Secretariat Meeting
Argyle, Texas
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The 93rd meeting of the Secretariat was opened in prayer by President Bruce Cato at 5:10 pm. This was to be a very informal session this afternoon. President Bruce Cato stated that he was privileged to serve the Secretariat for the next two years.
Present: Jim Bailey, Pam Belknap, Don Bohl, Julie Bohl, Eric Borman, Paula Boyd, Wilson Burton, Bruce Cato, Paul Collins, Paul Dau, Harry Davis, Theresa Dau, Pat Fullerton, Faye Gilbreath, John Green, Don Van Landingham, Merv LeMasurier, Paul Markowitz, Jeff Mehl, Valerie Mehl, Tim Real, A. Ben Seal, Adele Smith.
Absent: Pat Kessler, Paul Weis, Roberta Collins, Doug Pitt.
John McKinney gave an overview of the Tres Dias Secretariat using a PowerPoint presentation for general information. This was an interactive session with many questions answered for new attendees.
There was some informal discussions on website development.
Helping to start new communities – Tres Dias Fund. Overview of the fund was given by Bruce Cato. There was some discussion concerning designated funds versus the Tres Dias Fund.
Questions about solicitation of funds from other communities.
All needs should come through Tres Dias. Solicitations need to be approved by Membership committee and sent out then to the communities. Referred to motion made a passed in Tampa Bay, March 2004 reads as follows:
“Any community or Pescador wishing to assist other communities in need should be in contact with the Chairman of the Membership Committee. There shall be no direct solicitation by individuals or Tres Dias communities for financial support of other Tres Dias communities. The Tres Dias database and/or directory are for International Tres Dias purposes only. Requests for support should be sent to the Membership Committee and will be addressed through the Membership Committee. Funds may be sent to the International Tres Dias Financial Secretary to either the Tres Dias Fund, for use by any community or the Dedicated Tres Dias Fund for use by a particular community.”
Reports Distributed:
Community Highlights Report
Secretariat Minutes
Treasurer’s Report
The meeting was closed in prayer by Terry Gilbreath. The meeting recessed for the day at 6:10 pm.
The Secretariat Meeting was called to order in the name of the Father, the Son and the Holy Spirit order by President Bruce Cato at 8:10am. He asked us to stand and pray as we read the Holy Spirit meditation from the Pilgrim’s Guide.
Bill Boyd is to be appointed permanent parliamentarian. Bruce Cato asked if there were any objections. This was approved.
Committee Assignments as follows:
Julie Bohl, Chairman
Jim Bailey
Paula Boyd
Pat Fullerton
Pat Kessler
Beau Bruce – observer
Richard Thornhill – observer
Paul Weis, Chairman
Judi LeMasurier – Acting Chairman
Wilson Burton
Faye Gilbreath
John Green
Don Van Landingham
Terry Gilbreath– observer
Jeff Mehl, Chairman
Don Bohl
Roberta Collins
Paul Dau
Harry Davis
Adele Smith
Mary Bailey – observer
Bob Decker –observer
Donna Drum observer
Marcy Myers- observer
Robert Myers observer
Pam Belkap, Chairman
Theresa Dau
Merv LeMasurier
Paul Collins
Valerie Mehl
Tim Real
Daria Meyer - observer
Paul Markowitz, Chairman
Eric Borman
Doug Pitt
A. Ben Seal
Margaret Broughton- observer
Ned Huffingten - observer
Ken Kessler – observer (abs)
Richard Thornhill made a motion to approve the committee appointments. Eric Borman seconded this. Vote – Approved unanimously.
Please note that Adele Smith was later moved back to Membership and Wilson Burton moved to Policy upon request.
Jeff Mehl made a motion to approve the minutes with minor correction of a typo on page 5 – 2nd paragraph under Services Committee (double word). Seconded by John Green. Vote – approved unanimously.
Paul Dau made a motion- to approve Terry Gilbreath as chairman of the International Discovery Committee and will answer to the president according to 6.4.3 of the by laws. Juli Bohl seconded the motion.
Committee members nominated for this committee include Joan Green, John Green, Don VanLandingham, and Judi LeMasurier.
Faye Gilbreath made a motion to approve these nominations to the committee. Seconded by Paul Markowitz. Vote – Approved unanimously.
Assignments for Committee Work:
1) Act on the Motion to Assembly from Adele Smith:
Please re-examine the qualifications for secretariat membership.
Administration and Executive Committees to review this.
