Tai Chi for Health Institute Board Meeting Minutes

 

SPECIAL MEETING held 12.00 GMT on 20th September 2015 via Go To Meeting PRESENT:   Raymond Tang Ching Lau (Chair) Philo Kaarma Carolyn Hotchkiss (Vice Chair) Jocelyn Simpson Dr Paul Lam (Director)  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting; Apologies had been received from Mark Hoyle, Margaret Brade and Rani Hughes.  

  1. AGENDA

It was noted that this was a single agenda meeting called by the Chair and Vice Chair to consider the results of the investigations and the update on the actions from the Special Item discussed at the meeting of 13th September 2015 and to update the Board on some member resignations.  

  1. SPECIAL ITEM UPDATE

The three actions agreed at the 13th September meeting are shown in italics below: (a)       The Chair and the Treasurer were tasked with exploring the time-line of events and the details of the communications to fully understand any errors and bring back the result of their investigation and any recommendations for improvements to the next meeting. The Chair and Treasurer confirmed they had investigated the situation and reported they were satisfied there had been no misappropriation of funds and no intention to misappropriate funds. There had been some miscommunication and misunderstanding. It was agreed to avoid any such miscommunication in the future that all financial matters would be checked through the Treasurer who would ensure clarification with documentation (quotes, invoices etc.) before circulation. The following proposition was put forward and unanimously AGREED that: The Board has investigated the issues and accusations and is satisfied that there has been no misappropriation of funds. The Board is also satisfied that the formal processes are sound and were reassured by the fact that the Institute is fully audited annually as a non-profit organisation. The Board wished to add that there was no evidence of any improper behaviour by any member of staff. (b)       That as part of the above the Vice Chair would pursue a conversation with the originator of the emails regarding the accusations. It was reported that a number of concerns had been expressed from members about being copied into the email exchanges. The conversation had taken place and actions agreed. (c)       To establish some clear communication protocols for the future. M Brade to develop. These were still under development.  

  1. BOARD MEMBERSHIP

It was noted that a letter of resignation from Membership of the Board had been received from Marty Kidder and the Board had accepted this. It was also noted that a letter of resignation from Membership of the Board had been received form Shelia Rae and the Board had accepted this. Thanks were recorded to both Marty and Shelia for work done over the years for the TCHI.  

  1. NEXT STEPS

It was agreed there would be a communication with MT and ST members. This would ensure all those who had been copied in one way or another received the Board response. Vice Chair to action. It was also unanimously agreed to encourage members to feel they could always bring concerns to the Board so they can be resolved in an appropriate and timely manner   5          DATE OF NEXT MEETING The date of the next scheduled meeting was agreed as 4th October 2015 via VOIP Conference Call via GoToMeeting.   The meeting closed at GMT 12.40 Minutes Margaret Brade via recording  

 

MEETING held 12.00 GMT on 13th September 2015 via Go To Meeting                                                                                                 PRESENT: Raymond Tang Ching Lau (Chair) Shelia Rae Carolyn Hotchkiss (Vice Chair) Jocelyn Simpson Mark Hoyle (Treasurer) Rani Hughes Margaret Brade (Secretary) Philo Kaarma Dr Paul Lam (Director) Marty Kidder (part only)  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting; there were no apologies. Mark advised Elissa had agreed to attend future meetings – July, Oct, Jan and April.  

  1. MINUTES OF LAST MEETING

It was noted that the recording had failed again. The minutes of the meeting of 2nd August 2015 were proposed by Sheila Rae and seconded by Raymond Tang Ching Lau and agreed unanimously. An issue was raised regarding non-MT members of the Board not being familiar with some of the issues and discussions as they took place within MT circulations. It was AGREED that all members of the Board should be included on MT general circulation lists Dr Lam to action.  

  1. MATTERS ARISING (not otherwise on the agenda)

3.1       Special Item: It was agreed to take a special item ahead of the main agenda. This regarded a series of emails that were circulating relating to alterations to the website in response to MT requests. The proposed alteration regarded workshop organisers being able to contact registered participants and this would require some recoding on the site. It was noted for context that this was following a previous arrangement set out by Dr Lam that if enough MT’s wanted a change to the website that was separate to the priority list that was being worked through it could be undertaken through them paying the cost of the requested alteration. It was confirmed by the Treasurer that the invoice from Zweb indicated the actual cost of the change involved was $238. Following discussion it appeared there had been confusion and errors in communication. There were strong reassurances from the Treasurer that this was a genuine error and that there had been no misappropriation of funds. He also confirmed all monies received had been repaid in full. It was further noted that that staff had been deeply upset by the public accusations of dishonesty in the emails. It was further unanimously AGREED it was important to learn any lessons from this situation and as such the following actions would be taken: (a)       The Chair and the Treasurer were tasked with exploring the time-line of events and the details of the communications to fully understand any errors and bring back the result of their investigation and any recommendations for improvements to the next meeting. (b)       That as part of the above the Vice Chair would pursue a conversation with the originator of the emails regarding the accusations. (c)        To establish some clear communication protocols for the future. M Brade to develop. 3.2       Conferencing: WEBEx as an alternative conferencing facility – no update 3.3       Discussion TCA 2 & TCE 2: It was agreed to request the Director to develop a more detailed curriculum towards this becoming formerly accredited. 3.4       Website Update: No report due to time.  

  1. INSTITUTE GOVERNANCE & ADMINISTRATION

4.1       Membership (Mark Hoyle) Membership up to the end of August 2015 was confirmed as: Premier: 237 – Senior Trainers: 87 – Master Trainers: 57 It was noted that information on total numbers on the database still to be clarified. 4.2       Finance Report (Mark Hoyle): Papers had been circulated prior to the meeting noting the total funds available (in bank account & PayPal account): $9,476.48 4.3       Income streams: discussion to include MT discussions and Certificate printing delayed to the next meeting. 4.4       TCHI By Laws: No report from the review at this meeting due to timescales. CH to report back in due course.. 4.5       Board membership: A proposal for a new Board member was mentioned. It was agreed the CV to be circulated to allow time for consideration.  

  1. INSTITUE SUB COMMITTEES

5.1       Harmonization Committee: CH reported there were some issues being considered and would be reported to the Board when appropriate. 5.2       Promotion & Resources: No Report 5.3       Research & Development: No Report 5.4       Training & Education: The ST and MT training to be recirculated for discussion at the next meeting.   6          ANY OTHER BUSINESS 6.1       October Agenda: Possible guidelines for MT’s for charging for workshops in response to queries.   7          DATE OF NEXT MEETING The date of the next meeting was agreed as 4th October 2015 via VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 13.40 Minutes Margaret Brade  

 

 

MEETING held 12.00 GMT on 5th July 2015 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair)           Shelia Rae Carolyn Hotchkiss (Vice Chair)                 Philo Kaarma Mark Hoyle (Treasurer)                               Marty Kidder Margaret Brade (Secretary)                        Jocelyn Simpson Dr Paul Lam (Director)  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Rani Hughes It was noted that the meeting planned for June had not taken place. It was suggested Elissa be invited ot attend these meetings quarterly – July, Oct, Jan and April. Chair to follow up.

  1. MINUTES OF LAST MEETING Corrected some detail from the recording and then the minutes of the meeting of 3rd May were proposed by Sheila Rae and seconded by Marty Kidder and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda)
    1. Discussion Points TCA 2 & TCE 2: Issues around these not being certification programs and consequently who could teach them; concerns around them being taught safely and within remit of MT’s. Also noted that the fact it is not a certified program can work against getting funding support. Following discussion it was agreed to consider making it a certificate program listed on the website in a similar way to Falls Prevention; Dr Lam to consider further and proposals to be developed and consulted with MT’s.
    2. Relationship of TCHI to Dr. Paul Lam: Agreed there was some limited confusion around this so agreed to record some statements in the minutes for clarity and future reference.Dr Paul Lam’s TCHI: TCHI is a non-profit Institute whose primary concern is providing the infrastructure to enable training for good quality and certified tai chi graduates, the MT’s. Following graduation MTs run their own workshop, responsible for its loss of profit.For example it is like a University concerned at training good graduates in their field; once they are qualified and graduated they use that training to progress their own careers as an MT do by developing and delivering tai chi workshops. Dr Paul Lam’s TCP: was created to produce instructional material for TCH programs. It is like a resource producer / provider with a connection to but with no direct financial relationship to TCHI.For example like a textbook provider will have a connection to the University so as to ensure the right resources are produced and available for the courses being taught. It is a supportive relationship, however there is no direct financial relationship with a University. Dr Paul Lam’s workshop:  Dr Lam conducts MT training workshops in the same way as MT’s conduct their workshops; so as with all MT’s Dr Lam takes the financial responsibility for any loss or profit. It does not have anything directly or financially to do with TCHI. The annual workshop is one of Dr Lam’s workshops and was created to develop everyone’s tai chi (it was never limited to TCH activities). To ensure clarity all materials and products are copyrights to Dr Lam, for example the annual workshop has the name “Dr Paul Lam Annual Tai Chi Workshop”. To continue the University analogy it is like a Senior Professor from the University personally running a workshop for post-graduate work. Post Graduate: All workshops, by Dr Lam or any MT are asked to positively promote TCHI as the Institute that provides the structure and certification that makes it all possible; also to support it financially where possible. As part of this Dr Lam has and continues to voluntarily donate money to support the Institute, some of which will come from his workshop profit. To continue the analogy, a University is often helped to survive and particularly to develop through support from their alumni, through such as membership, certifications and also donated funds.

  1. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

Membership up to the end of June 2015 was confirmed as: Premier: 240, Senior Trainers: 84, Master Trainers: 61 Information on total numbers on the database to be clarified   4.2 Finance Report (Mark Hoyle) The Bank Balance was currently $451.30 It was noted that $991 transfer was for Madame P scholarship. $895 home gym transfer, money for Jim Starshak re American Physio registration costs   Website Development: It was noted that the agreed commitment is $20,000 (Nov 14 Minutes). The Treasurer was currently paying this at $1,500 per month and Elissa was monitoring; as at the 30/6/2015, we still owe Paul $14,000 and with this schedule the last payment will be in April 2016. It was also noted that the background paperwork would be shared together with ensuring the correct invoicing is in place to enable a clear audit trail. Revenue & Expenditure:  There was a discussion noting the importance of understanding the true costs of the institute and the following points were noted:

  • The payment for the website above noted.
  • The monthly payments of $2,048 to TCP for admin support had been agreed back in 2014. It had been noted that these were likely to be an underestimate of true costs of running the Institute so I was agreed it is important to have the information on this figure. Also to ensure there is the necessary paper trail.

  It was AGREED that Mark would bring best estimates re actual running costs for TCHI to the August meeting.   Membership: Dr Lam updated that the web engineer will be able to confirm the fee required to update the website with membership tracking and dues payment capability in mid July.  He would share with the board the details in the Aug board meeting. Marty noted the importance of understanding the instructor numbers as it has clearly reached many more thousands than the current number on the database. It was agreed that the details of the membership for all instructors with the membership fees as a steady source of income for TCHI be further discussed in the Aug board meeting, after the web upgrade feasibility was being confirmed. Other Funding: Agreed it was also important to look at funding beyond membership – to discuss at the June workshop and keep on agenda.  

  1. TCHI Headed NotepaperIt was noted that Headed Notepaper had been prepared and agreed for TCHI use from July 15 onwards.
  2. Website Update

Due to time not discussed and update at the next meeting.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: No report.
    2. Promotion & Resources:  No Report
    3. Research & Development: No Report
    4. Training & Education: ST Training Sub-Committee – Marty reported that the sub-committee had a completed course recommendation ready to be circulated to the Board before the next meeting.

 

  1. ANY OTHER BUSINESS
    1.  Partnership Working: A proposal to work in partnership with another agency in relation to TCHI certificate programmes was to be checked in relation to the By-Laws. Carolyn and Marty to check.
  2. DATE OF NEXT MEETING The date of the next meeting was agreed as 2nd August 2015 via VOIP Conference Call via GoToMeeting.

  The meeting closed at GMT 13.07 Minutes Margaret Brade   MEETING held 12.00 GMT on 3rd May 2015 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair)           Jocelyn Simpson Mark Hoyle (Treasurer)                               Shelia Rae Margaret Brade (Secretary)                        Marty Kidder  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. It was noted that the meeting planned for April had not taken place due to difficulty with the Meeting software. Apologies noted from Dr Paul Lam (Director), Carolyn Hotchkiss (Vice Chair), Rani Hughes and Philomena Kaarma It was agreed that it would be helpful to have Elissa at these meetings. Raymond would check with Dr Lam if this would be possible, maybe regularly or quarterly.

  1. MINUTES OF LAST MEETING Corrected some detail from the recording and then the minutes of the meeting of 1st March were proposed by Sheila Rae and seconded by Marty Kidder and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda) None
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

Membership up to the end of March 2015 was confirmed as: 62 MT’s – 76 ST’s – 370 Premier Members – 4,900 Certified Instructors Mark to check with Elissa on how these numbers are counted – are all included in the 4,900 or is total plus MT & ST so 5,400. Also to check on double counting issues so we could get an accurate number. It was agreed there was a need to clarify the above numbers, and also consider the hidden list of instructors who have not updated and consider actions to respond to this.   4.2 Finance Report (Mark Hoyle) The Bank Balance was currently at $9,983.74. Website Development; The Debt of $20,000 to Dr Lam as the Institute’s contribution to the website was being paid regularly now and had reduced to approx. $15,000. It was noted Elissa was monitoring this and full details would be brought to the next meeting. Revenue & Expenditure:  There was a discussion to consider the identified shortfall of income for the institute: Membership: Paper looking at an annual fee from all members for a package that would include being listed on the website plus other incentives such as product was discussed. The following points were noted:

  • Time spent chasing payments needed to be reduced. It was noted that everyone was on automatic payments but currently through Paypal – which is a failure point as it expires and then people need to be chased up. Looking at alternatives was to pay through a third party / card was felt to be important to progress.
  • Need to consider what else would work as incentives;
  • Could consider Dr Lam’s newsletter – for example getting a starter / selected articles of general interest for free and then the rest of more specialist articles of the newsletter restricted to paying members; left for Dr Lam to be present to discuss if possibilities / options.
  • Would be good to consider simplifying the range of members as part of this.
  • Good to encourage recertification through keeping track of members and current instructors, perhaps with some automatic email remainder and survey to promote but also to understand why people do not recertify. It was AGREED Raymond to pursue mechanics and contents with Dr Lam and update the Board
  • Again noted importance of understanding the numbers as clearly reached many more thousands than the current number on the database.

AGREED to ask Dr Lam to start to explore costs of going ahead with the proposals as part of further discussions.

Other Funding: Agreed it was also important to look at funding beyond membership – to discuss at the June workshop and keep on agenda.  

  1. Website Update

Noted Paul was progressing and would update further at the next meeting. It was noted that there was an issue around instructors not being listed on the website because listing works around having an email. It needs to be able to list by some other method – name / membership number / where emails are shared etc. (Noted a false email can be used as a work around). Noted a lot of issues still to be addressed for the website, including double listings, user friendliness, search etc.. However costs are not known in relation to these various issues so to give feedback to Dr Lam so he has all the information for consideration.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: No report.
    2. Promotion & Resources:  No Report
    3. Research & Development: Raymond noted a new study in the UK to do a study on tai chi and osteoporosis. Raymond will update if progresses.
    4. Training & Education: ST Training Sub-Committee – Marty reported that good progress being made – four groups looking at the general areas and expect to have a rough draft for the June meeting and before the June workshop.

 

  1. ANY OTHER BUSINESS
    1. ST Emeritus Position: not discussed as Dr Lam not present. . Margaret noted post meeting6.2 June Workshop: All wished well for the June workshop and to hopefully use it to get further feedback from participants.
  2. DATE OF NEXT MEETING The date of the next meeting was agreed as Sunday 7th June 2015 via VOIP Conference Call via GoToMeeting.

  The meeting closed at GMT 12.55 Minutes Margaret Brade via recording. MEETING held 11.00 GMT on 1st March 2015 via Go To Meeting                                                                                                   PRESENT:  Raymond Tang Ching Lau (Chair)           Rani Hughes Carolyn Hotchkiss (Vice Chair)                 Philomena Kaarma Dr Paul Lam (Director)                                Jocelyn Simpson Mark Hoyle (Treasurer)                               Shelia Rae Marty Kidder.

