Tres Dias International Secretariat Meeting
Nashville, Tennessee
- March 13-15, 2009
[Index
of Minutes | Tres Dias Home Page]
Saturday March 14th
The Presidential welcome and greeting was given by Paul Weis.
9:50a.m. The One Hundredth and One (101) meeting of the Secretariat was called to order in the name of the Father, the Son and the Holy Ghost by President Paul Weis.
The President called for a motion to approve the agenda after one slight correction.
Motion: Richard Thornhill moves that the agenda be accepted.
Second was made by Wilson Burton. Motion Passed.
The President called for a motion to approve the minutes. Motion: Mike Holmes moved that the minutes be accepted. Second was made by Harold Thurmond. Motion Passed.
Treasurers Report: Don Vanlandingham presenting. There was a financial deficit in the previous Fiscal year. However, the current treasury reflects a surplus balance in the eighth month of the adjusted budget. Earnings from the Endowment Fund and the diligence of the Financial Secretary to collect community dues have attributed to the surplus. The treasury amount at the end of the year could remain substantial if expenditures are kept to a minimum. The Treasurer urged all committees to give priority to budget review in their respective meetings.
Concern was expressed to the treasurer from the floor about items kept in stock in the international store that have not been selling. It was recommended that the overstocked items be reduced in price to encourage sales. The Treasurer agreed that inventory of non saleable items and price reduction would be good. According to the Treasurer last year a reserve for Obsolesce was created to keep inventory of the non saleable stock.
President calls for a motion to accept the Treasurer’s Report. Motion is made from the floor and then seconded. The Motion to accept the Treasurer’s Report Passed.
Financial Secretary: Sue Loveland presenting: Sue will continue to contact communities who have not paid their dues. The majority of the communities have responded in a timely manner for their current fees and many have been willing to pay all dues in arrear.
Financial Secretary accepts questions from the floor. This invokes a time of discussion. Paul Weis comments on the importance of communication from the International group to the local communities. He also stressed that payment of assessment fees, which are due by October 15th every year, are part of Charter responsibility.
There is a need to educate Chair persons in assessments and payment of dues. They also need to be reminded of advising the TDI of their local leadership and contact changes. The home office should always be notified of leadership and contact changes.
President calls for a motion to accept the Financial Secretary’s Report. Motion is made from the floor and then seconded. The Motion to accept the Financial Secretary’s Report Passed.
Roll Call - Present: Paul Weis, Julie Bohl, Richard Thornhill, Judith Herren, Jim Bailey, Don VanLandingham, Sue Loveland, Paul Markowitz, Harry Davis, Steven Decillis, Ned Heffington, Mike Holmes, Dave Routzon, Chuck Allen, Eric Borman, Beau Bruce, Wilson Burton, John Green, Jane Henderson, Pat Maynard, Robert Myers, Jeanne Norwood, Adele Smith, J. Harold Thurmond, Linda VanLandingham, John McKinney.
Absent: Carolyn Davis, Valerie Mehl
Mike Bible addressed the meeting from the microphone with the following questions:
What is the definition of a Spiritual Director and can a Spiritual Leader be chairman of a Secretariat? These two things were past issues in his local community.
Paul Weis stated that the definition of a Spiritual director is someone in a local community who has served in that capacity. A head Spiritual Director must hold ordination.
Presidential response to the second question: Paul reminded the audience that Tres Dias is a lay lead organization. Spiritual directors should not hold leadership positions on a Secretariat or Tres Dias weekend, unless it is the position of Spiritual Leader. Paul stated that the Policy Committee is in the process of addressing the issue and will attempt to bring clarification to the local communities.
Gary Phelps addressed the meeting with the following question:
The first statement of 2.0 of the Essentials states that Tres Dias is a Christian movement. It is for those who are seeking a closer relationship with Jesus Christ. Are seekers Christians? Do the seekers have to be born again in order to be a candidate?
Presidential response: These issues are addressed in the statement of belief which defines what a Christian is. The statement of belief is a part of the Essentials training. Some communities have their people sign the statement of belief.
Judy LeMasurier states that the responsibility of the character of a candidate is upon the sponsor.
Paul Weis agrees with the statement and concludes the discussion.
Funding: Richard Thornhill asked the membership for support for struggling communities. Many foreign communities are new and lack financial support. He asked for the status of the International Community in regards to financial provision through funding.
Presidential response: There is a Fund committee that was created for the disbursement of funds from the Tres Dias Funds. People can donate to this fund on the website. The donation may be for specific or non-specific communities. The Fund Committee can be petitioned for foreign community support.
An Endowment Fund has been recently established in order to create earnings through interest money. These funds are also available but limited in amount due to the fact that the fund is new.
Fund raising for financial support has not been established as of yet. This would be a separate issue and a committee would need to volunteer to establish such a thing. There is no big promotion for fund raising at this time.
Send request for funds to John McKinney through the main web site.
John Green requested that local communities in need also be given consideration. For example the RMTD has been a strong supporter of Native Americans as candidates. Their community could use extra funding.
President calls for other request and agenda’s. No response came forth.
All committees are asked to prepare for their committee meetings. Paul Weis asked that proxy vote issues take priority over funding issues. He reminded the committees to then review their respective budgets. All other committee issues are to be addressed afterward.
Sue Loversol read the list of the communities that are delinquent with their community dues.
In order for communities to re charter and have votes their fees must be paid. Financial fees should be sent to the Financial Secretary.
Paul Weis read the list of communities that have not submitted their paper work for Re-chartering.
Membership Vice President gets the returned forms.
Julie Bohl gives an explanation of why the President requested that proxy vote issues be given priority consideration and be presented by noon.
Paul Weis encouraged every committee to prepare their proxy issues for voting so the issues can be settled. This will eliminate the need to call a special assembly or to wait another year for resolution. The proxy votes must be mailed out 75 days prior to the July Assembly.
