Vrijwilligers

Vrijwilligers, taken en verantwoordelijkheden

Laatste update: June 2024

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: Diether & 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

General communication

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

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

Webmaster: make sure content about classes, events, about us, financials, etc. is up-to-date. (Diether)
Webinar links need to be created per events and classes (Ruud)
Events need to be uploaded to Openstudio (so people can buy tickets) (Diether)
Create registration emails in Openstudio (with practical details, rules, etc.) (Diether)
Update public calendar (Diether)
Update our external calendars, program at Boeddhahuis, BUN, Boeddhistisch Dagblad, other groups and organizations (Vancant)
Monthly newsletter: ask people for content (Diether)
Text correction for newsletter
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 (Vincent)
Spreading flyers and announcing events in surrounding neighbourhoods
Boeddhahuis representative (3x per year), & Heilige Huisjes (Diether)

Public relations: external events / media (Vacant)

Organise external events / exposure in media for Lama Jigme to reach new audiences (Wereldmuseum, gyms, churches, newspaper, magazines, etc.)
Keeping press and contact list updated

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

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

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 (Diether)

Library (coordinators: Vacant)

Maintaining and organizing 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. (Paul)
Washing blankets
Clean thangka’s and altar
Frequently clean and tidy up the foyer, toilets (Nelly)
Maintaining / re-filling first aid supplies
Waste management, put containers outside

Facilitators (coordinators: Jason)

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 (Vacant)
Facilitate and host monday class (Jason, Joachim)
Facilitate and host wednesday class (Paul, Nelly)
Facilitate and host thursday class (Diether)
Facilitate and host open meditation on sunday (various)
Facilitate special practices: Chod, Tsok, Phowa (Judith, Paul)
Facilitate and host events (Vacant)

Translation

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

Dharma materials (coordinator: Diether)

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

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

Membership administration (Tine)
Process and upload incoming invoices to Exact Online monthly (-)
Upload bank statements to Exact Online monthly (-)
Export Mollie event payments to Exact Online per batch, monthly (-)
Pay incoming invoices (Aihua)
Pay member expenses declarations (Aihua)
Issue out coming invoices (Aihua)
Refund members after events
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: Diether)

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

Building / location management (coordinators: Paul)

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 (Paul)
Manage and renew contracts for internet, insurance, electricity, etc. (board)

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