SONBEAM VIA DE CRISTO

SECRETARIAT

June 24, 2006

Pasadena Presbyterian Church

 

 ATTENDEES: Paul Sabatier-Smith, Steve Shade, Angie Waldauer, AJ Waldauer, Karen Emerson, Charlie Tucker, Tom Simpson, Bob Burford, Chris Klafs, Bob Dinnerville, Betts Huntley,  Chuck Ott

 

Excused: Wendy Kinka, Bill Sistar, Skip Young, Ron Beiler, Kristin Beiler, Wayne Baker, Nancy Baker, Don Kragh, Nancy Kragh, Mary Ashcraft

 

Visitors:  Dianna Voss, Sergio Gonzalez, Jan Foster, Hal Feininger and Billi Ott

 

Secretariat Meeting

 

The meeting was started with Betts Huntley (Betts) opening us in prayer.  Paul Sabatier-Smith (SS) presented a meditation on Daniel.  We need to be who we say we are.  He used an example of a deaf couple that attended church in Lakeland sharing that no one in church had invited them to dinner; they were, in a sense, set apart within the church.

 

When a quorum was achieved, Paul (SS) called the meeting to order at 3:25 PM.

 

 The May 5/8/2006 minutes were presented and Charlie Tucker (Charlie) noted that the follow up on the brochures was tabled until this meeting.  A note to that affect is to be inserted in the minutes.  Dianna Voss noted the need to correct the spelling of Gonzalez and Dianna in the minutes.   Charlie then moved and Betts seconded to accept the minutes as amended. 

 

Steve Shade (Steve) then presented the Treasurer’s report.  Many of the expenses were one-time expenses, like the Babe Chick Packets and the mailing of newsletters.  He noticed we have a balance of $3,416.17.  Steve reviewed the NLS fund balance and the St. Stephen Fund balance for a total of $9,583.64.  Steve pointed out our balances were down and we needed to ask the Community to participate in increasing their financial support.  With our status change, we will be able to be exempt from the 7% Sales Tax.

 

Dianna Voss pointed out that everyone needs to know that we need funds.  Bob Burford (B) pointed out that we have done the Sad Rollo, but the reason we have not used it during the weekend recently is that we tell the candidates throughout the weekend that it is free.  Then we really can’t tell them at the end of the weekend we need funds.  After some discussion by the Secretariat, Bob B suggested we consider doing it at the Post Ultreya.  This was considered to be an acceptable solution.  Paul (SS) noted that we will start doing it and Bob B volunteered to take the responsibility for the December 2nd Ultreya.

 

Jan Foster talked about her Church supporting a number of other ministries and will be requesting they support the Sonbeam Via de Cristo.  Charlie noted we needed information to put in the next newsletter.  This type of information helps get out the word.

 

Paul then brought up the election to follow at the Ultreya.  Betts indicated that he would be glad to help with the tally of the ballots and AJ said he would also help.

 

Paul (SS) noted that the By-laws require two names for each of the positions that appear on the ballot.  Charlie moved and Karen Emerson (Karen) seconded to accept the ballots with only a single name for each position for this election.  After a brief discussion, the motion was called and carried.

 

Charlie then brought up communications.  He noted that Mike Schreiner (Mike), our Webmaster, was mugged and Mindy Schreiner has injured her back and both asked for prayers.  Mike is continuing to function.  The Newsletter was printed by a Printer, this time, and has been published.  The next issue will be published electronically.  Three newsletters a year will be printed.  Charlie then brought up the Brochure – 137 emails later.  The “question mark is over the chicken” but still has to be modified.  Charlie reviewed the several small changes that were made by those submitting ideas.  One run of 10,000 brochures, in color, cost $.13 per copy.  Card stock was found at his church and will be used in an attempt to reduce the costs.  Wayne Tucker wants to get these out to the churches right away. Karen moved and Chuck Ott seconded that we approve the brochure and printing ($1,300) prior to tax.  After some discussion, the motion carried.

 

Charlie then provided a Database update.  The old database is very old and there have been a number of problems working with it.  He is looking for recommendations on the types of reports we need.  We didn’t track gender, spouses, etc., when folks moved.  There are no records on some things and Charlie requested assistance.  Chris Klafs has some dates.

