Secretariat Meeting

  Portsmouth, New Hampshire

October 17-18, 2009
[Index of Minutes | Tres Dias Home Page]

Saturday October 17th

 

The 103rd meeting of the Secretariat was called to order in the name of the Father, the Son and the Holy Spirit by President Paul Weis at 9:59 am.  

 

The meeting opened in prayer by Cheryl Fitzgerald with a short devotion from Isaiah 11.

We enjoyed a time of song and praise led by Carlton & Cheryl Fitzgerald from the New Hampshire community.

 

Present: Pam Belknap, Julie Bohl, Eric Borman, Carolyn Davis, Harry Davis, Steven Ferrell, John Green, Ned Heffington,  Denver Henderson, Jane Henderson, Charles Ligon, Sue Loveland, Pat Maynard, Jeff Mentz, Roseann Milosica, Tom Morrison, Jeanne Norwood, Dave Routzon, Richard Thornhill, J. Harold Thurmond, Paul Weis, John McKinney.

 

Absent: Brenda Aldridge, Beau Bruce, Steven DeCillis, Steve Meyer, Marcy Myers, Lauren Thunem

 

Bill Boyd acted as parliamentarian.

 

Reports distributed:

Agenda

Minutes from the last meeting

Financial Reports from treasurer

 Profit & loss Statement 07-9-09

Profit & Loss Breakdown by Committee

Balance Sheet Summary

Financial Secretary Report

Tres Dias Vision

Tres Dias Goals

 

Agenda:

 

Agenda approved with early break for committee meetings. 

Vote- approved

 

 

Minutes-

 

Several corrections for spelling of names and grammatical corrections were made.

Rose Miloscia made a motion to accept the minutes as corrected.  John Green

seconded the motion.  Vote- approved unanimously.

 

Financial Report-

Jeff Mentz gave the treasurer’s report.  He took several questions about the distributed reports.

 

Sue Loveland gave Financial Secretary’s Report on receivables for the assessments.

She has checks in hand for more 2009-10 Assessments which she has just received at this meeting.  The first check received for the assessments was from the Birmingham Community.

 

Richard Thornhill moved that we accept the financial reports.  This was seconded by Harold Thurmond.  Vote- approved.

 

 

Other Business:

Motion:

Dave Routzon made a motion to formally increase the time allotted for Committee Work by one third.  This was seconded by Eric Borman.

 

The purpose was to increase committee time to at least 3 hours over meeting schedule.  Discussion followed and all agree on this.  We want to look outside the box.  What if we open the  Secretariat meeting in July to Saturday instead of Sunday?    

 

Richard Thornhill amended the motion to include a time for the Chairman to meet to coordinate overlapping issues.  After some discussion, Richard Thornhill withdrew the amendment.

 

John Green called the question. Vote- motion approved.

 

This motion was referred to the Administration Committee  by President Paul Weis.

 

Motion: Withdrawn

 

Richard Thornhill made a motion that the actual vote count be made known to the Secretariat/Assembly on all proxy ballots related to  By-Law changes.   Richard withdrew the motion to re-work and present later.

 

Community Issues:

 

John Green – Colorado announced that back in March that they have a budding community and are seeking a sponsor. He sent out feelers to find a community sponsor.  Responses to his inquiries were that several communities were unable to sponsor due already sponsoring several communities or citing economic issues.   Right now there are 64 pescadores who want to start a new community but have no sponsor.

Discussion followed.  A write up in the newsletter was suggested.   The Membership Committee agreed that they will look at this issue and try to come up with a way to handle this type of problem.   They will address the” how to” of starting a community to make it “user friendly”.

 

J. Harold Thurmond – gave a report on Bob & Janice Ross.  They were recently killed in an auto accident.  We bowed in silent prayer for their children and family during this time of grief.

 

 

To Committees -

Committee meetings started at 10:50 am

Reconvened at 4:25 pm

 

The Executive Committee will have a brief meeting tonight. 

