Secretariat Meeting

St Albans,=20 VT

October 21-22, 2006

[Index=20 of Minutes | Home=20 Page]

The 94^rd meeting of the Secretariat was = called to=20 order in the name of the Father, Son and Holy Spirit at 10:40 am. by = President=20 Bruce Cato. The meeting was opened in prayer.

Present were: Bruce Cato, Jim Bailey, Pamela = Belknap, Don=20 Bohl, Julie Bohl, Eric Borman, Paula Boyd, Wilson Burton, Paul Collins, = Roberta=20 Collins, Paul Dau, Theresa Dau, Harry Davis, Pat Fullerton, Faye = Gilbreath, John=20 Green, Pat Kessler , Merv LeMasurier, John McKinney, Paul = Markowitz, Jeff=20 Mehl, Valerie Mehl, A. Ben Seal, Adele Smith, Don VanLandingham, Paul = Weis.

Absent: Tim Real, Doug Pitt

Note : Paul Markowitz tried to contact Doug Pitt by = email and=20 telephone with no response. Tim Real is serving on a team in Gulf Coast = Tres=20 Dias.

Bill Boyd acted as parliamentarian for the = meeting.

Reports=20 distributed:

Community Highlights Report

Financial Secretary=92s Report

Secretariat Minutes

Treasurer=92s Report

Agenda:

Julie Bohl requested that a time be added to the = agenda at=20 5:00 pm to have the report from Texas Assembly be given.

Eric Borman made a motion to accept the revised = agenda. =20 Seconded by Richard Thornhill. Vote =96 Passed unanimously.

Minutes:

Several typographical corrections made. Judi = LeMasurier=20 made a motion to accept the minutes as corrected. Paul Dau = seconded=20 motion. Vote =96 passed unanimously.

Financial Report =96 Financial=20 Secretary: Teresa=20 Dau

She gave the report on Community = assessments. 20=20 communities have paid to date.

Pat Kessler made a motion to accept this = report. Pat=20 Fullerton seconded this.

Vote =96 Passed unanimously.

Treasurer=92s = Report- Merv LeMasurier

The treasurer went over the following as part of = the=20 report:

Balance Sheet,

Inventory Report (July 2006-Sept. 2006)

Inventory Report (July 2005 to June 2006)

Material Sales Analysis

Profit & loss Statement

Committee Expenses (July 2006-to Sept. 2006)

Committee Expenses (July 2005 to June 2006)

President Bruce Cato responded to a question about = the=20 inventory that will soon be obsolete when the new guides are done. = This=20 was referred to Executive and Services Committee.

Explanation of Balance Sheet. Question from = floor=96=20 Are payables for =93assessments not received=94 included in the = report? =20 No. Explanation of new procedure: Assessments are now sent out = with=20 survey. Invoices then generated and this occurs in the same fiscal = year. This was sent out in August 2006 with a Sept. 20, 2006 = deadline.

Wilson Burton made a motion to accept the = Treasurer=92s=20 Report. Seconded by John Green. Vote =96 = Passed=20 unanimously.

Community Issues:

Montego Bay is about to hold their 1^st = weekend in=20 November. Scott Pitt would like some additional team members from other=20 communities. Cost is about $750.00 per person (with airfare).

Lima, Peru will hold first set of weekends in = February=20 2007. Cost runs about $1000.00 for airfare and $150.00 for the = weekend.=20

Minnesota recently held their 1^st = weekend. =20

Southeast Texas held their first weekend in October = 2006!

Committee=20 Assignments:

Committee Work = Assignments=20 attached at end of report.

In Committee Meetings 1-5:00 pm

The Secretariat meeting reconvened at 5:30 pm

Report from the Assembly =96 Margie = Wallace

They enjoyed hosting the Assembly. She = highlighted what=20 went well a well as things that they would have done = differently. =20 Online registration worked well. Overall it was a great success = and a=20 positive experience for their community. Many who served had not = served on=20 teams yet.

Bruce Cato recognized A. Ben Seal for his past = service to the=20 Services Committee where he kept track of inventory. He will be rotating = off=20 this year.

Committee Reports;

Services Committee- Paul Markowitz

We have been charged to develop a Curiosity Startup = Kit.

We recommend that this include a DVD/ Intro to Tres = Dias, 1=20 copy of the Tres Dias Essentials, 1 copy of the Intro to Tres Dias = Brochure and=20 1 copy of Tres Dias team guide.

New Community Startup Kit =96

This would include materials similar to what is = provided by=20 North Georgia Startup Committee.

Database =96

The committee recommends that sample database = programs be=20 made available through the International website under =93how to start a = new=20 community =93.

Webpage =96 is a work in progress.

Bumper stickers:

Service Committee makes a motion to provide to each = attendee=20 of a Secretar5iat

Be given a TD bumper sticker for promotional = purposes.

Palanca =96 It has come to our attention some = communities=20 don=92t receive palanca from International or other communities. = Mike=20 Acevedo has been ill.

Communities need to have their information and = their weekends=20 listed on the website to get palanca.

Note: John McKinney spoke to this. Also, the = secretary sends=20 a request for information, contacts and scheduled weekend dates to each=20 community prior to each meeting.

Motion to dispose of Outdated Manuals

Old team guide and rector guide =96 We need a = motion to deal=20 with our outdated documents.

Paul Weis moved that we dispose of the old = spiritual director=20 and old team guides with the exception that we retain six of them for = archival=20 purposes. This was seconded by

Richard Thornhill.

Vote =96 Motion approved unanimously.

Policy Committee =96 Jeff Mehl

Tres Dias Glossary of Terms.

Motion# 1

The Policy Committee moves to accept the = glossary of=20 Tres Dias terms as posted on the Tres Dias website. Vote = =96approved unanimously.

This committee was charged to look at fundraising; = Basing it=20 on Study, piety and action.

Questions to be addressed:

Request comes in =96 study it = =96 is it=20 urgent? Valid?

