st July each year.

modifications, if any:

vote: PASSED

action points: CB to continue developing the app

8.2 Feedback form

SS and CB have created a feedback form.

Proposal: That the feedback form be made permanent on the website

proposed by: SS

seconded by: CB

comments: SS explained the purpose of the form – ongoing feedback and if a student decides to leave.

modifications, if any:

vote: PASSED

action points:

8.3 Waltham Forest Feel Good Accreditation

EN has submitted paperwork for Feel Good accreditation.

This is a requirement to use LBWF controlled facilities as an organised sport.

Proposal: Thanks to EN for doing this work

proposed by: AH

seconded by: BC

comments: AH explained that the Feel Good Mark is now required in the borough if an organisation wants to use its greens spaces, as it acknowledges that groups are meeting specific standards of practice.

EN thanks AH also for her input into the completion of the application.

vote: PASSED

modifications, if any:

action points:

9. Any other business

(the following have not been raised for the agenda, but may be covered if required, or discussed outside the board meeting)

– T-Shirts CB – they will be delivered soon. Quality of stock was raised as an issue by YT. CB answered that the new delivery is better quality and more expensive.

– Theory on website – to be discussed in the informal part of the meeting.

– Adjustments to timetable for lockdown-2 – to be discussed in the informal part of the meeting.

– BCCMA (insurance, qualifications) – AH – all up to date

– DBS CB – not an issue at the moment.

action points:

10. Time minuted meeting ended

Meeting started at 12.35 and ended at 1.40.

The meeting was followed by an informal discussion (non-minuted)

Summary of Action Points

All to continue to look for suitable venues

Board to plan CNY/Awards event

SS to check the status of our booking with Timber Lodge

Board to plan World Tai Chi Day event

AH to find out more info on the course (why so expensive) and possible discount options for Dao Lu.

BC to look into fundraising through funding bodies

CB to continue developing the Dao Lu App


Next meeting

Saturday 10th April, 12:30 – 2pm, virtual.

Filed Under: Governance

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