| 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