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. .Some people had difficulty access the Go To Meeting software so apologies were noted from Margaret Brade

  1. MINUTES OF LAST MEETING The minutes of the meeting of 1st February were proposed by Jocelyn Simpson and seconded by Philo Kaarma and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda) None
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

A report was still not available as there had been many issues relating to late payments and a lot of time was being spent chasing and sorting this out. It was expected the picture would be clearer within the month and a report would be brought to the April meeting including considering issues of payment methods (Paypal etc.) and reasons for non-payment. A letter was being prepared by Dr Lam to go to all to remind them that the Institute depends on these fees and prompt payment would be helpful to avoid unnecessary costs being incurred in chasing payments. 4.2 Finance Report (Mark Hoyle) The Bank Balance was currently at $13,205 but after deductions for a scholarship and agreed monthly costs it left a working capital of $10,157. Two issues required attention: Website Development The estimated costs for this were $50,000 and this had been paid by Dr Lam, which was an increase from the previous estimate of $30,000. It was AGREED that the Institute would continue to work to pay $20,000 towards the costs and in instalments as previously agreed (see November 2014 Minutes). It would also look to pay more in the future when the revenue scheme was increased. Revenue & Expenditure: Last year had shown revenue of $39,580 from membership and certificate fees and expenditure of $36,215. However the realistic expenditure costs were estimated to be $56,000.  Paul was continuing to subsidise to avoid an increase in fees at this point but there was a need to plan to increase revenue for the future. It was noted that this would require an additional $20,000 a year, in addition to the one off monies due on the website development. It was agreed to discuss further at the next meeting when the detailed information was available and some scenarios can be considered regarding fees, certificate costs and other possible revenue streams. It was noted that certificate costs were an important part at $18,000 with membership fees at $21,400. Bank Signatory: It was noted that Gordanna had resigned her position and the Board wished to confirm that Ellissa Micallef replace Gordana as an official signatory to the Bank accounts from this date. Proposed by Mark Hoyle and seconded by Philo Kaarma and agreed unanimously. Tai Chi Scholarship:  A generous scholarship amount of $1,000 had been received from Madam Park.  to be given to an individual selected by Dr Lam. This had been done and would be given in the next few weeks. Thanks were recorded to Madam Park. It was agreed to deal with single scholarships by recording in the minutes.

  1.  AGM & Board Membership

All documents were ready for filing.  Board Membership was completed as Rani Hughes was duly elected.

  1. Website Update (Dr Paul Lam)

This was now becoming more functional. Paul was beginning discussions with MT’s around required functionality for the future and how it can be afforded.

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: Some issues raised by an MT via email was outstanding and will be responded to. Carolyn confirmed there was nothing further to report.
    2. Promotion & Resources:

Endowments – Marty noted that there were some opportunities that could contribute to revenue for the future. For example for a reputable agency being the sole representative of programmes in an area and the Institute could have a role in ensuring guidelines for fair administration and distribution. The proposal would be circulated to be considered further at the next meeting.

  1. Research & Development: No Report
  2. Training & Education: MT Sub-Committee –progressing well and will be brought to a future meeting.ST Training Sub-Committee – Marty noted the membership was in place with Pat Cusack as Chair and this was also progressing well. A further report would be brought to the April meeting.  Go to Meeting software to be shared.
  1. ANY OTHER BUSINESS ST Emeritus Position – not discussed due to failure of the internet.
  2. DATE OF NEXT MEETING The date of the next meeting was agreed as Sunday 5th April 2015 via VOIP Conference Call via GoToMeeting.

The meeting closed at GMT 12.55 Minutes Margaret Brade via recording. MEETING held 11.00 GMT on 1st February 2015 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair)           Marty Kidder Carolyn Hotchkiss (Vice Chair)                 Philomena Kaarma Dr Paul Lam (Director)                                Jocelyn Simpson Margaret Brade (Secretary)                        Shelia Rae

  1. WELCOME & APOLOGIES

Carolyn welcomed all to the meeting and it was agreed to proceed without the usual screen display of the agenda and minutes or the recording due to some issues with Go To Meeting technology. Apologies were noted from Rani Hughes and Mark Hoyle (Treasurer)

  1. MINUTES OF LAST MEETING The minutes of the meeting of 4th January 2015 were proposed by Marty Kidder and seconded by Philo Kaarma and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda) None
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

Report to be available to the March meeting 4.2 Finance Report (Mark Hoyle)   No report but noted agreement from January that Mark would produce a full report in February to consider future planning and budgets and that this would be discussed along with ideas for longer term plans to increase the revenue base at the March meeting.

  1. AGM & Board

AGM – The Chair reported that the AGM had been held as required during the January workshop and Philo had taken notes. He would ensure that the minutes together with a Financial Report from the Treasurer Mark were made available for the office staff to submit to the Australian authorities to ensure compliance with requirements. Board Membership – Carolyn Hotchkiss reported that regarding the MT & ST Representatives on the Board Jocelyn Simpson had been re-elected and that Rani Hughes election was in progress.

  1. Website Update (Dr Paul Lam)

Confirmed this was progressing well and he was continuing to liaise to return all functionality and improve. It was noted that most of the functionality required was for MT’s and this was far more expensive than could be covered through the membership fees. [Noted post meeting most changes take 5-10 hours minimum costing around USD$500-1000 and many more. It was agreed that Marty would continue to gather a list of comments and requests regarding functionality from MT’s so that this could be better understood and costed. Decisions could then be made about how to progress this.  

  1. INSTITUE SUB COMMITTEESThe Chair confirmed he was continuing to contact Chairs of the sub-committees to get a report on membership and meeting activity from each as agreed and would update further for the March meeting.
    1. Harmonization Committee: Nothing to report.
    2. Promotion & Resources:

Ageing Conference in March – noted this year there would be a number of MT’s teaching and providing promotional literature but no presentation due to cost. Endowments – Also noted consideration to be given to accepting endowments; Dr Lam agreed  to refer to the Treasurer for consideration.

  1. Research & Development: No Report
  2. Training & Education: CEU’s – Issue of reimbursements due to Jim Starshak being dealt with by the Treasurer.Competency Framework –  Following the January workshop it was reported that a Framework was being considered for MT’s and ST’s and would be brought to the Board at a later date. (Chair)ST Training Sub-Committee – Following the invite for people to volunteer to participate there had been 19 excellent quality responses which were welcomed as really positive.      A core group of six and the leads within the group were selected and it was agreed Marty would approach those selected to form the sub-committee. It was further agreed that to harness the enthusiasm and experience the sub-committee would work with all those who had put their names forward by breaking the work up into parts to be progressed by sub-groups.  Marty will confirm the final grouping and progress at the March meting.

 

  1. ANY OTHER BUSINESS
    1. New Master Trainers: The Board recorded congratulation to the following new MT’s and welcomed them to the TCH Institute:

Amatullah Bahaziq; Tamara Bennett; Linda Ebeling; Cathi Knauf; Rohan Muthumula (Still in process of completing his training); Lorraine Noval; Julie Oberhaus; Becky Rahe; Mike Soric; Hei Takarable (still in process of completing his training). Dr Lam noted it was an excellent and very enjoyable training and the assistants really put in a huge amount of effort and goodwill.  The Board wished to record thanks to: Participating ST’s Denise Soric, Hazel Thompson and Simon Yuen; and Assistant MT’s  Fiona Black, Tang Ching Lau, Jennifer Chung, Janet Cromb,  Rani Hughes, Marty Kidder, Maureen Miller and Nuala Perrin.

  1. Sydney Workshop:Thanks were recorded to Dr Pau Lam for the very successful workshop and both the learning and the good fun enjoyed.6.3       Discussion Points: some issues had been raised by an MT via email and would be circulated by Raymond to the Board for consideration and discussion in March.
  2. DATE OF NEXT MEETING The date of the next meeting was agreed as GMT + 8 Sunday 1st March 2015 via VOIP Conference Call via GoToMeeting.

  The meeting closed at GMT 13.05 Minutes Margaret Brade MEETING held 11.00 GMT on 4th January 2015 via Go To Meeting                                                                                                   PRESENT: Carolyn Hotchkiss (Vice Chair) Philomena Kaarma Mark Hoyle (Treasurer) Shelia Rae Dr Paul Lam (Director) Rani Hughes Margaret Brade (Secretary) Jocelyn Simpson  

  1. WELCOME & APOLOGIES

Carolyn welcomed all to the meeting and it was agreed to proceed without the usual screen display of the agenda and minutes or the recording due to some issues with Go To Meeting technology. Apologies were noted from Raymond Tang Ching Lau (Chair) and Marty Kidder.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 7th December 2014 were proposed by Shelia and seconded by Rani and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda) None
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

Mark confirmed the work on clarifying membership and collecting the annual payments was progressing well. It was anticipated that by end of January the membership situation would be clear and a report would be produced as soon as possible. 4.2 Finance Report (Mark Hoyle)   Bank balances as at end December: General account balance was $1,533.74; Pay Pal account balance $5,463.16. It was noted that monies were still due to TCP for December monthly administration fee ($2,048) and also to Jim Starshak for the USA PT registration ($600+). In addition the payments agreed to Dr Paul Lam regarding the Institute’s contribution to the website costs had not commenced yet. It was agreed that Mark would produce a full report in February to consider future planning and budgets and that this would be discussed along with ideas for longer term plans to increase the revenue base at the March meeting.

  1. Board Compositions (Carolyn Hotchkiss)

Following the By-Laws the following was confirmed and agreed. It was also noted that at least 3 Board members need to be Australian as it is a NSW Registered organisation.

Appointed Members (One Instructor and One Student): The Director Dr Paul Lam confirmed his wish to reappoint the following board members: Carolyn Hotchkiss (Instructor) and Philomena Kaarma (Student) for the 2 year term. This was unanimously supported.

  • Nominated and Board Approved Members; The Director Dr Paul Lam re-nominated the two expert members for the Boards approval.Carolyn Hotchkiss proposed and Philomena Kaarma seconded that Mark Hoyle be re-elected for a four year term and this was agreed unanimously.Philomena Kaarma proposed and Margaret Brade seconded that Marty Kidder be re-elected for a four year term and this was agreed unanimously.
  • MT & ST Representative: New elections required for two or three.MT members to be elected by MT’s from each of the three regions: US / Canada currently Shelia Rae, Europe / Asia currently Raymond Tang Ching Lau, and Australia / NZ / Other currently Rani Hughes.

It was agreed that one would stand for re-election at this time and that this would be Rani Hughes. It was further agreed that if a majority of MT’s from the Australia / NZ / Other Region were present at the January workshop this could be dealt with effectively at that event.

ST two members elected by ST’s and agreed that one would stand for re-election at this time and this would be Jocelyn Simpson.

It was further agreed that Carolyn Hotchkiss as Vice Chair would propose both Rani and Jocelyn stand unopposed at this time to maintain the continuity and effectiveness of the Board during this developmental stage of the Institute.

  1. Website Update (Dr Paul Lam)

Confirmed this was functioning and he was liaising regarding final developments. REMINDER to all Board members to send photos for the website   4.5 By Laws:  A resolution was agreed unanimously that prior to purchasing or contracting to purchase any item costing more than $10,000  the Director and Treasurer should obtain three quotes. Exceptions to this shall only be considered for supply of services or equipment where the importance of standardisation or the unique specialised suitability of a supplier renders further competition impractical or where there can be shown to have been extreme urgency requiring expedited processing.  

  1. INSTITUE SUB COMMITTEESIt was noted that the Chair was arranging to get a report on membership and meeting activity from each sub-committee as agreed in December and this update would be an agenda item for the February meeting
    1. Harmonization Committee: Nothing to report.
    2. Promotion & Resources:  No Repot
    3. Research & Development: No report.
    4. Training & Education: Awaiting general update as advised some groups were not meeting.Issues raised by Jim Starshak (see December minutes) were still to be discussed at the January workshop (if attending) or separately.

 

  1. ANY OTHER BUSINESS None
  2. DATE OF NEXT MEETING The date of the next meeting was agreed as GMT + 8 Sunday 1st February 2015 2015 via VOIP Conference Call via GoToMeeting.

  The meeting closed at GMT 11.40 Minutes Margaret Brade   MEETING held 12.00 GMT on 7th December 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Philomena Kaarma Mark Hoyle (Treasurer) Shelia Rae Dr Paul Lam (Director) Rani Hughes Margaret Brade (Secretary) Jocelyn Simpson  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies were noted from Carolyn Hotchkiss and Marty Kidder.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 2nd November 2014 were proposed by Shelia and seconded by Raymond and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda) None
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership

Mark confirmed the website was now working in this respect and was now being updated from May. Reports would be produced as soon as possible.  It was anticipated that by end of January the membership situation would be clear. 4.2 Finance Report: (Mark Hoyle) Bank balances as at end November: General account balance was $796.74; Pay Pal account balance $2719. Monies due to TCP for administration monthly were up to date. However Jim Starshak was owed $600+ for the USA PT registration and TCP approx. $2200 for certificates costs. The current situation would mean either a break even or small surplus but this would only be achieved through general support for development and a subsidy of around $15,000 a year from Dr Paul Lam. Overall it was now clear that the costs are greater than expected receipts which left the Institute still reliant on the continued support and subsidy from Dr Paul Lam. This was particularly with regard to the website costs for development and generally. It was also noted that payments to TCP were quite complex and would likely take some time to unravel and reduce. It was noted that membership and certificate fees were limited in potential growth in the near future. The Board recorded their thanks for Dr Lam’s continued support giving the Institute time to develop. It was agreed that all Board members should consider options and possibilities for longer term plans to increase the revenue base to ensure continued service to members. Further discussion agreed for the January meeting. 4.3 AGM: It was confirmed that the AGM would be held in January 2015 as agreed. Raymond to prepare the agenda and reports would be given by Carolyn Hotchkiss, Mark Hoyle on Finance and Paul Lam on the website. 4.4 Website & Certificate Production & Charging: Website now nearing completion and there would be no change in the way certificates are done. It  needed staff input to finalise and Dr Paul Lam confirmed that the role of CE of TCP was currently vacant but recruitment was ongoing for the New Year.   4.5 By Laws:  Repeat: It was agreed for TCHI in future that any item costing more than $10,000, three quotes should be obtained as good practice and to enable more input into the decisions. Issue of difficulty between quotes and actual costs in these areas noted! ACTION: To ask Carolyn to consider as an addition to the by-laws or to simply adopt as a principle.  

  1. INSTITUE SUB COMMITTEESIt was agreed that clarity on membership and more regular reporting was needed from the sub committees; to check with Carolyn re any relevant procedures etc. for sub-committees. It was agreed that the Chair would write to each sub committee to confirm Chair and membership and to request a report and update.
    1. Harmonization Committee: Nothing to report.
    2. Promotion & Resources:  No Repot
    3. Research & Development: No report.
    4.     Training & Education: Jim Starshak – recommendation that each USA MT pay a $50 fee again through Pay Pal to be able to issue TCHI CEUs/CECs in 2015.  This was agreed in principle and all details to be discussed when Jim attends the January workshop.

 

  1. ANY OTHER BUSINESS None
  2. DATE OF NEXT MEETING The date of the next meeting was agreed as Sunday 4th January 2015 Meeting Medium: At January Workshop plus via VOIP Conference Call via GoToMeeting.

  The meeting closed at GMT 12.40 Minutes Margaret Brade MEETING held 12.00 GMT on 2nd November 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair)           Philomena Kaarma Jocelyn Simpson                                         Shelia Rae Dr Paul Lam (Director)                                Rani Hughes  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies were noted from Carolyn Hotchkiss, Marty Kidder; also noted apologies from Margaret Brade and Mark Hoyle who had connection issues.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 5th October 2014 were proposed by Philo and seconded by Raymond and agreed unanimously.Noted TCHI website had not displayed recent minutes and to check they were loaded as soon as possible. [Margaret confirmed post meeting these were already sent to the manager once approved after each meeting.]
  2. MATTERS ARISING (not otherwise on the agenda) None
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership

Repeat: As Mark was not present and the information was still not available from the website there was no report. This had caused a problem since May and reports would be produced as soon as possible. 4.2 Finance Report: (Mark Hoyle written report) General account balance was $2572.22; Pay Pal account balance $371.33. Monies due to TCP for administration, not paid since June, had been calculated as $2048 per month as reasonable, but still felt to be less than the true cost. All costs are now paid to end of October 2014 4.3 AGM: No update as Carolyn not present.