Next he requested that everyone go back to their communities and encourage others to attend the upcoming July Assembly. He also reminded the representatives to encourage their local communities to participate in leadership on the International level.
Recess called 10:55am - Committee meetings in assigned rooms followed by lunch.
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Reconvened 3:40pm
Committee Reports
Membership Committee - Richard Thornhill presenting: A new Tres Dias community in Korea was announced by Richard. He gave a brief history of the 5 horse cross. The membership committee wants to write a guideline, a New Community Overview, for those who sponsor new communities.
The committee also engaged in a discussion for the possible change of officer terms. A suggestion was made to change the term of three committee VP officers to 3 years. Another idea was to bring senior officers into 1 year of Internship. (For example: Have a position known as VP Elect)
A new focus for Essentials training will place strong emphasis on the chartering and re-chartering process. Another main objective is to teach the value of Tres Dias International as a supportive entity and a useful community tool. Harold Thurmond and Charles Ligon have been chosen to offer the Essentials training on Friday afternoon in Cleveland at the July Assemblies.
Tres Dias Peru has requested a charter. Membership committee will send a correspondence that contains specific request and expectation of their community. The budget request will be $8000.00 for support from the committee for struggling communities.
Community representation: Richard stated that there is a dire need for more representation from local communities. What can be done to create more interest that would result in better local community representation?
In addition, most foreign communities lack the funds to offer representation and may have difficulty obtaining a visa. What can International offer in order to help foreign community participation?
A reoccurring problem is expired contact information. The committee discussed having a back office on the website where any community could update their contact information.
Services Committee - Paul Markowitz presenting. A $2,500.00 budget met Service committee approval. They also plan to create a data base that will result in strengthened communication between the International community and the world wide communities.
Don Bohl and Rosie Miloscia compose the TDI News letter. They hope to gain increased information on the activities of other communities. Their plan is to have an in depth report of activity so all communities are well informed. The Services committee is placing emphasis on strong communication. Paul Markowitz expressed deep gratitude for the excellence of his fellow committee members.
Administrative – Jim Bailey presenting: The priority item for this committee are nominations for International committee members. There are 11 upcoming positions that will need to be filled. The committee did not receive enough nominations and Jim stated that a deadline extension would need to be moved to April 1st.
Cindy Mentz read the names of the current nominees.
Motion: The Administration committee requests that we extend the nomination deadline.
President called for a vote from the floor. Majority ruled and the motion passed.
Motion: The Administration committee calls for the approval of the named nominees and the names of those that have pending paperwork. A Floor vote was taken. None opposed.
Motion passed.
II Corinthians 5:20 is read:
“We are therefore Christ ambassadors, as though God were making his appeal through us: we implore you on Christ's behalf, be reconciled to God.”
The theme of the July Assembly is “Be Reconciled to God”. Jim reads the host city invitation letter from Pam Belknap and reviews the itinerary for Assembly. Cleveland Td is the sponsoring host.
Jim announced an approved budget of $3000.00 for the upcoming fiscal year and read the list of potential host cities for future meetings through 2011.
Executive Committee
Julie Bohl presents:
Motion: We move that the budget for fiscal year 2009-2010 be Twenty Two Thousand Dollars, ($22,000.00). Eight thousand dollars ($8000.00) of that will be provided by the sales from materials and supplies. Fourteen thousand dollars ($14,000.00) will be provided by community assessments. That is five hundred dollars, ($500.00) less than we needed last year.
The proposal for assessment per unit this year is $56.00, whereas last year’s assessment was $60.00. We now have a decrease of $4.00 per unit assessment.
A floor vote is called for on the Motion to approve the fiscal budget. All are in favor. None opposed.
Motion passes.
A Motion is called for on the proposal to change the per unit assessment. Floor vote taken. All are in favor. None opposed. Motion Passes.
The fiscal budget for the Executive Committee is One thousand ($1000.00).
Regarding 501 C3 status: Tres Dias International has its own 501 C3 status. Each community must be responsible for their own tax status.
Motion: The Executive Community moves that added in the By-laws be the statement that each community be responsible for their own taxes and 501 C3.
Discussion on tax law followed the motion. The re-chartered letter sent to the communities from membership covers that. That letter has already been sent out. Motion is withdrawn due to the fact.
Change in Assessment method: This is a proposal for a change to improve the method for determining the number of delegates and assessments for each community.
Julie gave an overview of the proposal for the change of the current assessment method. She pointed out the difficulty of accurate assessment under the current system. It was stated that the change, if granted, would not go into effect until July of the year 2010. The new assessment is based upon the number of candidates that attend per year rather than active members. The new method is more reliable, accurate and will omit confusion. Due to financial struggles the foreign communities will be given an option for a set rate per year. Julie reported that the method of dollar assessment gained widespread favor but the motion was defeated because there were two communities who expressed concern over the calculation of delegates.
Proposal: Beginning in the fiscal year July 1, 2010 to June 30th 2011. For local secretariats in the USA, your number of Delegates and your assessment will be based on the number of candidates in your community which complete a weekend, through the 12 month previous calendar year, January through December. In January of each year, for example 2010, you will be asked to report the number of candidates that completed a weekend for the previous calendar year. In January you would report how many candidates completed a weekend in the year 2009.
The number of candidates per delegate will be proposed by the Secretariat and approved by a two thirds proxy vote at the Assembly.
The number of delegates will be determined by the sum of two things:
1. Your number of candidates divided by candidates per delegate. (rounded up)
2. Plus one delegate for each full five years that your community has been chartered.
The candidates per delegate may change from year to year and has to be approved by two thirds vote in the Assembly. Your assessment will be so much per candidate.
Foreign communities may align with the USA method of calculation or choose the set fee.
The intent is for the number of delegates from the local Secretariat to be proportional to the number of candidates completing weekends in communities and the number of years that the community has been chartered.