2) Audit of the Assembly, and Assembly audit of the Secretariat:
This is required by by-laws for cross accountability. Please review language –“audit” versus “review” or should it be “limited examination”. Please look at changing the language so that a formal audit is not necessary but that an informal review can be conducted. –Executive and Administration Committees
3) New Community start up kit:
Ideally we want to actually have a box that contains instructions, copies of the documentation, and an example 501c3 to send to potential new communities- Assign to Service Committee.
Additional item for Service Committee to consider: Should we have an approved
database product for sale to new communities? (We are not asking Services to invent this; please get input from people who have already done it.)
4) Fundraising for needy communities:
Tres Dias is based on piety, study, and action – threefold effect.
Study - Show us the community business plan and why they can’t support themselves so that we can understand the need.
Action – How do we raise the funds?
Piety / Accountability – We need to account for every penny so that there is trust.
Assign to Membership and Policy Committees
5) Tres Dias Fund:
Complexity of using fund – We need a better nuts and bolts method to administer this fund.
Assign to Membership and Executive Committees
6) Membership Committee - Please put the approved motion from the Medart, Florida meeting (March 2006) into practice. Motion #2 in Membership Committee Reports (voted on and passed):
On behalf of the Membership Committee, I move that the Tres Dias Secretariat adopt local Tres Dias communities by dividing the existing and emerging communities among the 27 members of the Tres Dias Secretariat. These groups would be “family groups” that would be contacted by members of the Secretariat, who will be in touch with them at least twice a year and report their contact in writing to the membership committee.
Other Issues to Address:
Jeff Mehl would like the Policy Committee to continue work on Policy and Procedures manual. Jeff is talking about tracking motions made and not carried through or indexing them. (This is not our continuity manual for each committee.) Jeff Mehl and Bruce Cato will discuss this further.
Merv LeMasurier mentioned that there are 3 communities who have not paid dues for a couple years. We need feedback on what we do with these communities. Past due accounts – Executive and Membership Committees should take this under consideration.
Administration Committee will do a critique of the Assembly. The results will be brought to the October meeting.
Judi LeMasurier feels that we need to examine how we can consolidate information disseminated to other communities. All committees should review their procedures?
Bruce Cato – Committee chairman should appoint a secretary to take minutes at their meeting and give to Valerie Mehl today or within ten days.
Administration Committee What is my active membership and examine “N”
You will remember that we reported in March (?) (see minutes)Will put a commission to work until Oct 1st to make recommendations. Presented to the committee and then will present at the October meeting. The annual survey is going out with the assessments this year. They have worked on guidelines of what is an active member.
Recess to committee meetings for committee work at 9:03 am.
General Meeting reconvened at 10:10 am.
Adele Smith reporting.
The committee recommends the following as voting members: Carolyn Davis, Terry Gilbreath, Joan Green, Mike Holmes, Mary Irvin and Judi LeMasurier. Vote – Unanimously approved.
Motion passed in committee: The monies currently available in the Tres Dias fund to help communities should be given to the Russian and Ukrainian Communities at this time.
The guidelines for the direct solicitation for funds by communities need to be defined by the Membership Committee. This will be addressed at the next meeting.
Trainer certification for 2 years to coincide with chartering and will eliminate confusion.
(Modification for chartering needs a proxy vote.) Guidelines for re-chartering will be presented by membership committee at the October meeting. Then a proxy vote will be needed for changes.
The committee recommends the following as voting members: Ken Kessler, Mike Acevedo, Margaret Broughton, and Barb Willey. Vote – Unanimously approved.
Start up kit – A Curiosity Start-Up Kit was discussed. This would be sent to a contact interested in starting a community which might include a team guide, DVD and brochure.
Start up kit for Chartering a Tres Dias Community - This kit could include information about taxes, manuals, by-laws and constitution, newsletter, statement of belief, information about obtaining a CCLI license and nearby communities who could assist them.
Service will work with membership on website information for new communities.
The committee recommends the following as voting members: Bob Decker, Donna Drum, Marcie Myers, Steve Meyer, Dave Routzon and Charles Allen. Vote – Unanimously approved.
Fundraising – divided among members of committee – study, action and piety / accountability for Oct meeting. Read a planning model from 2001 and read that. Meet with membership in Oct depending on what they put together.
Amended Committee Assignments
Adele Smith requested to go back to membership and has been reassigned there. Wilson Burton has been now assigned to policy. We need approval for the amended committee assignments. Vote – unanimously approved.
The committee recommends the following as voting members: Beau Bruce, Tanya Busic, Jill Routzon, Harriet Holmes, Cathy Allen, Jeannie Norwood and Richard Thornhill. Vote – Unanimously approved
They will distribute their Continuity book by email except for Pat Fullerton.
