Date	6th October 2019
Time	11:10
Location	Peking Chef, Hoe Street, Walthamstow
Chairing	Ewa Nevisandah / Aileen Hamdan
Minutes	Colin Bootle

Present

Aileen Hamdan	chair, instructor	AH
Ewa Nevisandah	treasurer	EN
Colin Bootle	vice-chair	CB
Sankofa Small	director	SS
Daniela Garlashelli	volunteer	DG
Marilyn Moseley	volunteer	MM
Wendy Saville	volunteer	WS
Jin Jie	volunteer	JJ

Apologies received

Itricia Byer, Aaron Whitaker

Minutes of previous meeting

The minutes of the previous meeting, held on 27th July 2019, were agreed.

Matters arising from minutes

There were no matters arising not included in the agenda.

New Projects

CB introduced that PositiveTools4Life, a local charity, wishes to work closer with Dao Lu. They are proposing a project to promote mindfulness in the community – the initial term of classes to be meditation type mindfulness, and the second term of classes to be active mindfulness using Tai Chi. The third term would be 50:50. Location to be the WF Community Hub (ex. Asian Centre) in Orford Road, Walthamstow. Dates and time to be agreed. PositiveTools4Life would pay Dao Lu for the instructor, so is a very low risk from Dao Lu’s perspective. Sessions to start in 2020. PositiveTools4Life are happy to introduce Dao Lu to GP surgeries for “social prescriptions”. CB to liaise with PositiveTools4Life.

Contact with Lotus Health Centre was made at the Mindfulness on the Green event in September. They are based in Highams Park and wish to include Tai Chi sessions.

Finance

Accounts

It was suggested that the accounts reports be circulated by email beforehand – saving on paper and allowing people to read before the meeting. This was agreed.

The accounts were discussed. It was noted that a number of invoices for instructors have yet to be included.

New accountants

EN contacted two accountants in Chingford. One was very responsive and reasonably priced, at a fixed £600/year. They already have four CICs on their books. Price includes annual accounts, submission and use of their address (with any letters received scanned and emailed to us). Second company was very cheap, at £300/year, and did not give a good impression.

EN to arrange a meeting with the prospective accountant and CB to attend also.

CASC

CB and SS have received a letter from HMRC acknowledging CASC submission. No idea how long it will take.

Fees

Some students were confused by the August payment where there was no class. AH to approach those students to explain the August payment is in lieu of ALF payment for those who only attend a single class, that does not have any sessions in August.

AH explained the ALF gives: licence booklet, BCCMA insurance, eligibility for grading, and allows monthly payment rather than drop in rate.

Volunteers

It was agreed that volunteers should be paid reasonable expenses for travel and subsistence for projects where they are expected to attend regularly. Rate to depend on case-by-case e.g. distance and time required.

Learning and Development

Orangebox (reported by SS) – eight people expressed interest, only one person has started a course, so far.

EN and SS attended a LBWF course on behavioural change tactics. Dao Lu is achieving most of the recommendations, but we could improve on getting feedback, particularly from people who are no longer attending. CB to add a feedback form to the website for anonymous feedback that can be referred to from e-updates and any follow-up messages from those who have left.

Grading

Many do not want to do grading, and some feel there is an expectation to students to take grading. AH explained that grading was inherited from our master, Shifu Browne, and is not a requirement for Dao Lu students. Grading is unsuitable for some Dao Lu students. However, students are still welcome to prepare for and take grading if they wish. It was felt that we should have some form of recognition for those who have practised regularly, such as a certificate. It was agreed to have a recognition and celebration event around the time of the next Chinese New Year (e.g. February 8th 2020, at Winchester Road Methodist Church).

Governance

Data collection

Other organisations that we are familiar with have fixed PCs for registration and payment. Dao Lu is a “to the doorstep” organisation, without any fixed location. We need a portable system that is easy and quick to use – e.g. by one volunteer (with backup volunteer) to take attendees and register new students. Action Point – all to research for available portable (e.g. online) solutions.

Promotion, Media and Communication

CB showed a sample of the new licence. It is larger and heavier than the current one. It is for new students, not existing students. Agreed to purchase 100 copies. CB to show to Aaron Whitaker for comment beforehand.

CB raised the issue that there is no “how to join Dao Lu” page on the website. Currently this information is scattered between the contact page, class pages, FAQ and useful links. A single page could bring these together and make a useful link to send people to. It would include for example, what to wear.

CB to check status of the phone system – who gets notified.

AOB

Social

CB to investigate cottage rental in N. Yorks for August 2020, 4 nights.