Action =96 process the money and = get it to=20 the community.

Piety =96 accountability. We = need to know=20 that money is properly applied

What should the role of = international be =96=20 should we be involved?

As such we have a motion to = address this=20 as follows:

Motion#2

Policy Committee moves to create a permanent = 3-person =93Fund=20 Management Committee=94 to set up policies and administer the equitable=20 distribution of the Tres Dias Fund. This will be a sub-committee = of the=20 Policy Committee. Further, it is moved that these be appointed = positions=20 serving at the pleasure of the Secretariat.

There was a lot of discussion over if it should be = under a=20 committee. What committee =96 Policy or Membership or = Executive? =20 Should these positions be appointed by the President and serve at the = pleasure=20 of Secretariat?

Due to time constraints we recessed at 6:15 = pm. This=20 discussion is tabled until the morning.

Sunday 10/22/06

The meeting reconvened at 8:43 am by Bruce = Cato. Don=20 VanLandingham opened in prayer.

Committee Reports Continue:

Policy Committee - Jeff Mehl

The motion was re-read the motion (Motion #2).

The Policy Committee moves to create a permanent = 3 person=20 =93Fund Management Committee=94 to set up policies and administer the = equitable=20 distribution of the Tres Dias Fund. This will be a subcommittee of = the=20 Policy Committee. Further, it is moved that these be appointed = positions=20 serving at the pleasure of the Secretariat.

Discussion continued. Jeff pointed out that = there were=20 two positions. Let the communities do it all and the others =96 = help=20 communities with equitable treatment.

More discussion on where this committee = belongs.

1^st Amendment to the Motion

Paul Weis made a motion be amended to move this = fund=20 management committee under the membership committee and the policy = committee=20 will work with the Membership Committee to define the criteria. Don Bohl = seconded.

Discussion to make this an ad hoc committee rather = than under=20 one committee.

Could make ad hoc with one from policy, one from = membership=20 and one from executive.

Someone had asked if we could amend an = amendment? =20 Clarification by Charles Allen =96 you can amend an amendment. = Lack of=20 action on the amendment.

Vote: For 10 Opposed- 13.

Amendment failed.

2^nd Amendment to the Motion.

Faye Gilbreath made a motion to amend the motion = from =93a permanent 3 person committee=94 to a =933 = person ad hoc=20 committee=94 reporting to the president. This would be composed of one = person each=20 from Membership, Executive and Policy Committee. = Jeff Mehl=20 seconded.

Amended Motion Reads as follows:

The Policy Committee moves to create a permanent = 3 person=20 =93Ad hoc Committee=94 to set up policies and administer the equitable = distribution=20 of the Tres Dias Fund. They would report to the president and = would be=20 composed of one person each from Membership, Executive and Policy=20 Committee.

Discussion followed. Secretariat must affirm = the=20 president=92s appointments for any changes. We are not taking = anything away=20 from what Policy is mandated to do =96 just setting up a = framework. Ad hoc=20 Committee member would have to be a voting member of each of these=20 committees.

Vote on the amendment to the Motion:

Vote- Votes for- 20 = Opposed--=20 1

Motion to amend the motion is carried.

Vote on Amended Motion:

Vote =96 Votes for- 22. Opposed =96 none.

The amended motion is carried.

MembershipCommittee - Paul Weis

Motion for a Proxy vote =96

Prior to chartering or re-chartering, a Tres Dias = community=20 must hold at least one Essentials training. The VP of Membership = must be=20 contacted in advance to verify the training will be conducted by a = certified=20 trainer.

(3.2 chartering of local secretariats = -)

Discussion: this would be a real challenge = for overseas=20 communities, especially military communities. There are trainers in=20 Saeronom. Other suggestions include sending someone from = Membership=20 to do this, developing a video training tool to help.

This would be an amendment to the Constitution and = would need=20 membership to create the details.

Vote on the Motion

Vote =96 for 19. Opposed =96 none.

Motion passed.

Policies regarding fundraising =96 another dynamic = beyond the=20 Tres Dias Fund. Soliciting funds =96 there are currently two = different=20 policies in place

Motion #2

The Membership. Committee finds the motion that = restricted=20 fund raising made in Tampa in March 2004 makes it difficult to foster = and guide=20 the growth of the TD movement. The committee feels this motion=20 inadvertently blocks the purpose of the motion passed in Zeraphath, NJ = in=20 2002. For this reason, the Membership Committee motions that the = policy=20 that was made in Tampa in Mach 2004 be rescinded.

Motion passed from Tampa, March = 2004 reads=20 as follows:

Any community or Pescador wishing to assist = other=20 communities in need should be in contact with the Chairman of the = Membership=20 Committee. There shall be no direct solicitation by individuals or Tres = Dias=20 communities for financial support of other Tres Dias communities. The = Tres Dias=20 database and/or directory are for International Tres Dias purposes only. = Requests for support should be sent to the Membership Committee and will = be=20 addressed through the Membership Committee. Funds may be sent to the=20 International Tres Dias Financial Secretary to either the Tres Dias = Fund, for=20 use by any community or the Dedicated Tres Dias Fund for use by a = particular=20 community.=94

Discussion followed. Many differing opinions = were=20 voiced. Some feel that provision is made through the Tres Dias = Fund. =20 Others feel that we should go back to the previous policy if the = community has a=20 501C3. Another opinion both were needed since we did not respond = to=20 requests for funds and had little funds to disperse. Unwanted = e-mails from=20 individuals to communities and abuse were other concerns. This = motion was=20 put in place in response to complaints from local presidents.

Pam Belknap moved to table the motion. = Seconded by=20 Julie Bohl.

Vote =96 for 15. Opposed =96 3

The motion is tabled.

Gulf Coast Tres Dias requested = chartering =96 The=20 Gulf Coast charter has been granted, pending a couple minor = clarifications.

Certifying trainers =96 they committee = decided to=20 rescind the previous motion made at the July 2006 meeting and go back to = certifying trainers for a period of 5 years. This was a motion = within the=20 committee.