 

 

Committee Reports:

 

Services Committee – Ned Heffington

 

They are still working on the databases.

Palanca letters will start going out again to community.  Pastor Mike has retired from doing this service. 

 

Don Bohl discussed the newsletter.  The Fall issue will be out in the next few weeks.  They will be announcing an offer to emerging communities to try a starter kit database and  advice on holding Secuelas.   

Newsletter – It’s mission is to support communities in their mission to build leaders via Tres Dias method.  

 

Please note: A good columnist is needed for a good newsletter.  The editor would like someone who has a good voice for this type of work to come forward. 

 

 

Policy Committee- Dave Routzon

 

Rectors guide – It has been reviewed and a lot of it is still valid. The titles of  Rollos still need to be changed. There are references to agape and mananita going back to Mid Hudson from original document.  They may merely put a reference to those non-essential activities (serenade, agape, etc) so that other communities who do not use them can be familiar with them.

 

Baptism occurring on weekends- We spent much of the day and believe that we have come up with a positive and concise document to issue. We will have a copy of this for everyone to  review tomorrow and then we can vote on it. 

 

This is the statement that we approved as a motion from committee with one dissenting vote:

Questions have been raised regarding sacraments (ordinances) held (administered) on a Tres Dias weekend.  Therefore, the following is provided for clarification:

 “It is the interpretation of the Policy Committee that, according to The Essentials of Tres Dias, the only sacrament (ordinance) authorized to be administered (conducted) on a Tres Dias weekend is the sacrament (ordinance) of communion.”

 

Essentials – Pre-weekend, Weekend and Post-weekend responsibilities.

The Policy  Committee wants to address the issue of  sponsorship:

How they, as sponsors, live up to their responsibilities.

The need to know your candidates, etc. 

The need to train them as leaders for their congregations.

The committee is looking for input.  We will begin to try to put together some ideas on sponsorship that will be helpful and positive for the communities.

 

Bill Boyd created  an excellent resource document on how Tres Dias was formed.  Interviews with Edwardo Bonnin  were also included.

 

 

 

Membership Committee-  Richard Thornhill

 

Richard Thornhill reported on the trip to Korea.  They are set to host the Assembly in 2012. 

 

3 communities have not been re-chartered:

1-Jesus - Seoul

2- Thanksgiving – California

3- Chicago - Korean

 

They are going to have reference to Tres Dias International listed on the reunion group card and new pilgrims guide (inside cover).   The reason is to help local communities and pescadores realize that there is larger organization and other communities in existence.

 

We believe that the Essentials training should be given in prime time and needs to be treated as important.  Wants them to be certified and will coordinate with Administration Committee to achieve this.  We need to be sure that communities are keeping the Essentials.

 

Motion:

Richard Thornhill made the following  motion:

 I move that the Election Committee report to the Assembly the vote count, on all on Constitution, By-law and Essential proxy ballots from the communities, when the results are given.

Tom Morrison seconded the motion.

A vote was taken following a time of discussion. Vote- Motion passed

 

 

 

Administration Committee -  Pam Belknap

 

Pam Belknap announced Valerie Mehl as the new Elections Chair. 

 

Pam noted that a $10.00 registration fee was erroneously collected by New Hampshire.

They have held the checks without cashing them.  If you would like your check back,

please request it.  If you would like to donate your check to assist New Hampshire with the cost of the meeting, you may. 

 

 

Increasing Committee Meeting Time:

 

We have been discussing trying to improve the Assembly/Secretariat meeting schedules in the past and this is in direct response to Dave Routzon’s motion.  These changes will allow us more actual time at a July meeting for committee work. The proposed changes in the Assembly Agenda also would allow delegates attending to experience the committees and see how we work. We hope that this will also be a recruiting asset.

 

The president and past presidents as advisors would meet during lunch and the 2nd workshop to put together the Committee Assignments.  We also think that having the “Committee Assignment Preference Sheets” that we fill out to be included in registration to facilitate this process.

