Sonbeam Via de Cristo Secretariat Meeting

St. David’s Episcopal Church – Lakeland, FL

September 17, 2005

Present: Paul Sabatier-Smith, Angie Waldauer, Chuck Ott, Kristen Beiler, Mary Ashcraft, Betts Huntley, Wayne and Nancy Baker, Wendy Kinka, Karen Emerson, Skip Young, Don and Nancy Kragh, Charlie Tucker, Steve Shade, and Chris Klafs

Guests: Jane Brown, Jan Foster, Patti Strong

Excused: A. J. Waldauer, Ron Beiler, Bob Dinnerville, Bill Sistar, and Bob Burford

_______________________________________________________________________

Lay Director, Paul Sabatier-Smith, called the meeting to order. A quorum was present. He asked Don Kragh to open in prayer. Paul shared two readings from the devotional Today God is First. We were reminded that it is our job to pray and gather facts. We need to write plans in pencil; then, give God the eraser.

Secretary Don Kragh presented minutes from the June 25th meeting. A motion to accept with minor corrections was made by Betts Huntley, seconded by Steve Shade. Approved. Don then presented minutes from the Annual Business Meeting from the same date, which were approved as submitted. Don also indicated that the official minutes would reflect that a Secretariat Retreat was held July 16^th at Pasadena Presbyterian Church.

Treasurer’s Report was given by Treasurer Steve Shade. A motion to accept was made by Charlie Tucker. Seconded by Don Kragh. Approved.

Paul shared that we are not documented as a 501c3 corporation. National Lutheran Secretariat is, but Sonbeam VDC is not. We have not submitted an annual information report that is required. Steve Shade indicated that we should be classified as a private foundation, rather than a 501c3, that would still be exempt. Paul and Steve will pursue what we need to do.

Wayne Baker reported as Rector for Weekend #46 that there are 68 on the team. There have been some attacks, but things are going well. He said his core team is amazing.

Wendy Kinka reported as Rectora that there are 66-68 on the team. She said her core team is also amazing, and that things are going well. Chris Klafs volunteered to serve as Hat Person for the men’s weekend, and Paul volunteered to serve as Hat Person for the women’s weekend.

Reporting on NLS, Chuck Ott shared that there were different groups. The location was beautiful. We will be hosting a Grand Ultreya on January 14, 2006, when all Florida Secretariats will come together. Paul shared that this was his second time attending NLS. He said there were different groups and workshops. Paul said we must continue to make opportunities for people to stay involved. He said we will have articles in future newsletters about NLS

Discussing the Leaders Workshop, Chris Klafs pointed out that there was a small turnout – only about 70. Karen Emerson said she sent letters to about 25 churches publicizing it. Steve Shade indicated that the men’s core team called the entire team, but late. Wendy suggested in the future that consideration be given to holding the workshop in conjunction with an Ultreya, or in September, rather than August. Don Kragh suggested putting the place and time in the Babe Chick packets given to those who make a weekend. Mary Ashcraft said parking was a problem. Paul said he would pass that on to Tom Simpson. Chris Klafs said she would update her reports and recipes and get them to the Head Cooks and Servers.

Karen Emerson shared dates that she is setting up for future Ultreyas. There will be one February 4^th or 11^th, 2006. The Spring Commissioning Ultreya will be April 1, 2006.

There was discussion about a continuing problem of individuals posting emails to the VDC1 email list that don’t pertain to prayer requests and praises. Paul and Charlie suggested that maybe we should quarterly post a warning. It was also suggested that occasionally posting an approved calendar be allowed.

Charlie Tucker (Communications) moved that we - Start sending out our Sonbeam newsletter to all in-state members by regular mail, while also sharing it online via the website, as is being done now. Seconded by Wendy Kinka. The question was asked how often do we publish the newsletter. It is being done 6 times per year. Charlie indicated that he is exploring bulk mailing to about 750. Patti shared the newsletter cost printed and mailed is about $3,000 per year. Angie Waldauer asked if it would be possible for some to opt out of the mailing. Yes. Betts suggested we try it for a year. Charlie suggested 2 years as a good test. Betts proposed an amendment to try it for two years. Charlie agreed to make this part of the original motion. Motion carried.

Charlie made a motion to - Remove all password protection from all areas of the website with the following exceptions: a) Old newsletters that contain personal addresses or other such information, b) Closed session Secretariat meeting minutes or session minutes where reports on personnel issues of sensitive nature occurred. Seconded by Steve Shade. Paul shared that there were only two VDC websites nationally that were password protected. Don Kragh suggested eliminating the “b” exception to the motion, because, for a closed session, the website only shows that such a meeting occurred, and to contact the Lay Director for more information. Charlie and Steve agreed to removing this part of the motion. There was then discussion about Reunion group lists, since a contact is shown. It was decided that in the future, contacts be made through the Post VDC Secretariat position. Motion Carried.

Charlie made a motion to - Establish a Communications Team to build a new computer database of information concerning all aspects of our community. This team is to be established by the Chairman and is to include the Webmaster, Lay Director, Assistant Lay Director, and two experts in the field from the community. The database is to be designed and created by this team and a regular report to Secretariat on status will be made by the Chairman. Seconded by Mary Ashcraft. Don Kragh suggested replacing the words “experts in the field” with simply “others”. Charlie and Mary agreed to change the wording. Motion carried.

Charlie made a motion to - Allow the Chair to explore the NLS communication programs and establish a connection with NLS concerning communications and all aspects of possible efforts to establish national links in communication chains, email links, national databases and other possibilities that NLS is exploring at this time. Betts indicated he was in favor of this. Following discussion, Charlie decided to withdraw the motion, since the committee could explore this area and bring any proposals to Secretariat in the future.

Wendy Kinka asked when newsletter articles were due. Charlie said he needed them within six days to get the newsletter out in September. He asked Betts if we can start a Spiritual Director’s Corner.

Paul shared that he had asked Bob Dinnerville to look into our Operating Procedures. He announced that we will be hosting a Grand Ultreya for Florida VDC Communities on January 14, 2006 at Bayside Community Church.

Charlie reminded everyone that he needs newsletter articles.

Pastor Betts Huntley closed in prayer.

Respectfully Submitted,

Don Kragh,

Secretary