To implement this intent each local Secretariat shall report in January of each year the number of candidates completing weekends the previous calendar year ending December 31st.
We are simply replacing a paragraph of the old assessment that is currently in the by-laws.
Julie went on to convey more information and then opened the floor to questions.
Motion: We move to postpone the vote on the new assessment method until Sunday morning. Floor vote called for. None opposed. Motion passed.
Robert and Marci Myer have worked diligently on archived data base information and gave an overhead presentation on accessing the archived information.
Beau Bruce is the data look up person. Merve LeMasurier will serve as the backup person for Data lookup. A look up person will be in every meeting to access called for archived data.
The Congregation offered appreciation through resounding applause for the work of Robert and Marci Myers.
President Recessed meeting until Sunday morning.
Benediction: Charles Allen
Minutes Sunday - March 15th, 2009
Reconvene meeting – 8:30am
Executive Committee - Julie Bohl presenting. I remind you of the proposal that was read yesterday for a change in the By-laws to improve the method of determining the number of delegates and assessments for each community.
Motion: The Executive community moves that the Secretariat approve the proposal as read.
President called for discussion. None came forth. A call was given for a show of hands. Majority ruled. Floor vote. Motion passed. (Four opposed.)
Proposal for Change to a section of the Constitution and By-Laws: They do not currently reflect that Local Secretariats are separate organizations from the Tres Dias International Secretariat. Local Secretariats are encouraged to incorporate and file for IRS 501C3 status for their organization. The solution is to make the following improvement in the constitution and By-Laws.
In the Constution, under number 3; Membership of Tres Dias: This is the proposed section replacing the current sections 3 and 4.
Governing Bodies: Tres Dias shall be governed by two bodies, The Assembly of Tres Dias Secretariat referred to as “The Assembly of the International Secretariat of Tres Dias.”
Paul Weis asked for the floor and gave an explanation of the current wording in the constitution in reference to the motion. Constitution currently has a section that reads “membership of Tres Dias”, that section says that all local communities are members of Tres Dias. It is followed by the next section that was just read that addresses Governing Bodies of Tres Dias which defines the International Tres Dias and the Assembly. The proposal is to remove the paragraph that says “membership of Tres Dias.” This will bring clarity to the difference in being a member of Tres Dias International and being a member of one of the two governing bodies. The reason for the proposal is due to the fact that we are now required to collect New York State sales tax. It was the tax and IRS forms that lead to this proposal. We need to make it clear that each local community is a separate entity.
Julie Bohl went on to read the new proposal. The Constitution would now read:
Assembly of Tres Dias Secretariats: Each chartered community local Secretariat selects delegates to the Assembly. This body elects members and officers of the International Secretariat and has approval authority over proposals made by the International Secretariat. An annual assembly shall be scheduled each July. The International Secretariat may call a special assembly at any time. The duties of the organization and the Assembly are described in ByLaws Section 1. The constitution shall only be changed or amended upon a two thirds majority of the proxy votes in the Assembly. This must be a proxy vote and may not be a floor vote. See By-Laws section 1.8.1 Types of votes for further clarification of the terms floor vote and proxy vote.
Paul Weis explained that the above paragraph is not a new paragraph. It is current paragraph 4 that would become paragraph 3.
Reference 3.2 International Secretariat.
The International Secretariat is the Board of Directors of Tres Dias Incorporated. Local Secretariats are organizations chartered by Tres Dias Inc. to use the Tres Dias name, materials, and method. The International Secretariat conducts the year round business of Tres Dias, charters the local Secretariats and proposes changes in policy for approval by the Assembly.
The officer’s organizational duties of the International Secretariat are described in the By-Laws.
Referring to section 1.3 of the By – Laws; Membership of the Assemblies:
The members of the Assembly are delegates chosen by and representing local secretariats.
The proposal is to change it to read: delegates to the Assembly are chosen by and represent local Secretariats.
Motion: Executive Committee moves that the proposed change to the Constitution and By-laws be accepted and put to proxy vote.
Call for questions or discussion. None came forth.
Motion passed with floor vote – majority hand count of 18.
This is an addition to the local community By-Laws to the Essentials of Tres Dias movement chartering section 3.2
Each community By-Laws must contain the following statement:
Qualification for community leadership and this includes team members, elected local secretariat, officers, standing committees and special committees of the local Secretariat; in their constitution or By-Laws each community must adopt the following section of the Tres Dias By-Laws 2.3.1
Community leaders must be living a life that is not in a state of rebellion against God. A state of rebellion can best be described as an unrepentant open and active participation in activities that are contrary to the commands. For example: The Ten Commandments and guidelines in scripture for holy living and Christian leadership. Some examples but not limited to these areas are: Dependent upon alcohol, illegal drug use, involved in illegal activities, involved in lustful activities such as but not limited to pornography, and or any sexual relationship outside of a lawful marriage between a man and a woman, involved in the occult or satanic worship, openly professes allegiance to any non Christian religion or organization which denies the Deity of Jesus Christ.
It is important to add this so that every local Tres Dias organization has the same policy. This will create a unified policy.
Question from Bill Boyd. Are you planning to put all of that wording in section 3.2 the charter?
Discussion ensued and it was stated that a minor problem was the difference in the tense of some words in 2.3.1 and what was presented by the Executive committee. The recommendation was to change the tense of the wording in 2.3.1 to match the tense of the Executive proposal 3.2.
Amendment: Don VanLandingham of the Executive committee moved for an amendment of the original motion. We move that the tense of the wording in 2.31 of the By_-Laws be made identical to the tense of the wording in the proposed addition to the members and chartering section of 3.2 presented by Julie Bohl of the Executive committee. A second is made by Sue Loversol for the amended motion.
Motion on amendment passed unanimously.
President called for vote on the original Motion. Motion passed by a unanimous show of hands.
Executive committee concludes the presentation.