Discussed the value of “N”.
The committee recommends Darla Meyer as a voting member. Vote – Unanimously approved.
Potential Motions for October meeting:
It is being proposed that two officers be added to the Assembly, Financial Secretary and Registrar. Discuss and consider this proposal. This change would need to be done by Special Assembly. This would be presented at the Secretariat meeting in October with call for a special assembly with 45 days notice.
It is suggested that the Secretary to the Secretariat be added officially as a member of the Executive Committee. It has been policy for this position to sit on the Exec Committee. .
Auditing versus limited exam: It has been recommended that we use the words “limited exam” for the review of the Assembly Financial Record. Audit involves a very specific and extensive analysis. It is felt that a limited review provides adequate examination.
Analysis – review of the actual versus budget 2007 will be done at the October meeting.
The taxes will be filed on the November15th
There was a proposed change to count any of the meetings as qualification to run for Secretariat member/officer. There was discussion on this issue. If this passed, a registrar would be needed for each Secretariat meeting. The current registration and attendance for the Secretariat meetings is unofficial. This would also need a vote by a Special Assembly.
General Announcements:
We will plan to have a Friday session at the October meeting in Vermont for Committee Heads and Officers. International Discovery Committee will also plan to meet on Friday. Tentatively set at 2:00 pm.
Charles Allen ended the meeting in prayer.
Motion to adjourn by Valerie Mehl. Seconded by Paul Dau. Vote- Passed unanimously.
President Bruce Cato adjourned in the name of the Father, the Son and the Holy Spirit.
Respectfully submitted,
Valerie Mehl
Secretary
COMMITTEE MINUTES RECEIVED
The meeting was called to order at 9:10 am by Pan Belknap, Chairman.
Present: Pam Belknap, Paul Collins, Theresa Dau, Merv LeMasurier, Tim Real, Valerie Mehl, Darla Meyer observer.
1) By Laws-Change Proposal
It is being proposed that two officers be added to the Assembly, Financial Secretary and Registrar. Discuss and consider this proposal. This change would need to be done by Special Assembly. This would be presented at the Secretariat meeting in October with call for a special assembly with 45 days notice.
2) Proposed change for qualifications for Secretariat.
There was a proposed change to count any of the meetings as qualification to run for Secretariat member/officer.
Paul Collins brought up an excellent point. If this passed, a registrar would be needed for each Secretariat meeting. The current registration and attendance for the Secretariat meetings is unofficial. This would also need a vote by a Special Assembly.
3) Community Survey
Valerie Mehl gave all a list of communities to contact. She will re-issue the list for each member to contact with the survey questions, including the amount of pescadores who completed weekends in the past calendar year. Please return your information by September 1st.
4) By-Laws
Who is a member of the Executive Committee? It is suggested that the Secretary to the Secretariat be added officially. It has been policy for this position to sit on the Exec Committee. This motion should be made at the October meeting.
5) Trademark
Our trademark has been renewed for ten years. In May 2005, Bill Boyd filed for non-contestable status. We need to review this in 5 years ( May 2010).
6) Taxes
The taxes are filed on the 15th of the 5 month after the fiscal year closes. 990 is due November 15th. Taxes must be filed if the gross income is over $25, 000. Merv LeMasurier will show Theresa Dau and Pam Belknap how to do this.
7) Wording for reviewing the financial records
Auditing versus limited exam. It has been recommended that we use the words “limited exam” for the review of the Assembly Financial Record. Audit involves a very specific and extensive analysis. It is felt that a limited review provides adequate examination.
8) Committee Membership
Darla Meyer wishes to become a voting member of this committee. She will be recommended for membership at the Secretariat meeting.
For the October meeting:
Analysis – review of the actual versus budget 2007. This is to get ready for March 2007.
Look at the qualification of the Financial Secretary and Treasurer.
We briefly reviewed the letter with criteria for determining assessments.
Meeting adjourned at 10:05am with return to Secretariat meeting.
Respectfully submitted,
Valerie Mehl
Present: Judi LeMasurier, Terry and Faye Gilbreath, John and Joan Green, Adele Smith, John VanLandingham, and Mike Holmes, Mary Irwin, Ed and Arden Mack, Carolyn Davis, Jeanie Tylka, David Marks and Jane Vink.
Absent: Paul Weis
Members: Paul Weis, Adele Smith, Faye Gilbreath, John VanLandingham, John Green.
