JIKOJI SUPPORT STRUCTURE
The intention of this document is to capture all the effort that is required to maintain Jikoji as a safe, ecologically and financially healthy refuge for Zen and other related practices; and to establish accountability for these efforts. This reporting of each committee is aligned with the spirit of diversifying the Board of Directors¹ role and responsibility. It is desired that at least one board member reside on each of these defined committees. Each committee is responsible for establishing, controlling, and monitoring its scope of work and its associated budget. The job descriptions of Jikoji¹s officers are a key companion document.
I. Practice and Dharma Committee:
The Resident Teacher chairs this Committee, oversees the practice and may formally or informally:
A. Appoint people to coordinate practice activities, such as assistants for daily practice at Jikoji, Practice Period Officers, leaders for weekly programs, and leaders for sesshins.
B. Coordinate with members of the Sangha the preservation, propagation, and publication of the works of Kobun Chino Otogawa and other persons of importance to our practice.
II. Facilities Committee:
This Committee reports to the Board and coordinates with the Resident Teacher and the Shika Group. Membership should include two resident practitioners and two board members, at any given time. The Project Manager, who reports to the Resident Teacher, is a member of this committee. This committee is responsible for:
1. Maintain and repair electrical, water, septic, gas, etc.
2. Make sure deliveries are ordered and received
B. Building maintenance.
1. Maintain safety and meet environmental requirements
2. Coordinate slime reduction efforts
D. Gardens and landscaping
E. Assure tools and equipment are purchased and maintained as required
a. Assure fire prevention activities are completed each year.
b. Insure all fire safety equipment and systems are in working order and understood by residents.
c. Have fire extinguishers charged once a year.
d. Arrange for Fire Inspection and follow up on any recommendations, including arranging for follow-up inspections if necessary.
a. Arrange for required Health Inspections, keep permits current, and oversee any and all health requirements.
b. Oversee Jikoji Health Officer.
c. Oversee Jikoji Certified Food Handler(s).
3. Water testing.
G. Codes and permits
a. Be aware of Use Permit and its parameters.
b. Assist in attaining building permits, if necessary.
2. Interface with Mid-Peninsula Open Space District.
H. Prioritize work activities and organize work retreats.
I. Propose expensive maintenance and building upgrades.
J. Oversee road maintenance and repair.
K. Develop plans for long-term building projects
L. Carrying out major projects approved by the board.
III. Finance Committee:
This committee reports to the Board of Directors. The Treasurer is either chair or an active member of this committee. The Treasurer reports to the Board. The bookkeeper, if any, is a member of this committee. This committee¹s is responsible to:
A. Prepare of integrated budget and assist with business plan, if necessary.
B. Work closely with business manager (tsusu)
C. Interact with accountant or bookkeeper, if any.
1. Assure that corporate tax returns (990 and 199) are filed in a timely manner.
2. Assure that bills, tax notices, etc. are conveyed to treasurer and paid.
3. File Welfare Exemption with Santa Cruz County Tax Assessor (February) and arrange for inspection, if needed.
4. Assure that revenues are accounted for and deposited in the bank.
5. Assure that any and all donations are acknowledged promptly.
D. Develop and oversee long-range development activities, including formation of Development Sub-Committee, if necessary.
IV. Caretaking and Hosting (shika) Group
This group is composed of the resident practitioners, reports to the Resident Teacher (head priest) frequently and interfaces with the Practice and Dharma Committee. It is responsible to:
A. Maintain calendar of activities at Jikoji.
C. Oversee group rentals, coordinating with business manager.
1. Coordinate provision of information to interested groups.
2. Schedule resident to facilitate each group.
3. Assure facility is prepared for groups.
4. Secure contracts, registration fees, and payment for group retreats.
5. Rent portable toilets when necessary.
D. Assure individual retreatants are oriented and hosted properly, including verifying payment for their stay.
E. Interface with volunteers and assign work activities.
This committee reports to the Resident Teacher, and coordinates with all other committees and the Sangha. This committee is responsible to:
A. Update and maintain web site.
B. Produce newsletters and postcards.
C. Read and respond to Jikoji email or forward it to appropriate person.
D. Maintain database of addresses for mailing list
E. Support fundraising or any special campaigns or events.
VI. Personnel Committee
This committee reports to the Board of Directors. It is responsible to:
A. Create and maintain job descriptions for employees.
B. Interview prospective employees.
C. Work with employees to define goals and objectives in writing.
D. At prescribed intervals (appropriate to the position) the committee evaluates employee¹s job performance on the basis of job description and goals and objectives.
E. Present recommendations to the Board of Directors for hiring and retention of employees.
VII. Ad Hoc Committees
The board will form Ad hoc committees from time to time as the board deems necessary.