New community =96 need essentials training =96 see = Membership=20 report ----

Curiosity kit:

A motion within their committee to include the = following in=20 this kit: DVD Introduction to Tres Dias, brochure introduction to = Tres=20 Dias, Tres Dias Goals and Mission, Vision, Purpose, Tres Dias = Essentials, Tres=20 Dias Constitution and Team Guide

Committee business =96 no motion needed.

The Medart motion is being put into action = =96 to=20 create family groups =96 Judy LeMasurier is charged with this=20 task. Every secretariat member will adopt a couple of Tres Dias=20 communities. The purpose is to establish communication with them = on an=20 ongoing basis. There is a sign up sheet that Judy will pass throughout = the=20 Secretariat membership.

Administration Committee =96 Julie Bohl

A $500.00 donation was made to the host community = in=20 advance. They have

Done a marvelous job. There is a small shortfall = and we will=20 take a small offering for help. If there is any excess, it will go as a = gift to=20 the community.

Term =93audit=94 =96 Audit and review are = specific terms=20 which are not appropriate for the Assembly, We now know the original = intent and=20 correct term should be =93limited examination=94 to include Bank = records,=20 Disbursement records, Assessment records, form 990.

Motion on Qualification for Secretariat=20 Members:

Our committee=92s recommendation on Adele Smith=92s = motion to=20 amend the bylaw 6.3.1 (Requirements for members of International = Secretariat)=20 was sent to Executive Committee for further handling. The = Administration=20 Committee=92s general consensus is to recommend a change in the bylaws = as=20 follows:

We move, that in order for a person to be = eligible to be a=20 candidate for member or officer of the International Secretariat, he or = she must=20 have attended--

BOTH and International Assembly AND either the = fall or=20 spring International Secretariat meeting-- within the last three = years=20 preceding his or her nomination.

The rationale:

The committee agrees that the candidate should have = experienced a Secretariat meeting so that he/she will have a better=20 understanding of the work done by the Secretariat through its = committees. =20 However, there are two governing bodies of Tres Dias. The = Secretariat=20 makes recommendations which are approved by the Assembly of Tres Dias=20 Secretariats at their annual meeting. The Secretariat does the = work that=20 the Assembly refers to them. The Assembly is the higher authority = of the=20 two governing bodies. We believe that the candidate can better = serve Tres=20 Dias by experiencing the work of both governing bodies in action, and = the=20 importance of both of their roles. We agree that a three-year time = frame=20 is appropriate, and recommend it over the current requirement of = attendance at=20 an Assembly in the last four years.

Discussion followed. Original recommendation = was to=20 have a change reflect that a person would have attended either an = Assembly OR a=20 Secretariat meeting.

Vote - on the motion to send this to = proxy =96

For =96 13. Opposed =9610.

Motion approved.

Executive Committee - Pam Belknap

The Financial Secretary will send a second notice = to=20 communities who have not responded to the survey and paid their = assessments.

Pam will contact communities between now and March = for the=20 amount of weekends being held and amount of candidates for calendar year = 2006.=20 This data is important before developing any recommendations for changes = in=20 either assessments or voting procedures.

Other motions from the committee were tabled until = March 2007=20 for lack of time.

Harry Davis extended an invitation to all to attend = the=20 Meeting in March 9-11, 2006 near Chattanooga, Tennessee.

John Green closed in prayer.

A motion to adjourn was made by John Green. = Seconded by=20 Valerie Mehl. The meeting was adjourned at 10:20 am.

Respectfully submitted,

Valerie A. Mehl

Secretary

The following records are NOT part of my = minutes,=20 but minutes received from committees and/our Committee Work=20 Assignments. These are not part of the official minutes to be = read,=20 accepted and/or corrected.

ssignments for Committee = Work:

Executive=20 Committee:

Act on the = Motion to=20 Assembly from Adele Smith: Please re-examine the = qualifications for=20 secretariat membership.

There was a proposed change to count any of = the=20 meetings as qualification to run for Secretariat member/officer. = There was=20 discussion on this issue. If this passed, a registrar would be = needed for=20 each Secretariat meeting. The current registration and attendance = for the=20 Secretariat meetings is unofficial. This would also need a vote by = a=20 Special Assembly.

Audit of = the Assembly,=20 and Assembly audit of the Secretariat: This is required by the = by-laws=20 for cross accountability. Please review language =96=93audit=94 versus = =93review=94 or=20 should it be =93limited examination=94. Please look at = changing=20 the language so that a formal audit is not necessary but that an = informal review=20 can be conducted.

Auditing versus = limited=20 exam: It has been recommended that we use the words =93limited = exam=94 for the=20 review of the Assembly Financial Record. Audit involves a very = specific=20 and extensive analysis. It is felt that a limited review provides = adequate=20 examination.

Tres Dias=20 Fund: Complexity of using fund =96 We need a better nuts and = bolts=20 method to administer this fund.

Assessments: =20 Merv LeMasurier mentioned that there are 3 communities who have not paid = dues=20 for a couple years. We need feedback on what we do with these=20 communities. Past due accounts =96 Executive and Membership = Committees=20 should take this under consideration.

Sending = Information to=20 the Communities: Judi LeMasurier feels that we need to examine = how we=20 can consolidate information disseminated to other communities. All = committees=20 should review their procedures?

Additional=20 Items discussed and reported on:

Potential = Motions for=20 October meeting:

It is being = proposed that=20 two officers be added to the Assembly, Financial Secretary and=20 Registrar. Discuss and consider this proposal. This = change=20 would need to be done by Special Assembly. This would be presented = at the=20 Secretariat meeting in October with call for a special assembly with 45 = days=20 notice.

It is suggested = that the=20 Secretary to the Secretariat be added officially as a member of the = Executive=20 Committee. It has been policy for this position to sit on the Exec = Committee. .