  1. Website & Certificate Production & Charging: Dr Paul Lam confirmed the new website team was still one or two weeks from completingIt was reported that the costs of the first team that had failed to deliver had been $10,000 and Dr Paul Lam agreed to stand these costs as they were his decisions.It was reported that costs of the current team were currently around $30,000 and expected to be $40,000 in total.Dr Paul Lam agreed to stand the costs of the additional staff time and proposed TCHI pay 50% towards the actual costs, agreeing to accept payment over a period of time.It was proposed by the Chair and agreed by all present that TCHI pay $20,000 towards the new website. The Treasurer would be asked to work out a repayment schedule that is appropriate and manageable; further that Dr Paul Lam be thanked for standing the costs to date and for agreeing to repaid over timeFurther details would be brought to the Board to understand ongoing costs for future budgeting. However noted in relation to website the aim would be to have separate websites in the future to avoid these issues. 4.5 By Laws:  It was agreed for TCHI in future that any item costing more than $10,000, three quotes should be obtained as good practice and to enable more input into the decisions. Issue of difficulty between quotes and actual costs in these sort of areas noted! ACTION: To ask Carolyn to consider as an addition to the by-laws or to simply adopt as a principle. 4.5 Workshops:  Not discussed. 4.6 Renewal of CEU Annual Payment:  It was agreed that TCHI should reimburse Jim Starshak to renew the CEU membership for a further year to enable MT’s to continue to benefit. It was further agreed that Raymond would ask Jim and the Treasurer to liaise to sort out payments, and Dr Lam to ensure link on the website.  
  2. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: No report
    2. Promotion & Resources:  Dr Paul Lam reported:
  3. ASA keen to have an update for Tai chi next year and some MT’s and ST’s confirmed for this.

–           Marty requested the Board to consider the formation of a new subcommittee to consider funding for TCH programs especially in the USA, with the following aims: 1. Prepare and maintain a list of regional points of contacts who we would reach out to when grants money or workshops are available in their area. 2. Prepare a ‘boilerplate’ package that highlights our program advantages, addresses the grant requirements and allows us to be proactive when grants money becomes available. Marty also confirmed he had a number of volunteers in all the major regions of the States to serve on this committee and two experienced grant writers, Bev Roberts and Mary West. Dr Paul Lam gave background and Shelia Rae confirmed the work going on and the excellent people working with Marty supporting this. This was agreed by all present and the Chair to communicate with Marty. It would then be reported back and hopefully learning could be extended beyond the USA.

  1. Research & Development: No report.
  2. Training & Education: Letter to support Master Trainers from Sri Lanka to be prepared and signed by Chair and Dr Lam. $3,500 raised through Crowd Funding, reduced fees from Dr Paul Lam, and other support will enable two MT’s in Sri Lanka.
  3. ANY OTHER BUSINESS
    1. Acknowledgement: The Board agreed it was important to acknowledge others who have contributed significantly to the work of TCHI.It was further agreed that Raymond should thank Ileina Ferrier for her work and Shelia and Dr Paul Lam would consider a more formal award at the USA June workshop.It was again confirmed the decision made in October to express appreciation to the work done by Myung Ja Park in Korea, and Dr Paul Lam was asked to consider an appropriate award to be presented at the January workshop.
  4. DATE OF NEXT MEETING

The date of the next meeting was agreed as GMT + 8 Sunday 7th December 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 12.40 Minutes Margaret Brade MEETING held 11.45  GMT on 5th October 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Philomena Kaarma Carolyn Hotchkiss (Vice Chair) Jocelyn Simpson Margaret Brade (Secretary) Dr Paul Lam (Director)    

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies were noted from Mark Hoyle (Treasurer) Marty Kidder, Shelia Rae and Rani Hughes

  1. MINUTES OF LAST MEETING The minutes of the meeting of 7th September 2014 were proposed by Raymond and seconded by Carolyn and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda) Dr Lam wanted to note that he felt TCHI was increasingly well established, especially in USA and recorded his thanks to all who have worked to promote the work of TCHI.
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

As Mark was not present and the information was still not available from the website there was no report. This had caused a problem since May and reports would be produced as soon as possible. 4.2 Finance Report (Mark Hoyle) No further reports since September update. 4.3 AGM Carolyn confirmed she would bring information to the next meeting regarding the half of the Board to step down as part of the  two year election cycles in the By-laws. Noted people could stand for re-election. Everything would be in place for the January 2015 AGM date.  

  1. Website & Certificate Production & Charging: Dr Paul Lam confirmed the new website team was working well and stage 1 was expected to be ready within a week and stage 2 to complete it within 6 weeks from then.

It was noted that costs were in the region of $20,000 to date and that the final figure would be brought to the Board to consider an appropriate contribution and to understand ongoing costs for future budgeting.

4.5 Workshops:: It was noted that some issues of confusion had been raised around TCHI qualified MT’s running workshops that were in fact outside of TCHI. This was currently an issue in the US but clearly could be worldwide.  It was proposed and agreed that Dr Paul Lam should contact all MT’s to request their consideration and proposals for how to promote workshops in a way that made it clear what was under TCHI auspices and what was not. Carolyn agreed to assist with the email. It was agreed that Feedback from this consultation would be brought to the next meeting for further consideration.

 

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: No report
    2. Promotion & Resources:  Dr Paul Lam reported:

Positive relationships were continuing to develop with the Department of Aging in the US, including possible funding, for using the TCA program. Dr Lam to write to all US MT’s to inform and support, with copy to the Board. YMCA issues remained slow and may not be able to proceed if the Y want an exclusive program. Silver & Fit thought to be progressing positively; Shelia to update further at the next meeting.

  1.     Research & Development: No report.
  2.     Training & Education: No report.
  3. ANY OTHER BUSINESS

6.1 Special Award:  The Board considered a motion to express appreciation to the work done by Myung Ja Park in Korea, particularly the number of people trained.  This was agreed unanimously and Dr Paul Lam was asked to consider an appropriate award to be presented at the January workshop.  

  1. DATE OF NEXT MEETING

The date of the next meeting was agreed as GMT + 8 Sunday 2nd November 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 12.10 Minutes Margaret Brade MEETING held 12 Noon GMT on 7th September 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair)           Shelia Rae Carolyn Hotchkiss (Vice Chair)                 Philomena Kaarma Mark Hoyle (Treasurer)                               Jocelyn Simpson Margaret Brade (Secretary)                        Marty Kidder Dr Paul Lam (Director)                                Rani Hughes    

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 6th July 2014 were proposed by Philomena and seconded by Marty and agreed unanimously.The minutes of the meeting of 3rd August were considered and it was noted Marty was present for part; with this amendment the minutes were proposed by Carolyn and seconded by Marty and agreed unanimously.
  2. MATTERS ARISING (not otherwise on the agenda)
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

It was reported that membership information was still not available until the new staff had settled in and the website was live so they could report on this.   4.2 Finance Report (Mark Hoyle) Overview:  Reported that access to the Current Account had confirmed a balance of $9,646 plus some monies held in Paypal. All monies due to Dr Lam in relation to previous costs from the ASA conference had now been paid so no monies were outstanding. Membership Renewal:  No report – as above. 4.3 AGM Mark confirmed the AGM could be held in January in Australia was hoped. Carolyn noted from the By-laws that some of the Board needed to step down or stand for re-election in Jan 2015 and the by-laws were to do this by lots if needed. This related to MT’s and ST’s. It was AGREED that Carolyn would put together a process over the next three meetings to enable everything to be in place for the January 2015 date.  

  1. Website & Certificate Production & Charging: Dr Lam reported that disappointingly the new team looking at the website had advised that the best outcome and cost would involve starting again rather than trying to repair what had been done by the previous company over the last eight months.  The new company had given a four week timeframe.

They were also looking again at Certificates and Dr Lam would circulate new possibilities around production and charging for consideration.

In the meantime it was noted that the website was basically working but was not for the time being able to deal with amends edits or new information. It was AGREED Dr Lam would communicate the situation to all MT’s.

It was noted that information on the costs of the website for the future needed to be understood and considered in future budgeting.

 

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: No report
    2. Promotion & Resources:  Some local reports from US re developing positive relationships with Department of Aging in some States, including possible funding.

YMCA issues currently slowed down as other competing programs being considered.  Shelia to check with contact re where things up to with Silver and Fit. Rani was thanked for her work on raising funds to bring someone from Sri Lanka to the January workshop; the outcome would be noted for future information.

  1.     Research & Development: No report.
  2.     Training & Education: Marty reported on discussions on Linkedin around ST training being more standardized and to consider what at Institute level and local level. He noted a good number of useful comments, however limited to a few people actually commenting and a few more following.Agreed that Marty would seek to stimulate further discussions by promoting Linkedin further to all MT’s and ST’s; and would also bring summary to future Board.It was agreed January workshop would be a good time to bring this together and develop more.
  3. ANY OTHER BUSINESS 6.1 Thanks: Paul recorded his personal thanks to Raymond as Chair for chairing the meetings so efficiently and also to Mark for his support generally and particularly with the website.Best wishes were also recorded from all to Philo.
  4. DATE OF NEXT MEETING

The date of the next meeting was agreed as GMT + 8 Sunday 5th October 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 12.50 Minutes Margaret Brade MEETING held 12 Noon GMT on 3rd August 2014 via Go To Meeting PRESENT: Raymond Tang Ching Lau (Chair) Shelia Rae Carolyn Hotchkiss (Vice Chair) Philomena Kaarma Mark Hoyle (Treasurer) Jocelyn Simpson Dr Paul Lam (Director) Rani Hughes Marty Kidder  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Margaret Brade.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 6th July 2014 were not yet available and would be considered at the next meeting.
  2. MATTERS ARISING (not otherwise on the agenda)
  3. INSTITUTE GOVERNANCE & ADMINISTRATION
    1. Membership (Mark Hoyle)

Mark reported that there had been an unexpected change in staff at TCP in that Gordana had left and so no information was currently available. Paul reported that work was going on to get the right staff in post to manage both TCP and the Institute’s work and also to look at simplifying processes going forward to ensure time spent effectively.   4.2 Finance Report (Mark Hoyle) Overview:  No report –as above. Membership Renewal:  No report –as above. Receipts for Donations:  Advised that following checking with the accountant TCHI cannot issue tax deductible receipts for donations. AGM: Advised that on checking the six months is dependent on when the constitution and the accountant have declared the end of the financial year for the association not from when it is lodged. TCHI is 30 June so a January AGM may still be possible.

  1. Membership of the Board: Noted needed to consider the process for any elections at the next meeting.
  2. Website & Certificate Production & Charging: Dr Paul Lam reported that at last there had been progress and the website was now expected to go life shortly.

This would be helped by new staff being familiar with the new site format – WordPress. This site will provide the opportunity to simplify membership, categories, payments etc. It was also noted that the new website already has the digital certificate ready to go when live. This will be charged at the same rate as the hardcopy.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: No further action required.
    2. Promotion & Resources:  No report – see below.
    3.     Research & Development: No report – see below.
    4.     Training & Education:. No report – see below.
  2. ANY OTHER BUSINESS Work Plan: Raymond considered progress against the agreed work plan (see February 2014 minutes):

The report was noted and the following agenda items agreed for 2014:

  1. Sharing of the MT resource manual and implementation of some of the proposed improvements to MT training and update.Noted progressed under Training & Education Committee using You Tube and more practical approach. This was still a work in progress to be completed by a planned group and can then be signed off when completed by target date of Jan 2015.
  2. Working on ST training program and continuous education.Marty Kidder had progressed this through the Training & Education Committee. Noted some issues need further consideration as to how to have some continuous development, standardise requirements, costs etc.Suggestions are that within an agreed accreditation period ST’s be asked to undertake one or more of:
  3. attend a week long workshop
  4. attend regional skills updates provided by MT’s / possible consistent package
  5. number of workshops assisted MT’s atAgreed all these ideas could be put out for consultation with ST’s. Agreed Raymond to contact Marty to take forward with ST sub-committee and seek feedback.
  6. Enhance communication with members of TCHIAgreed Linkedin was doing well and may be new opportunities with new website.
  7. Sharing of the standardised protocol for TCH programs in research arena. Noted already progressing with Rhayun through Committee. Also agreed to have a session at next workshop in January considering research.
  8. Engaging new partners and communities to participate the TCH programs so that the benefits of TCH can be spread to more people all over the world.Conferences been a success and awareness increased.
  9. Consider research in the following areas:
  10. Taichi for stress reduction amongst students – time and funding needed to progress
  11. Taichi for workplace health – time and funding needed to progress
  12. Taichi for Health program iPhone or android app. – to leave for now.

  Other agenda items noted as progressing.  

  1. DATE OF NEXT MEETING

The date of the next meeting was agreed as GMT + 8 Sunday 7th September 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 12.45 Minutes Margaret Brade via recording   MEETING held 12 Noon GMT on 6th July 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Shelia Rae Carolyn Hotchkiss (Vice Chair) Philomena Kaarma Mark Hoyle (Treasurer) Jocelyn Simpson Dr Paul Lam (Director) Rani Hughes Marty Kidder    

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Margaret Brade,

  1. MINUTES OF LAST MEETING The minutes of the meeting of 1st June 2014 were considered
  2. MATTERS ARISING (not otherwise on the agenda)
    1. June US Workshop: It was reported that a number of talks had contributed to a better understanding of the role of the Institute and other issues as planned.Other comments from the workshop included issues of around promotions, resources and training all captured below.
  3. INSTITUTE GOVERNANCE & ADMINISTRATION

4.1 Membership (Mark Hoyle) Membership for May and June and now July would be provided to a future Board due to workload around the June workshop. However a meeting between Mark, Paul and Gordana had indicated the processes around Premium membership needed to be simplified as taking up too much time and causing stress. All being urgently reviewed including the protocol for payment to reduce administrative time and cost and the Board agreed to support time for this to happen. Membership Categories: It was reported that there had been interest expressed in a membership category for people wanting to be involved and supporting TCHI who were not instructors. Agreed to consider at a later date once the website was sorted.   4.2 Finance Report (Mark Hoyle) Overview: A full update for May and June expected but unfortunately was not available due to the workload around the June workshop. Membership Renewal: As above. 2013 Accounts:  Final year accounts and Tax Returns had been deposited with the appropriate authorities in Australia to complete the required process. It was proposed by Carolyn and seconded by Philo and agreed unanimously that Mark Hoyle be ratified as the TCHI Public Officer; changed from Dr Paul Lam. It was noted that the role of the Public Officer was to be on the record as a point of contact for TCHI from Fair Trading. AGM: It was further reported that there needed to be an AGM within 6 months of filing with Fair Trading, so within 6 months of the end of May 2014. As this was before the January workshop when held previously it was agreed to consider other ways to do this, including looking at electronic options. In the future it would be worth planning differently and maybe considering June workshop as an alternative.   4.3 Website & Certificate Production & Charging: Dr Paul Lam reported that the website was still not complete and that an initial arrangement for 6 weeks had turned into 8months of delays. This had created a great deal of stress as processes that needed to be easy and automated were still not in place. An alternative was now being urgently pursued to enable this work to be finalised.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: It was agreed no further actions required. .
    2. Promotion & Resources

FLEX Silver Sneakers – Carolyn reported TCHC involved in some ways and seems mixed experiences from MT’s in terms of benefits. Leave to be considered by MT’s at regional level. Silver and FIT Programme –Sheila reported this was a different programme through Insurance company and still worth pursuing. The contract agreed and approved via Carolyn and being sent to Dr Lam for signature. YMCA – Jocelyn reported that a lot of work developing with the Y in the US.  Many already had TCA and were interested in TCD and TC for Kids as these worked well with their purpose and mission, and a lot of interest from the Y to take forward through their committees. Carolyn noted TCHC also involved with the Y in various regions. Thanks were recorded to all. To ensure effective liaison agreed that Jocelyn should continue to lead with developing this relationship including liaising with the relevant TCHC people. Resources: It was noted from the June workshop that a number of MT’s had expressed interest in a smaller version of the new banner. It was noted Paul held the graphic and further agreed to check the costs involved in this as a first step.  

