SONBEAM VIA DE CRISTO
SECRETARIAT
December 2, 2006
Our Savior Lutheran
The following members were in attendance: Paul Sabatier-Smith, Mary Ashcraft, Jan Foster, Karen Emerson, Steve Shade, Darwin Reedy, Bob Burford, A.J. & Angie Waldauer, Charles Tucker, Betts Huntley, Kristen Beiler, Chris Klafs, Skip Young, and Billi Ott
Excused: Bob Dinnerville, and Jerry Lindsay
Absent: Chris Klafs, Mike Schreiner, and Bill Sistar
The following guests were in attendance: Dianna Voss, Sergio Gonzalez, Joyce Lindsay and Darnell Macklin
Paul called the meeting to order at 3:05 P.M. and was opened with prayer by Pastor Betts. Paul presented a meditation on “Does God Grade on a Curve”, from Our Daily Bread. Passing life’s final exam, what it takes to get into Heaven. Once saved by Grace we move beyond the curve. Have we lost sight of our purpose – our purpose for Him.
Why do we have weekends? 1) Build Reunion Groups (encourage) and 2) Raise up and strengthen Christian leaders.
Paul shared a story about Kristin Anderson who practices “cutting” and how she is now stepping out and giving her testimony.
Minutes were presented from the 10/28/06 Secretariat meeting. Jan Foster made a motion that the minutes be accepted; unanimously carried.
Treasurer’s Report was presented by Steve Shade. Chris Klafs discussed changes to the menu that would be as healthy but less expensive. This topic was tabled for a future meeting. Darwin Reedy made motion that the report be accepted; unanimously carried.
Old Business:
Weekend Reviews – Paul prefaced this by stating there has been a change in the process from one of focusing on any negativity and rather affirming what God did, while addressing logistics briefly to be discussed later.
Report from Rectora – A written copy of the Rectora’s report was distributed (attached). Dianna indicated she took the format from the Eastern NC secretariat which was on the disc.
Comments were made regarding the cost of name tags, directories, etc., used by the Head Computer Cha. Previous Computer Chas have supplied these as Palanca. It was recommended this be an added expense to the weekend and additional funds be provided by Secretariat. This matter was tabled for the New Business.
Bob Burford complimented the women’s team on helping with tear down. We received good news from camp director, Robyn, advising that we are no longer required to mop as the camp is to be professionally cleaned after each event at the camp.
Suggestion was made for 10-minute training sessions at Ultreyas on topics related to the weekends, i.e. sponsorship.
Report from Rector – Written report distributed by Rector (attached).
Comments: Core Team called the team to remind them about meetings, which proved beneficial for attendance.
Team member commented that they needed another meeting and felt it would have helped with team bonding. This was echoed by members of the women’s team. Joyce Lindsay said the women’s prayer chas had an extra meeting outside of regular team meetings for that purpose.
It was helpful to have Leaders Workshop after team called. The established schedules mentioned last month will help with that in the future.
Charlie moved to have an expense advance for computer chas to be used for expenses related to name tags and directories for each weekend. An amount of $500.00 was suggested. Darwin seconded the motion.
Discussion – Steve voiced concern that with funds being less, this needs to be taken into consideration.
Paul has been notified by the camp that the rates for the camp will be going up in 2007. Base fee going up 25%, from $2,800 to $3,200, which calculates to $10 per person per night (we are now at $7.00).
Proposed fees associated with the camp now include a clean up fee of $250 after each event ($500 per set of weekends) and $50/day kitchen fee to cover the cost of gas and other expenses.
Paul and Steve spoke with Robyn about the fees on 11/30. They also discussed with her the possibility of giving her a retainer to hold the camp open between the men and women’s weekends to avoid the issue that came up this time requiring a complete tear down on Sunday of each weekend.
After conversation with Paul and Steve, Robyn confirmed that we no longer have to mop, just pick up, dust and sweep. We will only be charged one clean up fee per set of weekends. Rather than paying $150 per weekend for kitchen fees ($300 total), we will only pay $150 total for both weekends.
After watching us at camp for this set of weekends Robyn agreed to hold the camp open between the men and women’s weekends and will not charge us any type of fee.
The motion to give advance of money to computer chas made earlier has been tabled to the January meeting to give Steve time to crunch numbers and give us firm numbers on how the new costs will affect us. He will also get input from former computer chas to get an idea on costs related to their position.
Sponsorship Guidelines – Paul and Charlie discussed changes to the applications and sponsorship forms, i.e. adding a notation about Chrysalis being available for those under 21.
The new camp director was very pleased with our group and our love for the camp. Only one comment was that the picnic tables were not moved. Bob was told Robyn did not want them moved. Paul will clarify this before the spring weekends.
Committee Reports
Communications – Charlie reminded chairpersons that newsletters articles are due on 12/4. He requested Post VdC provide the previously approved calendar for Ultreyas; Pre VdC – an article on sponsorship; Old Recs – one paragraph regarding their weekend.
Charlie requested a copy of the emergency form; Paul will get this to him.
It was suggested we have people work with current chairpersons to train for future Secretariat appointments.
Charlie suggested we mail out Christmas letters to inform the community about the post Ultreya and announce the new Recs for the spring weekends. It would cost less than a newsletter – 7 cents each – and will help with getting returns and can update database. It would also be cheaper to get returns.
Paul indicated it is a good idea to get that information out to more of the community to advise of upcoming community events. Can also direct to the website. Discussed sending it out on December 26 to avoid the holiday rush.
Charlie made motion to send end of the year letter with specific information about 2007 activities to notify everyone on the database. Jan seconded. Carried.
Charlie will prepare list of positions coming open this year on Secretariat.
Webmaster Mike Schreiner will continue in that capacity.
Physical Arrangements – Discussed tear down. Need back up for all Secretariat positions, training for future. At-Large could step in when appointed chairperson is not available to coordinate tasks.
Patty Strong reminded us that the ByLaws state one person named Chairperson and committees were to be formed to cross train.
Angie suggested past Chairperson be part of the committee.
It was suggested that miscellaneous tasks could be done when the community can find spare time. Set up and tear down is time for this to be done. Example of task needing done is banners cleaned, stands sanded and stained.
Paul spoke with Jim McConnell, Sr., regarding the operating procedures being completed.
Paul announced “The Challenge”. A VdC couple has made an anonymous challenge to match dollar for dollar all contributions made through June, 2007, up to $2,500.00. We have $1,009 so far. Contributions need to be designated and separate from normal green palanca collected at Ultreyas.
Secretariat retreat being planned. Details to be announced at a later date.
Prayer requests made on behalf of Wayne Baker, Lew Hagerman, Tom Simpson and Women’s 48 team – many of which developed ear and respiratory infections
Kristen Beiler thanked the community for their prayer support during their many trips back and forth related to Ron’s mother’s illness and death.
Paul indicated that Rebekkah called Maggie and was joyful about her situation. She was to have gone home today or tomorrow.
Pastor Betts closed the meeting with prayer.
Meeting adjourned at 3:55 p.m.
Submitted by Billi Ott, Secretary