Meeting Minutes
Project: The Empowerment and Teachings of Sarvavid Vairochana
Sponsors: BAUS and PSC
5/30/00 5/23/00 5/18/00 5/09/00 5/02/00
4/25/00 4/18/00 4/11/00 4/04/00
3/28/00 3/21/00 3/14/00 3/07/00
2/29/00 2/22/00 2/16/00 2/09/00 2/02/00
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Date: May 30 2000
Location: teleconference
People: Lema Pema, Shou-Ling
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Date: May 23 2000
Location: teleconference
People: Lema Pema, Shou-Ling
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Date: May 18 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- meditation chairs can be converted to seats for HHST's sons.
PSC would like to borrow 2 of such chairs for NYC events.
- will need extra registration windows for walk-in's on 6/10
before 2pm. We will accept request for prayer up to 2pm 6/11.
- HHST will visit KTC on 6/12 and depart for NYC around 2:30pm
- Accommodation arrangement for HHST's entourage is settled
- A Chinese Chef will provide veg. luncheon for VIP's on both days.
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Date: May 9 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- sadhana in Tibetan is entered in computer. Need
proof-read.
- HHST's menu may be found from Jin Yeo in Vancouver
- made reservation for a hotel around 50th & Lexington
- need a link from the office web site to the Chinese
web site
- sand mandala will be built on 6/8 or 6/9. It is a
common mandala so there is no need to close the room.
- Rev Ming-Kuan will attend the teaching on both days
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Date: May 2 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- summarize BAUS's team leader meeting
- need curtain or shade to reduce glare from glass doors
in GBH (lower portion only)
- BAUS will provide skirt and rug for the platforms
- clean up and restoration should start only after HHST left
- a list of names of the deceased will be burned in a bowl
on 6/11
- small forms for prayer will be designed for names added after
registration cut off day.
- HHST's cook will use Dining Hall kichen. Dishes for students
will be served along with meal prepared by HHST's cook
- lunch boxes will be served. Tables and chairs will be provided
in GBH basement. It will be a casual lunch, no prayer is needed.
- will have about 250 visitors during weekend days in addition
to Vairochana students
- need VIP praking space and vehicle pass
- Lama Pema or someone from PSC will be the master of ceremony.
Pe-kuan will translate so there is no need for Chinese MC.
- Chinese translator needs to sit closer to HHST in case she
needs to ask questions.
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Date: Apr. 25 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- PSC team leader meeting will take place on 4/29.
- 6/6 reception will have 100-150 people attending.
It will be nice and formal. Sakya school project
will be presented to raise general awareness.
It costs about $50 per person so fund-raising may
not be achieved.
- KTC visit may be rescheduled to 6/6 morning
- HHST and entourage will fly to Boston on 6/13 morning
- transportation group will assign two people per car
in order to deal with parking situations in NYC.
- drivers should carry walkietalkies.
- will try to borrow a van for the week.
- A general menu should be provided so we can stock up some
non-perishable food. Nancy should have detail.
- BAUS will make copies of recitation book and sadhana.
Original should be given to BAUS as soon as possible.
- incremental enrollment update will be sent to BAUS
weekly
- should think about VIP sitting arrangemen
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Date: Apr. 18 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- Brochures and posters are ready for distribution
- PSC mailed 7000 brochures, BAUS mailed 2000.
- had a successful visit at KTC. Got Lama Norlha's full support.
- local newspaper (Tribune) reported this teaching event.
- HHST advises to build 16-Arhan sand mandala and use printed
Vairochana mandala due to time constraints.
- HHST will teach in English.
- need to borrow FM transmitter for NYC empowerment. (6/10)
- Throne will be placed in front of the offering table in GBH.
- Name tags will be used in Vairochana teaching for admission
and lunch
- Raymond will prepare Chinese posters for CYM
- BAUS maintains the master registration database. PSC will
send BAUS update list weekly. Both centers can process
registration and return confirmation material and name tags.
- Shou-Ling will provide hotel list around CYM.
- Sadana for Sarvavid Vairochana in Tibetan will be given to
Raymond ASAP for Chinese translation
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Date: Mar. 28 2000
Location: teleconference
People: Lema Pema, Nancy, Shou-Ling
- Nancy had a meeting with 25-30 PSC volunteers. Need to collect
their availability, design job categories and appoint directors.