  1.     Research & Development: It was noted that positive interest was expressed at the June workshop in Research.
  2.     Training & Education:.Senior Training: was reported as really good at the June Workshop; also discussion going on in the TCHI Linked in. Marty to take forward report from Hazel? and from discussions to the Senior Training sub-committee to consider input into further developments.It was noted that the TCHI was moving forwards to a more formalized structure and Marty to bring further summary of the training to a future meeting.Scholarships: To note for the agenda for future discussion.
  3. ANY OTHER BUSINESS Funding Rani reported on seeking a way forward for raising money for particular people in need of support to train as Master Trainers.It was agreed that there were people across the world who did not attend for financial reasons and that any TCHI support would therefore have to be international. It was further agreed that TCHI could not at this stage give out scholarships as it did not have the funds or the mechanisms to determine candidates.It was agreed that Rani and Paul should discuss further to see if any other banner this could utilise in Australia and TCHI could support this through its social media.
  4. DATE OF NEXT MEETING

The date of the next meeting was agreed as GMT + 8 Sunday 3rd August 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 13.05 Minutes Margaret Brade via recording   MEETING held 12 Noon GMT on 1st June 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Shelia Rae Mark Hoyle (Treasurer) Jocelyn Simpson Margaret Brade (Secretary) Marty Kidder Philomena Kaarma Rani Hughes  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Dr Paul Lam and Carolyn Hotchkiss.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 4th May 2014 were considered and it was noted Rani Hughes was present.  With this amendment acceptance of the minutes was proposed by Marty Kidder and seconded by Raymond Tang Ching Lau and approved by all. Following approval Margaret Brade would send to Gordana for display on the website.
  2. MATTERS ARISING (not otherwise on the agenda)
    1. June US Workshop: It was noted that a number of Board members would be at the US workshop and it would be an opportunity to discuss a number of issues in addition to the agreed discussions regarding TCHI, TCHC and TCP and explanation of Premier Membership from the May Minutes.
  3. INSTITUTE GOVERNANCE & ADMINISTRATION

4.1 Membership (Mark Hoyle) Membership for May and June would be reported to the July Board. A protocol for payment to reduce administrative time and cost still to be considered.   4.2 Finance Report (Mark Hoyle) Overview: Due to work pressures information was not available for May – a full update for May and June would be brought to the July Board. Membership Renewal: awaiting information before further discussion. 2013 Accounts:  Final year accounts had been completed and signed by Accountants and would be deposited with the appropriate authorities in Australia to complete the required process. ACTION Mark to arrange for the agreed accounts to be circulated to the Board members as a record. 4.3 Certificate Production & Charging: Awaiting update from Dr Paul Lam.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: Carolyn Hotchkiss had reported by email on an issue that has arisen again.  It was agreed that all possible had been done to provide a reasonable and appropriate response to this issue. It was further agreed to ask Carolyn to prepare a short summary and timeline to ensure consistency of knowledge for all members of the Board but that Carolyn should be asked to be the single spokesperson on this issue if further response from the Board was required.

ACTION Shelia / Jocelyn to advise Carolyn

  1. Promotion & Resources:  Shelia gave an update on the following:FLEX Silver Sneakers – advised a contract had been signed by Dr Paul LamSilver and Fit. – advised this was a larger opportunity and a contract was ready for signing by Dr Paul Lam.YMCA – work was progressing via a number of contacts which needed clarity. ACTION: Sheila to talk to Paul and the rest during the workshop to appoint a point person to engage YMCA.It was AGREED that it was important that there was one named contact from TCHI when dealing with external organisations to be professional and avoid possible confusions.It was further AGREED that Carolyn’s offer to check the contracts should be taken in each case and Carolyn asked to keep the Board informed.  
  2.     Research & Development: No report at this meeting.
  3.     Training & Education: No report at this meeting.
  4. ANY OTHER BUSINESS None
  5. DATE OF NEXT MEETING

The date of the next meeting was agreed as GMT + 8 Sunday 6th July 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 13.35 Minutes Margaret Brade   MEETING held 12 Noon GMT on 4th May 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Rani Hughes Carolyn Hotchkiss (Vice Chair) Shelia Rae Mark Hoyle (Treasurer) Jocelyn Simpson Margaret Brade (Secretary) Marty Kidder (part) Dr Paul Lam, Director  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Philomena Kaarma.

  1. MINUTES OF LAST MEETING The minutes of the meeting of 6th April 2014 were proposed by Carolyn Hotchkiss and seconded by Shelia Rae and approved by all. Following approval Margaret Brade would send to Gordana for display on the website.
  2. MATTERS ARISING (not otherwise on the agenda)
    1. < >: It was noted that Dr Paul Lam was involved with two new positive partnerships – detailed under Promotion & Resources below.        INSTITUTE GOVERNANCE & ADMINISTRATION
    4.1 Membership (Mark Hoyle) Membership numbers at 30 April 2014 confirmed as: 51 Master Trainers & 51 Master Trainer renewals – to clarify number following a possible resignation for the next meeting 80 Senior Trainers & 54 (up 2) Senior Trainer renewals 234 (up 9) Premier Members CEU payments increased by 3 to 13 A protocol for payment to reduce administrative time and cost still to be considered.   4.2 Finance Report (Mark Hoyle) Overall: The situation at 30th April was a positive Bank balance of $9,506.85 Income $55,008.00 and expenditure at $45,501.15 Expenses: Office costs to TCP: for April $2,048 against a monthly budget figure of $2,036; continuing to monitor against an annual budget of £$24,424 Reimbursements made as follows:
    • Reimburse TCP for Accreditation of TCH programs
    with Physiotherapy Association of Australia

    $1,650.00

    • Reimburse TCP Australia for ASA USA Expenses

    $1,717.73

    • Reimburse TCP Australia for ASA expenses for Dr Paul Lam – 1 of 6 monthly payments

    $1,412.15

      This left an outstanding amount of $7060.75 to be reimbursed by five further monthly payments spreading the total debt of $8,472.90AUD over 6 months as advised by Treasurer Mark Hoyle. Dr Paul Lam thanked for accepting reimbursement over time. Membership Renewal: update as follows: US: One US MT having issues with Paypal and now sorted; three US ST’s all to pay but some issues re paypal. Asia: Rhayun following up with one MT in Korea. Europe: Margaret following up with 3 ST’s Agreed all to give feedback to Gordana to enable her to progress and deal with issue re payment methods and track payments for the next meeting. Issues: During the contacts regarding membership some issues had been identified requiring further discussion:
    • Firstly in the US confusion between the Tai Chi for Health Community as a U.S.-based non-profit organization and the international Tai Chi for Health Institute, as both charged a membership fee
    • General confusion, particularly around funding, between Tai Chi Productions and product sales etc. and the Tai Chi for Health Institute
    • Confusion around Premier Membership, which may be holding back numbers registering
    It was agreed that a short explanation of the three organisations would be helpful and agreed that Carolyn Hotchkiss would lead a discussion at the June workshop to develop a draft for the Board. It was further agreed to look at a piece explaining Premier membership further.   4.3 Certificate Production & Charging: Still in the final stages as part of the web development.  
    1. INSTITUE SUB COMMITTEES
      1. Harmonization Committee: Carolyn Hotchkiss reported she was dealing with an ongoign issue which raised questions around what would be appropriate links to external agecnies for TCHI as an international organisation. Carolyn agreed to research further and report back.
      2. Promotion & Resources:  Dr Paul Lam confirmed successful partnership arrangements with FLEX Silver Sneakers and Silver and Fit.The first was interested in instructors outside of gym membership and the latter inside gym membership so good coverage.  Carolyn agreed to look at the contracts and Paul was thanked for his work.It was agreed to seek contacts with the YMCA as a possible further development.
      3.     Research & Development: Again noted the importance of a protocol based on once a week frequency is included as acknowledged by all this is a common standard. Raymond reported he had raised this with Dr Rhayun Song and was awaiting a response.Also looking at work based research and interested parties to contact Raymond.
      4.     Training & Education: No report at this meeting.
    2. ANY OTHER BUSINESS None
    3. DATE OF NEXT MEETING
    The date of the next meeting was agreed as GMT + 8 Sunday 1st June 2014 Meeting Medium: VOIP Conference Call via GoToMeeting.     The meeting closed at GMT 12.40 Minutes Margaret Brade

  MEETING held 12 Noon GMT on 6th April 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Dr Paul Lam, Director Carolyn Hotchkiss (Vice Chair) Shelia Rae Mark Hoyle (Treasurer) Rani Hughes, Margaret Brade (Secretary) Jocelyn Simpson  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Philomena Kaarma and Marty Kidder

  1. MINUTES OF LAST MEETING The minutes of the meeting of 2nd March 2014 were proposed by Carolyn Hotchkiss and seconded by Raymond Tang Ching Lau and approved by all.
  2. MATTERS ARISING (not otherwise on the agenda)
    1. An issue from 2012/3 had recently been raised again and was brought to the attention of the Board by Carolyn Hotchkiss and Shelia Rae. Following consideration of previous responses the Board authorised Carolyn Hotchkiss to respond on behalf of the Board to bring the matter to an end.It was noted that the TCHI Code of Ethics effectively covers issues of dignity, respect and diversity and the code was reconfirmed.
  3. INSTITUTE GOVERNANCE & ADMINISTRATION

4.1 Membership Membership numbers at 28 February 20414 confirmed as: 51   Master Trainers & 49 (up 5) Master Trainer renewals 77   Senior Trainers & 52 (up 6) Senior Trainer renewals 225 (up 7) Premier Members increased   The position regarding MTs and STs who have not as yet paid was noted. It was agreed that those who had not responded to the reminder emails should now be contacted by the Regional representatives to find out the reason and encourage payment as it is costing TCHI time and money. Mark to send the information. There were two people who had raised financial hardship, and it was agreed to contact and to give them a six month grace period. It was agreed to consider a protocol for payment to reduce administrative time and cost – all to be brought for discussion and decision at the next meeting 4.2 Finance Report  The situation at 28th Feb2014 was a positive Bank balance of $13,522.12. Income $52,116.00 and expenditure at $38,593.88 Budget: Mark reported the budget indicated total revenue of $36,228 and total expenditure of $34,434 indicated a small surplus at this point. It was noted that the monthly expenses to TCP was based on 10 hours a week plus office costs and were budgeted at $24,424 for the year. These had increased due to better accounting but had been £2,458 in Feb & March 2014 which was above the budget figure of $2,036 per month and it was agreed to monitor these. Expenses: Paul confirmed he had achieved accreditation of the Tai Chi for Health Programs by the Australian Physiotherapy Association for period the two year period March 2014 to March 2016 at $1,650.00 AUD, which was agreed for payment. Paul proposed charges and would design an appropriate certificate. Cost for ASA Conference San Diego USA March 2014 were presented as $7,930.70 USD, and Shelia noted there were further expenses still to be invoiced. To avoid financial difficulties for the Institute it was AGREED that Mark would consider the amount that could be paid now and develop a schedule for repayment of the remaining amount over time. The need to understand these expenses ahead of time was noted for budgeting in the future.   4.3 Certificate Production & Charging: Noted this had taken longer than expected but was now in the final stages as part of the web development and information would most likely be available by the next meeting. 4.4 Annual Review & 2014 Plan: no update at this meeting.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: no report at thismeeting
    2. Promotion & Resources:  Paul noted contacts from China for potential developments in the future regarding research and associations.
    3. Research & Development: a standardized protocol prepared by Dr Rhayun Song was welcomed. It was agreed to also have a protocol based on once a week frequency.
    4.     Training & Education: Dr Lam & Marty continuing to progress.
  2. ANY OTHER BUSINESS
    1. Special Directors Award: It view of recent work it was AGREED to make a special award for an ‘Outstanding Contribution to the Tai Chi for Health vision’ to Ileina’s team, Stanley Michael, David, Shelia, Linda. Dr. Lam would arrange for the certificate and also to recognise their contribution through the newsletter.
  3. DATE OF NEXT MEETING

The date of the next meeting was agreed as Sunday 4th May 2014, at 12.00 Noon GMT Meeting Medium: VOIP Conference Call via GoToMeeting     The meeting closed at GMT 12.55 Minutes Margaret Brade   MEETING held 12 Noon GMT on 2nd March 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Jocelyn Simpson Carolyn Hotchkiss (Vice Chair) Shelia Rae Margaret Brade (Secretary) Marty Kidder Philomena Kaarma, Rani Hughes,  

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Mark Hoyle (Treasurer), Dr Paul Lam, Director

  1. MINUTES OF LAST MEETING The minutes of the meeting of 2nd February 2014 were proposed by Carolyn Hotchkiss and seconded by Shelia Rae and approved by all.
  2. MATTERS ARISING (not otherwise on the agenda) No matters arising
  3. INSTITUTE GOVERNANCE & ADMINISTRATION

4.1 Membership Membership numbers at 28 February 20414 confirmed as: 51   Master Trainers & 44 (up 10) Master Trainer renewals 77   Senior Trainers & 46 (up 4) Senior Trainer renewals 218 (up 2) Premier Members increased It was reported that the renewals were outstanding mainly due to some known issues with PayPal, which Gordana is chasing.   It was confirmed to then check the position at the next meeting in relation to any MT’s or ST’s who have not joined TCHI for the next year and consider individually.   4.2 Finance Report  4.2.1 Finance Report:  Update provided as follows The situation at 28th Feb2014 was a positive Bank balance of $15,462.77. Income $49,062 and expenditure at $33,599 Budget: It was agreed to ask Mark to consider this in light of expected expenditure to enable the Board to understand its likely financial position for the rest of the financial and membership years. This was to include anticipated certificate income, and expenditure in relation to the web site development, costs from TCP and other expenditure.   4.2.2 Expenses upgrading the website and instructor database: Figures still awaited and would be an important part of the budget (above). 4.2.3 Expenses for ASA Expenses: It was agreed that investment in the promotion of TCHI would in principle be a good use of TCHI resources. It was further agreed that what and how much would depend on monies available, which would be considered following information on the budget. It was noted that expenses for this conference were already in excess of $10,000 but a lot of this had been spent on development of a professionally prepared booth which would be a valuable resource for future promotional activities. Whether this was just within the US or beyond would depend on transportability costs etc. and would be considered as part of the review. The detail of expenditure would be provided by Shelia and considered when available following the conference. It was AGREED to ensure that the booth and the conference was well reported through Dr Lam and the newsletter and also on the website including many photos. Fundraising could then be considered to support his work and encouraged through the wider distribution of the newsletter. It was further AGREED that as an investment the response following the conference would be monitored to inform future decisions. 4.3 Certificate Production & Charging: Noted this was still being worked on by Dr Lam to ensure it was working efficiently before launching. 4.4 Annual Review & 2014 Plan: no update at this meeting.  

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: no update at thismeeting
    2. Promotion & Resources: 5.2.1. US Arthritis Foundation: The issue of changes within the US Arthritis Foundation were noted and discussed in that there had been a general decision by the AF to drop all programs and focus on fundraising. It was expected that a referral to TCHI would be established once the changes had been implemented.It was agreed that Shelia would contact Dr Lam to ensure an update on this was sent out. It was further agreed that Shelia and Carolyn would look at the feasibility of a US sub group to look at this situation.5.2.2. Opportunities: It was agreed to continue to ask all members to be aware of partnership working opportunities with other organisations and feed into TCHI so we could support and work together on developing connections.
    3. Research & Development:  no update at this meeting
    4. Training & Education: no update at this meeting.
  2. ANY OTHER BUSINESS 6.1 Master Trainer Workshop: It was noted for future discussion the location of the Master Trainer workshop currently always held in Australia as the home country and base of TCHI. It was agreed that members should check opinions around the world to feed into this discussion.
  3. DATE OF NEXT MEETING

The date of the next meeting was agreed as Sunday 6th April 2014, at 12.00 Noon GMT Meeting Medium: VOIP Conference Call via GoToMeeting     The meeting closed at GMT 13.07 Minutes Margaret Brade   MEETING held 12 Noon GMT on 2nd February 2014 via Go To Meeting                                                                                                   PRESENT: Raymond Tang Ching Lau (Chair) Mark Hoyle (Treasurer) Dr Paul Lam, Director Jocelyn Simpson Carolyn Hotchkiss (Vice Chair) Shelia Rae Margaret Brade (Secretary)

  1. WELCOME & APOLOGIES

Raymond welcomed all to the meeting. Apologies noted from Philomena Kaarma, Rani Hughes, Marty Kidder

  1. MINUTES OF LAST MEETING The minutes of the meeting of 5th January 2014 were proposed by Carolyn Hotchkiss             and seconded by Raymond Tang Ching Lau and approved by all.
  2. MATTERS ARISING (not otherwise on the agenda) No matters arising
  3. INSTITUTE GOVERNANCE & ADMINISTRATION

4.1 Membership Membership numbers at 31 January 20414 confirmed as: 51   Master Trainers & 34 Master Trainer renewals 77   Senior Trainers & 42 Senior Trainer renewals 216 Premier Members increased   It was reported that the renewals were outstanding mainly due to some known issues with PayPal, which Gordana is chasing.   It was agreed to then check the position in relation to any MT’s or ST’s who have not joined TCHI for the next year and to remind them of the need to join to stay valid. ACTION: Mark Hoyle to follow up and send information for the March meeting.   4.2 Finance Report  4.2.1 Finance Report:  Update provided as follows The situation at the end of the first full membership year 1 Jan to 31 Dec 2013 was a positive Bank balance of $4,828. Details at 31 Jan 2014: Bank Balance $13,551.75   Mark advised that Australia’s financial year runs from 1 July to 30 June and he would ensure reporting as required. 4.2.2 Expenses upgrading the website and instructor database: Dr Paul Lam noted he expected to have figures in a few weeks. 4.3 Certificate Production & Charging: Digital certificate looking possible at reasonable cost; when all information available the Board to check all options before finalising and sending out a survey to MT’s. 4.4 Annual Review & 2014 Plan – Raymond had circulated this prior to the meeting. The report was noted and the following agenda items agreed for 2014:

  1. Sharing of the MT resource manual and implementation of some of the proposed improvements to MT training and update.Noted already progressing under Training & Education Committee
  2. Working on ST training program and continuous education.Noted that Marty Kidder was leading on this and to ask to report in due course through the Training & Education Committee
  3. Enhance communication with members of TCHI via facebook private webpage, Linkedln website and the TCHI website. Linked in progressing well through Colin Hughes in the UK – to promote more by inviting MT’s andST’s.Agreed to give this more time to develop and also look at how it could link in with new website.
  4. Sharing of the standardised protocol for TCH programs in research arena, and exploring new research areas to explore the benefits of our programs. Noted already progressing with Rhayun through Committee below.
  5. Engaging new partners and communities to participate the TCH programs so that the benefits of TCH can be spread to more people all over the world.Agreed to progress sharing of evidence and networking during conferences, sharing of a “promotion kit” so that MTs can use this promote TCH programs within their own communities and to encourage all to seek opportunities.
  6. Consider research in the following areas:
  7. Taichi for stress reduction amongst students – Raymond looking to progress this.
  8. Taichi for workplace health with view to improve productivity and reduce healthcare cost – Noted a newsletter article coming up and Carolyn trying in Boston plus Obama care possibilities
  9. Taichi for Health program iPhone or android app. -Dr Lam will approach relevant people to see how to progress this.

