SONBEAM
SECRETARIAT
October 28, 2006
Hope Lutheran
The following members were in attendance: Paul Sabatier-Smith, Mary Ashcraft, Jan Foster, Wayne & Nancy Baker, Karen Emerson, Steve Shade, Darwin Reedy, Bob Burford, A.J. & Angie Waldauer, Charles Tucker, Betts Huntley, Billi Ott
Excused: Ron & Kristen Beiler, Bob Dinnerville, and Jerry Lindsay
Absent: Chris Klafs, Mike Schreiner, and Bill Sistar
The following guests were in attendance: Dianna Voss, Sergio Gonzalez, and John Foster
Paul called the meeting to order at 3:20 P.M. and was opened with prayer. Paul presented a meditation on Psalms of Life.
Treasurer’s Report was presented by Steve Shade. Our finances are down from normal. Steve will make a plea at the Ultreya regarding donations. Charlie Tucker made motion that the report be accepted; unanimously carried.
Minutes were presented from the 09/16/06 Secretariat meeting. Revision – correct spelling of Charlie Tucker’s name on first page. Mary Ashcraft made motion that the minutes be accepted; unanimously carried.
Old Business:
Report from Rector – Sergio stated the men’s team meetings are now complete. There was a lot a bonding and worshiping during the meetings. At the last meeting they conducted a prayer circle, which was very powerful.
Report from Rectora – Dianna is grateful for the experience. She counted the Core Team as a treasure as she received a lot of spiritual guidance from them. The women’s team accomplished their goal of coming together as a Christian Community in Action.
Post VdC – Karen
passed out a list of proposed dates for Ultreyas for 2007. Recommended that we make a standard schedule
for future Ultreyas so future Rectors and Rectoras can plan team meetings,
Leaders workshops, etc. It was also recommended
that the Leaders workshop also be on a set schedule. This will be coordinated with
Motion presented by the Committee to adopt the standard Ultreya schedule; seconded by Charlie Tucker; unanimously carried.
Communications – Will work on newsletter schedule to coordinate with the standard Ultreya schedule so that newsletters are sent out at least two weeks prior to Ultreya. Charlie has had a group from FUMPP that has volunteered their time to collate and prepare the newsletters for mailing.
Charlie mentioned that there is a possibility we may be losing our Webmaster and since this is an appointed position we would need to be on the look-out for someone to step in. If and when it is determined that Mike will be stepping down, we will solicit from the community for a replacement. If all else fails, we may have to pay someone to maintain our website. Sergio mentioned that the webmaster doesn’t have to live locally to maintain the site, so we could check with Mike to see if he was willing to continue.
Database still in progress. The laptop will be used strictly for the database and passed on to the next Communications Chairperson, thereby hopefully eliminating the issues we’ve had in the past.
Karen was concerned that the information she passed on regarding the Serenade times was not included in the current newsletter. While it is posted on the website, this does not get the information to those who do not have computer access and receive a paper newsletter.
Leaders –
New Business
Paul suggested the weekend directory for the candidates be printed on 8-1/2 x 11 paper and three-hole punched to go into the Babe Chick packets. Sergio indicated Dave McConnell was working on that for the men’s weekend. Directories for team members will be stapled or bound in some other fashion.
Charlie suggested we paint the storage room before tear-down on the women’s weekend. FUMPP has some paint that can be donated for this project. Bob Burford will coordinate the task.
Jan presented the emergency procedures sheet developed by the committee. (Copy attached) She reminded Sergio and Dianna that their designated medical team members needed to bring copies of their licenses and/or certifications with them to camp to be given to the camp director. Incident reports will be filled out for all accidents, but only those incidents requiring a call to 911 will be reported to the camp director. The chain of events for an emergency is for someone to simultaneously call 911 and send Chas to find the Hat Person, the camp director and the designated medical team member(s). Incident reports will be completed once the emergency has been handled. Incident reports include a disclaimer that the camp and VdC team personnel who offer assistance will not be held liable for complications stemming from incidents at the camp.
The emergency procedures will be posted throughout the camp and include the address and telephone number for the camp. A land line has been installed to allow the 911 operator access to the location of the camp.
Jan made a motion that we accept the emergency procedures with amendments as suggested. Betts seconded; unanimously carried.
Betts announced John Foster’s recent ordination.
Pre-VdC – Angie presented candidate applications that needed a pastor’s signature. Pastor Betts agreed to sign them.
At this time, all non-Secretariat members we asked to leave and we entered into a closed meeting for election of Rector and Rectora for weekends 49.
Closing prayer by Paul. Meeting adjourned at 4:50 p.m.
Submitted by Billie Ott, Secretary