- BAUS volunteers start setting up stage and chairs in the shrine
hall on Saturday 6/3. Lama Pema and PSC volunteers come on 6/4
for shrine setup.
- Decided to visit KTC on 4/8 afteroon. Shouling will set up appointment.
- KTC's nuns may be available for won assistants.
- There is no answer for the 5-bed room apartment in NYC as
HHST's residence. Chris's place is available if we need it.
- Tried to shorten the openning speech and empowerment introduction.
One idea is to give introduction first from 9:50 am to 10am before
HHST comes back from break between 9:30 - 10 am.
- 3-6 representatives give offerings to HHST to request for Dharma teaching.
- After closing speech, everyone should have a chance to come up to
the stage for HHST's blessing and give offerings.
- donation box at the door may not work.
- Cash is preferred if BAUS will provide offerings to HHST.
- Need to prepare flowers for shrine set up.
- PSC's webmaster is currently out of town so PSC's web page is not ready.
- Bruce and Lisa will provide video taping. Please cover both
opening and closing portions of the event.
- The empowerment on 6/12 in Flushing will be Pawochipa Manjushri
(Single Hero Manjushri).
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Date: Mar. 21 2000
Location: teleconference
People: Lema Pema, Nancy, Shou-Ling
- HHST's public speech will be held at Columbia's Theologic seminary.
- will schedule with Lama Norlha to visit KTC on 3/26 AM.
- already got 4-5 full time assistants during the week of HHST's
visit.
- haven't talked to HHST directly but will in few days. His sister
thinks HHST might need 3 hours to prepare the mandala before
students can enter the shrine.
- vegetarian meals are recommended for the Vairochana empowerment.
All kitchens in the monastery are only for vegetarian cooking.
Lama Pema thinks it should be OK for HHST's cook to prepare
vegetarian lunches for both days and Saturday's dinner. HHST can
have a rich breakfast at up-state residence if necessary.
- what is the format of opening and closing speech?
- there is a possibility to use a 5-bedroom apartment in Manhattan.
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Date: Mar. 14 2000
Location: teleconference
People: Lema Pema, Nancy, Shou-Ling
- All locatoins in NYC for HHST's events are confirmed.
- Haven't contact India Office to resolve open issues.
- Ad for Tricycle will be sent out on 3/13. Need to know time and
place of Raymond's event on 6/12 for Snow Lion's full-page ad.
- Lama Pema plans to visit KTC and CYM on 4/2 to finalize inventory
list for shrine set up.
- Few (2-4) Sakyapa Lama's may need to stay at CYM on 6/9 and 6/10.
- Won substances (stuff used for empowerment) will be prepared by
Lama Pema.
- HHST will have an early dinner from 4:30 - 5:30 pm on 6/10 before
going down to NYC to meet tibetan people. The teaching will end at
5:00. Will use the last 30 minutes for chanting or Q&A.
- HHST's cook can use Tai-Hsu Hall's kitchen to prepare lunch and
dinner for the entourage.
- Color poster will be made by color photo copier. Need about 1000
extra copies of PCS's color brochure for Chinese community.
- Database software will be tested on PSC's computer. BAUS and
PCS will process registration until merger date, say 3 days before
ticket mailing date. All new registration will be processed by BAUS
afterwards.
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Date: Mar. 7 2000
Location: teleconference
People: Lema Pema, Nancy, Shou-Ling Peng
- We should have most questions answered by office in India in 2
days
- HHST's housing in NYC is most likely Chirs's place
- Sue-Hwa vunteers for HHST's full time cook assistant
- PSC will organize helpers in two-tier structure. The person who
can serve full time can lead other people.
- meal offering for HHST will be implemented in the form of
"word of mouth", no public annoucement is needed.
- Lama Pema will provide a list of Wan recitation and Sadhana for
Raymond to look for Chinese Version. (e.g. Samantabhadra)
- Will try to arrange time for HHST to meet volunteers, perhaps
during lunch break before afternoon session. Do not make any
announcement yet.
- CYM has very limited housing space for full time volunteers who
need to stay overnight
- BAUS is still waiting for the English promotion materials for their
own newsletter.