 

The informal lunch session would need to have one or two officers assigned rather than the president.

 

 

Proposed Timeline for the Assembly & July Secretariat meetings:

Assembly Schedule:

 8:20 - 8:43 am                      

               Opening.  Welcome & Worship

8:45 - 8:55 am                      

               Key Note Speaker

9:00 - 9:18 am                 

               Procession of Banners

 9:20 - 10:35 am                  

               First Business Session

10:35 -10:50 am

               Break

10:50-11:30 am

              1st group- Seminars/Workshops

11:30-12:30 pm

               Lunch /Informal Session with officers at lunch

12:30-1:10 pm                      

               2nd groups- Seminars/Workshops

1:10 -1:15 pm                      

               Comfort Station Break

1:15 – 3:00 pm                     

                2nd Business Session

3:00-3:30 pm                       

               Worship/Dedication/Installation of Officers

4:00 pm

               Reading & Approval of minutes

 

               Passing Baton & Adjournment

 

               Give Committee Assignments

4:10pm

               Break

4:15- 5:45 pm

               Open the Secretariat meeting

 

               Go into Committees

6:00 pm                               

                Dinner

7:15-8:30 pm

                 Secuela

 

 

We have meeting sites set through 2012:

 

Spring 2010

    March 12 –14th                 

 Rockford, Ill, Northern Ill & Abundant Life

Assembly 2010    

    July  9-11th              

  Houston, Texas

Fall 2010                

    Oct 22-24                         

  RIMA- Warwick, RI

Spring 2011           

    March 11-13                     

  Central Georgia- Warner Robbins, GA 

Assembly 2011

    July 8-10

  Mid Carolinas - Belmont, NC

Fall 2011                

    Oct 21-23                         

  Long Island, NY

Spring 2012

   March  TBA

 CSRA - Augusta, Georgia

 

 

 

The meeting was recessed at 5:37 pm for the evening by President Paul Weis.

 

 

 

 

Sunday October 18, 2009 

 

The meeting was reconvened at 8:59 am by Paul Weis, President

 

 

Executive Committee – Julie Bohl

 

They looked at checkpoints on the annual calendar and updated it.

 

TD materials are being translated into Danish and permission given to use the TD copyright.

They are trying to make more progress on the continuity book.  A job description is needed for each officer. She met briefly with the officers to ask for this.  One will also be prepared for Secretariat members  as well as eligibility and job requirements.

 

Proposal -  Terms of Service.  There was discussion of the pros and cons of increasing officer terms to 3 years rather than 2 year terms.  Some issues discussed were the long learning curve of officer positions versus the difficulty serving a longer commitment. They concluded  that  allowing officers to all serve 2 consecutive terms would  help and the following motion came from the committee.

 

Motion from COMMITTEE :

 

The Executive Committee moves to call a special assembly to propose a change in the By-Laws paragraph 2.4.2 entitled Term Of Office  recommending a change in the paragraph follows:

 

It currently reads: “the president and vice presidents, having served a full term… may not serve consecutive terms in that office.  The treasurer, financial secretary and secretary may not serve more than 2 consecutive terms. “

 

Proposed change to  read: “Officers may not serve more than 2 consecutive terms.”

They would be eligible to serve 4 years.  

 

After discussion on the motion, the question was called by Ned Heffington. 

Vote on Motion:  Motion carried.  None opposed.

 

 

 

Policy Committee  - Dave Routzon

 

Motion from Committee:

 

This Motion is that this document will be sent to all communities.

 

“Questions have been raised regarding sacraments (ordinances) held (administered) on a Tres Dias weekend.  Therefore, the following is provided for clarification:

It is the interpretation of the Policy Committee that, according to the The Essentials of Tres Dias, the only sacrament (ordinance) authorized to be administered (conducted) on a Tres Dias weekend is the sacrament (ordinance) of communion.”

Discussion followed:  Lots of discussion on this.  Many differing opinions on what is the best to do.   Rose Miloscia mad a motion to call the question.Vote  on Motion to  call the question :  For- 14  Opposed – 4

Call the question.