A call from the floor for prayer was made. President agreed to pause and pray for all Tres Dias communities. Julie Bohl leads prayer.
Policy Committee - Dave Routzon presenting: Motion: Dave called for acceptance of Mike Bible as a voting member on the Policy Committee. Floor vote is taken. Motion passes.
The policy committee will implement a numbered sequence for all correspondence sent out.
This will be done in order to make historical reference easier. Especially for those important procedures that create change in policy. Dave gave an example of a numbered and dated document. Administration will play a significant part in the implementation.
Policy is also working on the creation of their continuity book.
Clergy in Leadership was a major subject of the Policy committee meeting. The question is “Should clergy take on a leadership role in Tres Dias other than clergy leadership?” The answer is “no” as Tres Dias is a lay lead organization. The policy committee wants a document that has wording that will eliminate all confusion. The main problem has been “What defines a person as clergy?”
One of the lines that would be drawn is “Once a Spiritual director always a Spiritual director.” Ordained clergy would be expected to serve in a lead Spiritual role and the lesser clergy positions could choose to serve elsewhere provided that they are not leadership positions.
Policy wants to send out a statement to every community that would present clarification of the essentials on the role of clergy. Discussion ensues.
If a person qualified for clergy is serving in another position on a weekend they should not act as a functioning spiritual director.
Dave Routzon takes the time to read the clarification of essentials as it relates to clergy in leadership to those assembled.
Motion: Policy Committee moves that the Secretariat accept the motion to send the document to all of the communities. Discussion ensued. Paul Weis stated that this issue deals directly with Clergy in leadership positions such as rector, table leader, chairman, president. One major function of Tres Dias is to produce lay leadership.
Call for Motion is made by Julie Bohl. President calls for all in favor to authorize the Policy committee to send out the letter of clarification. Floor vote - passed.
Pilgrims Guide: After much review and discussion Policy believes the Pilgrims guides to be a good tool. Pilgrims guides are not an essential and there is no call for mandatory use. The final committee decision was that the Document, known as the Pilgrims guide, as presented by the blue ribbon committee, is acceptable. It was also noted that some revisions have been made.
Motion: All in favor of accepting the new pilgrims guide. Floor vote. Motion passes.
It was pointed out that there is considerable inventory stock of the old Pilgrims guides. Mutual agreement came forth on selling the old guides and printing the new Guides when the old stock is nearly eliminated.
Baptism on weekends
A package was presented to Policy by Dr Charles on sacraments such as communion and baptism. Dave stated that baptism is considered as a sacrament that should be performed in a candidate’s local church and not on a Tres Dias weekend. Baptism on the weekends could enhance the view that Tres Dias is operating as a church and not a Lay lead weekend. The committee did not wish to instill a law like “Thou shalt not baptize at a Tres Dias weekend.”
Policy committee agreed that there is a need for grace in regards to the Baptism issue. Then the question arose, “Where do you draw that line?”
It is the desire of the Policy committee to take a very firm position against baptism on a weekend without going to the extreme of declaring,” Thou shalt not ever” During the committee discussion someone pointed out a legitimate circumstance on the local level where there may be an exception for such a thing. As a result the Policy committee put together a statement that voices a very strong position on the issue. Such statement read as follows: “Questions have been raised regarding baptisms on Tres Dias weekends, therefore the following provision is for clarification.
In the Essentials, item 5 states, that the Tres Dias movement shall not assume the role of a denomination. Tres Dias is not a church substitute; rather it is to encourage Christians to worship and serve in their home congregations as leaders. The lay team guide addresses baptism in the commentary of the “Sacred Moments of Grace outline”. In the Tres Dias team guide for team members it states that “baptism is ordinarily done publicly, in a congregation”. Foot note 2 states, “because of this principle, having baptism on weekends is strongly discouraged. Spiritual directors are encouraged to direct request for baptism to the candidate’s local congregation. Therefore baptism should not occur during a Tres Dias weekend.” Since it is strongly discouraged in the lay guide Policy wants to draw attention to the fact and encourage communities to follow the lay guide. The controversy over this issue has been dragging on for a long time. Policy wants the communities to have clarity on the issue and settle the controversy.
There is room for grace in unusual circumstances. It is always a good idea to leave room for God and the Holy Spirit. However, it is the position of the policy community that the guidelines be followed and strong discouragement for baptism on weekends is our recommendation.
Paul Weis points out that the Essentials say that Tres Dias should lift up all of the things that we have in common and respect the things that we have different. When you are dealing with baptism you are dealing with differing views and techniques among the denominations.
Various members offered discussion from differing opinions on the subject.
Julie Bohl called for the question. Motion: Wilson Burton moved that the motion be tabled until the wording is clear. Second to the motion from Adele Smith. The President called for a vote on the motion to table the issue. In a show of hands 11 ruled to table the motion. 9 were in opposition. Majority ruled to table the motion. Motion was tabled.
Paul Weis repeats his recommendation for members to adopt a community. The purpose is for stronger communication and to offer to be a prayer partner.
Richard Thornhill and Wilson Burton encourage the communities to share information on working Tres Dias weekends in foreign countries.
Benediction prayer is given by Dr. Charles.
Meeting adjourned: 9:50 am
Respectfully Submitted,
_____Judith Herren___
Judith Herren- Secretary TDI
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COMMITTEE REPORTS
Services Committee Minutes - March 14, 2009
Attendee: Paul Markowitz, chair; Ned Heffington, Eric Borman, Judy Borman, Wilson Burton, Don Bohl, Mary Hill, Rosann Miloscia, observer: Nathan Hill.
Nathan opened our meeting in prayer.
Budget: After much discussion we are asking for $2,500 for the next annual budget.
Team manual CD discussion: Motioned to sell the CD for $5
Projects by Ned: 1) Standard database for local communities to track their candidates and pescadores, still working on and hope to be completed by October meeting. 2) Secretariat database is done; needs to upload to the server. 3) Next database phase to work on is the one for the communities with any information to be available for all of International Secretariat.
