SONBEAM VIA DE CRISTO

SECRETARIAT

December 4, 2004

Present – Paul Sabatier-Smith, Don Kragh, Barbara Fox, Wendy Kinka, Chuck Stewart, Chris Klafs, Betts Huntley, Al MacKenzie, Jean MacKenzie, Billie Ott, Chuck Ott, Charlie Tucker, Karen Emerson, Tom Simpson, John Foster, Ruth McConnell, Maggie Sabatier-Smith, Doug Fogh, Wayne Baker, Nancy Baker, Skip Young, Jerry Straszheim, Bill Sistar, Linda Price

Lay Director Paul Sabatier-Smith opened the meeting held at First United Methodist Church of Pinellas Park. Paul shared a meditation from the Kairos Freedom Guide on Examination of Conscience. A point was made on how important it is that we don’t do or say something too quickly or without thinking. Several shared on this subject. Paul then tied this in to the importance of communication.

Don Kragh read the minutes of the October 23 meeting. Following changes, Al MacKenzie moved and Bill Sistar seconded that the minutes be accepted as amended. The motion carried.

Al MacKenzie presented the Treasurer’s Report. He shared that the balances are now available on line. He also said that following the report, $2360.10 in bills are due, and will be paid immediately. Don Kragh moved acceptance. Charlie Tucker seconded. Motion carried.

Under old business, weekend reviews were called for. Rectora Maggie Sabatier-Smith presented a written report (copy attached). She indicated that she had trouble at first getting an up-to-date database of community. She suggested having two people responsible for the database. She feels that Secretariat needs to better explain team applications to the community. She said she had received awesome support from Spiritual Directors. She felt having the head server on the core team worked well, as did having community liaison position with the servers. She indicated that the tear-down from the men’s weekend had not been as complete as expected. Palanca letters were still pinned to banners in the Rollo Room. Maggie said that palanca listing was given as “just for you” and not identified individually, since who gave wasn’t the focus. She also indicated that she had requested of Dave Marquart (who led the Serenade) that Serenaders not leave the Rollo Room, then come back in, but that she left the decision to him. She said also, that the Doxology response started from the team was not something she was aware of.

Al MacKenzie suggested that both core teams meet before a weekend to coordinate. Karen Emerson said that she felt it was important to list givers of palanca, that it showed that it is given by different people, and often by reunion groups. Chris Klafs said she had talked with Pam Moore, who runs Camp Florida, and that Pam was ecstatic, except for one small item. Apparently, a window was broken. She told Pam to send us the bill. She said that teardown went well, and mentioned concerning the Serenade and not reading who gave palanca, that major changes need to come to Secretariat. She shared that she had become upset when a request was made to her to obtain materials to be used in a Rollo, and then not used. Barbara Fox said that pastors Marilyn Lewis and Cathy Hodge might be interested in serving on a future weekend. She also indicated a concern about cigarette butts on the ground. It was indicated that mention of being careful with butts, etc. is in the Script. Al MacKenzie shared that he heard several comments about the change to the Serenade, and that in the past, the “second half” had more of a celebration tone. Tom Simpson indicated that Secretariat needs to be clear on guidelines and develop a list of what needs to come to Secretariat for approval. Bill Sistar said that the core of the weekend must remain the same, but when changes are to be made, they need to “let us know.” Maggie Sabatier-Smith said that the most important thing was “WOW.” God took care of teardown, but mainly by the team. She suggested that Secretariat should call a team for teardown. Ruth McConnell addressed Chris’ concern about being asked to get material that wasn’t used. She said that no one wanted this to be a problem, and that somebody else would have been glad to have gotten the material. Pastor Jerry Straszheim said we need to remember the candidates need for rest. He said that if the candidates are overly tired, Sunday is wasted. Al MacKenzie mentioned that the last several weekends, things were cut from the schedule Saturday night for this reason. Al suggested that we reverse who calls the teardown team. The Backup Rector should call the team for the women’s weekend, and the Backup Rectora should call the team for the men’s weekend. Paul suggested that several of these recommendations fall under procedures, which will be the next major area addressed after Bylaws. Revised Bylaws will be addressed at the next Secretariat meeting.

Rector Skip Young requested a closed meeting for report on the men’s weekend. It was mentioned that our scheduled Ultreya on 1-29 would be a problem, since there was a major Presbyterian meeting on that date. It was decided to look into rescheduling our meeting.

Skip shared part of his report in open session. He indicated that he also had a database problem, but that he has now corrected the Rollo list through weekend #44. Jerry Straszheim said that Friday night, candidates were put to bed at 9:50, the earliest ever. Skip indicated that the reading of who gave palanca was important – it listed Reunion group after Reunion group. He indicated that he felt leaving and coming back in during Serenade was a positive. Pastor Jerry said the closing should focus on the candidates carrying what they have learned back into the churches, rather than on reunion groups. He suggested that giving of crosses take place at the altar. Pastor Betts Huntley asked if Skip had any problem getting Spiritual Directors for the weekend. He said he didn’t.

At this point, Paul asked that everyone who was not a Secretariat member leave, so that we could meet in closed session.

Respectfully submitted,

Don Kragh, Secretary

(Note: because of confidentiality, minutes of the closed session are not a part of these minutes. For access to documentation of this part of the meeting, please contact the Lay Director)