John Green- moves to roll call vote.  This was seconded by  Tom Morrison. Vote  for-6  Opposed 12.  Motion defeated.

Vote on the Motion from Policy:    Vote: For – 13  Opposed- 5.  Motion carried.

John McKinney – congratulated on love shown in disagreement.  Ned Heffington agrees that we should all go forward together.  Charles Allen prayed for unity.

Cathy Allen added comments that lifted our spirits and we joyfully laughed together.

Other reports:

John McKinney let us know that there is someone starting a TD in Denmark.  Candidates going through Germany right now.  This is just a budding community right now.

 

Report from the Assembly 2009- Pam Belknap

Highlights from planning and having the Assembly.  Essentials training.  15th Anniversary of TD Cleveland as well.    32 TD communities represented.  72 guests from outside Cleveland and well as those from the local community.

Charles led us in singing “Victory in Jesus” and “Amazing Grace” to close.

 

Sue Loveland made a motion to adjourn.  Dave Routzon seconded the motion. 

The meeting was adjourned at 10:14 am in the name of the Father, Son and the Holy Spirit.

 

Respectfully submitted,

 

 

Valerie Mehl

Acting Secretary

 

 

 

 

 

 

 

 

 

 

 

ADDENDNUM- Minutes from Committees

This is not part of the Secretary’s report.  This is included for historical and accurate documentation of  Tres Dias Committee Work.

 

Services Committee Meeting

October 17, 2009

 

Ned Heffington opened in prayer at 11:00 am.

 

Attendees: Ned Heffington – Chair, Judith Borman – Voting Member, Eric Borman – Secretariat Member, Don Bohl – Voting Member, Brenda Higgins – Observing Member, Rosie the Toes Miloscia – Secretariat Member.

 

Absent: Linda Thunem – Secretariat Member, on her women’s weekend.

 

The following are the minutes of the meeting.

 

*       Fall 2010 is at RIMA.

 

*       Working Projects

 

o    Updated Community Contact information – Lauren Thunem is currently the lead on this project.  Ned needs to get her contact information and then work on the positional e-mails for the communities.  Ned has been working on our database.  Snail mail would have to be used for some of the communities; Ned even phoned some to no avail.  Once completed, the Secretary of Secretariat will be the keeper of this info.

 

*       Ben Seal spoke to Ned: the CD is not moving so we voted on selling the hardcopy of the manual and the CD as a set for $10.  Ned will speak to Ben to get it on the web site.

*       Rosie informed the group that the new Pilgrim’s Guide had a couple of indentations mis-aligned.  This tells us that the blue-lines were not reviewed because there is an extra printing step in the process of printing our documents.  Rosie will speak with Ben about reviewing the blue-lines.

 

*       The three documents Rosie was involved with were the Pilgrim’s Guide, Living the 4th Day, and the CD for the Team Guide.  The Pilgrim’s Guide and the CD were completed.  The 4th Day will get to Ben shortly, no rush because of our current stock.

 

*       The Services Committee is responsible for printing only, not editing.  That is the responsibility of the Policy Committee and/or the Blue Ribbon Committee.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*        When the Team Guide gets printed as a hard copy, the formatting will need to be corrected because the three paragraphs that we corrected are jagged and not justified.  Rosie will need to get the WORD document from someone because the corrections were done in the PDF file.

 

*       Work orders are the purchases made on line.

 

*       Rosie informed Ned that there is no need for Ned to forward the invoice copies to the Financial Secretary.  The Financial Secretary all ready gets copies.  Ned was wondering what purpose did it serve to receive the copies of the invoices.  But, he did admit that he got good contact information for some of the invoices.  Rosie suggested that he still get the copies and then toss if not needed, without forwarding them.  He agreed.