Analysis =96 = review of the=20 actual versus budget 2007 will be done at the October meeting. The = taxes=20 will be filed on the November15^th

Assignments for Committee = Work:

Administration=20 Committee:

They=20 will distribute their Continuity book by email.

Act on the = Motion to=20 Assembly from Adele Smith: Please re-examine the qualifications = for=20 secretariat membership.

How do = communities=20 determine active membership?

Examine = =93N=94: =20 Supposed to put a commission to work until Oct 1^st to make=20 recommendations. Should be presented to the committee and then = will=20 present at the October meeting.

Discussed the = value of=20 =93N=94.

Administration=20 Committee will do a critique of the Assembly: The results will = be=20 brought to the October meeting.

Assignments for Committee = Work:

Services=20 Committee:

New = Community Start-Up=20 kit: Ideally we want to actually have a box that contains=20 instructions, copies of the documentation, and an example 501c3 to send = to=20 potential new communities.

Start up kit = =96 A Curiosity=20 Start-Up Kit was discussed. This would be sent to a contact = interested in=20 starting a community which might include a team guide, DVD and = brochure.

Start up kit = for Chartering=20 a Tres Dias Community - This kit could include information about taxes, = manuals,=20 by-laws and constitution, newsletter, statement of belief, information = about=20 obtaining a CCLI license and nearby communities who could assist them. =

Additional = item for=20 Service Committee to consider: Should we have an approved database = product=20 for sale to new communities? (We are not asking Services to invent = this;=20 please get input from people who have already done it.)

Services will = work with=20 membership on website information for new communities.

Assignments for Committee = Work:

Policy:

Fundraising = for needy=20 communities:

Tres Dias is = based on=20 piety, study, and action =96 threefold effect.

Study - = Show us the=20 community business plan and why they can=92t support themselves so that = we can=20 understand the need.

Action = =96 How do we=20 raise the funds?

Piety /=20 Accountability =96 We need to account for every penny so that there = is trust.=20

Fundraising =96 = divided among=20 members of committee =96 study, action and piety / accountability for = Oct=20 meeting. Read a planning model from 2001 and read that. Meet = with=20 membership in Oct depending on what they put together.

Policy and = Procedures=20 manual: Jeff Mehl would like the Policy Committee to continue = work on=20 Policy and Procedures manual. Jeff is talking about tracking

motions made = and not=20 carried through or indexing them. (This is not our continuity manual for = each=20 committee.) Jeff Mehl and Bruce Cato will discuss this=20 further.

Assignments for Committee = Work:

Membership:

Fundraising = for needy=20 communities:

Tres Dias is = based on=20 piety, study, and action =96 threefold effect.

Study - = Show us the=20 community business plan and why they can=92t support themselves so that = we can=20 understand the need.

Action = =96 How do we=20 raise the funds?

Piety /=20 Accountability =96 We need to account for every penny so that there = is trust.=20

The guidelines = for the=20 direct solicitation for funds by communities need to be defined by the=20 Membership Committee. This will be addressed at the next meeting. =

Tres Dias=20 Fund: Complexity of using fund =96 We need a better nuts and = bolts=20 method to administer this fund.

Medart = Motion: Plan=20 to put the approved motion from the Medart, Florida meeting (March 2006) = into=20 practice. Motion #2 in Membership Committee Reports (voted = on and=20 passed):

On behalf of = the=20 Membership Committee, I move that the Tres Dias Secretariat adopt local = Tres=20 Dias communities by dividing the existing and emerging communities among = the 27=20 members of the Tres Dias Secretariat. These groups would be = =93family=20 groups=94 that would be contacted by members of the Secretariat, who = will be in=20 touch with them at least twice a year and report their contact in = writing to the=20 membership committee.

Assesments: =20 Merv LeMasurier mentioned that there are 3 communities who have not paid = dues=20 for a couple years. We need feedback on what we do with these=20 communities. Past due accounts

Trainer=20 certification: Should run for 2 years to coincide with chartering = and=20 eliminate confusion. (Modification for chartering needs a proxy=20 vote.) Guidelines for re-chartering will be presented by = membership=20 committee at the October meeting. Then a proxy vote will be needed = for=20 changes.

October 21,=20 2006

Membership = Committee=20 Minutes

Present: Judi LeMasurier, Terry and Faye = Gilbreath,=20 John and Joan Green, Adele Smith, Carolyn Davis, Paul Weis and Don=20 VanLandingham.

Absent: Mike Holmes

Observers: Mary Hill, Vermont and Linda = VanLandingham, GA=20 Mt.

Meeting opened in prayer

The minutes were read from the last meeting in = Texas. =20 John Green moved that the minutes be accepted, Judi LeMasurier seconded = the=20 motion. The motion carried.

The Observers introduced themselves and were = welcomed.

Paul went over the agenda for the meeting. = Paul=20 suggested that we reschedule the TDI Essentials training to an evening = as it is=20 shorter, and more people could attend after a work day.

There is a need to clarify Essentials Trainers and = the length=20 of their certification. There is a desire to make the = re-chartering=20 process which requires an Essentials school, connected together. = Likewise,=20 there needs to be an updated list of certified trainers and those = trainers sent=20 out from the Membership Committee.

There is a need for better communication between=20 Administration and Membership so we know which communities exist, which = are=20 emerging, which are chartered or need re-chartering, etc.

Essentials Training and Chartering:

Paul recommends: Each community must have at = least one=20 Essentials Training during each chartering period (communities are = re-chartered=20 every 2 years). The Essential Training must be done by a certified = trainer=20 and approved by the VP of Membership.

Certification for trainers is five years.

Adele Motioned that the following be put out for = proxy ballot=20 for community approval: =93Prior to chartering or = re-chartering, a Tres=20 Dias community must hold at least one Essentials training. The VP = of=20 Membership must be contacted in advance to verify the training will be = conducted=20 by a certified trainer.=94

Judy LeMasurier seconded the motion. = Motion=20 passed.

