Secretariat Meeting
Rockford, Illinois
March 13, 2010
[Index of Minutes | Tres Dias Home Page]
The 104th 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 9:42 am.
The meeting opened in prayer by Bill Boyd.
Present: Brenda Aldridge, Pamela Belknap, Julie Bohl, Eric Borman, Beau Bruce, Carolyn Davis, Harry Davis, Steven DeCillis, Bob Decker, Ned Heffington, Jane Henderson, Denver Henderson, Charles Ligon, Sue Loveland, Pat Maynard, Jeff Mentz, Steven Meyer, Rosie Miloscia, Marcy Myers, Jeanne Norwood, Richard Thornhill, Lauren Thunem, Harold Thurmond, Paul Weis, and John McKinney, Executive Director.
Absent: Steven Ferrell, John Green, Tom Morrison, Dave Routzon
Bill Boyd acted as parliamentarian.
Paul Weis appointed Bill Boyd to fill in for Dave Routzon for Policy committee chair.
Agenda:
Southeast Texas gave an invite to Spring, Texas for the Assembly in July. Heather Rankel and Judy Woolverton handed out information about the area for the assembly.
Rosie Miloscia made a motion to approve the agenda and Sue Loveland Seconded. Motion passed unanimously.
Minutes-
Corrections Made: Rosann with no e
Rosie Miloscia made motion to approve minutes as corrected for October 2009. Pat Maynard seconded. Motion passed unanimously.
Jeff Mentz presented the treasurers report.
Questions were raised regarding how much money International has. Mike Holmes had a question in regards to the amount of money TDI has and why TDI has so much.
Jeff Mentz clarified the Net amount for materials.
Sue Loveland presented the financial secretary report. She presented a list of communities who still owe assessment fees. The question was raised why so many communities still owe. She reported the stock of inventory services, but need to give to the treasurer. Question was raised about the money in the endowment fund and the interest. Paul noted we will be discussing today.
Richard Thornhill made a motion to accept treasurers and financial secretary reports. Rosie Miloscia seconded. The reports passed unanimously.
Community Issues:
Richard Thornhill-reported insurance should be carried within each community. Do they have 501C3 and do they have insurance? Maybe send that out to the communities.
Judy LeMesure-question about pastor insurance and physical insurance. The responsibilities are on the community.
Discussion- If there is a need to ask for money TDI has a fund set up with a committee to disperse, but have not put fund raising into place.
Mike Holmes-brought the subject of TD being a cult. The question came from websites that are posted. Discussion about websites might be old and the information does not go away and might be there from 7 years old. It is suggested to recommend to the communities to not keep secrets.
Other Business:
Paul is asking for the committees to talk about fund raising and maybe set up a committee to present the information within the community. He would like a ground work by July.
The database is not to be given out. The information is only for TDI use.
There is a concern about the data in Facebook.
Houston reports: Southeast Texas would like to invite the Secretariat to Assembly near Houston July 9-11, 2010 31st. This is a newer community. Scripture Psalm 150:6. Song: Created to Praise
Down home BBQ. Keynote: Matt (pastor at local church)
Shared a packet with each of the members for accommodations and information about the trainings. Busch National airport. IAH airport code. Specific dates for registering for getting the rates. $50 registration.
Committee assignments:
Paul Weis gave out the committee orders and key points for this meeting to be covered to the committee chairs.
High priority is the budget for the year which was given to Executive.
Paul reminded changes to the Essentials, Constitution/By-Laws require proxy votes.
Paul requested by May he needs annual reports.
“No community Left Behind”
Fund Raising
Preparing for the concept that we will be in Korea. Might need a committee for logistics for Korea Assembly in July 2012.
Committee Work 10:50 am.
The secretariat meeting reconvened at 4:05 pm
Committee Reports: (Full Reports will be attached.)
Policy Committee- Bill Boyd in absence of Dave Routzon
Rosie Miloscia presented the minutes for the committee.
Policy committee requests $100 budget.
Policy committee recommends to destroy all 4th day info that is old.
Budget will be the same.
They are working on a newsletter to be completed by June 18.
Fund Management
The committee is working on the database to be updated and included on the website.
Recommended each community have a generic email.
Motion: The Services Committee would like to make a motion to eliminate from the constitution and By-Laws of Tres Dias, 2.7.2 the duties of this committee:
· Submit a monthly written report of its financial transactions to the treasurer of the Secretariat.
· Maintain an archive of historically interesting and important data which preserves the history of the Tres Dias movement and any Tres Dias unique material.
Ned Heffington made motion to amend the motion to drop the second bullet from the motion and only make a motion for the first bullet. Rosie Miloscia seconded the amendment.