Other agenda to consider brought up during discussions at workshop

vii.       Standardisation for first aid requirements & possibly Insurance requirements –noted that the requirements vary considerably county to county and even within countries. Carolyn working with Janet to make the individuals responsibility very clear

viii.      Standardisation for working with kids when instructing Taichi for kidz program- follow the regulations of the land. Carolyn would consider appropriate language on the application and certificate to ensure it was clear what the certificate covered / and did not cover and that it was the responsibility of others to meet relevant safeguarding requirements for each country.

ix.        Obtain accreditation points (CEC points) in Australia (e.g. work with Anastasia). Dr Lam confirmed he was already looking into this.

x.         To consider having an Australian board member who are familiar with the rules governing Associations and Institutes in Australia. It was noted that with Dr Lam and Mark Hoyle there was good knowledge already, plus Dr Lam still has ongoing contact with accountant and lawyers. It was felt this was effectively covered and no action needed.

xi.        Bringing people back into the re-certification process. Agreed to keep on the agenda over the year to understand more about this; also to ensure a reminder is included in the new website.

 

  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: Carolyn will have an update onmembership at the next meeting.
    2. Promotion & Resources:  Plans for the American Society of Ageing Conference San Diego March 2014 well advanced and Dr Lam would give a full report post the event. Encouragement to continue to be given to seek other opportunities for promotional work.
    3. Research & Development:  Raymond reported he was still working with Rhayun on finalising protocols for TCHI research
    4. Training & Education: MT Training and Education & ST Training progressing – no update at this meeting.
  2. ANY OTHER BUSINESS Happy Birthday to Dr Lam!
  3. DATE OF NEXT MEETING

The date of the next meeting was agreed as Sunday 2nd March 2014, at 12.00 Noon GMT Meeting Medium: VOIP Conference Call via GoToMeeting Mark Hoyle sent apologies     The meeting closed at GMT 12.56 Minutes Margaret Brade MEETING held 11.00 GMT on 5th January 2014                                                                                                  

PRESENT:   In person:      Raymond Tang Ching Lau (Chair) Mark Hoyle (Treasurer) Dr Paul Lam, Director Philomena Kaarma Carolyn Hotchkiss (Vice Chair) By Call:  Margaret Brade (Secretary), Shelia Rae, Jocelyn Simpson, Marty Kidder  
  1. WELCOME & APOLOGIES
Raymond welcomed all to the meeting. Apologies noted from Rani Hughes
  1. MINUTES OF LAST MEETING The minutes of the meeting of 2nd December 2013 were proposed by Philo Kaarma and seconded by Carolyn Hotchkiss and approved by all.
  2. MATTERS ARISING (not otherwise on the agenda) No matters arising
  3. INSTITUTE GOVERNANCE & ADMINISTRATION  
4.1 Membership Membership numbers to be updated at the next meeting.   4.2 Finance Report  4.2.1 Finance Report: Due to an issue at the Bank, now resolved, there was no report at this time. A full update would be available at the next meeting.   4.2.2 Budget: Mark was keeping under ongoing review. 4.2.3 Expenses upgrading the website and instructor database: Dr Paul Lam noted he was still awaiting final figures and also needed to understand the split in costs between TCHI and TCP and would bring further information as soon as available. 4.2.4 Certificate Production: Raymond confirmed he had now written a draft of the proposals setting out the two options (see previous minutes) that would be sent to the Board for approval and then sent to MT’s for consideration and voting using Survey Monkey before decisions are made.  ACTION: Raymond to send to Board immediately for comment / approval within one week.  
  1. INSTITUE SUB COMMITTEES
    1. Harmonization Committee: Carolyn will have a further report by the end of the week and will circulate.
    2. Promotion & Resources:  ASA. American Society of Ageing Conference San Diego March 2014: Dr Lam confirmed Ileina and Stan doing amazing work for the conference.  Stan will target the 5-10 most interested people in US, and call them personally before the conference.  Paul will talk to anyone who wants to talk to him.  Main point of ASA to create workshops.  Perhaps MTs in US could put in some effort.  Board should write to US MTs.
All asked to look out for other relevant conferences to get TCHI on the agenda. Noted would be good to look for ways to get involved with younger people who are still working, In US Carolyn noted Obamacare may be creating some opportunities to put TCH into workplace wellness programs.
  1. Research & Development:  Raymond reported he was still working with Rhayun on finalising protocols for TCHI research
  2. Training & Education:
    1. MT Training and Education: Dr Paul Lam was now working with the committee on taking this forward.
    2. ST Training: Thanks were recorded to MT’s working on manuals and training proposals.Initial proposals from Marty Kidder were discussed regarding ways in making ST training and updating more standardised and giving ST’s a specific skill set across the world.It was supported that agreeing the foundations for this should be a TCHI ambition for 2014; that this would include considering ways for some MT’s being certified to train in all parts of the world to minimise the financial burden on ST’s; and that there needed to be good MT & ST input into the discussion from across the world to ensure proper representation.It was agreed to establish a sub-committee to take these discussions forward to look into what works and what doesn’t. It was also agreed to contact those people who had expressed an interest in this work over the years.  
  3. ANY OTHER BUSINESS None
  4. DATE OF NEXT MEETING
The date of the next meeting was agreed as Sunday 2nd February 2014, at 12.00 Noon GMT Meeting Medium: VOIP Conference Call via GoToMeeting   The meeting closed at GMT 11.40 Minutes Margaret Brade
 

MEETING held 12.00 Noon GMT on 2nd December 2013

PRESENT Raymond Tang Ching Lau (Chair) Carolyn Hotchkiss (Vice Chair) Dr Paul Lam, Director Mark Hoyle (Treasurer) Margaret Brade (Secretary) Shelia Rae Jocelyn Simpson Philomena Kaarma Marty Kidder 1. WELCOME & APOLOGIES Raymond welcomed all to the meeting. Apologies noted from Rani Hughes

2. MINUTES OF LAST MEETING The minutes of the meeting of 3rd November 2013 were proposed by Shelia Rae and seconded by Carolyn Hotchkiss and approved by all.

3. MATTERS ARISING (not otherwise on the agenda) No matters arising

4. INSTITUTE GOVERNANCE & ADMINISTRATION 4.1 Membership Membership now stood at: 51 Master Trainers (=); 77 Senior Trainers (=); 209 Premier Members (+11) 4.2 Finance Report 4.2.1 Finance Report: Membership Income $21950 including renewals just starting to come in; Certificate Revenue increased, as includes all Paul Lam’s US workshops, at $13,749; Total Income $36,758. Total Expenditure $27,310.29 and noted all expenses / debts had now been paid. Bank Balance at today’s date was $6,848.91. 4.2.2 Budget: Mark reported he had continued discussions with Gordana at TCP and agreed that 8 hours a week on TCHI work seemed reasonable at this time; this represented a cost to TCHI with all things included of £24,220 for the financial year. Generally felt that TCHI needed approx. $25,000 income to cover costs. With annual income predicted at $20,235 this still represented a shortfall, however recent increase in certificate fees of around $5,000 had made a difference so looked possible for current year. It was acknowledged that there were unpredictability’s re membership and understanding to develop around patterns of certificate income to be able to predict more reliably but felt to be in a much clearer position. Mark was thanked for his work and the reporting. 4.2.3 Expenses for repair and upgrading the website and instructor database: No further information at this time so carried forward to the next meeting. 4.2.4 Certificate Production: Dr Lam reported it was possible to produce a Digital Certificate and this was agreed as the way forward as offered a simpler system.   (It was noted that members could still purchase an embossed certificate at extra cost and covering postage if required). Currently revenue back to TCHI from workshops is $5 per certificate and there is no contribution for listing on the website despite costs incurred by TCHI. It was agreed that decisions on appropriate charging needed to provide a simple and effective system for certificate expenses for all; an appropriate revenue stream to TCHI to cover admin costs being incurred; and to ensure there is a positive and recognised value proposition for what MT’s are getting from TCHI. Following a full discussion the following options were noted: Option 1 of flat fee per workshop $125-150 to cover certificate and admin fees Option 2 admin fee of $50 for workshops on the website plus $5 per certificate fee Possible option 3 around increasing the MT registration fee rejected as would prejudice those with fewer workshops. It was agreed to write up the proposals for Board approval and then to send the proposals to MT’s and ask them to consider options and give feedback / comments / ideas through Survey Monkey before decisions are made.  ACTION: Raymond to write up. 4.3 Marketing Strategy American Society of Ageing Conference San Diego March 2014: Booth booked and 2 presentations so Dr Lam progressing and will keep informed.

5. INSTITUE SUB COMMITTEES 5.1 Harmonization Committee: No issues / discussion 5.2 Promotion & Resources:  See above re ASA. 5.3 Research & Development:  Raymond reported he was still working with Rhayun on developing protocols for TCHI research 5.4 Training & Education:  Proposals and suggestions re MT Training and Education received from Janet; the Board acknowledged the work and generally supported the suggestions, agreeing this should be referred to the Director to consider the detail and come back with a response.

6 ANY OTHER BUSINESS 6.1 TC Falls Prevention (TCF) & Seated TCA (STCA) Paul raised this issue for discussion as he felt it needed clarity and also because Falls Prevention was a growing issue in many parts of the world and it was important to support instructors to be ready to respond. He acknowledged these two programs are similar to TCA and therefore wanted to clarify that an instructor attending TCA can opt to also be certified for TCF and STCA if they do an assignment to give them the necessary additional knowledge and pay $50 for each to cover costs of additional admin and certification; MT’s to pay additional certificate fees and noted that the certificate would be tied to the TCA qualification so it will expire at the same time. The Board welcomed and fully supported these proposals. ACTION: Dr Lam to write to MT’s to advise how they qualify to teach and then to instructors to advise of above.

7 DATE OF NEXT MEETING The date of the next meeting was agreed to be held in Sydney on Sunday 5th January 2014; Raymond to work with Gordana re internet access and with Margaret re timing to accommodate others attending and to advise.

It was agreed that an additional meeting would be held on the Tuesday 7th January at the Workshop to be the AGM and Mark would report on Membership & Finance and Raymond to give a general update.

Meetings for the year are listed on the agenda.

Dr Lam noted the following website for assisting with time zones: http://www.timeanddate.com/worldclock/personal.html

The meeting closed at GMT + 8.10 Minutes Margaret Brade


MEETING held 12.00 Noon GMT on 3rd November 2013                       PRESENT: Raymond Tang Ching Lau (Chair) Carolyn Hotchkiss (Vice Chair) Dr Paul Lam, Director Margaret Brade (Secretary)                      
Mark Hoyle (Treasurer)
Shelia Rae
Jocelyn Simpson
Philomena Kaarma
1. WELCOME & APOLOGIES Raymond welcomed all to the meeting. Apologies noted from Rani Hughes & Marty Kidder.                      
2. MINUTES OF LAST MEETING The minutes of the meeting of 6th October 2013 were proposed by Carolyn Hotchkiss, seconded by Mark Hoyle and approved by all.
                      3. MATTERS ARISING (not otherwise on the agenda) 3.1 Meeting Software: Confirmed by the Chair that the Go to Meeting licence had been renewed for a year and although limited to one organiser it would support unlimited meetings so details to be sent to all Board members for use. 3.2 Administration of Aging AoA: Agreed that all possible had been done so to take off the agenda. 3.3 CPR evidence: It was agreed to support and advise MT’s that: countries where CPR was required to conduct workshops would require evidence of a valid CPR certificate as part of certification; countries where not required to conduct workshops it would be strong recommendation but evidence would not be required. It was further agreed to increase the strength of the recommendation culturally by promoting generally as good practice and by providing workshops at week long workshops from 2015. 3.4 Updates standardization (Paul Lam): To note that any concerns form ST /MT’s should be highlighted to Dr Lam initially to take through the Education Committee.                      
 
4 INSTITUTE GOVERNANCE & ADMINISTRATION
     4.1 Membership Membership now stood at:  51 Master Trainers (=); 77 Senior Trainers (+1); 198 Premier Members (+10) Application for MT Emeritus: An application for membership had been received from Stephanie Taylor who had confirmed all qualifying criteria. The application was supported by Dr. Paul Lam, seconded by Shelia Rae and agreed unanimously. Margaret would advise Stephanie and copy to Gordana to process. 4.2 Finance Report 4.2.1 Bank: Certificate income increase to $8,160; Bank Balance $7,371 To note that expenses for repair and upgrading the instructor database were not included and to be held to the next meeting as details not yet available. 4.2.2 Bank Signatories for the Commonwealth Bank of Australia:  Following the retirement from the Board of Anna Bennett and Colin McLoughlin it was proposed to remove their names as signatories for the TCHI Account with immediate effect. It was further proposed to add Gordana Naumoff, Manager and Mark Hoyle, Treasurer as new signatories to the account with immediate effect. The propositions for removal and additions of signatories as detailed was proposed by the Vice Chair Carolyn Hotchkiss, seconded by the Secretary Margaret Brade and agreed unanimously by the Board. 4.2.3. Budget: Mark was looking at projections and on current information suggested annual expenses at $27,222 and annual income at $20,235 indicating an expected shortfall of circa $7,000 to just break even. To check projections Gordana would confirm admin expenses by checking time on TCHI through November and more work still to be done on understanding certificate income. Mark then to provide the detailed projections. The following were noted regarding income generation: To consider certificate costs To develop opportunities to work with MT’s to broker / facilitate workshops that could become available to TCHI. It was agreed this could be of significant benefit to both the MT’s and the Institute and so further agreed to take actions to: develop a business plan, to share and discuss with MT’s and to consider a pilot.    To focus on promoting and encouraging the premium membership package, particularly at the weeklong workshops and at recertification. However it was also noted the need to be aware of the increase in admin costs for these activities – Mark to consider. 4.2.4 Certificates: This was seen as a matter to be passed to the operating team to address. However the main issue was identified as a matter of timing and it was agreed a clarification email be sent by Dr Lam to remind all MT’s that provided the office was given the required 4 weeks’ notice there would not be a problem meeting time scales. Dr Lam also noted he was looking at improved processes for digital certificates for the future. 4.3 Communication for New Board No discussion due to time
     4.4 Marketing Strategy American Society of Ageing Conference San Diego March 2014: Dr Lam was delighted to report both papers had been accepted and a booth had been booked. Dr Lam was also doing a session for delegates as part of the conference programme. Carolyn Hotchkiss agreed to take proposals to support the costs of the Booth and to sponsor Beverley Roberts as co- writer of the paper to be at the conference to TCHC; also to work with TCHC and Dr Lam to ensure cover for the booth. Global Health Conference in Singapore in 23-25 June 2014: Raymond to circulate information to all members as becomes available. [Repeat]
 
5 INSTITUE SUB COMMITTEES 5.1 Harmonization Committee: No discussion 5.2 Promotion & Resources: No discussion 5.3 Research & Development: No discussion 5.4 Training & Education:  It was noted that accreditation was an important part of the work of TCHI as it increased presence and credibility and also when achieved in one country it assisted others in other countries as it could be used as leverage. It was agreed to support renewal costs of $300 as a CE provider for Physical Therapists & PTAs; and charging each USA MT who provides CEUs/CECs a $50 fee for 2014. Shelia to advice Jim Starshak and Gordana to assist in processes.
 