After reviewing the policy regarding solicitation = of funds,=20 the membership committee makes the following motion:

MOTION:

The Membership Committee finds that the motion = that=20 restricted fund raising made in Tampa in March 2004 makes it difficult = to foster=20 and guide the growth of the Tres Dias movement. The committee = feels this=20 motion inadvertently blocks the purpose of the motion previously passed = in=20 Zeraphath, New Jersey in 2002. For this reason, the = Membership=20 Committee motions that the policy that was made in Tampa in March 2004 = be=20 rescinded.

Gulf Coast Tres Dias has requested to be = chartered. The=20 Membership Committee has requested clarification of both their cover = letter=20 (Pescadores participate in the six combined weekends (men and women) and = also=20 their By-Laws, 6.4. Qualifications for Secretariat 3.4. The cover = letter=20 needs to be re-worded so that the document does not imply combined men = and=20 women=92s weekends. The Qualifications should define what = =93lifestyle=20 commensurate with Biblical leadership=94 means.

The Gulf Coast charter has been granted, pending = these minor=20 clarifications.

Certifying Trainers:

the trainers for 2 years. She moves that we = certify=20 trainers for a period of five years. John Judi moves that we = rescind the=20 motion that was made at the July 2006 meeting, certifying Green seconded = the=20 motion. Motion carried.

Vancouver, BC Canada is looking for a sponsoring=20 community. They are experienced participants in the Episcopal = Cursillo and=20 have several dominations represented. After lengthy discussion, = Paul Weis=20 will request more information and encourage and invite them to attend = and=20 participate on various Tres Dias weekends.

The Membership Committee will continue to attempt = to keep up=20 with all emerging communities and sponsoring communities. Big Sky, = Montana=20 and Trinity Valley were discussed. Paul Weis will follow up so = that his=20 information is current and kept up to date.

The Committee was charged with downloading the = Guidelines for=20 and Emerging Community. Paul will email the checklist for = Chartering=20 and Emerging Community Agreement to each member of the committee. = It was=20 pointed out that the sponsoring community also needs specific = information as=20 well. John McKinney will also make those documents available on = the=20 website.

A. Ben Seal of the Services Committee is looking = into a =93new=20 community start-up kit=94.

A =93curiosity kit=94 could be sent to someone = interested in=20 beginning a new Tres Dias community. The =93new community start-up = kit=94=20 could then be sent to a sponsoring community. Such a kit should = include=20 much of the information already mentioned, along with an example of a = 501c3.

Faye Gibreath made a motion that

The curiosity kit would include: DVD = Introduction to=20 Tres Dias, brochure introduction to Tres Dias, Tres Dias Goals and = Mission,=20 Vision, Purpose, Tres Dias Essentials, Tres Dias Constitution and Team = Guide.=20 Don seconded. Passed unanimously.

Tres Dias Fund:

Designated contributions should be sent = immediately.=20 Non-designated funds should be sent to help new communities who = request=20 funds.

A Matching financial gift for Russia is = offered. Russia=20 needs $3200 for their next set of weekends. There is a need for = $1600 to=20 meet those matching funds before the end of 2006. A formal letter = of=20 request will be submitted to Paul who will follow up with an official = letter on=20 behalf of the Membership Committee to solicit those matching funds.

Medart Motion:

The plan to create family groups among emerging and = existing=20 communities. A list will be passed among the 27 Secretariat = Members to=20 sign up for three or four communities they would be willing to = =93adopt=94. =20 Paul asked that Judy come up with a list of specific questions and a = sign up=20 sheet to pass throughout the TDI Membership.

Sending Information to the Communities:

There is a need for one hand to know what the other = one is=20 doing. There needs to be better communication.

Terry Gilbreath motioned that we adjourn the = meeting. =20 Faye Gilbreath seconded the motion. The motion passed. = Meeting=20 adjourned at 5:15 p.m.

Policy Committee Meeting

October 22, 2006

St. Albans,=20 Vt

A meeting of the = Policy Committee=20 was called to order by Chairman Jeff Mehl at 1:05 pm at St. Paul=92s = United=20 Methodist Church in St. Albans, Vt. Opening prayer was offered by = Don=20 Bohl.

ATTENDANCE:

=D8 =20 VOTING MEMBERS PRESENT:

- =20 A. Charles Allen

=A7 =20 E-Mail: callen@intrastar.net

=A7 =20 Phone: (936) 687-2466

- =20 Don Bohl

=A7 =20 E-Mail: juliedonbohl@msn.com

=A7 =20 Phone: (914) 939-6547

- =20 Wilson Burton

=A7 =20 E-Mail: huntandfish@comcast.net

=A7 =20 Phone: (615) 714-5134

- =20 Roberta Collins

=A7 =20 E-Mail: collinspr@gwi.net

=A7 =20 Phone: (207) 576-6222

- =20 Paul Dau

=A7 =20 E-Mail: pauldau2u@aol.com

=A7 =20 Phone: (636) 537-2432

- =20 Harry Davis

=A7 =20 E-Mail: hed_vmi@alltel.net

=A7 =20 Phone: (706) 226-6824

- =20 Jeff Mehl:

=A7 =20 E-Mail: jeff@jmehl.com

=A7 =20 Phone: (845) 384-6451

- =20 David Routzon

=A7 =20 E-Mail: daver@bcs100.com

=A7 =20 Phone: (817) 788-5795

=D8 =20 VOTING MEMBERS ABSENT: Bob Decker, Donna = Drum, Steve=20 Meyer, Marcy Meyers and Robert Meyers.