WS suggested a Dao Lu canal boat trip

Next meeting

The next meeting will be held on Sunday, 12th January 2020, at 12.45pm after beginners class, in Bowls Pavilion. Action Point – AH to book.

Chair of next meeting: MM

Minutes to be taken by: CB

Action points

All to research student registration options

AH to liaise with Mindfulness on the Green

AH to approach students re. August payments

CB to create “Join Dao Lu” page on website

CB to check status of the phone system – who gets notified.

CB to order 100 copies of license, after checking with Aaron Whitaker

CB to liaise with PositiveTools4Life regarding new project

CB to look into cottages for N Yorkshire Tai Chi retreat

EN to circulate accounts by email before meetings

WS to look into canal boat trip

End of meeting

The meeting closed at 13:15

Date	27th July 2019
Time	13:00
Location	One Hoe Street, Walthamstow
Chairing	Sankofa Small
Minutes	Colin Bootle

Present

Aileen Hamdan	chair, instructor	AH
Ewa Nevisandah	treasurer	EN
Colin Bootle	vice-chair	CB
Sankofa Small	director	SS
Zuzanna Jonczyk	volunteer	ZJ
Marilyn Moseley	volunteer	MM
Aaron Whitaker	instructor	AW
Nadia Rogmati	volunteer	NR

Apologies received

Wendy Saville, Joe McPhoy, Itricia Byer, Daniela Garlashelli

Minutes of previous meeting

The minutes of the previous meeting, held on 29th April 2019, were agreed.

Matters arising from minutes

A storage place for weapons is being considered for our Tuesday Breeze class at St Barnabas.

Annual calendar – see below.

Instructor training – see below.

Making available a downloadable leaflet on the website / agreement that Dao Lu would take on board the need to reduce the use of paper where possible, and provide links to online information – this will be an ongoing consideration.

Learning and Development

Orangebox – access, free online, open to Dao Lu members. SS organising – need 10 people interested in a range of courses, they will bring an instructor for induction, including workbooks etc. Backed by Learning Curve. If less than 10, induction is online.

We will provide 10 people, SS to arrange date in September. Level 2 is equivalent to GCSE, NVQ etc, six month commitment.

Finance

Sustainability

All students have paid £25 monthly fees.

Current balance £3640.20

The finance report was presented for the period ending 27th July 2019.

Towards the end of September we need to know the six month income from green spaces, to pay council, as payment is dependent on income received.

It is difficult to compare financial figures with last year, as cash flow was slow previously as collection and banking of student class monies was irregular, resulting in long delays in banking and accounts. The new system results in more timely income which in turn means we can pay instructors promptly.

Concessions, bespoke payments – should not be on the basis of only able to do one class per week, but on the basis of financial need.

No intention to have any new public classes in the near future.

First class is always free.

New payment system working well. 

CASC (community amateur sports club) – agreed we should do this. It means we would not pay tax on profits (if turnover below £50k) and allow us to claim gift aid donations.  CASC has no effect on our CIC status, it is an additional status that changes the tax situation only. CB to request login from HSBC and register us. AW pointed out that requesting a login for HMRC is straightforward and the login credentials would come to the registered address

Accountants

We discussed the failings of our current accountants. Discussion will resume at the next meeting. Action point – all to find accountants so we can compare. Action point – those putting forward a recommendation of an accountant must make clear any possible conflict of interest (e.g. use the same accountant themselves) and if so, abstain from any decisions regarding the appointment of that accountant. CB is in this position.

Accounts

Accounts were presented for all to read.

Governance

SS proposed to become Company Secretary. SS to respond shortly. 

Registered address to remain with AW. Decided to remain with the status quo, AW to bring letters to Sunday class.

Volunteers

Question raised: how do we define a volunteer and do we have a register. At the moment it’s on request from Dao Lu. Organic growth. Volunteers are named on website. AH running a mailing list for volunteers. Agreed AH to be the central point for organising volunteers.

AW – performance is not volunteering, it’s a natural progression of learning, and is expected of students.

Volunteer list to be updated – Action point: AH to give CB updated list for website. 

DBS/insurance

BCCMA insurance fees increasing for students.

Action point: CB to cross-check list of volunteers with DBS certificates to ensure all volunteers are DBS checked.

Insurance – no one can claim if instructor if not present. Student insurance increasing. If an instructor is not present for a whole session then the students can run it as an informal practice session and not a class, alternatively the class will not take place on that day in order to ensure there is adequate insurance cover for instructor and students. Volunteers cannot lead a class without an instructor present.