6 ANY OTHER BUSINESS None due to time
 
7 DATE OF NEXT MEETING The date of the next meeting was agreed as GMT + 8 Sunday 1st December 2013
 
The meeting closed at GMT + 9.35 Minutes Margaret Brade.                      
MEETING held 12.00 Noon GMT on 6th October 2013 PRESENT: Raymond Tang Ching Lau (Chair) Carolyn Hotchkiss (Vice Chair) Dr Paul Lam, Director Margaret Brade (Secretary) Shelia Rae Jocelyn Simpson Philomena Kaarma Mark Hoyle 1.    WELCOME Raymond welcomed all to the meeting; Dr Lam at a workshop. 2.    BOARD MEMBERSHIP A Nomination for Mark Hoyle for Treasurer was made by Raymond, Chair, and seconded by Philomena and agreed unanimously. Mark was welcomed to the Board and the meeting. 3.    MINUTES OF LAST MEETING The minutes of the meeting of 7th July 2013 and 4th August 2013 were proposed, seconded and approved, with spelling correction, by all present; Margaret now to send to Gordana for the website. There had been a meeting break in September. 4.    MATTERS ARISING (not otherwise on the agenda)                      
  • 4.1 Meeting Software: The current Go to Meeting licence expires on 14th October next. Raymond proposed that after checking possible alternatives he felt this was the most reliable software and should be renewed for at least the next year. It was agreed to check costs ($600 pa approx.) and renew for one year, reviewing annually to consider possible new options in the future.
  • 4.2 Administration of Aging AoA: Raymond still to contact Jim Starshak to assist in progressing this matter.
5.    INSTITUTE GOVERNANCE & ADMINISTRATION
  • 5.1    Membership & Finance Report:  Gordana had sent information and the details were as follows:- Membership now stood at: 51 Master Trainers, 76 Senior Trainers, 188 Premier Members. Membership Income $19,880; Certificate income $7,700; Total Income $28,640, Bank Balance $ $6,520.  Mark agreed to check if there are any outstanding invoices and also to gather information regarding projections for 13/14 and forwards. This information would then be used to start to inform future budgets and to check the sustainability of the current financial model.  Expenses for repair and upgrading the instructor database to held to next meeting.
  • 5.2    Communication for New Board:  Facebook was progressing but message was not getting to many not on Facebook. It was agreed Raymond would keep it as a private group but would open it to all members and request Dr Lam to send an email invitation to all members to join. Further agreed that if there was a reasonable response could continue to develop this, if not will review. It was noted that the TCHC Facebook page was very active.
  • 5.3    Marketing Strategy:  American Society of Ageing Conference San Diego March 2014: Raymond to check likely date for notification on the 2 papers submitted and keep TCHC informed for planning for the discount for the planned booth so decisions could be made.  Global Health Conference in Singapore in 23-25 June 2014: Raymond to circulate information to all members as becomes available. [Repeat]
6.    INSTITUTE SUB COMMITTEES
  • 6.1    Harmonization Committee (Carolyn Hotchkiss): No activity at present. Noted was still progressing the search for further members from Australia and rest of world to join US and one UK nominations – to ask Dr Paul Lam to assist.
  • 6.2    Promotion & Resources: Dr Paul Lam proposed development of a generic pack of materials to give people a good start in promoting the work. It was noted this would need to be developed with enough flexibility to be easily adjusted to the varying circumstances and needs of different countries. It was noted that access to this could be another benefit of premiership membership.
  • 6.3    Research & Development: Raymond noted he and Rhayun Song were developing ideas around research protocols to give people a good generic start when doing research for Tai Chi. It was noted that access to this could be another benefit of premiership membership.
7.    ANY OTHER BUSINESS
  • 7.1 CPR Evidence of certification: Following discussion in response to a query it was agreed to recommend to Paul that participants should be required to produce evidence of having Basic CPR skills before certification across all workshop; also to look at ways of assisting people with this by sessions at workshop in the future.
  • 7.2 Updates – standardization of programs to be kept on agenda for discussion when Paul present.
8.    DATE OF NEXT MEETING The date of the next meeting was agreed as GMT + 8 Sunday 3rd November 2013

                      The meeting closed at GMT + 8.50 Minutes Margaret Brade.                      


MEETING held 12.00 Noon GMT on 4th August, 2013
 
PRESENT: Raymond Tang Ching Lau (Chair) Carolyn Hotchkiss (Vice Chair) Dr Paul Lam, Director Philomena Kaarma Shelia Rae
Jocelyn Simpson
1. WELCOME Raymond welcomed all to the meeting. Apologies were received from Margaret Brade, Marty Kidder, Rani Hughes. To note Colin McLoughlin had resigned from the Board following his retirement; thanks were recorded to Colin for his work on the Board.
 
2. MINUTES OF LAST MEETING The minutes of the meeting of 7th July 2013 were not yet available and would be brought to the next meeting.
 
3. MATTERS ARISING (not otherwise on the agenda)
  • 3.1 Gift: it was noted that the gift of thanks to Anna had been well appreciated.
  • 3.2 Administration of Aging AOA: Raymond to contact Jim Starshak to assist in progressing; others to check website for further information.
 
4. INSTITUTE GOVERNANCE & ADMINISTRATION 
  • 4.1 Membership & Finance Report Gordana had sent information and the details were as follows: Membership now stood at: 51 Master Trainers, 73 Senior Trainers, 167 Premier Members An Invoice from TCP for Reimbursement for Dr. Paul Lam’s US expenses for TCHI Total $ 2128.00 USD had been settled. This had included CEU costs and original GoTo Meeting costs To note and budget for ongoing costs. Membership Income $19,010; Certificate income $5,241; Bank Balance $3,351.15 For meetings to try free Google Hangout, if not will need to renew Go To Meeting.
  • 4.2 Communication for New Board.  Facebook was progressing but some challenge persuading those not on Facebook to join. It was agreed Raymond would open the group to all members and to approach Tai Chi Jennifer and also for Philo and Raymond to be administrators. Noted if f more administrators required later could approach wider membership for volunteers.
  • 4.3 Marketing Strategy American Society of Ageing Conference San Diego March 2014: it was noted that there was no news on acceptance of papers yet, which was needed before November. Carolyn and Shelia would progress having a booth but with care so as to go in at the non-profit rate. Global Health Conference in Singapore in 23-25 June 2014: Raymond would work with colleagues and Dr Lam to progress a TCHI presence. Raymond to circulate information to all members as becomes available.

 

5. INSTITUE SUB COMMITTEES
  • 5.1 Harmonization Committee (Carolyn Hodgkiss): Noted only one nomination from Europe received via the info@ email and two from North America directly, so other world areas including Australia not currently covered. Agreed that Carolyn recirculate the email and Paul and other Board members to try and promote to confirm membership at the next meeting.
  • 5.2 Other Committees: Raymond to bring back ideas to next meeting.
 
 
6. ANY OTHER BUSINESS
  • 6.1 Treasurer: Agreed need to appoint a new Treasurer, preferably but not necessarily located in Australia to work with Gordana and as constitution based on Australian laws.  Paul, Philo and Rani to assist in identifying someone.
  • 6.2 Racist Comments:  An email had been sent to the Board regarding a Racist issue. Carolyn had responded on behalf of the Board advising that having fully considered the issues it was felt that the Code of Ethics appropriately addressed the principles regarding creating a learning environment that genuinely welcomes and includes all students. Carolyn was thanked for her comprehensive response.
 
7. DATE OF NEXT MEETING The date of the next meeting was agreed as GMT + 8 Sunday 1st September 2013
The meeting closed at GMT + 8.40 Minutes Margaret Brade via Recording

 
MEETING held 12.00 Noon GMT on 7th July 2013
 
PRESENT: Raymond Tang Ching Lau (Chair)
Dr Paul Lam, Director
Carolyn Hotchkiss (Vice Chair)
Rani Hughes
Jocelyn Simpson Philomena Kaarma Colin McLoughlin.
Shelia Rae Marty Kidder
 
1. WELCOME Raymond welcomed all to the meeting. Apologies were received from Margaret Brade.
 
2. MINUTES OF LAST MEETING The minutes of the meeting of 2nd June 2013 were approved, seconded and agreed. These would now be sent to be posted to the TCHI website ACTION Margaret.
3. MATTERS ARISING (not otherwise on the agenda)
  • 3.1 Use of tchi.org –Agreed the website would use the admin@tchi.org  email address for nominations. These would be received by Margaret as secretary.
  • 3.2 Administration of Aging AoA Recognition: Paul to send Marty the relevant paperwork needed and Marty to submit to relevant person as soon as he hears back from his emails.
 
4. INSTITUTE GOVERNANCE & ADMINISTRATION
  • 4.1 Finance Report (Treasurer) Gordana had sent this and the details were as follows: Membership Income $18,270; Certificate income $4,225 A payment of $17,944.85 had been made to TCP Australia. Bank Balance $4,439.69 Membership was now: 51 Master Trainers @ $160; 72 Senior Trainers @ $80; 145 Premier Members @$30
  • 4.2 Communication for New Board Agreed Facebook was working well and should continue to be tried; members to consider ways of improving creation of groups and email Raymond with ideas. Also agreed that Raymond previous Board members and sub-committee members needed to be alerted to the Facebook account and invited to join via email as not all had Facebook. ACTION Raymond to email. Further it was agreed to respond to a suggestion from Colin Hughes and ask him to setup a Linked in Page and for the Board members to try this as well. Communication for the Board: Noted Go To Meeting ends in September and would require financial investment to renew. Agreed to consider Google Hangout as a free alternative; all members to get Gmail account and Marty to set up.
  • 4.3 Marketing Strategy • Noted 2 presentations submitted and result on acceptance expected August / September will form basis of future work. • Presence at American Society of Ageing Conference San Diego March 2014 through a booth. Carolyn and Shelia agreed to together put people in contact to take this forward jointly as TCHC and TCI.
  • 4.4 Other Matters Printing of Certificates: Paypal seems to be working well and agreed to continue and monitor for the time being. Relationship with other organisations: Local communicates forming like TCHC, which is already well established in US, and looking to do same in UK, NZ and Singapore.  Need to establish a relationship with these national organisations to work collaboratively with the international TCI and interpret and support these polices locally nationally. It was acknowledged it was hard to draw clear lines on who would do what. ACTION Raymond to write into an article for the TCI and TCHC Boards to consider and discuss further

5. INSTITUE SUB COMMITTEES

  • 5.1 Harmonization Committee (Carolyn Hotchkiss): Draft email seeking nominations circulated and once agreed to send to Paul to distribute.
  • 5.2 Training & Education: Raymond to bring back ideas to next meeting.
  • 5.3 Research & Development: Raymond to bring back ideas to next meeting.
  • 5.4 Promotion & Resources: Raymond to bring back ideas to next meeting.
6. ANY OTHER BUSINESS
  • 6.1 Suggested for members to look at TCHC (US) website for ideas etc.
  • 6.2 Unanimously agreed to support a Director’s award and a Gift Voucher in recognition and thanks to Anna for many years work.
 
7. DATE OF NEXT MEETING The date of the next meeting was agreed as GMT + 8 Sunday 4th August 2013
The meeting closed at GMT + 9.10
Minutes Margaret Brade via Recording

MEETING held 12.00 Noon GMT on 2nd June 2013
PRESENT: Raymond Tang Ching Lau (Chair) Carolyn Hotchkiss (Vice Chair) Margaret Brade    (Secretary) Rani Hughes Jocelyn Simpson Philomena Kaarma

                    1.    WELCOME Raymond welcomed all to the meeting. Apologies were received from Dr Paul Lam, Marty Kidder, Shelia Rae and Colin McLoughlin. 2.    MINUTES OF LAST MEETING The minutes of the meeting of 5 May 2013 were approved, seconded and agreed. These would now be sent to be posted to the TCHI website ACTION Margaret.   3.    MATTERS ARISING (not otherwise on the agenda) 3.1    Use of tchi.org –Margaret confirmed that she had been advised that admin@tchi.org had been set up and would be redirected to the Secretary. Setting up individual email addresses to be considered at a future meeting. 3.2 Administration of Aging AoA: The point of contact had still not been clarified; Raymond to follow up further with Marty. 4.    INSTITUTE GOVERNANCE & ADMINISTRATION 4.1    Bylaws Review Raymond reported that agreement received by all for approval of the By Laws. Noted ongoing issues around process for printing of certificates would continue but should not prevent the By Laws being approved. It was AGREED unanimously to approve the By Laws as drawn with Australian spelling to reflect the registration of the Institute in Australia, and for them to be sent to be posted on the website. ACTION: Carolyn 4.2    Membership Update Confirmed and paid membership for the year Jan to Dec 13 were increased by 1 new ST: 51 Master Trainers; 71 Senior Trainers Premium Members @ $30 each increased from 44 to 105. 4.3    Finance Report (Treasurer) Membership Income $16,990; Bank Balance after minor expenses $20,943 Noted in the budget income from certificates were an important revenue item for the Institute and needed to be considered in any discussions. Monies paid out by TCP America and Australia on behalf of the Institute for set up still represented a shortfall. 4.4    Communication channels for New Board Facebook Page established and agreed to include all those on sub-committees as the next step.  ACTION Gordana to send names to Raymond. 4.5 Marketing Strategy It was agreed Raymond would circulate the existing proposal re TC for Diabetes to use as a starting point/ template, plus ideas for a diversified strategy for both internal and external marketing. 5.    INSTITUTE SUB COMMITTEES 5.1    Harmonization Committee (Carolyn Hodgkiss) Following discussion it was agreed: The committee should consist of Master Trainers, one from each of the 3 regions plus the Vice Chair – total of 4 Members should be established in advance to ensure independence from issues. A first and second from each of the three regions would result in a pool of 6 to draw from. Board to decide if more than two names put forward. Details would be held confidentially by the Committee but for openness an anonymous record of the issue would be recorded in the minutes. 5.2    Training & Education MT & ST Book to be presented at a future Board for sign off. 5.3    Research & Development Rhayun Song had confirmed that there was little progress to report. 5.4    Promotion & Resources [Repeat] The Chair would make contact with Jim to consider best way to take this forward. 6.    ANY OTHER BUSINESS Future agenda item agreed as the relationship between TCHI and TC America. 7.    DATE OF NEXT MEETING  The date of the next meeting was agreed as GMT +8 Sunday 7th July 2013. Future meetings were agreed as GMT + 8 on the first Sunday in the month. Members were reminded to check times around Daylight Savings. The meeting closed at GMT + 9.10 Minutes Margaret Brade                      


 
MEETING held 12.00 Noon GMT on 5th May, 2013
PRESENT: Raymond Tang Ching Lau (Chair) Rani Hughes Carolyn Hotchkiss (Vice Chair) Shelia Rae Colin McLoughlin (Treasurer) (part) Jocelyn Simpson Margaret Brade (Secretary) Philomena Kaarma Dr Paul Lam (Director)
 
1. WELCOME Raymond welcomed all to the meeting. Apologies were received from Marty Kidder
 
2. MINUTES OF LAST MEETING The minutes of the meeting of 7 April 2013 were approved, seconded and agreed. These would now be sent to Anna Bennett to be posted to the TCHI website.
 
3. MATTERS ARISING (not otherwise on the agenda) 3.1 Use of tchi.org – reference Item 7.3 Minutes of March 2013. Agreed to look at setting up an admin@ email and others as wanted. ACTION: Paul.
3.2 Repeating cost of certificates: To note that the reason for repeating certificate costs for different courses is that all receipts are used to contribute to the development costs of each different program.
3.3 Administration of Aging AoA: Marty had reported that we needed to submit a package to the AoA to raise our program category. It was agreed to seek clarification from Marty re the point of contact at AoA, the required documents; ACTION Raymond.
 
