SONBEAM
SECRETARIAT
September 16, 2006
St Andrew’s Presbyterian
The following members were in attendance: Paul Sabatier-Smith, Mary Ashcraft, Jan Foster, Wayne & Nancy Baker, Karen Emerson, Steve Shade, Darwin Reedy, Ron Beiler, Bob Burford, A.J. Waldauer, Angie Waldauer, Jerry Lindsay, Charles Tucker, Skip Young, Pastor Bill Sistar
Absent: Kristen Beiler, Chris Klafs, Bob Dinnerville, Mike Schreiner, Betts Huntley
The following guests were in attendance: Dianna Voss, Sergio Gonzalez, John Foster
Paul called the meeting to order at 3:12 P.M. with prayer by John Foster. Paul presented a meditation on a sermon series entitled “God’s Living Sermon”, which describes what VdC is all about – Christian Community. He also talked about a book titled “Jesus CEO, which likens Jesus to a CEO of a corporation of 12, showing them how to go about HIS work, which also applies to VdC essentials. There are two three-legged stools in VdC – Piety/Study/Action we hear about in rollos and the 4th Day Stool – Reunion Group/Ultreya and Spiritual Direction. Spiritual Direction does not have to be with a pastor, but can be with a lay person you look to for spiritual guidance.
Minutes were presented from the 6/24/06 Secretariat meeting. Revisions–add names of those in attendance; page 3, paragraph containing Rectora’s report, change “god” work to “good” work. Charlie Tucker moved to accept the report. Motion carried.
Minutes were presented from the 6/24/06 Business meeting. Revisions – 2nd paragraph containing Rectora’s report, change “god” work to “good” work; 5th paragraph containing Treasurer’s report, second line add “total” before “cost $500”; 6th paragraph, change Mary Kragh to Nancy Kragh.
Steve Shade presented the Treasurer’s report – See attached report. We are in poor shape financially. Partial payments need to be made to the camp by 10/1. Steve will announce at the Ultreya need for green palanca. Wayne Baker moved to accept the report. Motion carried.
Old Business:
Steve Shade advised that we are now recognized as a public charity with a 501(c)3 organization status. Steve attended the financial seminar at NLS. We overlooked filing documents showing receipts and expenditures for the past six years; that has now been brought current.
Communications – Brochures done. The cost was 10 cents each. Next printing will be less since set-up has been done. The boxes are stored in Charlie’s climate-controlled shed. If you need any for your church, contact Wayne Baker. Steve Shade announced that his church recently used them as an insert in their Sunday bulletin. It was discussed that we need to make sure they are available at Ultreyas.
Database revisions in progress. Committee working on matching up spouses, parents and children, identifying male and female. Need to know what reports are needed by Secretariat for future use as the database must include all that information at set-up. Questionnaires will be going out to those not active. Working on memorials for those who have passed on. Charlie indicated he purchased a laptop to be used for the database.
NLS – Paul Sabatier-Smith, Steve Shade, Pastor Betts and Pastor Bill attended.
Pastor Bill reported it was a great weekend. Finds that other Secretariats have the same problem we do in securing spiritual directors for weekends.
Steve discovered other Secretariats are doing some interesting things – like using a mime in prelude to communion.
Paul indicated it was a good location, but the west coast does things a little different, but the essentials are the same. New spiritual director manual available and can be downloaded from NLS website and provides all types of resources.
The other states look to the 7 Secretariats of Florida for guidance.
NLS now has a need for a paid employee to be put in place over the next year. Seeking funds and interested personnel – would need to be cross between office manager, PR person, and CEO for NLS.
Newsletter articles are due 10/18 and will be the last one before the weekends. Candidates will be updated on the website as they are provided. Can e-mail article to Charlie.
New Business
Weekend Activities – Set-up and tear-down. Bob have problems getting people to help.
New Rollo rooms tables to be purchased. Bob reported we can get round tables from Sam, but they have to be ordered. Also, they come in packs of 4 and we only need 6.
Charlie made motion to purchase two 4-packs and we will try to sell the extras or will have for future use. Discussed money coming from St. Stephen’s Fund. It has already been agreed to buy from the Fund. Skip Young seconded. Motion carried. Mary Ashcraft will contact the camp and let them know when we will be bringing the tables.
Paul and Mary will be meeting with camp management to present written emergency procedures. Paul asked for volunteers to work on this. Jan Foster volunteered. The procedures will be posted at camp and provided to team members. All medical people on the teams will need to bring their licenses to the camp in the event there is an incident.
The Hat Persons were selected for the upcoming weekends –
Men – Wayne Baker
Women – Charlie Tucker
It was reiterated that this is the only person to go to the camp manager as needed.
Closing Balloons – Need to find somewhere to store the helium tank. In the past, men’s team did for women and vice versa. Ron Beiler indicated this weekend it will work the same way. Tank currently at St. Stephens and will need to be transported to closing.
Karen Emerson needs to know who will be responsible for it for this set of weekends so she can make arrangements for someone from VdC to unlock the church and make sure the church is secure and protected. Arrangements being made for the fall weekends.
Leaders –
Paul announced that Catherine has asked to step down as
one-half of the Leaders position.
Local Palanca – Sheets will be at the Ultreya, need to encourage people to sign up for food and prayer palanca.
25th Anniversary Celetration – Discussion for planning celebration for next year. Consider inviting from the other Florida Secretariats. Will take place of scheduled Ultreya.
Rector and Rectora Reports:
Dianna reported the women have had their first team meeting and it was a blessed time. There are 61 team members who enjoyed fellowship and bonding. Spiritual Directors in place. Back-up Rectora is helping to line up people for tear down.
Sergio reported core team has been meeting for over 3 months. There are 72 men on the team – didn’t receive many no’s. Good mix of new and old cursillistas. They have had two team meetings so far and he is excited about their progress.
Angie warned that with the bigger teams, need to alert the community to increase the amount of palanca. Ron Beiler will get that out to the community.
Karen Emerson talked about the Reunion Group sheets for the Babe Chick packs. Will list those who are accepting new members.
Miscellaneous –
Paul reported Grand Ultreya will be February 3, 2007 in
We will have a Secretariat retreat, probably in January
Dates for 2007 have been confirmed with the camp.
Ron Beiler reported that there are 8 large oil paintings at his office that are going to be discarded and are available for the taking. Discussed using them at camp on the weekends, possibly lining the walkway. Storage was the greatest concern – too much moisture in storage room at camp. Possible to use for the upcoming weekends, but not sure about future use. Charlie will look into storing them at FUMPP in the balcony. They will need to be picked up.
Pastor Bill closed in prayer. Meeting adjourned at 4:47 p.m.
Submitted by Billie Ott, Secretary