 

*       International Secretariat has not sent out palanca letters because the Continuity Manual needs to be done.  Current members did not realize the Services Committee was responsible for sending the letter.  Rosie will create one from the IS and keep it the same for 6 months and then make a new one.  Rosie will review the Palanca Guide and then forward it to the Palanca contacts and include a link to the document.  The e-mail will have a spin of positive support from IS.

 

*       Recessed for lunch at 12:01 pm.

 

*       Reconvened at 1:17 pm.

 

*       Discussed the next newsletter and articles.  Don will make an appeal to the Secretariat for lay people devotionals and chair reports if they want to use the newsletter as a forum.

 

*       Ned Heffington closed in prayer at 2:27 pm.

 

 

Respectfully submitted:

 

 

Rosann (Rosie the Toes) Miloscia

 

After meeting notes:

 

1)  Brenda Higgins was assigned an article and she wrote it already, submitting it to Don, making him very happy.

2)  Rosie was approached by the Policy Committee to edit the Rector and Chief Aux manuals.  She is going to assist them with this project.

 

 

 

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POLICY COMMITTEE
October 17-18, 2009

The meeting of the Policy Committee was called to order by Chairman Dave Routzon at 11:00 am with prayer

VOTING MEMBERS PRESENT:  Dave Routzon, Harry Davis, Barbi Langdon, A. Charles Allen, John Greene, Jeff Mehl, Bob Decker, Bill Boyd, Denver Henderson.

ABSENT:  Wilson Burton, Robert Myers

OBSERVERS:  Bob Wooster, Sandy Riling

MINUTES:  Dave suggested that we approve minutes via email prior to the meetings in order to save time.  The minutes from the last meeting were summarized and approved.

OLD BUSINESS:

·         REVIEW OF THE RECTORS GUIDE - Bob Decker: 

o    Bob noted that he could not find anything in the guide that would be in violation of the Essentials.  The primary area that requires revision are the multiple references to the old titles of the rollos.

o    Further discussion included the fact that the guide cannot address the needs of all communities.  It was originally written based on Mid Hudson practices, but that model is not necessarily the model of other communities.  It was noted that Mid Hudson doesn’t even follow that document as written.  This raised the question as to whether or not the document even needs to be revised. 

o    Further action will be tabled until the next meeting.

§  In the meantime, we need to know if there is a soft copy.

§  Bill Boyd will see if he has a scanned copy and/or check with Judy Cato.

·         CHIEF AUX GUIDE:  John Green: 

o    John has not been able to obtain a Chief Aux guide to review.

o    As with the Rector’s Guide, further action will be tabled until the next meeting.

o    Bill Boyd will check with Judy Cato to see if she has a scanned document to give to John

·         Rosie Miloscia has offered to assist with this project by reviewing both documents.  Dave will discuss this project with her to help guide her actions.

 

 

BAPTISM ON WEEKENDS: 

There has been much discussion and controversy concerning this issue.  The following views were expressed:

-          Baptism should not be an issue because Tres Dias is a discipleship weekend, not evangelical. 

-          We need to dig in our heels to protect the Essentials

-          The issue of baptism on the weekends is the tip of the iceberg. 

o    If we handle this well, it will help with future questions concerning sacraments on weekends. 

o    If we don’t handle it well, it will open the door to other exceptions.

-          One of the roles of the Policy Committee is to interpret issues that are raised and determine if they violate essentials.

-          A concern was raised about offending those denominations who teach that baptism is a requirement for salvation. 

o    What about a candidate who does get saved who comes from that denomination?

-          There was discussion about the Great Commission and how it applies to the Tres Dias ministry.  Are we placing the Essentials above scripture?

There was general agreement that baptisms on weekends violate the Essentials.  However, the major concern centered on the method of communicating any policy statements to the communities.  (ie:  “Thou Shalt Not” versus “Thou Should Not.”)

Bill Boyd presented a 5 page document that discussed the history of Tres Dias as it pertains to this practice, which was reviewed and discussed by the committee.  (Document attached – note page 5 which lists the specific Essentials that are affected.

