SECRETARIAT METTING

NOVEMBER 7, 2009

HOPE PRESBYTERIAN CHURCH

Present: Wayne Baker, Dale & Dianna Vos= s, Kaiwa Miller, Dennis Galbreath, Jan Foster, Jerry & Jane Brown, Barb Bridgeman, Chuck & Billi Ott, Denise Bentley, Edith Scheer, Keith &= Phyllis Hand, Mike Schreiner and Julie Gull

Guests: Nancy Baker, Paul Sabatier-Smith, = Carol Rogers, John Foster, Tom Simpson

Excused: Darwin Reedy, Carole Moskowitz, Be= tts Huntley, Bill Sistar

The meeting was called to order at 3:00 p.m. by Wayne Baker. Opening prayer and devotional was = done by Dale Voss.

Kaiwa announced she is now in remission – PRAISE GOD.

Minutes from the following meetings were presented:

June 27 Secretariat Meeting – Motion by Dennis, seconded by Kaiwa, approved with changes

June Business Meeting – Motion by Dennis, seconded by Barb, approved with changes

August 29 Secretariat – Motion by Jan, seconded by Dennis, approved with cha= nges

September 19 Special Meeting – Motion by Dennis, seconded by Phyllis, approved = with changes

October 11 Special Meeting – Motion by Dennis, seconded by Kaiwa, approved

Treasurer's Report was presented by Edith. We have now received our tax exempt number.&n= bsp; A copy of the letter will be given to Jerry and Jane for purchasing.= There are still several team and c= andidate fees that have not been paid. Treasurer's Report was approved on motion by Dennis and second by Dianna.

COMMITTEE REPORTS

Prayer Coordinator – Jan is amazed at our community's prayer commitment and likes getting responses and praises to the prayer requests. She considers it a blessing to be = in this position.

Prayer Requests – Billi reported she will be having knee surgery after the f= irst of the year and will be out of commission for a while. Betts is doing well and feeling our prayers.

Communications – Julie Gull, the new chairperson, introduced herself. There was a glitch with the newsletter. Everyone praised = her for the postcards that were sent out to remind people of the Ultreya. She thanked those who contributed = to make that happen.

Palanca – Men's prayer calendar is pretty full, but there are several slots o= pen on the women's. This will be addressed at the Ultreya.

At-Large – Composed article for the newsletter as historian.=

Pre Via de Cristo – At this time we have 16 men and 20 women. Already have application for the s= pring weekends.

Webmaster – There is a new community calendar on the website and Mike is asking= for feedback on it.

Physical Arrangements – Chuck encouraged everyone to come out for set-up on Thursday. <= /p>

Rector – Asked that Outreach contact St. Andrews Lutheran Church. Team is ready to go. They have encountered the normal obstacles but have a full team.

Rectora – Wrapping up final details. <= /span>Ready to go. Appreciate all the prayers.

Camp Report – Wayne reported th= e stove is not working properly. Only= one oven works and the pilot light goes out at will. New stove to be delivered, but not= sure it will be installed prior to the men's weekend. Steve Hadala, Men's Head Cook, is = aware of this.

Purchasing – Has new inventory cover sheets.&nb= sp; All forms are now on the computer.&= nbsp; Has been in contact with purveyor and they are ready to place order. New cookbooks are done= and copies have been given to the current cooks.

OLD BUSINESS

Hat Persons were reiterated – Men's – Bill; Women's – Phyllis=

Purchasing - Who is responsible for planning and purchasing the foodfor leaders worksh= op? Normally the teams bring breakfast= and lunch is prepared by weekend cooks. It was recommended we bump up the normal charge so we would collect money to p= ay the babysitter too. Dennis ma= de motion that Purchasing interface with weekend cooks to coordinate lunch at Leaders – who will purchase food and paper goods. Second by Jan.= Approved.

Luggage for women's weekend. N= eed to devise a plan to get luggage to the closing. Dennis and Barb offered their vans= . Post Via de Cristo will coordinate at Commission Ultreya for those willing to help.

Banner storage box. A= new box has not been built yet. It was recommended the old box be sanded, repainted and new casters applied.<= /o:p>

Weekend Suspension – Paul discussed co-ed weekends at <= st1:place w:st=3D"on">Wayne's request. He sent surveys to twenty one Secretariats in NLS and received nine responses. His question was if we choose not = to have the weekends how do we fulfill the purpose of VdC. He distributed the responses he received. He also distributed= a devotional from Rick Warren, “A Biblical Response to an Uncertain Fut= ure,” which asks the questions “What did you plan to get done last year that you didn't do?” and “When do you intend to start working on it?= ” Discussion was held. One suggestion was to have separate weekends in the spring and a co-ed weekend in the fall. Dianna made a motion that we table= the discussion on a co-ed weekend to a later meeting. Seconded by De= nnis. Approved.

Concerns included – not being able to give candidates date for weekend to plan= for work, child care, etc.; how was the number 24 arrived at (2/3 of full slate= of 36); spring and fall weekends are set but we may have to cancel the spring weekends – would still have six month notice for weekend dates. Keith suggested we get input from community before having further discussion and make any decisions.

Jan made a motion that we go ahead with the vote for Rector/Rectora and go out = and promote the weekend for spring. Second by Barb. Discussion held. Approved.

Non-Secretariat members were asked to leave to do vote.&nb= sp; Dale suggested winner must be by 50% or we re-vote.

Moved back to agenda and discussed Spiritual Directors. John Foster submitted a letter of interest. Dennis made motion that we appoint John as Spiritual Director upon resignation of one of the current Spiritual Directors. Second by Chuc= k. Approved.

Wayne asked that we let him know if anyone expresses = an interest to fill the other position as both Spiritual Directors have been a= sked to be replaced.

Dennis made motion to adjourn meeting; second by Denise. Approved.

Meeting was adjourned at 5:03 p.m.

Respectfully submitted by

Billi Ott, Secretariat