Conference Call Meeting on 11.11.08 to discuss

Newcomer Welcome Session on Sun Nov 23rd

Summary minutes taken by Kannan

Present: Tom, Tony F, Kamini, Shalini, Kannan, Andrew, Jeanne, Dani

Apologies: Aparna

It was agreed that the agenda, previously circulated, should be used as a basis for the meeting (attached)

1. Objective of the meeting

It was agreed that it should be session for building a connection with newcomers and others, who may have been involved for some time, through sharing, inspiring and continuing Amma’s spirit.

2. Programme

·       Greeting

1. It was agreed that we need to be aware of newcomers greet and talk – this will be organised on the day. It was agreed that sticky label badges should be available as this made it easier to get to know people. Tony to follow up

·       Food

a. It was agreed we should have a potluck arrangement for food and this       should be included in the flyer, although people should not feel under obligation to provide anything. Flyer should also note that drinks will be provided. Food to be provided after about 30 mins (around 12.30)

b. Kamini offered to provided crockery etc. Using polystyrene cups from the One Pound was suggested.

·       Introduction

a. Agreed Tom to do.

b.  Slokas – Agreed Kannan to lead with words projected on screen for general to follow. Kannan-Opening prayers- 3 Oms, Sahanavavatu, Lokaha, Dhayan Sloka. Translation and explanation to be given. Kannan to follow up and seek approval from Br, Shubji

 

c.    Andrew purchased projector screen during conference call (!) and cost will be shared by Andrew, Tony and Tom

 

 

 

·       Experiences

 

a.    Jeanne agreed to lead and take a flexible approach depending on who present. She will ask people to reflect on their first meeting with Amma. In addition she will ask people if there is anything that they did not understand at the visit they would like to share. She will give further thought to managing the session. It was agreed that this would potentially be a useful lead into the Question and Answer session.

 

·       Question and Answer Session (FAQs?)

.

 

·       Introduction to FOA

 

a.  Tony agreed to lead and give thought to format. He will liaise with appropriate people to cover MA Math and Kerela Ashram, FoA, Ashram development, Satsangs, AYUDH

 

·       Future Events

 

Agreed Shalini to lead session with input from Karmini, Aparna and Tom. Shalini to draw info on all fronts and help use the info for the info table and future.  Need to agree a post welcome session, perhaps around Christmas, New Year.

 

·       Bhajans

 

Tom to contact Mike and request he leads. Agreed basic kirtan style bhajans with a selection of English bhajans would be appropriate. Bhajans to be agreed and projected on screen.

Tom to liaise and confirm Tony H (or Mike) regarding sound system.

 

·       Meditation

 

Kamini to request Milan to lead.

 

·       Conclusion

 

Tom to lead

 

·       Closing Mantras

 

Kannan to lead.

 

 3.  Setup

 

·       Tony to ask Shymala to set a shrine with pictures of Amma and pictures of Amma around the hall. We should also have pictures of Amma on the bookstall and a flame at alter. Kamini offered a picture for entrance.

·       Images for MA Math to be projected. Jeanne to provide ETW cd - Jeanne and Tony to liaise to arrange media. Agreed ETW to be played with low volume and b/g music from Ipod to be played.  Kannan to arrange

 

·       Bookshop- Tony to follow up with Sri if not Andrew to take lead.

 

·       Donation Box- One only Karmini to arrange

 

·       Tony to arrange for pens to be available

 

·       Feedback form (to be drafted) and box required – to be agreed

 

 

4.  Invitations and Likely Attendance

 

·       Tom to draft mail and forward to Ann Bruce for input. Andrew to circulate.

 

·       Good potential for attendance particularly if open to all newcomers and those involved longer term

 

139 Completed Keep in Touch forms

200+ Amma UK centre (some will be the same as above)

17 Retreat Info Requests (some will be the same as above)

 

·       Andrew suggested different emails to newcomers, to those who have been added in the last year or two years, and to sevaks inviting them to come as hosts.

 

 

TO DO LIST

·       Tony to arrange with shymala the layout of the hall

·       Tony to provide pens.

·       Plates and cutlery to be provided by Kamini & family

·       Tom to draft flyer, forward to Anne Bruce for comment Andrew to email.

·       Tom to do intro/conclusion

·       Andrew to provide projector

·       Kannan-Opening prayers- Explanation to be research and approved by Br, Shubji

·       Jeanne and Kamini to lead on experiences

·       Ipod for Music- Kannan to arrange

·       Jeanne to provide ETW cd

·       Jeanne and Tony to liaise to arrange media on Intro talk.

·       Future events to be led by Shalini with input from Karmini, Aparna and Tom

·       Kannan to provide list of info items to be ascertained.

·       Tom to ask Mike to lead Bhajans

·       Tom to liaise and confirm Tony H regarding sound system.

·       Kamini to request Milan lead the meditation

·       Tony to follow up with Sri- bookshop if not  Andrew to take lead.

·       Donation Box- Karmini to arrange

·       Bookshop Tony to link with Sri

·       To be agreed photo/video meeting – Who?

·       Information stall – who to lead.

 

 

DATE OF NEXT MEETING – DUBLIN to be arranged (Tom to coordinate)