Monitoring form

AH. Very difficult. Previously, AW had a database app for green spaces, quarterly data required. Now looking for new ways – paper, or online. Looking for 2020 to have a new system. Do we use an app? Leyton studio has a good system, but only one building, so instructors do it there. We have multiple places. AW still uses his for his own (non Dao Lu) classes. It is single user software, and limited to Apple iPhone, iPad devices.

AH – we should pay AW for the service. Need 45 min. Tutorial on use could be at instructors meeting. Only for public classes, not contract classes. We are open to alternatives.

Instructors pay for insurance themselves, training, DBS etc (as self employed). Check DBS for volunteers, must match up with volunteer list.

Instructor Training

Action Point – AH to organise. Need regular instructor training meetings so can ensure are teaching the same techniques, and can cover for each other. Four times per year.

Promotion, Media and Communication

CB to send update on text system, as not explained for a while. Could update list on new registration system.

CB to create new license booklet. Action point – add words “Performance is part of a student’s progress.”

Licenses to be stamped by AH or MM when students have paid their fee.

AH to circulate a new registration form for feedback.

ZJ – looking into designs for hoodies etc. First batch in autumn.

AH – considering changing to MailChimp for mailing list.

WGP – gathering feedback, will present in September. Initial feedback has been very positive, “people see Dao Lu everywhere”.

AOB

Annual calendar. Idea is that future events can be seen at a glance – including those where dates are approximate. Helps people with holiday booking, volunteering etc. Link to Google Calendar to be on classes page, for ease of reference.

Positive Tools 4 Life – event on 10th August 2019, Assembly Hall, 11.00 – 16.00. We have a table and will be giving a join in Tai Chi on the grass outside. JM to lead join-in session. SS and EN and volunteers to help with the table and join-in session. 

Acknowledgement of the growth and development of Dao Lu over the last year, made possible by the development of a vibrant and informative website by CB and AH creating more classes and using social media to promote Dao Lu.

Next meeting

The next meeting will be held on Sunday, 15th September 2019, at 12.45pm after beginners class, in Bowls Pavilion. Action Point – AH to book.

Chair of next meeting: EN (jointly with AH)

Minutes to be taken by: Colin Bootle

Action points

All encouraged to mention Dao Lu to GPs.

AH to organise instructor training

AH to book room for the next board meeting

AH to provide updated list of volunteers to CB

CB to check list of volunteers against list of DBS checks

CB to make a downloadable leaflet available on the website

ALL to find accountants so we can compare.

ALL to indicate conflict of interest, e.g. if recommending an accountant they already use

CB to link calendar from classes page

ZJ continue looking into hoodies

CB to explain how to use the text system

CB to create new license booklet, with updated text re performances

CB to request login to HMRC and register Dao Lu as a CASC

SS to arrange OrangeBox for induction in September (min 10 people)

End of meeting

The meeting closed at 15:30

Dao Lu Board Meeting

Date	28th April 2019
Time	11:00
Location	Lloyd Park Community Room
Chairing	Janet Allman
Minutes	Colin Bootle

Present

Aileen Hamdan	chair, instructor	AH
Ewa Nevisandah	treasurer	EN
Colin Bootle	vice-chair	CB
Sankofa Small	director	SS
Wendy Saville	volunteer	WS
Marilyn Moseley	volunteer	MM
Daniela Garlashelli	volunteer
Jin Jie	volunteer
Janet Allman	volunteer	JA
Patricia Cutler	volunteer	PC
Joe McPhoy	instructor	JM
Veronica Lewis	guest	VL
Ann Faal	student
Catherine Furlong	student
Karen	student
Delia Heather	student
Rose Floyd	student
Flavia Columba	student

Apologies received

Nadia Rogmati

Minutes of previous meeting

The minutes of the previous meeting, held on 19th January 2019, were agreed.

Matters arising from minutes

No matters arising from the previous minutes that were not on the agenda for this meeting.

Finance – sustainability

All students have paid £25 monthly fees.

AH explained two forms of instructor payment – delivered to homes etc (contract work £30 – £60 paid immediately to instructors, as we are paid straight away), and regular community classes. Community class fees account for about a third of Dao Lu income. Instructors have been paid about £20/hour for regular classes, not guaranteed, with money left over at the end of the financial year. With the new payment system, we hope to improve rates and regularity of payments to community class instructors.

WS – initial feedback positive. AH – website and marketing materials need to make clear concessions available. WS suggested make until 1st of next month free, so longer free time, rather than a single free session and then pay drop-in rate. No vote taken.

Finance – accounts

Accounts were presented for all to read.

Governance – director

CB has informed Companies House of the director changes.

