SONBEAM VDC SECRETARIAT MINUTES

September 19, 2009

Special Meeting, FUMPP=

The meeting began at 1:30 pm.

Present: Dennis Galbreath, Wayne Baker, Edith Scheer, Dianna Voss, Dale Voss, Kaiwa Miller, Jan Foster, Denise Bentley, Darwin Reedy, Mike Schreiner, Bill Sistar, Keith Hand, and Julie Gull (after vote)

Absent: Billie Ott, Chuck Ott, Barbara Bridgeman, Carole Moskowitz, Betts Huntley, Phyllis Hand, Jane & Jerry Brown

Dianna led in prayer and gave the devotional on forgiveness, using Matthew 23 and James 7 and her recent forgiveness encounter. The Taboo buzzer m= ight have helped some think about a way to guard our mouths against being used by the devil, especially Dianna! We then prayed around Kaiwa for healing for her.

Weekend # 53 evaluation:

&nbs= p; a. focused on the necessity of team training specifics= , like chain of command and what each cha team’s duties are

&nbs= p; b. reminded all Secretariat members and all community = that our jobs are NOT to direct the team; the leaders of the team will do that w= ell.

&nbs= p; c. set in place the policy that it IS the HC/AHC’s responsibility to keep count of the numbers of community who stay overnight on a weekend and to gi= ve that total to the Hat Person on Sunday so the treasurer can pay that part of the bill.

d. Discussed Billie and Chuck’s recommenda= tion that the people who are married NOT be chosen to be R/R on the same numbered weekend.

&nbs= p; e. Discussed the need for more than 3 people on a cha team.<= /p>

The “Smiley List” project was finish= ed up; a copy of the final document will be sent to the Sec.=

Communication Chair:

&nbs= p; Dale gave the report on the latest newsletter, includ= ing costs to include Kinko’s and bulk mailing. They were able to cleanse our mail= ing list, saving us 8% of the cost/year in undeliverable addresses. Aleks has that list to enter into = the database. Bill moved and Kaiwa seconded to accept the report and appoint the following as the Communications Team, with Julie Gull as chair:<= /span>

&nbs= p; = Julie Gull, chair

&nbs= p; = Aleks Ritums, database manager

&nbs= p; = Shellie Deane, newsletter editor

&nbs= p; = Sharon Artman

&nbs= p; = Katherina Crowder

The motion passed. We invited Aleks to come to the No= v. meeting; the ideas of her needing to teach others about the database as wel= l as property rights were mentioned as topics to discuss with her.

Miscellaneous:

&nbs= p; a. Edith will now get the paper work to the appropriate authorities so we can = have a tax-exempt number again; we now can receive mail at Allendale UM Church, = 3803 Haines Road, St. Petersburg, FL 33703. This is a physical site that we needed in order to reestablish the tax-exempt status as a P. O. Box doesn’t meet the criteria.<= /o:p>

&nbs= p; b. Everyone was reminded about the Oct. 15 newsletter deadline (focus on the future as it is for Nov., Dec. and Jan. 2010) and about recruiting 2 volunt= eers per weekend to help in community!

&nbs= p; c. There is no further action from Wayne’s concern about legal issues. <= o:p>

&nbs= p; d. Darwin has a list of names of people who have volunteered to help Barbara Bridgeman assist community members in getting into reunion groups.

&nbs= p; e. Mike is working on getting the email 1, 2, 3 lists redone to reflect:<= /o:p>

&nbs= p; = line 1: = prayer and praise only

&nbs= p; = line 2: = heart warmers only

&nbs= p; = line 3: newsletter notification and Secretariat inform= ation only

&nbs= p; He will work with teams # 54 to have sign-up for these lines as part of the Fr= iday am information sheet for the directory.

&nbs= p; Plus the R/R requirements are online under “Community”

&nbs= p; And he will work on getting the prayer vigil sign up sheets and the local and extended palanca sign up sheets on the website

&nbs= p; f. We need to be more active in reaching out to our members who have recently = lost loved ones. It was suggested = that directories be given to spouses whose loved one served on a recent team.

The meeting ended at 3:30 pm.<= /p>

Dianna Voss,

Acting Secretary

&nbs= p;