4. INSTITUTE GOVERNANCE & ADMINISTRATION 4.1 Bylaws Review Noted final changes re including MT Emeritus needed to be approved. Agreed to email and request approval from all members of the Board within a week, and once approved would then be sent for posting on the TCHI website. ACTION: Raymond.
 
4.2 Membership Update: Confirmed and paid membership for the year Jan to Dec 13 were increased by 1 new MT: 51 Master Trainers; 70 Senior Trainers
There were now 44 Premium Members @ $30 each.
The board discussed about MT’s payment for certificates and agreed that payment should be made directly to Paypal account under TCHI.
 
4.3 Finance Report (Treasurer) Membership Income $15,080; Bank Balance after minor expenses $ $18,863 Monies paid out by TCP America and Australia on behalf of the Institute for set up and running totalling $22,282 still represented a shortfall.

                      The Treasurer presented expenditure forecasts for the period to 30th June 13 and the following two years. To include all costs including maintaining the TCHI website. Item  Period ending  30/06/13         FY 2013/2014       FY 2014/2015 Total                         $5,159.36        $ 33,669.60            $35,264.80                      

 
Agreed to consider future income including certificate fees, premium membership and also to review administration expenses to see if could be reduced going forwards. Decision on the timescale for paying monies owed to TCP would then be made.
 
4.4 Communication channels for New Board Facebook Page still to be progresses ACTION Raymond
 
4.5 Marketing Strategy Paul noted a proposal re TC for Diabetes. ACTION Paul and Raymond to meet and put together the start of a strategy for the Board to develop
 
5. INSTITUTE SUB COMMITTEES 5.1 Harmonization Committee (Carolyn Hodgkiss) To report at the next meeting Query from Rani re Financial hardship confirmed as not part of this Committee – see section 6.1 February 2013 Minutes.
 
5.2 Training & Education ST’s – Jef Morris proposed by Dr Lam to Chair the ST Education Committee. The proposal was accepted by those present with one abstention.
 
5.3 Research & Development Agreed that Roy Geib and Rhayun Song be invited to a future meeting ACTION Raymond.
 
5.4 Promotion & Resources [Repeat] The Chair would make contact with Jim to consider best way to take this forward. .
 
6. ANY OTHER BUSINESS None
 
7. DATE OF NEXT MEETING The date of the next meeting was agreed as GMT +8 Sunday 2nd June 2013 Future meetings were agreed as GMT + 8 on the first Sunday in the month. Members were reminded to check times around Daylight Savings.
 
The meeting closed at GMT + 9.10 Minutes Margaret Brade

 


 
MEETING held 12.00 Noon GMT on 7th April 2013
PRESENT: Raymond Tang Ching Lau (Chair) Dr Paul Lam (Director)
Rani Hughes Colin McLoughlin (Treasurer) Shelia Rae Margaret Brade (Secretary) Jocelyn Simpson Marty Kidder
 
1. WELCOME Raymond welcomed all to the meeting Apologies were received from Carolyn Hotchkiss and Philomena Kaarma
 
2. MINUTES OF LAST MEETING The minutes of the meeting of 3 March 2013 were approved, seconded and agreed.

                      These would now be sent to Anna Bennett to be posted to the TCHI website.                      

 
3. MATTERS ARISING (not otherwise on the agenda) None
 
4. INSTITUTE GOVERNANCE & ADMINISTRATION 4.1 Bylaws Review It was agreed that the final version should now be sent for putting onto the website; ACTION Margaret to liaise with Carolyn to send final version to Anna.
4.2 Membership Update: Confirmed and paid membership for the year Jan to Dec 13 were: 50 Master Trainers; 70 Senior Trainers

                      MT Emiritus: It was agreed there should be some way for MT’s who were no longer running any workshops to stay involved as long as still committed to the TCHI principles. A non-voting annual membership fee of $30 AUS was agreed with initial membership being agreed by the Board on a case by case basis. ACTION Carolyn to be asked to include this in the bylaws 4.3 Finance Report (Treasurer) Membership Income $13,600, other income $1,966, Total Income $15,566.00 Minor expenses left balance of $15,116.14                      

The details of time given and monies paid out by TCP America and Australia on behalf of the Institute as part of setting it were considered. These totalled $22,282.59 and so there was a shortfall at present.                       As these accounts included set up costs it was agreed that a clearer picture was needed to assess income and expenditure. The Treasurer was asked to bring forecasts for the period to 30th June 13 and the following two years. To include all costs including maintaining the TCHI website. Decision on the timescale for paying monies owed to TCP would then be made. 4.4 Communication channels for New Board It was agreed that current communication methods were essentially passive and a more direct and active approach was wanted. The following two suggestions were agreed for development:                      
  • To look at a closed Facebook page. Margaret to set up just for Board members for the next meeting.
  • In addition to putting approved minutes on the website, to use the geographical representatives on the Board to send out the minutes directly to raise the opportunity for comment and feedback. It was noted as important to avoid personal comment and preserve the integrity of the minutes and not comment on them fro a personal perspective.  
5. INSTITUE SUB COMMITTEES An update from each sub-committee had been circulated and was considered:
5.1 Harmonization Committee (Carolyn Hodgkiss) To pick up at the next meeting
 
5.2 Training & Education MT’s – agreed to table MT materials. ST’s – support to progressing the formalised ST training and to get an update after the ST training in June.
 
5.3 Research & Development Biomedical and Psychology Research Sub-Committee Noted funding issues and hoped wider engagement with members might bring in new information. Agreed that Roy Geib to be invited to the May meeting.

                      Educational Research Sub-Committee Update noted and Rhayun Song to be invited to June meeting.                      

5.4 Promotion & Resources Update from Jim noted and agreed that the Chair would make contact with Jim to consider best way to take this forward.

 

6. ANY OTHER BUSINESS
6.1 CDC Dr Paul Lam noted the significant success of the recognition from the US Centre for Disease Control and Prevention (CDC) and it was agreed consideration needed to be given to how best to use this as part of a promotion and marketing strategy. To be considered further.
 
6.2 Administration on Aging (AoA) Dr. Paul Lam noted that the AoA had found the Arthritis Foundation Tai Chi Program to meet the highest-level criteria for AoA evidence based disease prevention and health promotion programs. However it had not recognized that the Arthritis Foundation Tai Chi Program is the Tai Chi for Arthritis program. It was agreed this needed to be corrected; ACTION Marty to consider best way forward and if required to liaise with the Chair to write.
 
7. DATE OF NEXT MEETING The date of the next meeting was agreed as GMT +8 Sunday 5th May 2013
Future meetings were agreed as GMT + 8 on the first Sunday in the month. Members were reminded to check times around Daylight Savings.
The meeting closed at GMT + 9 Minutes Margaret Brade

 


MEETING held 12.00 Noon GMT on 3rd March 2013
PRESENT: Raymond Tang Ching Lau (Chair) Dr Paul Lam (Director) Carolyn Hotchkiss (Vice Chair) Philomena Kaarma Colin McLoughlin (Treasurer) Shelia Rae Margaret Brade (Secretary) Jocelyn Simpson
 
1. WELCOME Raymond welcomed all to the meeting Apologies / not present were Rani Hughes and Marty Kidder
 
2. MINUTES OF LAST MEETING The minutes of the meeting of 10th February 2013 were approved by Carolyn Hotchkiss and seconded by Shelia Rae and agreed.

                      These would now be sent to Anna Bennett to be posted to the TCHI website.                      

 
3. MATTERS ARISING (not otherwise on the agenda) Item 6.1 February Notes Letter of Thanks: Dr Paul Lam confirmed this was in hand and he would arrange for the letter to all MT’s and ST’s to thank them for their membership and support for the Institute to be sent out by Anna.

                      4. INSTITUTE GOVERNANCE & ADMINISTRATION 4.1 Bylaws Review Carolyn Hotchkiss circulated a draft of the Tai Chi for Health Institute bylaws for discussion and comment. It was noted that the Constitution was relatively fixed under NSW law but the Bylaws provided more of a working document. Carolyn was thanked for her work on a very readable document.                      

The document was reviewed and some changes proposed. It was agreed that a further draft would be circulated and further comments from the Board to be sent to Carolyn. A final draft would be sent before the next meeting with the intent to sign this off at the April meeting. When completed they would be posted on the website.
 
4.2 Finance Report (Treasurer) It was reported that there were now 50 MT’s and 70 ST’s paid with total amount received of $14,000; the balance now held by the Institute was $13576
 
4.3 Membership Update It was agreed to ask Anna Bennett to email a membership update as at this date and for the next meeting.
 
4.4 Communication channels for New Board There had been previous discussion around the importance of looking at channels of communication for members and the Board; suggestions to be brought to the next meeting for discussion.
5. INSTITUTE SUB COMMITTEES The remit / purpose for the sub committees would be set out in the Bylaws.
5.1 Harmonization Committee (Carolyn Hodgkiss) It was agreed that letters would now to be sent to ask for volunteers to establish a small standing group from various parts of the world.

                      5.2 Training & Education The Chair would seek an update report from the sub-committee chair, Janet Comb. Jocelyn also agreed to check the situation.                      

 
5.3 Research & Development The Chair would seek an update report from the sub-committee chair, Rhayun Song.

                      5.4 Promotion & Resources Carolyn would update the purpose within the Bylaws to include continuing education, key events etc. Also to send email to all NT’s via Dr Paul Lam – to seek interest in this and to try and find a chair for this committee. Philomenia noted she was willing to be engaged with this sub-committee.                      

 
6. FUTURE AGENDA ITEMS This was discussed and minuted under items above.
 
7. ANY OTHER BUSINESS 7.1 Go To Meeting It was agreed to use TCHI funding to renew the ‘Go To Meeting’ registration when the current registration runs out in September 2013. Raymond to action

                      7.2 Finance It was noted that monies paid out on behalf of the Institute as part of setting it up should now be invoiced.  It was agreed the Treasurer would liaise with the Director and CEO to establish full details. This would be brought to the next meeting.                      

7.3 Website An item purchased was the Name tchi.org purchased for $600 by Pail in November 2012 following Board agreement Paul raised possible use of the new website tchi.org, generally and also for emails, and it was agreed all to consider for discussion at the next meeting.
8. DATE OF NEXT MEETING The date of the next meeting was agreed as: 12 Noon GMT Sunday 7th April 2013 Future meetings were agreed as 12 Noon GMT on the first Sunday in the month. Members were reminded to check times around Daylight Savings.
The meeting closed at 13.15 Minutes Margaret Brade

 


 
MEETING held 23.15 GMT on 10th February 2013
PRESENT: Dr Rhayun Song (Chair) Shelia Rae Dr Paul Lam Raymond Tang Ching Lau John Gough Jocelyn Simpson (difficulty with connection) Marty Kidder Philomena Kaarma Margaret Brade Carolyn Hotchkiss Rani Hughes Colin McLoughlin
 
1. WELCOME Noted this was a special handover meeting including the previous and the new Board. Members were introduced by the Chair, current members, and by Dr Lam, new members. Noted everyone’s biography is on line.

 

2. MINUTES OF LAST MEETING John Gough noted his attendance at the January meeting. With this amendment the minutes were proposed seconded and all agreed that the Minutes of the meeting of 13th January 2013 were accepted. These would now be sent to Anna Bennett to be posted to the TCHI website.
 
3. MATTERS ARISING (not otherwise on the agenda)
3.1 Meeting Arrangements: Rhayun noted that the ‘Go To Meeting’ arrangement including recording was valid until September 2013 and the Board would need to consider ahead of time whether to renew for a further year or what else to do after that date.
 
4. INSTITUTE ADMINISTRATION 4.1 Bylaws: Carolyn noted TCHI is a NSW Non-Profit organisation and the Board have been working with the constitution and by-laws to make it work for TCHI. This has particularly included membership, general conduct of meetings and relationship with other TC communities. Quorum  to be checked (Carolyn) It was agreed to allow time for the new Board to finalise work on the by-laws and then when completed post on the website.

                      4.2 TCHI Statement: Dr Lam presented a statement to be put on line giving an up to date statement of where the Institute is up to. This was unanimously supported and to be passed to AB to be posted on the TCHI website.                      

4.3 Treasurer’s Report: Colin reported that 48 MT’s and 65 ST’s had joined into membership resulting in income of AUD 12,900 to the Institute. Dr Paul Lam confirmed that was positive support from all those that wanted to remain actively involved.                                            
5. TCHI BOARD 5.1 Elections: A statement of the role and remit of the main officers had been circulated to all members and was referenced. Nominations took place as follows:              Chair: Raymond Tang Ching Lau, nominated Dr Paul Lam, seconded Rani Hughes Vice Chair: Carolyn Hotchkiss, nominated Margaret Brade, seconded Dr Paul Lam Secretary: Margaret Brade, nominated Dr Paul Lam, seconded Carolyn Hotchkiss Treasurer: Colin McLoughlin, nominated Carolyn Hotchkiss, seconded Rani Hughes There were no other nominations and all nominations were unanimously supported. 5.2     Board Elections consideration of further expert member was considered and Marty Kidder was nominated by Dr Paul Lam and seconded by Margaret Brade and unanimously agreed.                      
6. INSTITUTE GOVERNANCE 6.1 Membership Issues: Dr Lam had circulated a paper making various suggestions for criteria. The following proposals were made and unanimously agreed:              i. Some special treatment for particular financial hardship or other reason the Board feel appropriate be possible by waiving the membership fee on a year to year basis. Decisions on hardship would be considered by the Treasurer and the relevant Board member for the region. If any dispute this would go to the Harmonisation Committee. Records would be kept of all decisions made to show consistency over time. Information of such decisions would be included in the Treasurers report and numbers of dispensations only recorded in the minutes. ii. Any MTs or STs who do not qualify for the fee to be waived, will be given six months grace period to pay. iii. Any ST whose instructor qualification is not up to date will be given six months period to update. It was agreed that a thank you letter would be sent to all MT’s and ST’s to thank them for their membership and support for the Institute; Paul to arrange to send.                      
 
6.2 Harmonization Committee: Proposal that any issues regarding removal of an ST should sit with this committee until training role and responsibilities of ST’s              Agreed membership of this should be as open as possible. Carolyn as Chair would send a communication to all members to invite involvement and report at the next meeting. 6.3 Standing Sub-Committees: Three standing committees noted: – Training & Education – Research & Development – Promotion & Resources Updates to be given at next meeting.                      
 
7. ANY OTHER BUSINESS 7.1 Thanks: Sincere thanks were recorded to those who have stepped down or were stepping down: Jim Starshak as former member and first Chair, Rhayun Song as first Vice Chair and taking over Chair, and John Gough and Roy Geib, original Board members and thanks to all for their individual positive contributions to getting the Institute to this point.              7.2 Communication: previous discussions and comments from members had highlighted the importance of looking at channels for members and the Board; options to be considered and brought to the next meeting.                      
 
8. DATE OF NEXT MEETING The date of the next meeting was agreed as: 12 Noon GMT on Sunday 3rd March Future meetings were agreed as 12 Noon GMT on the first Sunday in the month. Members were reminded to check times around Daylight Savings.
 
The meeting closed at 13.20 Minutes Margaret Brade             
MEETING held 23.15 GMT on 13th January 2013 
PRESENT: Dr Rhayun Song (Chair) Dr Paul Lam Marty Kidder Carolyn Hotchkiss Colin McLoughlin Rani Hughes John Gough              In Attendance: Shelia Rae, TCHI                      
APOLOGIES: Margaret Brade Dr Roy Geib
 

1. WELCOME All welcomed and apologies noted.

2. MINUTES OF LAST MEETING Proposed seconded and all agreed that the Minutes of the meeting of 16th December 2012 are accepted.

3. MATTERS ARISING (not otherwise on the agenda) None

4. BOARD ELECTIONS The Board considered the timeline for elections and noted the following:
  • Election date revised – email survey for voting to be sent to all paid members Monday January 14
  • Election period Wednesday 16 to Tuesday at midnight in persons country
  • New Board announced January 23, and to be put onto the website.
  • Board to commence February 1, 2013
5. INSTITUTE GOVERNANCE & ADMINISTRATION 5.1 Review of Constitution & Operational Processes Update No business.

                      5.2 Harmonizing Committee Carolyn presented proposals in relation to the terms of reference of the agreed standing Harmonization Committee. The following was agreed:                      

  • The first stage of dealing with any issue should be locally through a simple complaints / issue process with the aim of resolving through good communication. If this could not reach a resolution the matter would be referred to the Harmonization Committee who would have a full set of remedies.
  • The Vice Chair of the Board will chair the Harmonisation Committee. The Board will appoint four members to the committee from the ranks of Master Trainers and Senior Trainers. Committee membership shall represent at least two of the TCHI regions.
  • The terms of reference to be presented to the new Board for finalizing.

