SONBEAM VIA DE CRISTO

SECRETARIAT

November 3, 2007

Pasadena Presbyterian

 

The following members were in attendance:  Paul Sabatier-Smith, Jan Foster, Alex Haak, Carole Moskowitz, Karen Emerson, Chuck Ott, Betts Huntley, Kaiwa Miller, Bill Sistar, Darwin Reedy, Dennis Galbreath, Phyllis & Keith Hand, Charlie Tucker, Lisa Nitsch and Jerry Lindsay

 

Excused:  Chris Klafs

 

Guests:  Jim McConnell, Jr., Nancy Kragh, Linda Price, Kirt Sevier, Dave McConnell, Roberta Haak

 

Meeting called to order at 3:09 p.m. with prayer by Pastor Betts

 

Minutes were presented from the 8/25/07 Secretariat meeting.  Approved with changes on motion by Alex. 

 

Rectora Report

 

Focusing on the Fruits of the Spirit – character traits.  Many God things in team dynamics, very blessed.  Team is at 64.  She asked for continued prayer.  Back up Rectora Jan Foster asked if anyone had a microphone system to use in the Dining Room due to Rectora Linda’s soft voice.  Alex offered one for use on the Women’s weekend.  Rectora Linda asked about the crosses used during Rollos and altar visits.  It was believed they are in the Rector’s box and will be passed on after the Men’s weekend.

 

Camp Florida

 

Paul spoke with Robyn and the camp is being heavily used.  Chrysalis recently completed weekends.  The large freezer is still not working and will not be replaced since they will be renovating the kitchen soon.  They did make arrangements for large chest freezers to be used on the weekends.

 

Treasurer

 

Validation of electronic vote for Lisa Nitsch to step in as Treasurer to replace Steve Shade.  Approved motion made by Charlie and seconded by Alex.  Motion carried.

 

Grand Ultreya

 

Set for February 9, 2008, to celebrate with the other Secretariats in Florida and our 25th anniversary.  Location has not yet been determined.  Our normal location, Bayside Community, is not yet scheduling for the New Year and won’t open their calendar up until the first of the year.  Feeling that was too long to wait, Karen is going to contact Our Savior, Trinity and Faith Presbyterian to see if their facilities are available that day.  Karen asked about the amount paid for the use of the church to have that information if asked by the churches.  It was discussed the normal rate is $100-150.

 

Paul brought up the possibility of David Carrillo appearing at the Grand Ultreya.  Those who had been at NLS echoed Paul’s praises of David’s performance.  Discussed the financial aspects of his visit.

 

Communications

 

Charlie gave a rundown on the man hours and costs involved in putting the newsletter together.  He advised the cost is going up from five cents to eight cents each.

 

Ballot ready for upcoming Rector/Rectora votes.

 

Discussed software for 4th day communities used by other Secretariats.

 

Is asking that computer chas send directories as Excel spreadsheets allowing merging into database.

 

Post VdC

 

Karen presented list of potential dates for 2008 Ultreyas.  Asked whether or not to have Ultreya on January 12 due to Post Ultreya in December and Grand Ultreya in February.  Discussion regarding decreased attendance of late at most functions.  Motion by Charlie, seconded by Jan to keep Ultreya on January 12. Motion carried.  Karen will have printed copies of the list available at future Ultreyas to keep community informed.  Discussed having notices put out on website and e-mails sent more than a week prior to the event.  Motion by Dennis, seconded by Chuck to approve the list. Motion carried. 

 

Karen asked for updated Reunion Group information to pass on to Rector/Rectoras for Babe Chick packets.

 

Leaders

 

Darwin made motion that Core Team training be included at Leaders, second by Karen.  Question whether a permanent person should be appointed to lead sessions for continuity and consistency.  Discussed that there be procedure set up for materials to be used at Leaders rather than leaving it to selected leaders.  Mentioned there should be a back up for each position.

 

Dennis made friendly amendment to the motion to set up sub-committee to gather and put together formatted information, second by Carole.  Darwin withdrew his original motion. 

 

Dennis restated motion to form subcommittee under Leaders chair to work up material format.  Motion amended by Charlie to include Spiritual Director as part of the committee, seconded by Alex.  Motion carried. 

 

Treasurer Report

 

Due to electronic issues, written report not available.  Lisa did report there is approximately $14,000.00 in all accounts.

 

Discussed finishing signatory process.  Billi is waiting for Lisa to provide bank name and account information to put on the letter.  Lisa will provide today and Billi will get letter done and mailed first of the week.  Discussed how many signatories we should have on the account.  Suggested Lay Director or Secretary should be added.  Karen moved and Phyllis seconded to add Secretary as third signatory on the account.  Motion carried. 

 

Lay Director

 

Paul and Robyn continue to address items involving Camp Facilities.

 

Devotion done by Paul from book of James – exhibit attitude of prayers and praise.  When we are challenged, we climb.

 

Copies of e-mail from Rector Dave and Jim McConnell, Jr., were distributed. 

 

Discussion whether to cancel or postpone Men’s #50 due to lack of candidates.  It is the community’s responsibility to pray for God’s will in providing candidates, not the Rector’s.  Paul’s feelings were let God do it.  After much prayer, feels God is telling us this is the time for the community to wake up and hear what God is telling us He wants us to do.

 

Prayer offered by Dennis.

 

Dave commented that someone told him we are not short on candidates but short on sponsors.  Need to concentrate on sponsorship training. 

 

(Rector Report) Team training has been a great blessing.  Prepared to move forward as Secretariat recommends.  Core Team has discussed that dynamics of the weekend might not be right under the present circumstances.  We need to do what is right for the candidates.

 

Following are comments made on the above issue:

 

-                     Lack of candidates may not have been brought to the attention of the community soon enough.  Countered that the lists have been posted regularly through e-mails and there are enough of us with e-mail access that that is not an excuse.

-                     Dennis asked what the financial loss was if we cancelled or postponed the weekend.  Paul indicated only the first deposit had been made but contractually we would forfeit all deposits – including those owed.  It is unknown if we will have a cancellation fee for the food order.

-                     Number of candidates should not be measure for success or failure of weekend.  Jesus said “Feed My Sheep”, not count them.

-                     We are God’s hands and feet, it is our responsibility, can’t say “leave it up to God” to fill the weekends. 

-                     Dave and team ready and willing to move forward if Secretariat agrees.

 

Alex made motion, second by Betts, to extend deadline to Monday to see if sufficient candidates received.  Discussion how to get notice about extension to community.

Motion failed.

 

Clarified if we postpone the weekend, Dave would be Rector in the spring; if cancelled, would start over with new Rector.

 

Darwin made motion, Charlie seconded, to postpone Men’s #50 to the spring.

 

Karen made friendly amendment, seconded by Debbie, we would postpone if we don’t get six more candidates.  Darwin accepted amendment.

 

Discussion to ask for applications before dinner and announce before Ultreya is over.

 

Vote taken by show of hands.  Yes – 5; No – 9.  Motion failed; Men’s #50 weekend goes forward.

 

Paul closed Secretariat meeting at 5:10 for election of Rector/Rectora for weekends #51.

 

Motion to adjourn by Charlie, seconded by Debbie.  Motion carried.   Closing prayer by Pastor Bill.

 

Submitted by Billi Ott, Secretary