Broke at 12:15pm for lunch with prayer

Returned:  1:25 pm and opened with prayer

MOTION:  Motion presented by Bill Boyd, seconded by Harry Davis: 

Questions have been raised regarding sacraments (ordinances) held (administered) on a Tres Dias weekend.  Therefore, the following is provided for clarification:

 “It is the interpretation of the Policy Committee that, according to The Essentials of Tres Dias, the only sacrament (ordinance) authorized to be administered (conducted) on a Tres Dias weekend is the sacrament (ordinance) of communion.”

Motion was discussed thoroughly and passed with one dissenting vote.

SPONSORSHIP:  It is agreed that most of the problems that come to Policy Committee are caused by poor sponsorship.  Since Policy committee is charged with Pre- Weekend- and Post-Weekend phases of the Tres Dias method, it would appear to fall within the realm of this committee to address.

Some thoughts to consider: 

-          Are there areas in which Policy can help communities deal with this issue in a positive manner? 

-          Dave asked the committee to look over the pre, weekend and post weekend phase of the Tres Dias Method as they pertain to sponsorship, and email suggestions to him over the next 3 months for consideration at the March meeting.

-          The goal will be to issue a position statement of helpful hints rather than a policy statement.

-          Some ideas presented at today’s meeting: 

o    Determining the length of time before a new Pescador can sponsor

o    Follow the Cursillo model of sponsorship

-          3 secretariats

-          3 secuelas

-          Start RG

-          Bring potential candidates into RG before sponsoring to weed out those who may not be good candidates for Tres Dias

-          Discussed other areas that Policy Committee and/or TDI can help other communities.  Etc.

NEW BUSINESS: 

·         Discussed the 5 page document prepared by Bill Boyd concerning the role of baptism on weekends. 

o    Discussion concerning publicizing this document as an educational tool for secretarial meetings.

o    Decision made to distribute the document to the Secretariat meeting on Sunday morning for their edification.

The meeting was adjourned in prayer at 3:45 pm

Submitted by Jeff Mehl

 

 

 

Executive Committee

10/17 – 18/09

 

 

Present:  Julie Bohl, Merv LeMasurier, Sue Loveland, Jeff Mentz

ABS: Marcy Myers, Beau Bruce, Doug Aldridge

Observer:  Ron Langdon

Julie Bohl opened the meeting at 11:15, asking Jeff Mentz to begin with prayer.

 

Review Minutes:  The July meeting minutes reflected Jeff Mentz volunteered to provide an outline for the Job Description provided to him by Don VanLandingham.  Jeff discovered that what Don provided was a treasurer “how to”/procedure manual.  Sue Loveland provided Julie a Job Description template and Julie amended it to fit the committee’s needs.  The Job Description is for each officer’s position and can be used in recruiting officers for the Secretariat.

Julie had a copy and each reviewed the format. 

 

Continuity Book: 

Julie has slightly revised/updated the continuity book which we reviewed.  We discussed Committee Cross-Functions, Julie reminded us of our function as an Executive Committee.  Each officer needs to make a procedure manual as an addendum to the continuity book so anyone can step into a position and accomplish the functions required.  We also discussed the importance of networking with other committees to accomplish Secretariat business. 

 

We looked at checkpoints on Exec Committee Annual Calendar/ updated status

                                                           

 

Logo Permission from Denmark:  Julie e-mailed the committee and asked for our vote about the “future” Denmark TD to translate the TD materials into Danish.  She reported we soundly approved the request!  Denmark was notified.

 

Officer’s Terms (tabled from July)

This issue was brought to Executive Committee by the Membership committee.  General discussions were at previous Secretariats.  We tabled this issue from July.  We limited the discussion to terms of officers only in considering 3 year terms: 

 

·         President

·         VP Executive,

·         VP Membership,

·         VP Administration,

·         Secretary

·         Treasurer

·         Financial Secretary.

 

Julie asked committee members on their gut feeling:  Most felt 3 years was right.