Governance – DBS/insurance

WS no longer requires a DBS, as is currently not volunteering to work with children and/or vulnerable adults.

There are no outstanding DBS requests.

Projects and new groups

VL – reported on GP house, Triangle House, Leytonstone. Usually 12 people, mostly mature patients of GP. Trying to shift focus onto wellbeing. GP is making available business cards to patients (on reception table). Patients are encouraged to join the Dao Lu fee structure.

Dao Lu classes are advertised on rolling TV in the waiting/reception area, where patient names appear. The model is to get GPs proactive to encourage patients to join, for wellbeing (also encouraging Parkrun). Improves quality of life. Have a lot of patients that fall – helps reduce this.

SS reported that Handsworth House don’t promote it the Dao Lu classes and forget it’s on. There is a poster there. Aileen to speak to them, introduce ideas from Triangle House.

Borough of Culture – AH explained the background since July 2018 when bid the was won. We got One Hoe St free, 1.5 hours fortnightly. About 10 people attend (mostly from Dao Lu).

Waltham Forest is starting to have meetings about legacy, after the year of culture. Lack of facilities is raised, joint usage, reduced rates for facilities to make affordable to local community groups.

Muslim women’s groups – PC may have access, to speak to AH.

JM – schools, hard to get in. AM reported on previous demonstration sessions at Walthamstow School for Girls (“Green School”) etc. VL – anxiety around exams etc (medicine alternative, life skills) so around GCSEs is a good entry point. Market tai chi for channelling energy.

AH explained community and contract classes.

HHH – could move to Lloyd Park, room available, but rates are much higher than HHH, though we do have a block arrangement for Lloyd Park facilities. Discussion re. sustainability of HHH has raised awareness and numbers are better. Very cost effective, £10 (room in winter, outdoors in summer). Discussion that Lloyd Park was convenient for some students, but countered that HHH is more convenient for other students, and spreads our range over the borough.

SS – raised issue of Qi Gong, we need to integrate it more into our class. Should we be learning a Qi Gong form? AW sometimes includes it. AH includes simplified form. AH pointed out that we should have training and qualification from Master Yip, to ensure we teach consistently.

Action Point – all encouraged to mention Dao Lu to GPs.

Media and Communication

Our telephone number is now operational.

AOB

Commerce – T-shirts etc. Hoodies, branded. Should be on website to wear uniform.

AH to ask St Barnabas re. secure storage, so some students can leave weapons at class.

Request for the website to have an annual calendar.

SS mentioned diabetes awareness, especially amongst Caribbean women, who are not well represented in tai chi groups.

Mention that dementia training is recommended.

There will be a yoga session on Saturday, 22nd June, 430 – 6.30pm. Details to be posted on the website.

Next meeting

The next meeting will be held on Saturday, 27th July 2019, at 1 – 3pm at One Hoe Street. AH has booked the room.

Chair of next meeting: Sankofa Small

Minutes to be taken by: Colin Bootle

End of meeting

The meeting closed at 15:45

Action points

All encouraged to mention Dao Lu to GPs.

AH to ask St Barnabas re. secure storage, so some students can leave weapons at class.

CB to add an annual calendar to the website.

CB to post yoga session details on the website.

AH to work with Nadia Rogmati to enable her to become a lead instructor.

AH to organise instructor training.

AH to ask instructors whether they would like to take up Qi Gong training.

Dao Lu Board Meeting

Date	19th January 2019
Time	13:45
Location	Leyton Yoga Centre
Chairing	Wendy Saville
Minutes	Colin Bootle

Present

Aileen Hamden	chair	AH
Marilyn Moseley	treasurer	MM
Colin Bootle	vice-chair	CB
Wendy Saville	volunteer	WS
Daniela Garlashelli	volunteer
Jin Jie	volunteer
Ewa Nevisandah	volunteer
Janet Allman	volunteer

Apologies received

Itricia Byer

Syeda Ahmed

Sankofa Small

Minutes of previous meeting

The minutes of the previous meeting, held on 16th September 2018, were agreed.

Matters arising from minutes

No matters arising from the previous minutes that were not on the agenda for this meeting.

