JIKOJI ELDERS COUNCIL PROCEDURAL FRAMEWORK
Adopted by the Jikoji Board of Directors July 16, 2026
Purpose: This procedural framework establishes the process by which the Jikoji Elders Council (Elders Council) responds to matters of ethical concern, conflict, and grievance within the sangha in a manner consistent with the Buddha's Precepts, the Soto Zen tradition, and the stated ethical values of Jikoji Zen Center.
This framework balances compassionate listening with clear, fair, and transparent accountability, ensuring that all parties are treated with dignity and respect. Its purpose is to promote healing, restore trust where possible, protect the safety and well-being of the sangha, and uphold the integrity of Kobun Chino Otogawa’s Phoenix Cloud Lineage.
The Elders Council recognizes that the integrity of the lineage is sustained not merely through the transmission of teachings and forms, but through the sincere embodiment of the Precepts, the willingness to acknowledge and address harm, and a steadfast commitment to ethical conduct, accountability, reconciliation where possible, and the protection of all who practice within the sangha.
The Elders Council serves as an advisory body to the Jikoji Board of Directors. The Elders Council is responsible for conducting a fair, compassionate, and thorough inquiry into matters of ethical concern and making written conclusions and recommendations to the Board. Final decisions regarding organizational action remain the responsibility of the Board of Directors.
The Elders Council recognizes that every person possesses inherent Buddha Nature and should be treated with dignity and respect throughout this process. Matters of ethical concern are approached with the understanding that individuals are more than their actions and that accountability and compassion are not opposing values, but complementary expressions of the Buddha Way.
1. Guiding Principles: The work of the Elders Council is grounded in the Three Pure Precepts and guided by the understanding that ethical discernment is itself a form of Buddhist practice.
Cease from evil: Refrain from causing harm and protect the safety and well-being of the sangha.
Do only good: Respond with compassion, wisdom, honesty, and integrity.
Do good for others: Foster healing, reconciliation where possible, and the spiritual well-being of everyone affected.
The Elders Council approaches each matter with humility, openness, and care. Its purpose is not to determine winners and losers, nor to simply assign blame or mete out punishment, but to discern what has occurred, understand its effects, address harm honestly, encourage accountability, and support the restoration of right relationship whenever possible. In carrying out this work, the Elders Council seeks to embody the Buddha Way by balancing compassion with wisdom while expecting responsibility for one’s actions.
The Elders Council recognizes that restoration is not always possible. When necessary to protect individuals or the health of the sangha, it may recommend clear boundaries or other appropriate actions that uphold the Precepts, preserve the integrity of the Dharma and the Phoenix Cloud Lineage, and safeguard the sangha.
The Elders Council operates under strict confidentiality, except where disclosure is required by law, such as in cases involving abuse of minors or vulnerable adults. Individual elders are expected to respect the confidentiality of the process to the greatest extent possible, recognizing that complete confidentiality cannot always be guaranteed when a fair inquiry requires speaking with relevant individuals or when disclosure is required by law.
To preserve fairness and impartiality, any eligible Elders Council member with a conflict of interest or an inability to remain objective shall recuse him/herself from participation in the matter under consideration.
2. Responding to Matters of Ethical Concern: The following sequence outlines the normal process by which matters of ethical concern are received, carefully discerned, and resolved. The Elder Council will make every reasonable effort to complete each stage within the timeframes described below. More complex matters may require additional time, in which case the parties will be informed of any revised timeline.
Intake and Acknowledgment: Within five (5) business days of receipt: Upon receiving a referral from the Board of Directors, the Elders Council shall meet, either in person or electronically, to acknowledge receipt of the matter, document the referral, and begin the process.
Initial Assessment: Within ten (10) business days of intake: The Elders Council shall review the information received, identify the nature and scope of the concern, determine whether any immediate action is necessary to protect the safety or well-being of individuals or the sangha, and establish an appropriate plan for inquiry.