Voting Membership Requests: Terry Gilbreath, Joan Green, Mary Irwin, Mike Holmes,
Carolyn Davis and Judy LeMasurier
Observers: Ed and Arden Mack, David Marks, Jane Vink, Jeanie Tylka
Meeting opened in prayer and dedication to Paul Weis. Terry Gilbreath read a brief scripture.
The minutes were read from the last meeting in North Florida. Faye Gilbreath moved that the minutes be accepted, John Green seconded the motion. The motion carried.
Judy brought up the need for consistency for the number of years for a community to have an Essentials Training in order to be certified, and the number of years a trainer is certified to train. The desire is for each of those components to be for two years.
Also added to the discussion, is the desire to have a trainer from outside a given community to
Faye Gilbreath made a motion that we certify the trainers for 2 years. John VanLandingham seconded the motion. Motion carried.
Adele Smith made a motion that the TDI Essentials training that was crafted by the membership committee, including the power point and the training manual, be utilized at the next Secretariat meeting in October in Vermont. John Green seconded the motion. Motion carried.
Adele Smith made a motion that the monies currently available in the Tres Dias fund to help communities, be given to the Russian and Ukrainian Communities at this time. John Green seconded the motion. Motion carried.
In 2005, the Membership Committee was charged to create guidelines as determined by the Membership Committee related to the direct solicitation of funds.
The guidelines for the direct solicitation for funds by communities need to be defined by the Membership Committee. Adele moved to table the issue until the next meeting. Faye Gilbreath seconded. Motion carried.
Judy made a motion to call a Friday night meeting prior to the October meeting in Vermont. Adele seconded. Motion passed.
Motion to adjourn 10:08 am. Motion seconded and passed.
Policy Committee Meeting
July 9, 2006
Dallas, Tx
A meeting of the Policy Committee was called to order by Chairman Jeff Mehl at 9:05 am at the Women’s Conference Center, Denton, Tx. Opening prayer was offered by Rev. Charles Allen.
ATTENDANCE:
Ø VOTING MEMBERS PRESENT:
- Don Bohl
§ E-Mail: juliedonbohl@msn.com
§ Phone: (914) 939-6547
- Wilson Burton
§ E-Mail: huntandfish@comcast.net
§ Phone: (615) 714-5134
- Paul Dau
§ E-Mail: pauldau24@aol.com
§ Phone: (636) 537-2432
- Harry Davis
§ E-Mail: hed_vmi@alltel.net
§ Phone: (706) 226-6824
- Jeff Mehl:
§ E-Mail: jeff@jmehl.com
§
Phone: (845) 384-6451
Ø
VOTING MEMBERS ABSENT: Roberta Collins
Ø OBSERVERS PRESENT:
- A. Charles Allen
§ E-Mail: stephenson@intrastar.net
§ Phone: (936) 687-2466
- Bob Decker
§ E-Mail: jbdecker2@yahoo.com
§ Phone: (570) 686-4570
- Donna Drum
§ E-Mail: donnadrum@academicplanet.com
§ Phone: (936) 544-4819
- Steve Meyer
§ E-Mail: smmeyer1@bellsouth.net
§ Phone: (770) 926-3341
- Marcy Myers
§ E-Mail: mctd2003@aol.com
§
Phone: (704) 263-5216
- Robert Myers
§ E-Mail: mctd2003@aol.com
§ Phone: (704) 263-5216
- David Routzon
§ E-Mail: daver@bcs100.com
§
Phone: (817) 788-5795
NOTE: There was a last minute change in committee membership: Wilson Burton replaced Adele Smith as a voting member.
VOTING STATUS: The following observers requested and received voting status, pending Secretariat approval:
Ø Charles Allen
Ø Bob Decker
Ø Donna Drum
Ø Marcy Myers
Ø Robert Myers
Ø Steve Meyer
Ø David Routzon
AGENDA ITEMS FOR 2006-2007 AS DIRECTED BY SECRETARIAT:
1) Review of policies related to the solicitation of funds on behalf of Tres Dias
a. Since
President Bruce Cato requested that this be given the highest priority, the
committee began immediate discussion on the following topics related to fund
raising, using the Tres Dias model of Piety, Study and Action in preparation
for consultation with the Membership Committee at the October Meeting:
i. STUDY: A method needs to be developed to evaluate the financial need – such as:
1. What constitutes a need?
2. Is there any sort of “business plan?”
3. Has the community attempted it’s own fund raising?
4. Are other sources of funding available?
ii.
ACTION: How should the funds be raised? For instance, when
is intervention by the International Secretariat indicated:
1. What
about fund raising solely within the local community?
