Bylaws

Bylaw #1: Incorporation
That the Sangha is incorporated under the Religious Society Land Act of Alberta, with the incorporated name of “Going as a River Buddhist Assembly of Edmonton”, operating under the name “Going as a River Edmonton Sangha”, and internally to the community as “the Sangha”.

Bylaw #2 Roles

2.1 Caretaking  Council (CTC)
The Caretaking Council is composed of long-standing sangha members who are committed to the Plum Village Tradition. The CTC provides governance, ensures the integrity of the Sangha’s practice and operations, and makes all Sangha decisions by consensus in the collective interest of the community.

2.1.1 CTC Composition 
Persons who have practiced with the community consistently for at least one year and demonstrate commitment to the Plum Village Tradition and Sangha service may be welcomed into the Caretaking Council by recognition and consensus of its existing members, in the spirit of deep listening and harmony.

When support is needed, the Caretaking Council may, by consensus, invite new members who meet these criteria to join, ensuring balance, continuity, and shared responsibility in serving the Sangha.

For the purposes of these bylaws and legal compliance, the Caretaking Council shall serve as the organization’s Board of Directors by consensus rather than by election. 

2.1.2 CTC Roles
The Caretaking Council shall designate among its members the following roles:

• Secretary/ Communications – Responsible for receiving correspondence, sending meeting notices, preparing agendas and minutes, and carrying out other assigned duties.

• Treasurer/ Finance – Responsible for receiving, accounting for, and reporting on all Sangha funds, and for making disbursements as directed by the Caretaking Council.

• Presiding Officer – A rotating role shared among members, responsible for facilitating meetings and ensuring inclusive participation.

• Director(s) - Assume(s) additional various roles and responsibilities as needed.

In keeping with the Plum Village practice of second body, each person holding a role should have a second body — another member who is aware of and supports their responsibilities, offering backup and continuity when needed.

2.1.3 CTC Size 

The Caretaking Council shall consist of at least three members and ordinarily no more than nine, unless otherwise agreed by consensus. This range supports balance and continuity by ensuring there are enough members to share responsibility, represent the Sangha’s diversity, and maintain decision-making. What matters most is that there are enough members to represent the Sangha effectively, make decisions by consensus, and ensure continuity of practice and operations.

2.1.4 CTC Membership Changes 

A member may resign at any time by written notice to the CTC. A member may be removed by consensus of the other CTC members for conduct inconsistent with the Sangha’s values or sustained non-participation.

2.2: Practice Facilitators
Facilitators are Sangha members entrusted to guide community practices, gatherings, or events through their embodied mindfulness practice. They offer guidance and hold space by example & sharing the practice of mindfulness, deep listening, and compassion in the spirit of the Plum Village Tradition.

To serve as a facilitator, an individual must have formally received the Five Mindfulness Trainings (5MT), practiced consistently with the Sangha for one year, read the Plum Village Facilitator’s Manual, be actively engaged in facilitator training under the guidance of a designated practice elder, and been approved by consensus of the CTC. Facilitators are expected to embody the spirit of the 5MT, uphold inclusivity and compassion, and support the collective well-being and harmony of the community.

2.3: Volunteers
Volunteers offer their time, energy, and skills as an expression of dāna—the practice of generosity—in support of the Sangha’s activities and well-being. Volunteer service is a continuation of mindfulness practice—an offering of care and presence guided by the Caretaking Council to meet the community’s needs. Volunteers may be designated or invited based on the Sangha’s needs and shall receive appropriate orientation and direction from the Caretaking Council or designated coordinators. Through practical tasks, volunteers help harmoniously sustain and build the Sangha.

Bylaw #3: CTC Decision-making by Consensus
Decision-making within the Sangha is a collective mindfulness practice, grounded in the awareness of interbeing—recognizing that each decision affects the whole community and is made with presence and care rather than productivity. 

All Sangha decisions are made by consensus of the CTC, in the spirit of loving speech and deep listening. Consensus is reached when CTC members have had the opportunity to share their views, listen to one another, and arrive at a resolution that everyone can support or be in harmony with.

The CTC holds responsibility for ensuring that all decisions reflect the collective well-being of the Sangha as a branch of the Plum Village Mahasangha. Proposals and initiatives may be brought forward by any Sangha member for the CTC’s reflection and consensus.

• Major Decisions: Affect the whole Sangha body—its direction, aspirations, or shared resources—and require full reflection and consensus by the CTC. Examples include: changes to sangha programs, initiatives, events, schedules, structures, core practices, sangha roles (volunteers, facilitators, CTC members); purchases or commitments of significant impact.

• Minor Decisions: Arise in the flow of daily practice and may be made through informal consensus (e.g., text or email) among CTC members, provided they align with Sangha values and are shared with the CTC for transparency and awareness. Examples include: routine purchases, scheduling adjustments, or logistical details that support ongoing Sangha activities.

Bylaw #4: Signing Authority
Any two members of the Caretaking Council of the Sangha shall have signing authority on any documents required for the purposes of contracting, or executing a decision, agreed to by consensus of the Caretaking Council in the collective interest of the Sangha as a whole.

