Meeting with Shubamrita and Alin, 10th December 2009
Present
Shubamrita, Alin, Aparna, Andrew , Aru & Shakti, Arvind, Ashvin, Dananjaya, Daniel, Eleanor, Ian, Kaivalya, Kamaljit & Kamal, Kamini & Vagini, Kannan, Lavan, Mike & Ray, Parimala, Paul Sharma, Raji, Sandeep, Shalini, Shanker, Shiju & Leena, Shiyamala, Sriharan & Devi, Stuart, Tom, Tony F, Vakees & Yamunah, Yvonne, Zaphira
Introduction by Shubamrita
The meeting is to look into activities for new year, both for the Visit and for the year round activities.
We need to change London’s image: we have been hosting a Visit from our beloved Amma for 22 years. But we are seen to fight a lot, and to organise everything at the last minute.
London has the capacity to be the largest programme in Europe.
For Amma, the main priority is for her children to get on well and work together.
Nobody should get overstressed or burned out: they must ask for help. People will arrive when they are needed.
Specific instructions
Overall organisation
We need to have a group of organisers for the programme to share the responsibility
Shanker
Kamaljit & Kamal
Mike
Akhilesh
Each person can handle specific areas as each organiser will have to oversee more than one area. Also, it will be good if each organiser is made aware of the others’ areas also, so as to perform well as a team.
The hall contract should be studied by all
We should have a lawyer studying the contract in detail. We need the legal protection.
Dr Aru should be involved in this.
Committees
There should be the steering committee and the trustees. The working committee should be absorbed into the ASC.
Kamini and Vargini will rejoin the ASC. Andrew will rejoin as secretary.
Catering
We need to watch the costs of the catering, not just the income
Perhaps Paul & Lavan, and Sandeep should be responsible for the logistics of buying and cooking, with Kamaljit & Kamal continuing to find sponsors
In some countries the western kitchen made a loss, so there will be greater emphasis on careful purchasing.
Kamaljit pointed out that little food was wasted: the excess food went to charities (or was taken by the tour group).
Hall set up
Akhilesh was suggested as the overall organiser for the Hall Setup with Daniel as the key co-ordinator. Shubamritaji will talk with Akhilesh when in Amritapuri..
Fundraising
Under Kamaljit & Kamal.
Aiming to get not just free food, but also money towards the hall costs
Starbucks and WholeFoods are being approached as sponsors and have shown considerable interest.
Donations from the mailout etc are very low, so Shubamrita suggested that perhaps we could all pledge the income from one hour a month. Then a list could be given to Amma.
Shanker asked if we should continue the lottery, and Shubji said he would ask Amma.
Shubamrita offered to come for the sponsored walk.
IAMs and retreats raise some money.
Amma will not stop coming if we don’t raise enough, but we should still look hard. She was asking whether we should build our own hall to save money.
Amma & Swamis’ welfare
Should continue to be looked after by Kamaljit & Kamal
Press
Jeanne and Nasreen should be involved. Vaishnavi says Nasreen is a very professional operator.
Staff
This is such a large area, with 200 tired and busy tour staff, that although Yvonne did an excellent job this year, it would help if there were more co-ordinators involved here. There should be at least one new and one old: continuity is very important.
Perhaps Gabi and Andy might be more involved. Also perhaps Shiju.
Stage
This has been very hard for Shiyamala because of the changes, and her physical difficulties, but she has done very well for a number of years. Now that she is stepping down from this seva, Rudi in Austria will oversee the design, but we still need a UK organiser. Perhaps that could be Robin and Ian, or Debiani.
Legal
There must be a stronger emphasis to ensure that we are protected legally. Do we have a lawyer who could be more involved?
Payments need to be made properly as well as promptly.
Volunteers
Could be managed by Mike? He said he doesn’t have much time and doesn’t live in London. Tony F was suggested but he said he would rather sit this year out.
Ayudh
Did a great job with the café, but may be doing something else if Starbucks take over the coffee bar.
Ian pointed out the negative connotation of Starbucks, but perhaps they are changing.
Greenfriends
Tony H will be working with Kannan more this year.
IAM courses
There should be one every 6 – 8 weeks (full courses or refreshers).
They can be good fundraisers: one group raised £1300.
Satsang groups
We need to solve the problems with the sound system, and encourage more groups.
There should be more English bhajans
We should have some videos of Amma, eg in YouTube.
If a group is weakening, we should gather a group to inject some life into the group.
Bookshop
Sriharan hopes to get someone for each event. The books are stored somewhere inconvenient.
Event bookshops are important not just financially.
Shubamrita said we should open a PayPal account, so Andrew will look again at the possibility of a web shop. Dr Aru agreed to support the move.
Shower Project
Eleanor is doing a great job, but perhaps we could help her by volunteering, especially in the vacations where there are less students around to help.
Alin
Started with a bit of history of the Visit in the UK.
1st visit was 1987. 88-89 Ramya organised this. 90-99 Mike, taking all the responsibility personally. 95-6 the trust was set up, partly to shield him, and partly to satisfy the legal requirements.
Then Barbara and Dick took over, then Mark, then Shanker. Then Kamaljit & Kamal, each new leader bringing fresh ideas and energy.
Now there will be a group from almost all these phases, combining the wisdom from different periods.
In Europe there is a liaison group: in case the organisers can’t agree, the liaison group can mediate. This group consists of Heike, Dipamrita, Alin, Shubamrita and Hamsa, and this group can approach Amma to sort out anything that needs Her wisdom.
Shubamrita pointed out that Ramakrishna should be copied in where there is an approach to the liaison group, as he is more likely to have direct contact with Amma.
Tony said that the committee should be the first point of call, then they should pass it on, but nobody should feel they are muzzled.
Shubamrita pointed out that we have two ears and one mouth: we are not taught in school to listen.
He also said we must be conscious of staying out of our comfort zone.
Paul
Commended Kamaljit & Kamal for getting so much sponsorship, and said we should all help them in any way with their fundraising.
On the kitchen, Paul and Lavan would be happy to hand over the responsibility if there is anyone who is particularly keen to take it on, but if not, they are prepared to take over the whole responsibility for purchasing as well as cooking. So they will be more involved through the year, not just at the Visit itself.