=D8 =20 OBSERVERS PRESENT: None

MINUTES OF PRIOR MEETING: The minutes = of the=20 July meeting in Dallas, Tx were previously submitted to all committee = members=20 for review in advance. They were reviewed and accepted as written. =

TRES DIAS GLOSSARY OF TERMS: Since the = last=20 meeting, the glossary was posted on the website as it was approved by = this=20 committee. An email was sent to all voting Secretariat members in = late=20 August/early September, including a copy of the glossary, with the = request that=20 they review the content and provide this committee with any final = comments by=20 September 15, 2006. Several suggestions were received and = incorporated=20 into the final document which was again posted on the website and = re-sent to all=20 voting Secretariat members with the request they review it for final = vote of=20 acceptance at this meeting. The following seconded motion will be = made to=20 Secretariat:

=D8 =20 MOTION: Policy Committee moves to accept the = Glossary=20 of Tres Dias Terms as currently posted on the Tres Dias = website.

FUND RAISING POLICY: Due to the = complexity of=20 the need for a revised policy to control the equitable distribution of = funds, it=20 was decided to devote the remaining time to this issue. Jeff = reviewed the=20 attached draft worksheet that was developed since the last = meeting. This=20 document was created with input from the work submitted by the following = teams:

=D8 =20 STUDY: Don Bohl & Harry Davis

=D8 =20 ACTION: Charles Allen and Bob Decker

=D8 =20 PIETY: Paul Dau and Bob Decker

It was pointed out to the group that this document = was meant=20 to be a =91jumping-off=92 point for further discussion and = follow-up.

FOCUS: We discussed the fact that, = although=20 there is currently very little money in the Tres Dias Fund, there is a = need for=20 a comprehensive plan to manage whatever funds do come in. It was = therefore=20 agreed that we would not include the process of actual fund raising = since that=20 would be out of our purview at this time. Instead we will limit = our focus=20 to the process of managing the funds however they arrive.

VIABILITY/NECESSITY OF THE POLICY: It = was=20 discussed that there are currently two views of how Secretariat should = handle=20 the funds. Essentially, one feels that, since =91communities start = communities,=92 that Secretariat should stay completely out of the = process and=20 allow the communities to raise and disburse funds as they see fit. = The=20 other feels that Secretariat needs to have an oversight role to identify = and=20 enable the equitable distribution of funds to make certain that those=20 communities needing funds can receive them. The concensus was that = we=20 would evaluate the viability and necessity of a fund management = policy. =20 Based on the outcome, we will then make make a recommendation to = Secretariat to=20 either stay with the existing policies or to create a new, comprehensive = one.

The committee then broke into 3 groups to discuss = the various=20 issues. Harry Davis led us in prayer:

STUDY PHASE: Don Bohl, Harry Davis and = Dave=20 Routzon reviewed the portion of the process related to = =93study=94. That is,=20 what objective criteria would be used to determine the legitimacy and = urgency of=20 a particular need. Their recommendations included:

=D8 =20 Creation=20 of an odd numbered (three person) committee with members from the = Policy,=20 Membership and Executive committees. This would be an ad-hoc committee = reporting=20 to the President of Tres Dias or a sub committee of a standing committee = to be=20 identified by the Secretariat. This group would be charged with = management of=20 any funds contributed or bequeathed to International Tres=20 Dias.

=D8 =20 Overview of the major categories of requests for = funds:

o =20 Emerging or start-up communities

o =20 Established communities with sudden or chronic financial=20 issues. These could be related to:

=A7 =20 Disasters and emergencies such as fire, flooding, etc that = impacts=20 their ability to conduct weekends on a short-term basis without the = extra=20 expenditure of funds;

=A7 =20 Struggling/dying communities that need International=92s = support,=20 possibly financial;

=A7 =20 Capital issues such as a community looking for assistance = in=20 raising funds to purchase a retreat facility, communities in need of = team=20 supplies to conduct weekends, etc.

=A7 =20 Others needs, of course, that we have not anticipated.

=D8 =20 Prioritizing the need:

o =20 Due diligence is obviously needed

o =20 Priority of fund disbursement should be determined by the=20 following:

=A7 =20 Number of people impacted

=B7 =20 Does it impact a particular weekend, an entire season, an = entire=20 community

=A7 =20 Perhaps communities that are struggling or failing need to = be=20 given a higher priority of International=92s attention, including = financial=20 assistance, then previously considered.

=A7 =20 Will the financial = contribution help the=20 community become financially self-sustaining and, if not, should the = community=20 be allowed to become inactive?

=D8 =20 Financial controls:

o =20 Reporting amounts over $1000 in Community to Community = giving

o =20 Involvement of the Tres Dias President in outlays over=20 $5000.

=D8 =20 NOTE: As a means to show the complexity of = this=20 procedure, a copy of the Study Group=92s notes is attached to the end of = this=20 report!!

ACTION PHASE: Charles Allen and = Roberta=20 Collins reviewed the portion of the process related to = =93Action=94. That is,=20 the process/procedure to be used for disbursement of funds once approval = is=20 given.

=D8 =20 Requests for funds should come through International from=20 established community leaders;

=D8 =20 All funds should be received by International for = distribution

=D8 =20 Receipts are recommended for the purpose of = accountability

=D8 =20 Need to develop guidelines to determine the amount and = frequency=20 that non-directed funds are distributed.

PIETY(ACCOUNTABILITY) PHASE: Wilson = Burton and=20 Paul Dau reviewed the portion of the process related to =93Piety=94=20 (accountability). That is, a methodology to assure that = funds are=20 used and distributed appropriately:

=D8 =20 It goes without saying that all IRS regulations must be = adhered=20 to;

=D8 =20 Timetable for receipts:

o =20 Within 30 days of the use of funds, a report should be = received=20 from the community receiving funds explaining how those funds were=20 used;

=A7 =20 Specific receipts are preferred. However, there may = be=20 instances where it is not possible to obtain receipts depending on = how/where the=20 funds are disbursed. In those cases, a written statement from the=20 treasurer of the requesting community outlining how the funds were used = will be=20 acceptable and explaining why specific receipts are not = available.