2. What
about fund raising outside of the Tres Dias Community? (Such as a
philanthropist)
3. What
about requesting funds from a friend in another Tres Dias community? (ie:
Individual to individual?)
4. What
about fund raising from other Tres Dias communities?
5. How
can we determine that a request has been cleared according to international
policy? (It’s possible that someone could innocently request funding for a
valid purpose who is simply not aware of the policy).
6. Etc.
iii. PIETY: The need for accountability following disbursement of the funds.
1. A
method needs to be developed to confirm that the funds were distributed as
intended and authorized.
b. DISCUSSION AND FOLLOW-UP:
i. Don Bohl read a “Planning Model” that was originally presented to the Membership Committee in 2001 but has not been acted on.
1. A copy is not currently available but Don will send a copy to Jeff Mehl who will communicate with the Membership Committee.
2. A copy of the report will be provided to each committee member prior to the October Meeting.
3. A
copy of the report will be attached to these minutes as an addendum.
ii.
It will be necessary to coordinate our recommendations with the
Membership Committee. With that in mind, and in view of the lack of time at
this meeting, it was decided to prepare preliminary recommendations by assigning
committee members to consult with each other via email and/or telephone between
now and the October meeting.
iii.
At the time of the October meeting, the Committee will review the
work, and present final recommendations to the Membership Committee for their
review and comment.
iv. Assignments are as follows:
1. STUDY PHASE: Don Bohl and Harry Davis
2. ACTION PHASE: Bob Decker and Charles Allen
3. ACCOUNTABILITY PHASE: Paul Dau and Wilson Burton.
4. Don Bohl will forward a copy of the 2001 report mentioned above to Jeff Mehl.
5. Jeff will make contact with Paul Weis, Membership Committee Chair, to make him aware of our intent and to provide him with preliminary data prior to the October meeting.
6. Jeff will forward copies of the 2001 report to all committee members as well as to Paul Weis.
7. Jeff will consult with Bruce Cato to make certain we remain on target with his goals.
2) Assist in the development of a policy/procedure manual that will list specific policies and their corresponding documentation in the minutes.
a. Since this will require consultation with other committees as well as clarification of roles, further action is deferred until the October Secretariat meeting.
b. In the meantime, Jeff will obtain a digital copy of the document that Bruce Cato had previously produced and will forward to all Committee members so we can begin discussions in October.
The meeting was adjourned at 9:50 am.
Respectfully submitted,
Donna Drum
Donna Drum
Secretary
July 9, 2006
Argyle, Texas
In Attendance: Paul Markowitz, A.Ben.Seal ,Eric Borman
Secretariat Members, Barb Willey, Margaret Broughton ,Hal Vink(observer)
Absent: Ken Kessler,Mike Acevedo
Opened meeting with prayer.
Motion made in committee by Paul to add Ken Kessler, Barb Willey,
Margaret Broughton, and Michael Acevedo as committee voting members.
A.Ben Seal 2nd the motion. Motion passed in committee. President elect
Bruce Cato approved the motion to add new voting members for Services.
Secretariat also approved new members.
Paul welcomed Ken, Barb, Margaret and Mike to services committee.
Bruce Cato charged the Services committee with 2 projects
Motion made in committee for 2 different start up kits.
A "curiosity" kit would be created. The kit would include Into to Tres
Dias brochure and intro to Tres Dias DVD, statement of belief and a Team
Guide.
Eric Borman developed a form to create history of All Tres Dias
communities
Especially the new communities.
A full start up kit would include
Intro to Tres Dias brochure and DVD.
Chartering requirements information, from Membership committee
Copy of Tres Dias essentials, Tres Dias constitution and by-laws.
Statement of beliefs, recent Tres Dias newsletter, full set of all Tres
Dias manuals and liturgy. CCLI license information. Sample of 501 C3
tax information. Contact list of Tres Dias communities that are in the
area . Contact information of Tres Dias Secretariat.
Passed in committee and passed as motion to secretariat.
Create a web page for Services Committee Tim Real will help to create
a data base
Adele Smith is sending out a Tres Dias newsletter . Adele needs updates
for newsletter. Thank You Adele.
Discussed job description Need to create job description for each job
Mike needs to create a list of communities that he sends palanca to.
The need is stay in contact with other communities Tres Dias,Cursillo, Walk To
Emmauss and others. A contact for anyone is http// 3dayol.org
Paul will be in contact with each member of committee before October
secretariat meeting in Vermont.
Paul gratefully thanked committee members. Closed with prayer.
Submitted in HIS name,
Paul Markowitz
Chairperson