 

Paul (SS) suggested we meet with the last three sets of Rectors/Rectoras and determine the type of information they would want.  Discussion followed.  Several suggestions were made.  One suggestion was to put a request for information in the newsletter to have a church representative to list everyone in his or her church.  Charlie is to set up a committee and report back to the Secretariat.

 

Karen then reviewed Post VDC.  There is a problem getting information from Churches on Ultreyas.  Criteria to host an Ultreya includes the need to have a hall to include at least

150 people.  Some churches will not allow Communion or have Saturday evening service of any kind.  Several suggestions were made for Karen to consider.

 

Paul (SS) mentioned childcare during the Ultreyas.  A number of churches have talked about childcare and it is in a box in the newsletter.  There are legal requirements to consider.  Childcare has always been for ages five and under; in reality, older kids have been coming into the room and their have been some incidents.  Our childcare is for five and under.  Older children are welcome to attend Ultreyas, Send-offs and Closings, BUT older children must be supervised by their parents.  It was suggested that we place an article in the newsletter.  Paul (SS) will send the article to be included in future newsletters.  Discussion followed.  Chris suggested we read the notice at the beginning of each Ultreya.  Karen is looking for other suggestions as well.  Paul (SS) indicated that we need to mention the issue at the Ultreya and either he or Karen will do the next Ultreya and continue to emphasize the issue in the newsletters.

 

Charlie requested articles for the next newsletters.

 

There were no other Committee reports.

 

Paul (SS) then suggested topics to go forward to the National Secretarial meeting.  Betts Huntley, Steve Shade and Paul (SS) will be attending.

 

Charlie indicated that we need to standardize on a website. If NLS and all other groups have the same service, things would be much more fluid and it would help us to better communicate between other VDC groups. The domain, i.e. Yahoo, ad we need an NLS domain.

 

Rector/Rectora Reports:

 

Sergio Gonzalez advised that his CORE team has been assembled and have had their first meeting.  They have planned team-meeting times.  CORE team is focusing on the important issues of team forming.  Sergio advised that everyone is excited.  He has talked to some potential team members and is starting to call others.  He is calling one Spiritual Director and two others are praying about it.  God will make it happen.  His theme is John 15:16, “You did not choose me, but I chose you and appointed you that you should go and bear fruit and that your fruit should abide; so that whatever you ask the Father in my name, he may give it to you.”  Sergio indicated that they have ideas for a logo, but they are not firm at this point.  Angie Waldauer reminded Sergio to give Charlie team names as soon as possible, for the July newsletter.  Charlie also asked for Sergio to forward the CORE team names to be published on the website.

 

Dianna Voss advised that God is strong and Faithful.  She has called her CORE team and they have had one team meeting already.  Dianna advised that her CORE team has had a number of ideas and are truly a blessing.  She is working on a logo.  Her theme is Philippians 1:6, “And I am sure that he who began a good work in you will bring it to completion at the day of Jesus Christ.”  Charlie also asked that she provide the CORE team names and team names as soon as possible.  She also noted that they have scheduled team meetings.

 

Dianna and Sergio are to get with Karen and the new Secretariat member for Leaders to set up a Leaders training meeting.

 

Paul (SS) indicated that the Rector, Rectora, their Spiritual Directors and both head Chas need to meet with Paul (SS) to discuss being a Spiritual leader of their respective teams and for the weekends.

 

Paul (SS) has signed the contract documents for the weekends with an addendum specifying the dates, the cost, $2,800, and that it is to be paid in installments, October pay 50% and the balances due on the weekends.  Paul (SS) has also confirmed the follow on weekends.  Karen shared them – Men’s Fall weekend 11/8-11/06 and Women’s Fall weekend 11/15-18/06 and the Ultreya on 12/2/06.  The 2007 Spring weekends will be – Men’s weekend 4/19-22/07 and the Women’s will be 4/26-29/07 with the Ultreya date to be decided.

 

After the National Secretariat meeting we will discuss the Grand Ultreya before setting the January Ultreya weekend.

 

Charlie asked who did not need a paper copy of the newsletter.

 

A motion was made by Steve to close the meeting and it was seconded by AJ.Waldauer  Motion was called and carried.

 

Paul (SS) closed the meeting with a prayer.