Finance – sustainability

A meeting with STJC students was held on 21st October 2018, which proposed and agreed amongst attendees:

• Fees charged three times a year
• £70 per third year
• £2 extra for weapons/fan-form
• ALF remains at £25/year
• No family or multiple class discounts were agreed at the meeting

The board discussed this further and amended the proposal to:

• The fee to be £25 per month
• The fee covers unlimited sessions per month, so students can be encouraged to attend multiple classes, and switch easily when unable to attend their usual class
• Drop-in class rate to be £7
• Volunteers requested to encourage and help cash payers to move to cashless regular payments
• Family discount: £20 per month for additional members of same family
• Annual Licence Fee (ALF) to remain at £25
• For those who take no sessions in August, the £25 monthly fee covers their ALF
• The new fees structure to start on 1st April 2019
• Payable on 1st of each month
• Paid by standing order or cheque
• Confidential arrangements continue for those unable to afford these rates

Action point: AH to circulate this new fee structure and ask students for comments. We will then give students a two month notice period (February and March) for implementation from 1st April 2019.

Finance – accounts

Accounts are ready for submission to the accountants once some instructor invoices have been completed for the financial year.

The expected balance after those invoices have been paid is expected to be close to zero. This is normal and expected, as we do not need to make a profit, and have sufficient reserves in case of a small loss.

Governance – directors

Sankofa Small has come forward with a request to become a director. She has been an active Dao Lu student for approx. 5 years and has skills that will be of great benefit to Dao Lu CIC and the board.

Her request was granted with gratitude by the board, with immediate effect.

Ewa Nevisandah has volunteered to become the Dao Lu Treasurer, and a director.

Marilyn Moseley has decided to resign as Treasurer and as a director, as of 31st March 2019.

To maintain the Dao Lu quorate of at least three directors, with a single treasurer, Ewa Nevisandah will become Treasurer and a director on 1st April 2019.

Action Point: CB to inform Companies House of the director changes.

The board expressed immense gratitude to Marilyn Moseley for her contributions as Treasurer and as a director, including the introduction and switch to Quick Books, and for on-boarding Ewa Nevisandah in this role.

The board is also grateful to hear that Marilyn Moseley intends to keep a supervisory role.

Governance – DBS/insurance

WS no longer requires a DBS, as is currently not volunteering to work with children and/or vulnerable adults.

Gudrun Fritz will no longer be working as an instructor for Dao Lu CIC. Therefore Dao Lu CIC no longer requires that she have a DBS check or insurance, neither of which she is willing to obtain.

All current DBS requests have now been completed.

Projects and new groups

Triangle House NHS centre, near Leytonstone Fire Station  – a new class started on 17th January. AH is the lead instructor.

A new class will be starting in Coronation Gardens, Leyton, after Easter half-term. AH is the lead instructor.

A new twice-monthly carer group has started, with Itricia Byer as the lead instructor.

A new monthly session has started in a new care home in Waltham Abbey. Joe is the lead instructor.

A new massage taster session will be piloted on Thursday 24 January in Priory Court Community Centre. Joe is to teach a new carer group how to massage. Dao Lu volunteers to take part and learn new skills as well.

A taster session was run at One Hoe Street as part of the opening of the first London Borough of Culture year. AH is requesting that this become a regular class during the London Borough of Culture year.

Action point: AH to circulate Make it Happen funding information launched on 17th January. All to think ideas for application and forward ideas to AH.

Media and Communication

Our telephone number is still out of action. There was a reported £1.50 fee. Action point: CB to check this, and try to recover our number.

CB reported difficulties in creating the new licence booklet. Action point: CB and AH to visit a publisher that AH recommends.

AOB

Nadia Rogmati has requested that she becomes a lead instructor, now that she has a black sash. Action point: AH to mentor Nadia.

Instructor training – with the increased number of instructors, it is imperative that Dao Lu CIC presents a consistent and high-level of instructor and session quality through regular training and mentoring. Action point: AH to organise this. Instructors giving instructor training will be paid for their services.

T-shirts: we currently have no red T-shirts, originally proposed for performances, ​but do have stocks of white ones. It was commented that white T-shirts show up better on a dark stage. An alternative would be the white and light-blue tai chi uniform. Suggestions were made for Dao Lu “polo” and “hoodie” style clothes. Agreed to sell white T shirts to class participants now and postpone discussion/decisions about other options to a future meeting.

Next meeting

The next meeting will be held on Sunday, 28th April 2019, at 11am in the Bowls Pavilion, Lloyd Park. Action point: AH to book the room.

Chair of next meeting: Janet Allman

Minutes to be taken by: Colin Bootle

End of meeting

The meeting closed at 15:45

Action points

CB to inform Companies House of director changes.

AH to chase LBWF that there be a regular London Borough of Culture class.

CB to check the telephone bill and try to recover our number.

CB and Aileen Hamden to visit a publisher that Aileen recommends, for the license.

AH to work with Nadia Rogmati to enable her to become a lead instructor.

AH to organise instructor training.

AH to book the room for the next board meeting.

AH to add T-shirts and performance uniforms to a future agenda