SECRETARIAT MEETING - DECEMBER 5, 2009

SECRETARIAT= MEETING - DECEMBER 5, 2009

OUR SAVIOR LUTHERAN CHURCH

Present: Wayne Ba= ker, Kaiwa Miller, Phyllis Hand, Darwin Reedy, Dennis Galbreath, Jerry & Jane Brown, Jan Foster, Julie Gull, Barb Bridgeman, Chuck Ott, Bill Sistar, Aleks Ritums, Denise Bentley and Billi Ott

Excused: Edith Sc= heer, Dale & Dianna Voss and Carole Moskowitz

Guests: Carol Rog= ers, Lisette Ratcliff and Tom Simpson

The meeting was called to= order at 2:13 p.m. with prayer by Bill Sistar

Bill is headed to a meeti= ng with the folks at Heart of Florida Secretariat.= They are at risk of disbanding.&nbs= p; He gave a report on Betts, who is doing much better and sends his lo= ve.

Bill recently worked a co= -ed weekend in NC. There were six tables (3 men/3 women) and themed days.&nb= sp; There were over 120 for serenade and many drove up to 3 hours.

Phyllis did the devotion = reading James 1:6 and Psalm 124.

Minutes from the November= 7, 2009 meeting were presented. They = were approved with changes on a motion by Jan, seconded by Kaiwa.

Barb addressed changes to= the calendar. The next Ultreya wi= ll be January 16 at Central Christian Church in Clearwater. The March 27 U= ltreya will be a combination fund raiser and Commissioning Ultreya.

Treasurer's Report was pr= esented by Wayne. We received a refund from NLS, whi= ch will be put aside for the next NLS. It was asked that the interest on the CD be listed as a separate ite= m on future reports. Treasurer's R= eport was approved on motion by Chuck and second by Dennis.

Our 2007-2008 and 2008-20= 09 records have been reviewed and a letter from Shirley Tyler was presented. It was discovered that the 990 For= m was not filed when due, which could result in a $1,600 penalty. We will dispute this with the help= of Jan's mom (Shirley Tyler).

Wayne indicated that Edith feels we sho= uld consider increasing registration deposit from $20 to $50. Dennis made a motion that we incre= ase candidate deposits from $20 to $50; second by Darwin. Approved. This will be announced at the Ultreya, posted to the website and the forms changed.

COMMITTEE REPORTS

Purch= asing Distributed Purchasing Repo= rt for W/E 54. $612.43 was refunded = back after food. Dennis made a mot= ion to thank the Browns for the good job they did on these weekends. Second by Darwin. Approved.

At La= rge Kaiwa is working on Histori= an information

Physical Arrangements Dianna Voss called a set-up= team, which worked very well. Every= thing was torn down by 4:50 on Sunday. Lost and Found items will be presented after dinner.

Pre-V= dC Currently have 2 women on h= old with 5 others in the works and 2 men for the spring weekends. Need to make sure applications and sponsor sheets are available at each Ultreya.

Commu= nications Newsletter articles are due= by December 10 and can be e-mailed to Julie or Shellie.

Post VdC- Barb has learne= d a lot and things are going well. Lu= ggage was handled on Sunday for the women's weekend. She is having problems getting sin= gle 4th Day speakers and someone to do a sponsorship talk.

Outre= ach Dennis has been advised to<= span style=3D'mso-spacerun:yes'> hold off until after the holidays = to be contacting any churches.

New B= usiness Weekend reports were collected. As there were not = enough copies for everyone, Tom and Carol will e-mail their reports to Wayne and they wi= ll be e-mailed to everyone.

Job descriptions have been collected and are being reviewed.

Dave McConnell has asked = that we find someone to take over moderating the yahoo groups (VdC 1-3). Dennis recommended we ask Mike Sch= reiner if he would agree to take this over. Chuck suggested we table this matter to the next meeting so we can f= ind out if Mike is willing to do it. Dennis seconded. Approved.

The computer that was rec= ently donated to Communications is not needed at this time. Dennis made a motion that this be = passed on to the Historian to use. <= span class=3DGramE>Seconded by Phyllis.&= nbsp; Approved.

It was brought up we may = want to have a separate workshop for Head Chas and Assistant Head Chas, but the discussion felt this was maybe not needed and that the Back-Up Rector(a) and experienced team members could help. Dennis suggested we table this mat= ter to the next meeting so we can get more detail. Seconded by Ja= n. Approved. If this needs = to be addressed before next meeting, can be handled by e-mail.

Spiritual Directors Resignation letter read from Betts. Dennis made motion tha= t we accept with regrets. Seconded by Darw= in. Approved. Gift of recognition discussed. Chuck made a motion that we collec= t from the community to give Betts a love offering. If sufficient funds not collected,= use left over NLS funds. Seconded by Darw= in. Approved.

When looking for second S= piritual Director, should not limit our search to a female replacement. Bill has agreed to mentor the onco= ming Spiritual Directors.

We do not yet have contra= cts for 2010 weekends.

There are about 70 VdC so= ngbooks missing. Julie will put out an e-mail asking for people to look around and see if they have one at home.

Elect= ions Kaiwa announced the positio= ns that are up for election this year Lay Director, Secretary, Treasurer, Pre VdC, Leaders, Prayer Line Coordinator. Kaiwa will prese= nt the list at the Ultreya and has agreed to chair the Nominating Committee.

Aleks Ritums discussed the database.

Way= ne announced he will not be seeking a second term as he and Nancy will be moving to DE or VA once t= heir house sells. If it sells befo= re June, he will resign at that time. <= /span>May want to get a new post office box closer to the bulk of t= he community.

Billi announced January w= ill be her last meeting due to knee replacement surgery on February 4.

Kaiwa had a health scare = on the weekend. It was an allergy to= smoke that caused her problems, no cardiac issues.

Dennis made a motion to a= djourn the meeting. Seconded by Barb. Approved.

Meeting adjourned at 3:40= p.m.

Respectfully submitted,

Billi Ott

Secretary