 

 

Pros:  

 

Cons:

 

Only officers would be considered for a 3 year term (at this time).

 

After much discussion, Merv offered an Alternative solution to the problem of continuity…  Give opportunity for President and VPs to run for a consecutive term (same as secretary, treasurer & financial secretary can presently) or add one consecutive term to all 7 officer positions.

 

After discussion on both ideas, the committee voted to present the alternative as the best workable solution. Motion presented to the full Secretariat for action…

 

 

The Executive Committee moves to call a special Assembly to propose a change in the By-Laws paragraph 2.4.2 entitled Term of Office recommending a change in the paragraph: The president and vice presidents, having served a full term may not serve consecutive terms in that office.  The treasurer, financial secretary and secretary may not serve more than two consecutive terms to read:  Officers may not serve more than 2 consecutive terms.

 

 

Recess: at 6:37 PM.

 

Respectfully submitted,

 

Sue Loveland

 

 

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MEMBERSHIP COMMITTEE – COMMITTEE REPORT

Newington, NH   16 October 2009

 

 

Present:

Richard Thornhill, VP Membership                                  Tom Morrison

Carolyn Davis                                                               Steven Ferrell

Harold Thurmond                                                           Joan Green

Jane Henderson                                                            Charles Ligon

 

Prayer:  Steven Ferrell

Minutes of last committee meeting

 

Update:

            3 Communities not re-chartered:

                (Jesus TD-Seoul; Thanksgiving TD (California); Chicago TD  (Korean)

 

            Tom and I met with TDKR in Seoul, Korea

                        Tom Morrison, appointed Assistant Membership VP

                        Essentials Training in U-Sung (southern part of Korea)

                        TDI Assembly in 2012 hosted by TDKR, preparation being made

                        The importance of good communications with TDKR

 

            Contacts with TD Communities

                        Comments of previous contacts

                        Assignments given to contact each community by members

            Continue working on the 5-Year Plan and Membership Continuity

 

New Business

 

            Need to  coordinate activities with other TDI Committees

                        Services – tresdias.org on TDI materials:

service cards (reunion group), Pilgrim’s Guide, Team Manual,  etc.

                        Policy -  Communities keeping the Essentials

                        Finances – Communities paying assessments before being rechartered

 

            Essentials training at Assembly and Secretariat meetings

                        Prominent time on the program to encourage more certified trainers

                        Need of more certified trainers in as many local communities as possible

                        Availability of  Certified trainers to teach the Essentials in Communities

                                    TDI certified, records kept by Membership Committee

 

            Continuity Guidelines being prepared for Membership Committee

 

            Emerging Community Agreement – no changes made at this time

 

Adjourned

 

 

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   MINUTES OF THE MEETING

ADMINISTRATION COMMITTEE

INTERNATIONAL TRES DIAS

NEWINGTON NEW HAMPSHIRE

October 17, 2009

 

The meeting was called to order by Chairman Pam Belknap at 11:00am with prayer.

The following members were in attendance:  Pam Belknap, Pat Maynard, Jeanne Norwood, Valerie Mehl, Paula Boyd, Judi LeMasurier, Kathy Allen, Jill Routzon.  Absent were Cindy Mentz, Steve DeCillis, and Steve Meyers.  It was noted that Steve Meyers has missed 2 meetings. 

Pam also stated that she had called every northeastern community and invited them to send delegates to this meeting.  She emphasized regional outreach for each Secretariat meeting.  The new database should be very helpful. 

Pam has received word that Cindy Mentz has resigned as Nominating Committee Chair.  We need a new volunteer for that job.  She will continue on the committee.  She has written a list of helps and Pam has that, since the process is complicated.   The timeline for Assembly is also in need of revision.  Also, the committee needs an up-to-date delegate list before the Assembly.  Response from communities has been a problem. 