We re-convened with Wilson praying for our afternoon session.
We will supply the manufacturer with artwork to be impressed on the CD and it be put into a plastic sleeve for selling.
Intention for the Services Committee to develop a letter to get contacts for better communication with each Local Secretariat as requested by our President Paul Weis.
Don will draft the letter, Ned will be the editor, and it would go out under Paul’s name. It will establish a communications system for distributing the newsletter and other communications from International.
We discussed the mission statement of the newsletter and articles for the next newsletter.
Meeting adjourned and closed in prayer at 2:34 pm.
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Administration Committee
Minutes March 14, 2009
The meeting was opened in prayer by Pat Maynard. Introductions were made by each member.
Attendance: President Jim Bailey, Jeannie Norwood, Novella Oldham, Linda Weitman, Jo Hankins, Jill Routzon, Paula Boyd, Steven DeCillis, Brenda Aldrich, Pat Maynard, Cathy Allen, Judi LeMasurier, and Cindy Mentz.
Minutes: The Minutes of the previous meeting were corrected and approved.
Nominations: Positions expiring in 2009 are:
Administration Vice President Jim Bailey
Secretariat Secretary Judith Herren
Treasurer Don VanLandingham
Members:
Paul Markowitz 6
Chuck Allen 1 Eric Borman 4
Carolyn Davis 2
Ned Heffington 2
Mike Holmes 2
Valerie Mehl 5
Robert Myers 2
Jeannie Norwood 2
Adele Smith 6
Wilson Burton (resigning)
Positions expiring in 2010:
President Paul Weiss
Exec VP Julie Bohl
Membership VP Richard Thornhill
Financial Sec. Sue Loveland
Members:
Pat Maynard Vermont
Steven DeCillis Long Island
John Green Germany
Jane Henderson Music City
David Routzon Sr. North Texas
Wilson Burton Rivne Ukraine
Harold Thurmond N. Florida
Beau Bruce N. Georgia
Harry E. Davis SE Tennessee
Linda VanLandingham GA Mountain
Nominations for 2009 Assembly Election:
Admin VP
Secretary
Treasurer Jeff Mentz Mid Hudson
Members:
Eric Borman RIMA
Carolyn Davis SE Tennessee
Ned Heffington Birmingham
Denver Henderson Music City
Charles Ligon Trinity Valley
Rosann Miloscia Mid Hudson
Tom Morrison Music City
Lauren Thunem Fairfield County
Possible Candidates:
Chuck Allen Trinity Valley
Jeannie Norwood N. Hampshire
Brenda Aldridge Mid Carolinas
Gary Phelps
It was decided that the deadline for nominations should be extended to April 1, pending a vote by the Secretariat.
The mailing of the proxy issues was discussed and it was recommended by the committee that a job list and description be included in the packet.
The need to shorten talks and increase committee meeting time was discussed. New members would be aided by a bullet point statement of points to cover.
Pam Belknap submitted a budget of $2,330.00 for expenses and a total budget of $10,000. It was approved. A vote of thanks for all her hard work goes to Pam and her team.
Beau Bruce reported that the financial books from the 2008 General Assembly have been reviewed and approved.
The term “Active” in a local community was discussed. The following clarification was proposed: A member seeking a nomination to the Secretariat from a local community must declare in what community they are active. They can only represent one local community. They attend local community activities on a regular basis.
Members of International Tres Dias represent International Tres Dias (all communities) plus their home community.
Assembly 2009 Cleveland TD July 10-12
Fall 2009 New Hampshire Oct. 16-18
Spring 2010 Abundant Life/ March 12-14
Northern Illinois
Assembly 2010 Wash. DC?? July 9-11
Fall 2010 Northern New Jersey? Oct. 22-24
Spring 2011 Orlando? March 11-13
Assembly 2011 Mid-Carolina TD July 8-10
Fall 2011 RIMA TD Oct. 21-23
Judi LeMasurier has agreed to oversee the transfer of the banners and also to catalog what is there. She will be sending a letter to the President of each Secretariat as to condition of their banner, size requirements, etc. Pam has the banners in CLE for now.
Steven DeCillis closed the meeting in prayer.
Respectfully submitted,
Jill Routzon
Secretary
Policy Committee – March 14, 2009
Attendees:Dave Routzon, Harry Davis, Jeff Mentz, Bob Decker, Linda VanLandiham, Dr. Charles Allen, John Green, Mary Bailey, Marcy Myers, Robert Myers, CJ Hankins, Denver Henderson, Bill Boyd (observer), Mike Bible (observer)
New Member of Policy
Policy requests that the Secretariat confirm Mike Bible (Chairman of Middle Tennessee TD) as a member of Policy.
Numbered Documents
We discussed a concept of releasing numbered documents to the communities on selected and approved documents that represent Interpretation, Positions, Guidelines or Changes to Essentials of By-Laws. This list needs to be refined.
A motion was made and seconded to move this process to Admin. Dave will get with Jim Bailey in reference to details on criteria for such documents, numbering systems and how log and track such documents. One suggested initial document to be labeled TDI-001 is the Clergy in Leadership document (below).
Policy Manual and Data Base
Robert and Marcy Meyers were tasked with these two items. Secretariat heard yesterday about the progress they have made on the Data Base. The other item, the Policy Manual is intended to be a compilation of information currently in various locations. For example, how large should a banner be?, How long is a Training Certificate valid? Etc. Robert has asked the Secretariat on several occasions for input, but none has been forthcoming. He did get an initial document that the Executive Committee is working on and Robert will put together a prototype for review by committee chairs, so they can see what he is looking for.
