My phuntsokcholing
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Vrijwilligers Lijst

Volunteers, tasks and responsibilities

LAST UPDATED: November 2022

Vacatures:

Public relations yearly program:

  • 1 Extra main coordinator
  • 1 Social Media Manager

Public relations: external events

  • Several persons to activly start upo this task
  • General coordinator of this group

PCL Shop:
Selling dharma materials to participants during or after events (??)

  • 1 person needed to do this task

General overview of tasks & Volunteers

Tasks / responsibilities are grouped together where it makes sense.
Name in parentheses (name) is the current volunteer.
If you are no longer able to fulfill your task, please notify 2 months in advance and try your best to find a replacement yourself and consult Lama for this through Diether.


Organize events (coordinators: Tjard & Joachim)

  • Update public calendar, assign events to organisers, check PR + website
  • Answer emails from events@ who have questions / comments about the events
  • Make sure the centre is ready to host the event: put cushions, chairs, audio / video equipment,
  • Divide tasks among participants (karmayoga list) and print this to remind during event
  • Arrange facilitators / hosts for the event
  • Purchase tea, coffee, cookies, and other consumables (Martha)

General communication

  • Answer questions about info@, classes, etc. (Diether)
  • Answer emails from events@ who have questions / comments about the events (Tjard)
  • Sangha care (Tjard)
  • Contact person Lama Jigme (Cassandra)

Public relations: yearly program (coördinators: Diether, + Extra New Person)

  • Receive texts from Cassandra and add practical information (times, dates, rules, etc.) (Diether, Tjard)
  • Webmaster: make sure content about classes, events, about us, financials, etc. is up-to-date. (Diether, Tjard)
  • Webinar links need to be created per events and classes (Ruud)
  • Events need to be uploaded to Openstudio (so people can buy tickets) (Diether, Tjard)
  • Create registration emails in Openstudio (with practical details, rules, etc.) (Diether, Tjard)
  • Update public calendar (Tjard)
  • Update our external calendars, program at Boeddhahuis, BUN, Boeddhistisch Dagblad, other groups and organizations (Tjard)
  • Monthly newsletter: ask people for content (Diether)
  • Text correction for newsletter (Ginny)
  • Create flyers, posters, banners and other media to promote events (well in advance) (Diether)
  • Send content to social media manager to be published on social media and advertisements (Diether)
  • Social Media Manager: schedule and publish content and advertisements on social media (Diether)
  • Spreading flyers and announcing events in surrounding neighbourhoods (Renee)
  • Boeddhahuis representative (3x per year), & Heilige Huisjes (Diether)

 

Public relations: external events / media (coördinators: No person yet)

  • Organise external events / exposure in media for Lama Jigme to reach new audiences (Wereldmuseum, gyms, churches, newspaper, magazines, etc.)

Receive and host groups (schools, etc.) (coördinators: Johnny, Renee)

  • Report back for the newsletter and Lama Jigme, what groups did go to the centre? (Diether)
  • Host: Johnny, Renee

Media archive (coordinator: Stefan) 

  • Maintaining the media archive, which contains all video, audio and photos (of lectures Lama Jigme gives) that are being recorded over the years (Stefan)
  • Making sure we have a back-up of this, Lama Jigme has access to his archive (Stefan)
  • Download videos from Zoom after class (monday, wednesday) (Stefan)
  • Rename, upload and categorize videos to Vimeo (Stefan)
  • Add short summary to past videos about the subjects in the teaching (Gerda)
  • For new videos ask the class during the teaching for a short summary (Tjard)

Library (coordinators: Renee, Chris) 

  • Maintaining and organising the library
  • Lending out books to members, remind them to give back books

Cleaning and maintaining the temple (coordinators: Paul, Nelly) 

  • Purchase cleaning supplies, toilet paper, etc. (Helen)
  • Washing blankets
  • Clean thangka’s and altar (Femke)
  • Frequently clean and tidy up the foyer, toilets (Nelly)
  • Maintaining / re-filling first aid supplies (Margo?)
  • Waste management, put containers outside (Esther)

Facilitators (coordinators: Ginny & Nelly)

  • Invite and appoint facilitators to classes and events
  • Organize facilitator meetings to share experiences and wishes of facilitators
  • Training of facilitators according to wishes of Lama Jigme (Diether)
  • During teachings, handle / translate questions, monitor chat (Cassandra)
  • Facilitate and host monday class (Joachim, Helen, Tjard online)
  • Facilitate and host wednesday class (Paul, Nelly)
  • Facilitate and host thursday class (Thijs, Frederique)
  • Facilitate and host open meditation on sunday
  • Facilitate special practices: Chod, Tsok, Phowa
  • Facilitate and host events (Tjard)

Translation  (This group is inactive)

  • Live translation during events (EN -> NL) for participants (Diether, Renee, Margo)
  • Providing the dharma texts to be used during events (Cassandra)
  • Translating dharma materials to dutch for website and events (Ginny, Renee)

Dharma materials (coordinator: Cassandra)

  • Manage and approve dharma materials (Cassandra)
  • Lay-out and print of dharma materials (Ginny)
  • Selling dharma materials to participants during or after events (??)
  • Temple manager: managing the altar and objects in temple (Tjard)

Finance / administration (coördinators: Tine. With help of Aihua, Bob & Michel)

  • Membership administration (Frederique)
  • Process and upload incoming invoices to Exact Online monthly (Bob)
  • Upload bank statements to Exact Online monthly  (Bob)
  • Export Mollie event payments to Exact Online per batch, monthly (Bob)
  • Pay incoming invoices (Tjard)
  • Refund members after events (Tjard)
  • Communication with accountant Bassant (board)
  • Seek out and arrange legal / fiscal advice (board)
  • Check and approve yearly financial report (Tine)

IT and audiovisual equipment (coordinators: Peter-Jan, Diether & Tjard back-up)

  • Manage email, groups and connect mailboxes for volunteers (Peter-Jan)
  • Give access to shared drives: finance, coteam, board, etc (Peter-Jan)
  • Manage domain names and web hosting contracts (Peter-Jan)
  • Manage live translation server (Peter-Jan)
  • Maintain and manage audiovisual equipment (speakers, camera’s, laptops, recording equipment) (Peter-Jan)
  • Technical assistance to volunteers (bookkeeping, webinars, etc.) (Peter-Jan)

Building / location management (coordinators: Paul / Emiel)

  • First contact person Woonbron, gemeente Rotterdam
  • Manage heating schedule for events and classes
  • Incident management, communication with contractors
  • Maintain technical installations (heating, electricity, internet, etc.)
  • General repair and maintenance
  • Key management (Tjard)
  • Manage and renew contracts for internet, insurance, electricity, etc. (board)