Bylaw #5: Meetings

5.1. Conduct of Meetings
Meetings shall open with a short period of silence or mindful breathing and a recitation of the Mindful Meeting Meditation. Deep listening and loving speech shall guide all interactions. The facilitator shall help maintain a mindful atmosphere and ensure all voices are heard with respect.

5.2 Types of Meetings
a. Regular Meetings
The Caretaking Council (CTC) shall hold regular monthly meetings throughout the year as needed to carry out Sangha operations and community care. All Sangha members are welcome to attend and observe CTC meetings.

b. Annual General Meeting (AGM)
An Annual General Meeting shall be held once each calendar year. The purpose of the AGM is to review the past year’s practice activities, finances, and organizational matters, and to provide a forum for community feedback and visioning. All Sangha members are welcome to attend and observe AGM meetings.

c. Special Meetings
Special meetings may be called by the CTC. The purpose of the meeting must be clearly stated in advance. Relevant Sangha members are welcome to attend and observe special meetings.

5.3. Notice of Meetings

• Notice of CTC and AGM meetings  shall be shared with the Sangha community at least 7 days in advance, except in cases of genuine urgency.

• Notices shall be shared via the Sangha mailing list and/or  posted on the Sangha website.

• The notice shall include:

• The date and time

• Sangha members are invited to confirm their attendance to receive the location/ meeting link

5.4. Quorum and Decision-Making
A quorum for CTC meetings shall consist of at least one-half (50%) of the current CTC members. Decisions shall be made by consensus, in keeping with the Plum Village tradition. 

5.5. Minutes and Transparency
Minutes shall be recorded for all CTC meetings, AGMs, and special meetings. Minutes shall include:

• The date and time of the meeting

• Names of members present

• Key discussion points and decisions made

• Any action items or follow-ups

Approved minutes shall be shared with the Sangha community by posting on the Sangha website within a reasonable time after each meeting.

Bylaw #6: Finances  

6.1 Banking Plan
The Caretaking Council has established a Community Plan with Servus Credit Union to serve the banking and financial needs of the Sangha, with four persons being identified by the Caretaking Council, from time to time, as having signing authority for the account and the distribution of funds as authorized by the Caretaking Council in the collective interest of the Sangha.

6.2 Fiscal Year
The fiscal year of the Sangha shall run yearly from Oct. 31st to Nov.1st of the following year. 

6.3 Annual Financial Report and Annual Tax Filing
The Treasurer shall prepare an annual financial report for the Sangha, to be presented at the AGM. The data from the annual financial report will be used for the annual tax filing with the Canada Revenue Agency. 

6.4 Financial Stewardship
Financial stewardship within the Sangha is not administrative—it is an extension of practice and aspiration, an expression of dāna (generosity), Sangha building, and service to the Plum Village Sangha community.

The Sangha’s activities shall be supported by donations and other voluntary contributions from its members and friends. The CTC shall ensure that all contributions are used mindfully and transparently in ways that nurture siblinghood, strengthen Sangha building, and nourish the Sangha’s aspiration to serve all living beings.  Funds shall be directed toward supporting practice opportunities, community care, and the conditions for collective awakening. All financial transactions, including payments, grants, and expenditures, must be properly documented and accompanied by receipts or records

6.5 Service and Remuneration
Service to the Sangha and the Caretaking Council (CTC) is rooted in the spirit of dāna—generosity and voluntary offering. Members of the Sangha and the CTC ordinarily serve without remuneration, in alignment with the tradition of mindful service and community care.

When essential work cannot reasonably be fulfilled on a voluntary basis, the CTC may, by consensus, approve modest remuneration to ensure that participation remains equitable, inclusive, and sustainable. This allows essential tasks to be sustained without excluding those who may not have the privilege or capacity to contribute unpaid labour, supporting equity when volunteer capacity is limited, including when a skilled Sangha member is best suited to the task.

All such decisions shall be made by consensus of the Caretaking Council (CTC). Any remuneration shall be modest, task-specific, and offered in the spirit of dāna—supporting the collective well-being of the Sangha rather than individual gain.

6.6 Reimbursement of Expenses
While members ordinarily serve without remuneration, they may be reimbursed for pre-approved, out-of-pocket expenses incurred directly related to fulfilling their roles and responsibilities. Any reimbursement shall be subject to the approval of the CTC by consensus and made in accordance with the Sangha's financial stewardship practices and principles of mindfulness and transparency.

6.7 Conflict of Interest
No member of the Sangha, CTC, or any volunteers involved in financial decisions shall have any personal financial interest in the decisions made by the CTC. If a conflict of interest arises, it must be disclosed, and the individual involved shall recuse themselves from the decision-making process.

Bylaw #7: Dissolution
In the event that the Sangha is dissolved, any assets remaining after payment of all debts and liabilities shall be transferred to the Plum Village Mahasangha.

Bylaw #8: Revisions and Amendments
These Bylaws will be reviewed annually and may be amended by consensus of the Caretaking Council. Proposed amendments must be circulated to all CTC members at least 14 days before the meeting at which they are considered.