5.3 Treasurer’s Report Colin reported that 37 MT’s and 54 ST’s had paid making total receipts $9540 AUD.

6. ITEMS TO NOTE FOR FUTURE AGENDA Issues noted for the new Board to consider:
 
  • Issue of MT and ST who have not paid
  • Issue of potential duplication between TCHI and national organisations
  • Issue of encouraging member involvement through feedback mechanisms (see Item 7.1 December minutes).
  • Members only sections on website / Facebook etc.
  • Engaging with the three standing Committees Training & Education Research & Development Promotion & Resources
  • Building a community of ST’s around the world, including planned ST training
7. ANY OTHER BUSINESS None

 

8. DATE OF NEXT MEETING The date of the next meeting was agreed for 10th February 2013 which would be a handover joint meeting of the retiring members and the newly elected members.

The meeting closed at 12.00 midnight GMT Minutes Margaret Brade from recording


 
MEETING held 12.00 GMT Sunday 16 December 2012
PRESENT: Dr Rhayun Song (Chair) Dr Paul Lam Marty Kidder Carolyn Hotchkiss Colin McLoughlin John Gough Rani Hughes
In Attendance: Shelia Rae, TCHI
APOLOGIES: Margaret Brade Dr Roy Geib
 
1. WELCOME All welcomed and apologies noted.
2. MINUTES OF LAST MEETING Proposed by Marty, seconded by Carolyn and all agreed that the Minutes of the meeting of 18th November 2012 are accepted.              It was noted that the minutes for the Institute are in a good format and are posted in full on the website once approved and it was good to note were being viewed                      
3. MATTERS ARISING (not otherwise on the agenda) None                                   
4. BOARD ELECTIONS The Board considered the timeline for elections and noted the following:
  • Account and Paypal established and Invitation letters sent to MTs, STs, instructors to join the membership  (November 26, 2012)
  • Call for nomination to the registered members and second call from Dr Lam (deadline extended by email agreement to December 19, 2012)
  • To circulate short bio of each nominated candidate and election details (Dec 12, 2012 to January 8, 2013)
  • Election date January 12-15, 2013
  • New Board announced January 18th and commence February 1, 2013. The number of members registered to date and who nominated to date to be emailed to Board. (Paul)  The Board agreed to consider regions and skills / competencies in considering any gaps.
5. INSTITUTE GOVERNANCE & ADMINISTRATION 5.1 Review of Constitution & Operational Processes Update Colin confirmed satisfactory meeting with Tax Office re acceptance of TCHI as a non-profit so no tax payable on member produced income.
5.2 Harmonizing Committee Agreed this should be a standing committee with agreed membership so as to respond fairly and quickly to issues. A lengthy discussion followed on the remit and powers of the Committee and agreed further proposals to be brought to the next meeting (Carolyn and Margaret).
6. ITEMS TO NOTE FOR FUTURE AGENDA Issues noted for the future to consider:
  • Requirement for background checks / Police checks for Tai Chi for kids
  • Issue of diverse practices re role description and payment by MT’s of ST’s
  • To consider Understanding Institute Costs  and TC Productions support / conflicts of interest
 
7. ANY OTHER BUSINESS 7.1 Feedback / input mechanisms: Agreed to support and encourage member involvement by having some easier feedback mechanisms which could be highlighted at the end of the minutes when posted on line.  A number of options noted and agreed all to consider for further discussion and agreement at the next meeting.
8. DATE OF NEXT MEETING The date of the next meeting was agreed for 10.am 13th January 2013 Sydney time or 23.00 GMT.
Any urgent matters to be dealt with by email
The meeting closed at 13.15 Minutes Margaret Brade from recording             
 
MEETING held 12.00 GMT Sunday 18 November 2012                       PRESENT: Dr Rhayun Song (Chair)   Dr Paul Lam Marty Kidder       Carolyn Hotchkiss Colin McLoughlin    Margaret Brade Rani Hughes     John Gough In Attendance: Shelia Rae, TCHI                      
APOLOGIES: Dr Roy Geib                                   
1. WELCOME All welcomed and apologies noted.                                   
2. MINUTES OF LAST MEETING Proposed by Carolyn, seconded by Colin and all agreed: – the Minutes of meeting of 14 October 2012 – the reformatted Minutes from July and September 2012              It was agreed that now the minutes could now be posted in full on the website once approved.  Margaret agreed to send the minutes to Anna Bennett immediately after the meeting for posting.                      
3. MATTERS ARISING (not otherwise on the agenda) 3.1 Dave Moore’s Locator Program: this had been agreed and supported by the Director. 3.2 Agreed to encourage organisations to be involved. Paul to look at all continuing education organisations and to consider eligibility criteria. The Board would make the final decision.

4. BOARD ELECTIONS The Board considered the timeline for elections and agreed the following:

The communication was agreed and ready to go

  • The Bank Account was set up and the only delay had been the amount of time required to register with Pay Pal. This was now expected within the week and would then be tested (Marty & Rani).
  • The problems the delay presented to the planned timeline was acknowledged including now running into holiday times. Whilst the legal requirement for elections was 15 members it was unanimously agreed that the timeline should enable as many members as possible to engage in the elections so the Board would have real legitimacy.
  • As getting it right was most important it was agreed to change the start date of the new Board from 1st January to 1st February. It’s first year would then run for 11months. Also noted in the future there could be proper planning for elections to avoid these difficulties.
  • That call for nominations would require a short bio at the same time (sample to be sent) and then these would be sent with the election papers on 4th January 2013.
  • Elections would take place over 4 days (to include weekend and weekdays) on 12th to 15th January 2013. That it would be these dates in all time zones so the actual process would take account of this. – Two independent volunteers already setup to receive and deal with votes. – That there should be good and open communication with MT’s and ST’s so everyone would be aware of the timeline and the processes. Also so all queries could be dealt with.
 
5. INSTITUTE GOVERNANCE & ADMINISTRATION 5.1 Review of Constitution & Operational Processes Update – To discuss and finalise              5.2 Institute Membership & Funding – Any further issues from agreement 5.3 Any other outstanding issues for Institute set up – Tax Issue 5.4 Harmonizing Committee A complaint had been dealt with by the Committee over a period of time which had resulted in the Committee recommending the Board accept the resignation of an MT involved. This was agreed and the Committee would also communicate with the complainant. Noted already agreed that the Harmonizing Committee should become a standing committee and be formalized to deal with issues independently and effectively.  Carolyn and Margaret still to consider and bring proposals to the next meeting.                      
6. INSTITUE FINANCE Outstanding – to consider proposals from the Treasurer regarding: – Understanding Institute Costs – TC Productions support / conflicts of interest still to be considered although generally agreed there needed to be separation.                                   
7. ANY OTHER BUSINESS None for this meeting.                                   
8. DATE OF NEXT MEETING The date of the next meeting was agreed as 12.00 midday GMT on Sunday 16th December 2012              Any urgent matters to be dealt with by email                      
The meeting closed at 13.00 Minutes Margaret Brade
Minutes unanimously approved as written on 16th December 2012.                      
 
 
MEETING held 11.30 GMT Sunday 14th October 2012
PRESENT: Dr Rhayun Song (Chair)
Dr Paul Lam Dr Roy Geib
Carolyn Hotchkiss Colin McLoughlin
Margaret Brade
 
In Attendance: Shelia Rae, TCHI
 
APOLOGIES: John Gough, Rani Hughes, Marty Kidder
 
1. WELCOME
All welcomed and apologies noted.
 
2. MINUTES OF LAST MEETING Carolyn proposed, Colin seconded and all agreed acceptance of the minutes of the meeting of 2 September 2012.
3. MATTERS ARISING (not otherwise on the agenda) 3.1 Bank Account set up: Colin confirmed that the Australian TCHI Bank Account had now been established and the Pay Pal was being set up this next week and would be tested (Rhayun & Marty). Thanks to Colin recorded.
 
4. BOARD ELECTIONS The invitation letter to MT’s and ST’s form the Chair & Director to membership to the TCHI could be sent as soon as bank details and pay pal details available and the website had been set re membership categories and payment.
As soon as the date of sending letters was known the time line would be finalized and circulated to the Board for confirming at the next meeting. (Rhayun).
 
5. INSTITUTE GOVERNANCE & ADMINISTRATION 5.1 Review of Constitution & Operational Processes Update  (Paul) This was continuing, however the following was AGREED:
 
  • That the meeting schedule should be such that it would not cause pressures for the Board – to be checked
  • The Harmonizing Committee should become a standing committee and be formalized to deal with issues independently and effectively.  Carolyn and Margaret to consider and bring proposals to the next meeting.
5.2 Institute Membership Category & Fee Proposals Following discussion it was unanimously AGREED by the Board and approved by the Director that the levels of membership and fees would be as follows: FREE: Instructors would automatically receive 2 years free membership on certification. FEES: The paid categories of membership were:
1. Certified instructor Premium Membership A. Annual Fee: AU$30.00 B. Benefits: i. Use of TCHI logo under policy ii. Prime instructor listing position iii. Access to members only session of the website including free site for education and scientific articles free download iv. Advance notice to the upcoming workshops v. Free subscription to monthly newsletter vi. Instructor discount for purchases at Tai Chi Productions
2. Senior Trainer A. Annual Fee: AU$ 80.00 B. Benefits: i. Instructor’s benefits ii. Senior trainer listing position iii. Senior trainer discount for purchases at tai chi productions iv. Personal training opportunities with Dr Lam at training workshop v. Training opportunities at ST training workshop vi. Voting and participating right to election for TCHI board members
3. Master Trainer A. Annual Fee: AU$160.00 B. Benefits: i. Instructor’s benefits ii. Master trainer listing position iii. Master trainer discount for purchases at tai chi productions iv. Personal training opportunities with Dr Lam at training workshop v. Voting and participating right to election for TCHI board members
This fee structure would be monitored over the first year.
Membership Year: It was further AGREED that membership for all would run from 1st January to 31December each year.
For people joining during the year they would pay a full year up to and including 30thJune and a prorate half-year fees if 1st July or later. 5.3 Outstanding issues for discussion: Tax: Issue regarding filing of tax returns for the new organisation under discussion with the tax authorities. To be progressed through a meeting scheduled for 19th November with the Lawyer and Accountant. To be discussed further after the meeting and before finalizing the Constitution review.
 
6. INSTITUE FINANCE Outstanding – to consider proposals from the Treasurer regarding:
 
  • Understanding Institute Costs
  • TC Productions support / conflicts of interest still to be considered although generally agreed there needed to be separation.
7. INSTITUTE COMMITTEES 7.1 Harmonizing Committee Issue noted currently being considered by Rhayun, Marty and Rani with the Director.
 
8. ANY OTHER BUSINESS 8.1 Dave Moore’s Locator Program: this was supported generally and by the Director who agreed to donate a workshop registration as requested.
 
9. DATE OF NEXT MEETING The date of the next meeting was agreed as 12.00 midday GMT on Sunday 18th November 2012 Any urgent matters to be dealt with by email
The meeting closed at 12.30 Minutes Margaret Brade

 


 
MEETING held 12 noon GMT Sunday 2nd September 2012
PRESENT: Dr Rhayun Song (Chair)
Dr Roy Geib Carolyn Hotchkiss
Marty Kidder Dr Paul Lam, Director
Colin McLoughlin Rani Hughes
 
In Attendance: Shelia Rae, TCHI
 
APOLOGIES: Margaret Brade, John Gough
 
1. WELCOME All welcomed and apologies noted. The main focus and agenda for the current interim Board was agreed to be: i. The election process, ii. The setting up process for the non-profit organization It was further agreed that other matters, including sub-committee reports will be held over to the next board commencement unless seen as or sent as urgent prior to the meeting.
 
2. MINUTES OF LAST MEETING Carolyn proposed, Colin seconded and all agreed acceptance of the minutes of the meeting of 29th July 2012.
 
3. MATTERS ARISING (not otherwise on the agenda) 3.1 Board Elections Update The proposed timeline for elections was considered further and the aim of the new Board being in place by 1st January 2013 was still felt to be achievable. The timeline would be finalised as soon as payment details were ready and the date for the first letter was confirmed. 3.2 Letter of Appreciation – outstanding from last meeting (Paul) A Letter of Appreciation agreed for service of the former Chair.  It was agreed to leave this for the new Board as the best timing for this.
 
4. INSTITUTE GOVERNANCE & ADMINISTRATION 4.1 Review of Constitution & Operational Processes Update This review was on going – comments to be sent to Paul for later discussion. 4.2 Institute Membership & Funding Proposals Proposals under on-going discussion; however it was noted there was a need to have a consistent currency issue – agreed to use Australian Dollars as base line. 4.3 Outstanding issues for discussion : Membership Database and administration &  Website development including members only section – agreed to wait until the new Board is in place
 
5. INSTITUE FINANCE Colin McLoughlin confirmed the new TCHI Australian Bank Account would be set up within the next two to three weeks and other processes to support payments were under discussion, including Pay Pal. To be brought to the next meeting. Possibilities involving TCP assisting in the interim were noted. However there was felt to be potential for confusion and all agreed this should be avoided.
 
6. INSTITUTE COMMITTEES Confirm and Update 6.1 Training & Education: Noted now working on final draft guide re MT selection protocols which Marty will then circulate to the Director and Board as a recommendation
6.2 Research & Development: No report given 6.3 Promotion & Resources: No report given
 
7. ANY OTHER BUSINESS 7.1 Harmonizing Committee: It was agreed to use this committee for current issues; also agreed to put development of this committee on the agenda for next meeting.
 
8. DATE OF NEXT MEETING The date of the next meeting 11.30 GMT on Sunday 14th October 2012 Any urgent matters to be dealt with by email The meeting closed at 1.20pm Minutes (via recording) Margaret Brade             
 
First ANNUAL GENERAL MEETING Held 12 noon GMT Sunday 29th July 2012
PRESENT: Margaret Brade
Dr Roy Geib Carolyn Hotchkiss
Marty Kidder Dr Paul Lam, Director
Colin McLoughlin Dr Rhayun Song
 
APOLOGIES: John Gough, Rani Hughes, Jim Starshak
 
1. WELCOME Everyone welcomed to the first meeting of the new non-profit organisation.
 
2. MEMBERSHIP OF THE BOARD 2.1 Confirmation of the Board and officials The Board was confirmed as above as an interim Board until elections could be held. It was noted that Jim Starshak had emailed all to confirm he was stepping down from August 2012. Rhayun Song as deputy agreed to continue to Chair for the interim period.
2.2 Invitation to special experts – Dr Paul Lam introduced Carolyn Hotchkiss and Colin McLoughlin as willing to be special experts to the Board in this interim phase. The membership of Carolyn and Colin was formally supported and welcomed by all. 2.3 Elections
A proposed timeline had been circulated. The following was AGREED:
 
  • All nominations would be for a  4 year term;
  • For the first Board only 50% of the board would step down (but could stand again) in two years to enable changes to the Board every four years going forwards; it was decided not to designate this and it would be done on a draw straws basis in two years’ time;
  • The aim of the timeline was to enable a new Board to be in place by 1 January 2013. The timeline would continue to be developed.
 
3. INSTITUTE GOVERNANCE & ADMINISTRATION 3.1 Review of Constitution & Operational Processes This would continue to be reviewed with proposed changes to be sent to Paul in advance of next meeting – noted need a 2/3rds majority for change
 
4. INSTITUTE MEMERSHIP Membership and funding proposals had been circulated prior to the meeting. Following further consideration it was agreed to continue to develop the proposals for MT / ST/ Instructors through email discussion, including fees and benefits of membership, with the aim of 1st January 2013 as the start time.
 
5. INSTITUE FINANCE 5.1 Appointment of Treasurer: Colin McLoughlin was confirmed as Treasurer for the interim period. 5.2 Finance Administration: Colin McLoughlin will be making suggestions with regard to Bank Accounts and financial processes for the next meeting: 5.3 Understanding Institute Costs: Colin McLoughlin to work with the Director Dr Lam and proposals would be developed and sent to Board members for consideration in due course.
 
6. INSTITUTE COMMITTEES 6.1 Training & Education 6.2 Research & Development 6.3 Promotion & Resources It was agreed to defer these to the next meeting
 
7. ANY OTHER BUSINESS None
8. DATE OF NEXT MEETING Agreed as 2nd September TBC
Any issues with the date to be sent via email.
The meeting was closed at 1.00p.m. GMT
Notes: Margaret Brade