SONBEAM VIA DE CRISTO
SECRETARIAT
August 30, 2004

Present – Don Kragh, Nancy Kragh, Skip Young, Wayne Baker, Nancy Baker, Charlie Tucker, Chuck Stewart, Bill Sistar, Al MacKenzie, Jean MacKenzie, Barbara Fox, Karen Emerson, Maggie Sabatier-Smith, Paul Sabatier-Smith, Tom Simpson, Linda Price, Dave Marquart

Lay Director Paul Sabatier-Smith opened the meeting held at First United Methodist Church- Pinellas Park. Pastor Sistar led in prayer.

Paul shared a meditation from the book Bait of Satan. He shared from Chapter 7 – “The Sure Thing”, and IS28:16 that we need to be a team, with a solid foundation. A discussion ensued.

Paul indicated that members need not be concerned if they have nothing to report for their area since the last meeting, as not all committees may have activities between Secretariat Meetings. He then indicated that it was his intention to run meetings by Roberts Rules of Order and distributed a summary sheet covering Roberts Rules.

Don Kragh read the minutes of the July 10, 2004 meeting. They were approved as corrected. He then read the minutes of the August 7, 2004 retreat. They were approved as read. Paul reminded Don that the minutes should be submitted to Debbie Alexander to be posted on the website.

Don indicated a desire to distribute minutes by email where this was acceptable. Everyone present indicated their willingness. Betty Neighbarger and Linda Price were suggested as two members where minutes will still have to be mailed. It was suggested that the minutes be sent in the body of an email, rather than as an attachment. This would help eliminate problems with opening documents and with viruses.

Al MacKenzie gave the Treasurer’s Report. It was accepted as submitted.

Al then indicated that we have received a letter of inquiry from the IRS. Apparently, since we have a P. O. Box and not a permanent address, they require a more detailed level of reporting. Paul indicated that in our records he found an advance ruling letter from IRS that an attorney had obtained for us. The Secretariat approved for the Executive Board (Lay Director, Assistant Lay Director, Treasurer, and Secretary) to handle what needs to be done.

Rectora Maggie Sabatier-Smith reported “WOW, Awesome”. There are 66 on the team, including 11 serving on their first team, 6 serving offsite, and 2 from other movements. 

Paul indicated that in reviewing the Bylaws, he found that they say Secretariat is supposed to approve all team members before they are called to serve.

Rector Skip Young said that a team meeting the previous Saturday went well, and that there are a good number of new people on the team. Skip indicated a concern in that the information provided to him did not include the last four weekends. He also asked about sample Rollos no longer being included. Tom Simpson shared that the Secretariat had made a decision not to provide them any longer based on confidentiality. A discussion then took place about the database. Debbie Alexander is up to date, but there is a problem in converting from paradox to another database.

A discussion ensued on the Leaders Workshop Sept. 14th. It was decided that for this workshop, it will be a normal potluck Ultreya afterwards, beginning at 5:30pm. Karen Emerson asked who arranged for communion elements for Ultreyas. Bill Sistar asked what can be done to bring out those not serving on teams. After discussion, it was decided that an email will be sent out for this one, and that communication and mailing will be a subject addressed at the next Secretariat meeting. It was suggested that sponsors need to get their new cursillistas out to Leaders workshops.

Plans were discussed for times for the Post Ultreya. It was decided that the Ultreya will begin at 5pm with Secretariat meeting from 2-4pm, and candidates and teams meeting from 4-5pm. 

It was brought up that we need contracts with the camp for the upcoming weekends. Paul said that he will work with Charlie to get this taken care of.

Paul assigned homework to review the proposed Bylaw changes and to notify him of any questions or proposed changes in preparation for two upcoming working sessions of the Secretariat to go over Bylaw changes. The idea is that after the two sessions, the Bylaws could then be approved at the Post Weekend Secretariat meeting. Paul asked that any input be specifically identified by page #, Article #, and letter. After discussion of when to hold these two meetings, it was decided to have one as an evening meeting, and the other on a Sunday afternoon. Paul asked everyone to notify him of when they would not be available over the next 3-4 weeks, and said that he would then decide when to schedule the meetings.

Tom Simpson shared that work on the Team Manual is coming along well, and that he would distribute copies on disc to those on Secretariat that don’t have them.

It was decided that the Team Commissioning on October 23 at Pasadena Presbyterian will be a full Ultreya, starting at 5pm, with Secretariat meeting from 2:30 to 4:30pm.

Charlie Tucker reported that Physical Arrangements is planning on getting large wagons for storage, such that all equipment for each area (kitchen, chapel, Rollo Room, etc.) could be loaded and stored in a single wagon for each area.

Linda Price reported from Palanca that the Palanca Sheets for the weekends had been updated and items added that are normally used but had not been on the sheets. She added comments regarding making them available at all team meetings and Ultreyas. She also outlined a proposal to have them included on the Website in the future that would allow people to sign up on the Website for items.

Selection of Hat Person was discussed. The Bylaws indicate that Secretariat appoints the Hat Person. Not aware of this, Skip already asked someone to be Hat Person. A motion was made and passed that for the upcoming weekend, the Hat Person selected by Skip be approved. Al MacKenzie volunteered to serve as Hat Person for the Women’s weekend.

It was suggested that Secretariat review Rector/Rectora instructions/operating procedures before the Spring weekends.

Tom suggested a column be included in the newsletter covering “Walking Lessons”. A sheet was distributed and we were asked to review this.

A question was raised about the “Application to serve on Team”. When these are received, they are passed on to the Rector or Rectora. It was suggested that a form letter is needed to indicate that the application was received, that the individual will be considered, but isn’t guaranteed a spot on the team. Another suggestion was made that the application contain a statement that the individual may or may not be called. Tom will review.

Paul brought up that there is an open position for Leader’s, but that the changes suggested to the Bylaws drops the number of positions back to one. For this reason, a motion to Table was made and passed.

The meeting was adjourned.

Respectfully submitted,

Don Kragh, Secretary