=D8 =20 For future reference, a record should be kept of all funds = disbursed to assure equitable distribution of non-dedicated funds. =

=D8 =20 It is recommended that a 3-person =91Fund Management = Committee=92 be=20 created to finalize the specific policies related to prioritizing and=20 administering the funds. The criteria for appointment to this = committee=20 should include:

o =20 Experience at the international Secretariat level

o =20 Currently active in Tres Dias

o =20 Terms should be long-term for the sake of continuity = rather than=20 being tied to the 2-year election cycle.

o =20 It was felt this committee should be a sub-committee of a = standing=20 committee. Since we could not determine which would be the most=20 appropriate it was decided to submit a motion to Secretariat placing it = under=20 Policy, with the understanding that the Secretariat may choose to place = it under=20 a different committee.

There was full agreement as to the need for the = establishment=20 of this committee, so the following Motion will be made to = Secretariat:

=D8 =20 MOTION: Policy Committee moves to create a = permanent=20 3-person =93Fund Management Committee=94 to set up policies and = administer the=20 equitable distribution of the Tres Dias Fund. This will be a = sub-committee=20 of the Policy Committee. Further, it is moved that these be = appointed=20 positions serving at the pleasure of the Secretariat.

Although further discussion and clarification would = have been=20 desirable, time would not permit us to explore these topics in = depth. We=20 trust, however, that they will serve as a framework for further=20 development.

The meeting of the Policy Committee was adjourned = at 5:00=20 pm.

Respectfully submitted,

Jeffrey T. Mehl

Policy Committee Chair

Copy of notes as recorded by the Policy Committee =93Study Group=94 =

(Seems that paper was in short supply???)

ADMINISTRATION=20 COMMITTEE

OCTOBER 21,=20 2006

Attendees:

Julie Bohl, Chairperson

Paula Boyd

Jim Bailey

Pat Kessler

Pat Fullerton

Cathy Allen

Jill Routzon

Richard Thornhill

Jeanne Norwood

&= nbsp; =20 Guest for part of the meeting: Don VanLandingham

&= nbsp; =20 Observer: Margie Wallis

&= nbsp; =20 Absent: Harriet Holmes (illness)

&= nbsp; &n= bsp; =20 Beau Bruce

=20 &= nbsp; =20 Tonya Busic

Opened the meeting with prayer.

Don VanLandingham, a CPA, was invited to help us = learn about=20 some finance terms for possible word changes in the By-laws re: = responsibilities=20 of the Assembly hosting community=92s financial records and the = International=20 Secretariat=92s financial records. He reported that the terms = =93Audit=94 and=20 =93Review=94 are specific accounting terms. We should not use = these terms=20 since they do not reflect the intent of financial oversight that we = seek. =20 The term =93Limited Examination=94 is appropriate for our needs. = The items=20 that he suggests should be examined for reconciliations are: = receipt=20 records=97test for 1-2 months, disbursement records (that had committee = approval),=20 assessment records, bank reconciliations, review Form 990 (an IRS = nontaxable=20 income form that must be filed by Nov. 15--within 4 =BD months of the = close of our=20 fiscal year), and check for timely payments=97if not, why not.

We continued with reading and approving the minutes = from the=20 July Secretariat meeting in Argyle, TX.

In order for a person to be eligible to be a candidate for Member or = Officer=20 of the

International Secretariat, he or she must have=20 attended--

BOTH and International Assembly AND either the = fall or=20 spring Internatioinal Secretariat meeting-- within the last three = years=20 preceding his or her nomination.

Our rationale:

We agree with Adele that the candidate should have=20 experienced a Secretariat meeting so that he or she will have a better=20 understanding of the work done by the Secretariat through its = committees. =20 However, there are two governing bodies of Tres Dias. The = Secretariat=20 makes recommendations which are approved by the Assembly of Tres Dias=20 Secretariats at their annual meeting. The Secretariat does the = work that=20 the Assembly refers to them. The Assembly is the higher authority = of the=20 two governing bodies. We believe that the candidate can better = serve Tres=20 Dias by experiencing the work of both governing bodies in action, and = the=20 importance of both of their roles. We agree with Adele that a = three year=20 time frame is appropriate, and recommend it over the current requirement = of=20 attendance at an Assembly in the last four years.

Margie Wallis, North Texas Tres Dias, reviewed with = us her=20 report on the July 2006 International Assembly and Secretariat meeting = that were=20 held in Argyle, TX (near Denton).

Bruce Cato, Secretariat President, asked the = Administration=20 Committee to review the =93question of =91N=92 as a =93head tax=94 as = the budget=20 assessment, or a =93flat tax=94 based on the budget, divided by the = number of=20 communities. Also, it could be calculated as a Flat Tax plus a = $2 to=20 $5 tax per candidate. He also asked that the term =93healthy = community=94 be=20 defined, as far as what would be Fair and Measurable. Discussion = on these=20 matters did not result in any recommendations at this time.

A discussion was held about Judi LeMasurier=92s = recommendation=20 to consolidate information and mailing being sent from International = Secretariat=20 to local communities. Due to confidentiality of the election = information,=20 it was decided that any forms/ information on that subject should = continue to be=20 sent separately by our committee. Richard Thornhill volunteered to = write a=20 proposal to the Secretariat to create a liaison position in each local = community=20 to receive and respond to correspondence from International. = Although the=20 president and delegates from a community get mailings, it is sometimes = difficult=20 to get responses on a timely basis.

The annual calendar of Administration assignments = was=20 discussed. Jim Bailey and Jeanne Norwood volunteered to coordinate = arrangements for Tres Dias training schools at Secretariat meetings with = the=20 host community and the Int=92l Secretariat Membership Committee. = Jill=20 Routzon and Cathy Allen volunteered to assist with the banners for the=20 International Assembly next July 2007. Paula Boyd and Jim Bailey = will=20 handle the Election procedure with help from Pat Kessler. Jim will = also be=20 a liaison with the Assembly Registrar to confirm registration = information that=20 is vital to the Elections committee, including credentials of delegates, = etc.

We reviewed a letter from Richard Thornhill giving = his=20 impression of his first Assembly meeting experience in TX and we = discussed some=20 improvements that might be made for future meetings.