Clergy in Leadership
The
committee has been discussing the subject of the role of Clergy in Leadership
roles for quite some time. After through review and discussion, we have a
document titled “Intrepretation of Essentials as it relates to Clergy in
Leadership” (later modified to “Clarification of…”). In the letter we discuss
the role of clergy and emphasize their importance to Tres Dias and the weekend.
We also attached the relevant sections of the Essentials. The net of the letter
is contained in this paragraph:
“While a member of the clergy cannot be a Rector, his or her deputy, a section leader, a table leader or give a lay talk, there is no restriction to them serving as a non-leadership cha or auxiliary on a team. As a general rule, however, ordained ministers would be expected to serve as Spiritual Directors. At the local community level, the leadership roles of officers on the Secretariat and leaders on standing committees must be lay members.”
This document was approved and it was moved and seconded to present this document to Secretariat.
Chronic Sin (working title)
Again, we held a spirited discussion on the subject of leaders at all levels in Tres Dias needing to sign a Statement of Belief similar to that signed by members of TDI.
John Green moved to include the criteria to chartering of communities include the statement on the attachment to go to Executive committee and Denver Henderson seconded it. There was a seconded motion and unanimous vote to use the following which was provided to the Executive Committee:
Issue:
Persons living in a state of rebellion against God are serving on secretariats and teams in communities
Current Position:
By-Laws preclude this person from serving on the International secretariat.
Needed Change:
Inclusion in their By-Laws, a statement in compliance with international By-Law 2.3.1 “Qualifications of Candidates for Members”, which applies to living a life that is not in a state of rebellion against God.
Rationale:
Communities need to clearly understand that TDI is in support of them in their stance in the battle of erosion of God’s word. Rebellion against God’s word must not be tolerated.
This will require a Proxy Vote and the document was forwarded as requested to Executive and Membership committees.
Pilgrims Guide
The Blue Ribbon Committee was asked by Secretariat to review the Pilgrims Guide. After a great deal of discussion, it was agreed that the updated Pilgrim’s Guide as presented by the Blue Ribbon committee should become the “Gold Standard” for that document. It was however, agreed that communities may continue to use their own versions.
John Green made a motion to that effect and Bob Decker Seconded and it was unanimously agreed that we provide that document to the Services Committee.
Baptism on Weekends
Yet another spirited discussion was held on the subject of Baptism on weekends. Dr Charles Allen prepared a detailed document discussing the reasons that the only sacrament or ordinance that should be conducted on weekends is Communion. The document is 6 pages and is available on request.
John Green made motion, Jeff Mentz seconded and it was unanimously agreed to the following position:
Questions have been raised regarding Baptisms on Tres Dias Weekend. Therefore the following is provided for clarification:
Item 5 of the essentials states that the Tres Dias Movement shall not assume the role of a denomination. Tres Dias is not a church-substitute; rather, it encourages Christians to worship and serve in their home congregations, as leaders.
The lay/Team guide addresses Baptism in the commentary on the Sacred Moments of Grace outline in the TD Guide for Team members it states “Baptism is ordinarily done publicly in a congregation (see foot note 2). Footnote 2 states “Because of this principle, having baptisms on weekends is strongly discouraged. Spiritual Directors are encouraged to direct requests for baptisms to the candidates local congregation.
Therefore Baptisms should not occur during the TD weekend.
This should probably be another numbered document as a clarification of the Essentials although a full document has not yet been prepared.
Tres Dias Team Guide
Bob Decker moved and John Green 2nd it. To refer corrected version to services committee. Unanimously agreed.
P. 20 paragraph 1 “Once the Spiritual Director has been chosen”
p. 10 line 5 paragraph 2 “changes you-the Rector” (drop s)
p. 101 line paragraph 8 word cramps (was crap)
4th Day Brochure
Bill Boyd will work with Services to resolve the issues with the printer and finalize this document for publication.
Executive Committee Minutes –March 14, 2009
Attendance: Julie Bohl, Judith Herren, Sue Loveland, Don VanLandingham, Beau Bruce, Merv LeMasurier, Doug Aldrich, Paul Weis
Absent: Darla Meyer @ Central Texas TD
Beau opened the meeting with prayer at 11:10.
Action/Discussion Items:
o Federal - Schedule A due 11/15 – filed prior to fall meeting
o NYS Sales Tax – The Home Office prepared the return and it is ready to be mailed for March 20 deadline.
o Endowment Fund of $25,000 needs to be accounted for in the Treasurer’s Report - done
o Archive Database Manager is now Beau Bruce. Julie asked Merv if he would be the back-up to Beau, the database manager. He agreed to serve in this capacity. (Robert and Marcy are giving a demonstration today and will work directly with Beau and Merv).
o Additions of Job Descriptions for all officers needed– Judith will send the Job Description format to Julie who will disseminate to the committee with a 30- day due date to her.
§ President
§ Executive Vice President
§ Secretary
§ Treasurer
§ Financial Secretary
§ Archive Database Manager (Beau and Merv will work on together)
o Community Assessments/Votes-Delegates – Don presented his tabulations for the new proposed method for N using the latest figures (2008) on # of candidates from each community.
Beau raised the question - What is the intent? The method has 2 issues: 1) Assessment and 2) delegates. Paul: most communities have consistency in the number of candidates who attend each year, so that number will probably stay close to the same from year to year; additional delegates for each five years since charter would change. Beau--Should there be a cap? If the number of additional delegates is a percentage of the total number of delegates and the total number of candidates section is based on the % difference. Consider ratio of the weighted average.
Adjourn until 1PM.
Rejourned after lunch.
ISSUES FOR PROXY VOTE:We read the proposal and discussed: Information and Explanation of the Proxy Ballot for Determining the Number of Delegates and Assessments for each Community. We clarified some points.
MOTION:We move that the Secretariat approve the following proposal for a change in the By-laws to Improve the Method for Determining the Number of Delegates and Assessments for each Community. [Proposal with our changes is attached.]