- A Chinese web site is set up for PSC's web master to retreive
useful links and Chinese web pages. (https://slpeng.tripod.com/ or
https://members.tripod.com/slpeng/)
- add check box on English registeration form for transporation need
- volunteer registration form design is delayed in order to capture
requirements from different groups.
- Raymond has reserved advertisement right on Chinese newspapers
- Database designer needs to know if there is any specail report
requirement for forms used during the ceremony.
- Shuttle bus information needs to be ready by early May
- Will use Dining Hall and GBH basement for lunch. No tents are necessary
- VIP seats are on the side of stage opposite to the mandala
- perfer to use cushions and bow stools for audience
- Lama Pema will arrange a site visit by end of March to finalize
site arrangement and stuff to borrow from KTC.
- Bruce will contact BAUS for any special video taping support
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Date: Feb. 29 2000
Location: teleconference
People: Lema Pema, Nancy, Shou-Ling
- Chinese translation will be heard from PA instead of FM radio
- If HHST, family and cook stay at Chris's place, it will be much
simplified to find housing/hotel for other lamas. They can take
a cab to Chris's place.
- find email list from Palyul Center, KTD and KTC.
- Lama Norlha invited HHST to visit KTC. They can provide volunteers
during the event and stuff for shrine setup.
- Snow Lion agrees to issue a special report about HHST along with
PSC's ad.
- lay people can provide meal offering (in the form of money) to
HHST during lunch break.
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Date: Feb. 22 2000
Location: teleconference
People: Lema Pema, Nancy, Shou-Ling
- HHST's cook does not speak English. We need at least one
Tibetan house wife as kitchen assistant. The other full
time kitchen assistant can be American or Chinese.
- A general menu should be provided so we can stock up some
non-perishable food.
- CYM abbot would like to invite HHST for lunch on 6/10. Need
to know HHST's dietary constraints in advance.
- make sense to drive up to Boston
- update schedule for 6/5 through 6/13. See below for details
- Ryan Van Meter needs to get web site ready by end of March.
- Lama Pema will provide shrine setup layout and inventory list
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Date: Feb. 16 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- Got confirmation from HHST's office of proposed schedule and
activities
- A cook is coming to take care HHST's dietary needs. Need two
full time kitchen assistants.
- need to prepare for HHST and family to have lunch and rest
during lunch break at CYM on 6/10 & 6/11
- Empowerment for Chinese community is rescheduled to 6/12 so PSC
can schedule a major empowerment on 6/7 & 6/8.
- Tibetan community event is rescheduled to 6/10 evening.
- Lisa Hochman and Bruce will do video-taping of HHST's visit.
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Date: Feb. 9 2000
Location: teleconference
People: Lema Pema, Shou-Ling
- cCinese promotion matrial for BAUS magazine is sent to printer on 2/10.
We provide two phone numbers for information in Chinese: (914)243-2327
and (718) 762-3589, or by email at slpeng@divi.com. When the magazine
comes back, we plan to put an insert with registration form in the copy
before mailing it out.
- Not sure if HHST's cook is coming? Who can prepare Tibetan style
ingredients?
- It might be faster and less expensive to drive to Boston on 6/13
- Empowerment for Chinese community is rescheduled to 6/7 so there
can be four consecutive days for PSC to offer a series of events.
Tibetan community event may be rescheduled to 6/11 evening.
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Date: Feb. 2 2000
Location: NYC
People: Lema Pema, Nancy, Shou-Ling
- Decide tentative schedule for 6/5 through 6/9 (see summary below)
- Lema Pema will come to CYM on 6/3 and/or 6/4 for Shrine set up and
volunteer orientation
- Mandala will be constructed in 6/10 evening
- talk to G.G. for housing resolution
- $80 per ticket, no pre-registration discount
- weekly or bi-weekly conference call to save travel time
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Date: Jan. 12 2000
Location: NYC
People: Lema Pema, Nancy, Shou-Ling
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Date: Dec. 15 1999
Location: NYC
People: Lema Pema, Raymond, Shou-Ling
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Date: Nov. 17 2000
Location: NYC
People: Lema Pema, Michele, Raymond, Emily, Chia, Shou-Ling
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