Dates for the spring meeting are March 9-11 to be = hosted by=20 SE Tennessee in Chattanooga, TN. Harry Davis read the gracious = invitation.=20 The International Assembly will be July 20-22, hosted by Mid-Hudson in = the=20 Poughkeepsie , NY area.

Jeff and Valerie Mehl reminded us that there will = also be a=20 gala 35^th anniversary celebration of Tres Dias.

We reminded Secretariat participants of the = importance of=20 meeting the community=92s registration deadlines so that they can plan = for=20 materials, food, equipment, transportation and housing. Keep a = copy of=20 what you signed up for. (In VT the community was prepared for the = 25=20 people who signed up for breakfast=85only 4 came!) It=92s also = important to=20 reserve a hotel room at special negotiated rates before the hotel=92s=20 deadline. They usually cannot extend the block room rate. = Most=20 communities have very limited private housing available.

Prepared by Jill Routzon and Jeanne Norwood

Reported by Julie Bohl

Executive Committee Minutes

October 21, 2006

Present: Pam Belknap, Paul Collins, Theresa Dau, = Mer=20 LeMasurier, Valerie Mehl, Darla Meyer. Observer: Dick Young.

Brief visits to committee by President Bruce Cato, = Bill Boyd,=20 Don VanLandingham and Julie Bohl.

Merv LeMasurier prayed.

Minutes from previous meeting distributed.

Question of =93N=94.

Communities to be emailed and asked to respond with = the=20 amount of candidates that have completed weekends in calendar year = 2006. =20 Follow up with phone calls as needed. This will provide = information to=20 explore the health of the community and further, to explore the value of = =93n=94.=20 The purpose is to see if a better and fairer way to assess communities = is=20 achievable. Pam Belknap will take on this project.

Audit of the = Assembly, and=20 Assembly audit of the Secretariat: This is required by the = by-laws for=20 cross accountability. Please review language =96=93audit=94 versus = =93review=94 or should=20 it be =93limited examination=94. Please look at = changing the=20 language so that a formal audit is not necessary but that an informal = review can=20 be conducted.

In reviewing this = procedure, it=20 will take multiple motions to complete our recommendation that we change = the=20 language to =93limited examination of agreed upon procedures=94.

Motion from Executive=20 Committee:

Motion1:

The Executive Committee moves that an = Independent=20 Financial Examination Committee of at least three people be appointed by = the=20 Chairman of the Assembly to perform a limited examination of agreed upon = procedures. This would include pescadores, with an accounting = background, from=20 different communities and/or committees. This committee would = perform said=20 examination of the Tres Dias financial records on an annual basis. They = will=20 submit a written report to the Executive Committee by the fall = Secretariat=20 meeting.

Motion 2:

The Executive = Committee moves=20 to change the current language of the By-Laws 1.6.3 from =93an audit of = financial=20 records of International Secretariat=94 to a =93limited examination of = agreed upon=20 procedures.=94

Motion 3:

The Executive = Committee moves=20 to change the current language of the By-Laws 2.4.7 from =93audit the = books of the=20 Assembly prior to each session of the Assembly and submit a written = report on=20 that audit to that session of the Assembly=94 to =93perform a = limited=20 financial examination of the income and expenses of the Assembly and = submit a=20 written report on that examination to the Executive Committee at the = fall=20 Secretariat meeting and the following Assembly.=94

This will also require = more=20 language changes and heading changes to the by-Laws as follows:

Motion 4:

The Executive Committee moves to remove line #4 = of 1.6.3=20 under Treasurer of the Assembly =93an audit of all financial = records of the=20 International Secretariat=94 and moves to create 1.9.2 to read, heading=20 =93Examination of financial Records.=94 The following headings would = then read as=20 follows: 1.6.4 Financial Secretary, 1.6.5 Registrar and former = 1.6.4=20 =93Term=94 would move to 1.6.6.

Motion 5:

The Executive = Committee moves=20 that the secretary of the secretariat be added officially as a member of = the=20 Executive Committee.=94 This will require a modification of the = by-laws =20 2.7.3.

The secretary has been = typically=20 assigned to the Executive Committee by history.

The Financial = Secretary will send=20 follow-up notification to communities who have not paid their = assessments. =20 This will be sent out as a =93second notice=94 and extend the deadline = to November=20 17^th with a note =93must be paid by November = 17^th=94.

Act on the Motion = to Assembly=20 from Adele Smith: Please re-examine the qualifications for=20 secretariat membership.

There was a = proposed change=20 to count any of the meetings as qualification to run for Secretariat=20 member/officer. There was discussion on this issue. If this = passed,=20 a registrar would be needed for each Secretariat meeting. The = current=20 registration and attendance for the Secretariat meetings is = unofficial. =20 This would also need a vote by a Special Assembly.

We discussed = this at=20 length. Our committee conferred with Administration = concerning=20 the motion for qualification for Secretariat membership. =20 Administration will make the motion. This will require official = records to=20 verify attendance.

Tres Dias Fund Policy is published on the = International=20 Website.

The meeting was adjourned at 4:55 pm.

Respectfully submitted,

Valerie Mehl

Please note: These motions were not presented due = to time=20 constraints at the October meeting.

[Index=20 of Minutes | Home=20 Page]

Financial Report =96 Financial=20 Secretary: Teresa=20 Dau

Committee Reports;

Services Committee- Paul Markowitz

Motion to dispose of Outdated Manuals

Policy Committee =96 Jeff Mehl

Motion# 1

As such we have a motion to = address this=20 as follows:

Motion#2

Sunday 10/22/06

1st Amendment to the Motion

Motion for a Proxy vote =96

Vote on the Motion

Motion passed.

Motion #2

Motion passed from Tampa, March = 2004 reads=20 as follows:

Copy of notes as recorded by the Policy Committee =93Study Group=94 =

(Seems that paper was in short supply???)

In order for a person to be eligible to be a candidate for Member or = Officer=20 of the

1^st Amendment to the Motion