Discussed the need for each Community to be a separate entity from TDI Secretariat
MOTION:
We move that the following addition be made to the By-laws:
Each Community shall be responsible for filing the appropriate tax status documents with government authorities.
Discussed proposal from Membership for a change in the By-laws to extend the length of terms of service from 2 years to 3 years for several offices / or for adding a chair-elect position. That person would serve with the elected officer, then take over the job at the conclusion of the 2 years. Discussed pros/cons of both ideas in light of the learning curve for officers. Agreed it is important to evaluate a different service structure. Decided there was not adequate time to devote to this now. Motion to Table this for further evaluation at the October meeting was seconded by all!
Discussed proposal from Policy for a change in the By-laws to clarify Qualification for Service in the Local Community
Our discussion expanded the scope of the issue. Checked Sections 3.2 (Chartering of Local Secretariats) and 2.3.1 (Qualifications of Candidates for Members) of the Tres Dias By-laws. Legally, we need to have a uniform policy in all TD Communities. All TD Community Secretariats should adopt the Tres Dias Statement of Belief and include it as a part of their By-laws, adding “Tres Dias Statement of Belief as adopted by: (i.e.Northern Illinois Tres Dias)”. Requirements for community leadership qualifications should be consistent with the qualifications for leaders for the International Secretariat (By-laws 2.3.1).
MOTION: We move that the Secretariat approve the following changes to the By-laws 3.2 (Chartering of Local Secretariats) and send this to proxy vote:
Each Community’s by-laws or constitution must contain the following: The Tres Dias Statement of Belief (from the Constitution of Tres Dias 2.0)
(Points one through nine as quoted in the Constitution)
Add: Note: For purposes of standards and principles, Tres Dias ascribes to those stated in the “Authorized King James Version” of the Bible of 1611 (KJV)
Add: As adopted by (local Community’s name. e.g.: Tres Dias of New Hampshire)
Each Community must include in their by-laws (as adapted from 2.3.1 of Tres Dias By-laws):
Qualification for Community Leadership (this includes, but is not limited to team members, elected and other local secretariat officers, and members of standing committees and special committees of the local secretariat)
Community leaders must be living a life that is not in a state of rebellion against God. A state of rebellion can best be described as an unrepentant, open and active participation in or advocacy of activities contrary to the commands (for example, “the Ten Commandments”) and guidelines in Scripture for holy living and Christian leadership. Some examples, although not limited to these areas, are:
Proposed Budget for 2009-2010. Don Van Landingham presented the proposed 2009-2010 budget. The total budget is $22,000 with $8,000 generated from the sale of supplies and materials and $14,000.00 coming from assessments. Don proposed the assessment fee be set at $56.00 per unit. Motion to accept made by Judith Herren; seconded by Doug Aldrich.
MOTION: We move that the Secretariat approve for proxy ballot the budget for $22,000 for fiscal year 2009-10. Sales of materials and supplies will account for $8,000 and $14,000 will be provided by Community assessments.
MOTION: We move that the Secretariat approve for proxy ballot the assessment rate at $56 per unit. This is a decrease of $4 per unit from fiscal 2008-09.
Changes to the Tres Dias Constitution sections 3 & 4 and By-Laws 1.3 are needed to clarify that all Tres Dias communities are separate entities from the International Secretariat of Tres Dias. (John McKinney will write the motion for the Secretariat—insert follows)
MOTION:The Executive Committee moves that the proposed change to the Constitution and the By-Laws be accepted and put to proxy vote.
Constitution of Tres Dias
3.0 Governing Bodies:
TRES DIAS shall be governed by two bodies:
The Assembly of TRES DIAS Secretariats, referred to as the Assembly
The International Secretariat of TRES DIAS, referred to as the Secretariat or International Secretariat.
3.1 Assembly of Tres Dias Secretariats:
Each chartered local secretariat selects delegates to the Assembly.
This body elects members and officers of the International Secretariat, and has approval authority over proposals made by the International Secretariat.
An Annual Assembly shall be scheduled each July. The International Secretariat may call a Special Assembly at any time.
The duties and the organization of the Assembly are described in the By-Laws Section 1.
The Constitution shall only be changed or amended upon a two-thirds majority of the proxy votes of the Assembly. This must be a proxy vote and may not be a floor vote (See By-Laws, Section 1.1 (“Types of Votes”) for further clarification of the terms “floor vote” and “proxy vote”).
3.2 International Secretariat
The International Secretariat is the Board of Directors of Tres Dias, Inc.
Local secretariats are organizations chartered (franchised) by Tres Dias, Inc. to use the Tres Dias name, materials and method.
The International Secretariat conducts the year round business of TRES DIAS, charters local secretariats, and proposes changes in policy for approval by the Assembly.
The officers, organization, and duties of the International Secretariat are described in the By-Laws.
Proposed change to By-Laws Section 1.3:
By-Laws
1.3 Delegates to the Assembly
Delegates to the Assembly are chosen by and represent local secretariats.
We closed our meeting with a prayer of thanksgiving for God’s guidance.
ATTACHMENT:
PROPOSAL re: Improvements in the way Assessments and Delegates are Determined
Beginning in fiscal year July 1, 2010… For local secretariats in the USA, your number of Delegates and your Assessment will be based on the number of candidates that complete a weekend in your community through the 12 month previous calendar year January through December. In January of each year (for example, 2010) you will be asked to report the number of candidates that completed a weekend for the previous calendar year (2009).
The number of candidates per delegate will be proposed by the Secretariat and approved by a two thirds proxy vote of the Assembly.
The number of delegates will be determined by the sum of two things:
1. Your number of candidates divided by candidates per delegate. (rounded up)
2. Plus one delegate for each full five years that your community has been chartered.
The candidates per delegate may change from year to year and has to be approved by two thirds vote in the Assembly. Your assessment will be so much per candidate. (The amount per candidate must be approved each year by a majority proxy vote and will be based on the budget for each year.)