Listening and Discernment: Typically within fifteen (15) business days of intake: The Elders Council will meet separately with: the individual who brought forward the concern; the individual whose conduct is under review; and any other persons who may have relevant information.
The individual whose conduct is under review shall be informed of the concerns being considered and given a meaningful opportunity to respond before conclusions are finalized and recommendations are provided to the Board.
The Council may review relevant correspondence, documents, witness statements, or other information necessary to understand the matter fairly and compassionately.
Throughout the process, the Council endeavors to listen deeply to all participants, recognizing that careful listening is itself an expression of compassionate practice.
Council Discernment and Recommendations: Following its inquiry, the Elders Council shall meet to reflect together and strive to reach consensus regarding its conclusions and recommendations.
In its discernment, the Elders Council will consider: Whether the conduct was inconsistent with the Buddha's Precepts, Jikoji's ethical standards, or other applicable community policies; the impact of the conduct on those directly involved and on the broader sangha; whether restoration of trust is possible; and what actions, if any, are necessary to promote healing, protect the sangha, and uphold the integrity of the Phoenix Cloud practice and the trust of the sangha..
If consensus cannot be reached after reasonable deliberation, differing viewpoints may be documented and submitted to the Board together with the Elders Council's recommendations.
Conclusions and Recommendations: Upon completing its discernment, the Council shall prepare written conclusions and recommendations for the Board of Directors.
The Elders Council's conclusions may determine that: no ethical concern has been substantiated; the matter arose primarily from misunderstanding, miscommunication, or interpersonal conflict; education, facilitated dialogue, mediation, or other restorative practices are appropriate; conduct was inconsistent with the Buddha's Precepts or Jikoji's ethical standards and calls for accountability and restorative action; restrictions or other protective measures are necessary to safeguard the sangha.
Recommendations may include, but are not limited to: facilitated dialogue or reconciliation; an apology or other restorative action; a plan for making amends; professional counseling, education, or mentoring; supervision or ongoing accountability measures; temporary or permanent restrictions on teaching, leadership responsibilities, or participation in Jikoji activities; any other actions the Elders Council believes are necessary to uphold the Precepts, protect the sangha, and preserve trust within the Phoenix Cloud sangha.
The Elders Council shall submit its written conclusions and recommendations to the Board of Directors for final consideration and action.
3. Appeals: Either the individual who brought forward the concern or the individual whose conduct was reviewed may appeal the outcome if they believe: the process was procedurally unfair; significant bias affected the inquiry; substantial new information has become available; or a significant procedural error materially affected the outcome.
Appeals shall be submitted in writing to the Board of Directors within fifteen (15) calendar days of receiving the Elders Council's conclusions. The Board shall review the procedural integrity of the Elders Council's work. The Board may: uphold the Elders Council's conclusions and recommendations; return the matter to the Elders Council for further inquiry or reconsideration; or appoint an independent outside mediator or investigator when the Board determines such assistance is appropriate. The Board's decision on appeal shall be final.
4. Composition of the Elders Council: The Elders Council consists of individuals appointed by the Board of Directors. Members are selected based on their demonstrated ethical maturity, personal integrity, sound judgment, and ability to exercise impartiality. Members serve until resignation or replacement by the Board of Directors.
When a member has a conflict of interest or is otherwise unable to serve in a particular matter, the member shall recuse themselves. If recusals reduce the Council to fewer than three participating members, the Board may appoint temporary substitute elders for that matter.
Closing Intention: These procedures are intended to support the ongoing practice of the Buddha Way within the Jikoji sangha and the Phoenix Cloud Lineage of Kobun Chino Otogawa Roshi. The sincere practice of the Precepts calls each of us to honesty, compassion, humility, accountability, and wisdom. By responding to matters of ethical concern in this spirit, the Elders Council seeks to protect those who practice at Jikoji, foster trust and integrity within the Phoenix Cloud community for present and future generations.