 

Future meeting sites were announced:

            Spring 2010                  Rockford Illinois                        March 12-14

            Assembly 2010 Houston TD                              July 9-11

            Fall 2010                       RHIMA                          Oct. 22-24

            Spring 2011                  Central GA                    March 11-13

            Assembly 2011 Mid Carolina                              July 8-10

            Fall  2011                      Long Island                   Oct. 21-23

            Spring 2012                  Coastal Savannah         March              

            Assembly 2012 Seoul Korea                              July     

            Fall 2012                       Montana?

 

President Paul Weis and John McKinney sat in on the afternoon meeting and added the following facts:  Julie Bohl is the new contact person for Kiev; Ned Heffington has the new database in place; John Green has announced a Colorado emerging community.

Issues to be addressed by the Administration Committee were discussed.

Elections

Accurate record keeping is essential.  We require one good email address for elections.  All records should be on it, so that they can be shared.  We need to encourage each community to have one email address, such as President@TD.org. 

The deadline for Proxies needs to be honored to give elections committee time to send out the packets on time.

Our new election chairman will be Valerie Mehl.

Assembly Timeline

The motion has been made to double the allotted time for committee meetings.  Suggestions were discussed:

1.     Committee meetings held Friday night during Training Sessions

2.     Drop Secuela or shorten

3.     Committee reports should be short and to the point – only highlights

4.     Begin earlier on Saturday, 8:30 instead of 9:30.  Operate with a “Weekend” attitude

5.     1 set of workshops instead of 2 – invite attendees to committee meetings instead

6.     Shorter devotional time

7.     Eliminate reading of Committee minutes as they are attached to the handout of the Secretariat minutes

8.     Parade of Banners – shorten or eliminate

9.     Assign committees on Saturday night

10.  Voting results could be announced in the morning

Valerie Mehl suggested the following timeline ( Secretariat mMeetings):

            8:00 to 8:30                   Breakfast/Registration

            8:30 to 8:45                   Welcome/Devotions

            8:55                              Opening of the Meeting

            9:00                              Reading of Minutes, Approval

            9:05                              Financial Report

            9:10                              Agenda / Roll Call

            9:15 – 25                       Committee Issues

            9:25                              Committee Assignments

            9:30                              Extras

            10:05                            Break

            10 – 12             Committee Meetings

            12 – 1                           Lunch

            1 – 3:30                        Committee Meetings

            3:45                              Main Session

This schedule leaves Training on Friday and the Potluck  Dinner and Secuela on Saturday.

Community Presidents should be asked for names to serve on Secretariat.  Eligible members of Secretariat past and present were discussed.  Suggestions for elections committee are requested.  Keep in mind the person has to have attended at least 1 of last 4 Assemblies.

 

Banners

The uniform size is 30”X60”.  Judi LeMasurier will take pictures at Assembly in Houston and contact communities to tactfully request new banners that comply with that size.

The meeting was adjourned.

Respectfully submitted,

Jill Routzon

 

Addendum to Admin minutes:

 

Proposed Timeline for the Assembly & July Secretariat meetings:

Assembly Schedule: 8:20 - 8:43 am                      

               Opening.  Welcome & Worship

8:45 - 8:55 am                      

               Key Note Speaker

9:00 - 9:18 am                 

               Procession of Banners

 9:20 - 10:35 am                  

               First Business Session

10:35 -10:50 am

               Break

10:50-11:30 am

              1st group- Seminars/Workshops

11:30-12:30 pm

               Lunch /Informal Session with officers at lunch

12:30-1:10 pm                      

               2nd groups- Seminars/Workshops

1:10 -1:15 pm                      

               Comfort Station Break

1:15 – 3:00 pm                     

                2nd Business Session

3:00-3:30 pm                       

               Worship/Dedication/Installation of Officers

4:00 pm

               Reading & Approval of minutes

 

               Passing Baton & Adjournment

 

               Give Committee Assignments

4:10pm

               Break

4:15- 5:45 pm

               Open the Secretariat meeting

 

               Go into Committees

6:00 pm                               

                Dinner

7:15-8:30 pm

                 Secuela

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