For purposes of illustration: If the number of candidates was the same as that reported in all communities in 2008, the amounts required for the upcoming budget would be 20 “candidates per delegate” and an approximate assessment of $2.85 per candidate.
Foreign communities may align with the USA method of calculation or choose by February 1st each year to use the nominal assessment fee and be granted 2 proxy votes (2 delegates to the Assembly).
For purposes of illustration, if the nominal assessment fee were set today for non-USA local secretariats, it would be approximately $100 (U.S. dollars). That is based on the expected new fiscal budget, the assumption that all foreign communities would choose the flat rate option, the number of current USA chartered communities and their expected contributions, and the additional revenue required to meet the budget.
The intent is for the number of delegates from the local Secretariat to be proportional to the number of candidates completing weekends in their communities and the number of years the community has been chartered.
ATTACHMENT: The exact changes in the proposed wording of the Tres Dias By-Laws re: 1.5 (Representation of the Local Secretariats to the Assembly):
Paragraph 1:
The intent is for the number of delegates from a local secretariat to be proportional to the number of candidates completing weekends in a community, and the number of years the community has been chartered. To implement this intent, each local secretariat shall report in January of each year, the number of candidates that completed a weekend in the previous calendar year ending December 31st.
Paragraph 2:
The Secretariat may from time to time, propose the number of “Candidates per Delegate”. The Assembly must approve the “Candidates per Delegate” by a 2/3rds majority. The number of delegates for a local secretariat will be equal to the number of candidates reported by them for the previous year, divided by the “Candidates per Delegate”, rounded up to a whole number. In addition, each local community will receive one additional delegate for each full five years that the community has been chartered as of the end of the then current fiscal year (June 30th).
Paragraph 3 (unchanged)
The number of delegates computed in this manner is the number of votes a local secretariat is authorized on both proxy and floor votes of the Assembly.
Paragraph 4 (unchanged)
For each Assembly delegate, a local secretariat may choose either a delegate from its own community, or empower a delegate of another local secretariat to vote on their behalf during floor votes. For roxy votes, the local secretariat has the additional option of mailing their votes to the chairperson of the election committee of the Assembly.
Paragraph 5 (unchanged)
Proxies for any given vote are valid only if received by the election committee of the Assembly prior to that vote being called for on the floor of the Assembly.
Paragraph 6 (unchanged)
The election committee of the Assembly shall rule on all matters concerning voting procedures of the Assembly, verification of proxies and accreditation of delegates to the Assembly.
Paragraph 7
The financial assessment on a local secretariat shall be based on the number of candidates that completed a weekend in the past calendar year in that community. The Secretariat will propose an amount per candidate. The Assembly must approve the amount by a simple majority of proxy votes. If not approved, the amount will remain the same as in the previous year.
Paragraph 8
Alternatively, in lieu of the above, non-USA local secretariats may elect to be assessed a “Nominal Assessment Fee” as proposed by the Secretariat and approved by a majority of proxy votes of the Assembly. This choice will limit them to two (2) Assembly delegates regardless of the number of candidates reported. If not approved, the amount will remain the same as in the previous year.
______________________________________________________________________________
Membership Committee
Members: Richard Thornhill, Chairman
Charles Ligon Member
Adele Smith Member
Tom Morrison Member
A. César Velez Member
Jane Henderson Member
Mike Holmes Member
J. Harold Thurmond Member
Joan Green Member
Chuck Allen Member
Sheryl Allen (Secretary) Member
Garry Phelps Observer
Ray Skaggs Observer
Opening prayer: Tom Morrison
New Community : Korea TD Chartered through Korean Secretariat
Old Business:
5 year Plan – tabled
Communities Contact Reports by committee members
Problem of contact information
Problem of getting in touch with right individual
Problem of misunderstandings about chartering and Assessment fees.
New Business:
Criteria, Guidelines to be written for new emerging Communities both to the Sponsoring Community (expectations) and to the New Community guidelines.
- Electronic files available to email
Write Continuity Guidelines for the Membership Committee
Question of changing length of term of VP Membership, VP Administration and Policy to 3 years – OR, electing a VP Membership Elect who would become VP Membership after two year term.
The Essential trainings should emphasize the TDI Secretariat and Assembly and its support of the local TD Community.
- Explain Assessments
- Chartering and Re-chartering
Peru TD requested a Charter.
Letter to be sent requesting:
Copy of By Laws
Secretariat Members (how often elected)
Essentials training, when and who
Statement of separate weekends
Statement of agreement to follow the Essentials
Lehigh Valley TD is a new emerging Community (Sponsored by NJ)
Treasure Valley TD is a new emerging Community in Idaho
Sponsored by Big Sky TD.
The budget requested will be $8000.00 for 2009-2010
Supporting foreign Community Growth and Development
Motion by Chuck, Seconded by Harold, Approved
Tom and Richard will write Guidelines for New Community development suggestions for Success
Ray Skaggs closed in prayer – a prayer to develop skills of communication In Tres Dias.
RECONVENED after lunch
Discussion about TD International and how to get community representation to the Assembly and to the Secretariat.
Discussed obstacles: of finances, visas, availability.
Russia, Ukraine, Korea, Latin Communities, England, and Ireland.
- VP Membership will visit for communication and Essential training, or a Committee member.
Mike Holmes read proposed change in years of elected officers to be sent to the Executive Committee.
Reviewed candidate brochures by Mid Carolina and Music City TD
Assignments: Charles Ligon, Harold Thurman will do the Cleveland Assembly teaching of the Essentials. Mike Holmes will do the Train the Trainer.
Emphasis on importance of the Assessments and Chartering.
Website suggestion: “A Back Office” available to TD Board Members with current updated list of Community Secretariat members.
- Download a form for Chartering , Re-chartering by local Community
- Assessment information.
Adjournment
Closing prayer : Chuck Allen
Secretary – Sheryl Allen