Amended Motion: The Services Committee would like to make a motion to eliminate from the constitution and By-Laws of Tres Dias, 2.7.2 the duties of this committee:
· Submit a monthly written report of its financial transactions to the treasurer of the Secretariat.
Discussion of who should be doing this.
Constitution calls for reporting.
Steven DeCillis moved to table the amended motion until Sunday. Rosie seconded it. Motion carried to table.
Budget: $8000
Motion:
Membership moves that Tres Dias International (TDI) tithe (10%) on the “Total Bank Accounts” balance on a yearly basis at the end of the fiscal year to be given to the Tres Dias Fund to support new and existing communities that have expressed a financial need.
(These funds should be fluid and used annually and not used as a saving account)
Discussion: What account would this be taken from? (Jeff Mentz, Treasurer)
Balance changes? Jeff says $25,000 is set aside already for the TD fund. A community needs funds. A little history about the TD fund was given. This is the fund we want to increase. NCF $1054 is currently in there. To move monies to make the Endowment fund from Executive to clear up what the CD is for. There is more discussion coming from the TD fund Committee.
What line would be needed from the Treasurer standpoint as this is a general motion. Questioning the amount of money in the bank. Discussion of the amount of money is actually there.
Motion is withdrawn by Membership
TDKR (Tres Dias of Korea) is subcommittee of TDI for communication purposes.
Database to track “orphan” Pescadores.
Paul gave a few reminders (dinner, Time change, Seranade, services Sunday)
Wilson Burton shared 2 new communities info(contact Wilson if you would like to serve)
Denmark TD 1 Oct 14-17 (men’s)
Oct 21-24 (women’s)
Colorado Front Range Oct 21-24 (women’s)
Oct 28-31 (men’s)
Paul Weis called for a recess until Sunday at 5:00 pm. The meeting will reconvene Sunday morning.
Secretariat Meeting
Rockford, Illinois
Sunday, March 14, 2010
Paul Weis called the meeting to order at 8:45 am
Administration Committee - Pam Belknap
Motion from committee $10,000 East Texas budget for Assembly Budget passed unanimously.
Special Committee in Seoul Korea possibly for Assembly 2012. Richard Thornhill will help on the Sub Committee.
Motion made by Jeanne Norwood to approve Heather Rankel and Judy Woolverton for voting members of Administration Committee. Motion approved.
Permanent address for Elections is tresdiaselections@gmail.com
This address will be a continuous email to pass.
Committee shared response to the motion of the proxy about assessments from 2009 proxy. Most leave the same and differences were the extreme. The thought needs to be defined with a minimum level for more than just than foreign communities. More electronic contact and translations are more in place. We can focus assistance in different directions. Develop a well thought out plan for minimum before next assembly if possible. Give choice of full delegates or minimum.
Elections Committee-Valerie Mehl reported the slate of nominations
President: Paul Weis and Wilson Burton
Financial Secretary: Sue Loveland
VP Membership: Richard Thornhill
VP Executive: Beau Bruce and Bill Boyd
Members: Chuck Allen, Julie Bohl, Bill Boyd, Beau Bruce, Wilson Burton, Harry Davis, Steven DeCillis, Denver Henderson, Mike Holmes, Barbara Langdon, Judy LeMasuruir, Heather Rankel, Wendy Taylor, Paul Weis
Executive Committee – Julie Bohl
Motion to accept Ronald Langdon as committee member. Passed.
3 votes will need to go to proxy.
1.) Executive Committee moves to set the annual budget annual budget be set at $22,500 (a $500 increase over 2009-2010 fiscal year). Income from assessments =$14,500 and Income from sales of materials =$8,000.
Motion to send to proxy passed.
2.) Executive Committee moves to the per unit assessment remain $56.
Motion to send to proxy passed.
3.) Change to By-law 2.3.1 re: maximum years on Secretariat
cannot be nominated if the term would allow him/her to serve more than the equivalent of 3 consecutive full terms
“more than the equivalent of 3 consecutive full terms” change to “on the International Secretariat more than 6 consecutive years” Better to say what is meant so there can be no misunderstanding. 3 full terms= 6 years
Discussion about the clarification.
Motion to send to proxy passed (recommend to send the previous by-law that defines member of secretariat)
Continuity book is updated. There is a clergy board. There may need to be revisions. It will need to be updated. Can this be kept electronic yes it will be given to President by CD.
Doug Aldridge will be the Executive member on the TD Fund committee appointed by Paul Weis.
Harry Davis (policy) chair.
Chuck Allen (membership)
Money will be moved around to setup for the Endowment and about $4,000 will be moved to TD fund from interest.
Services Committee-Ned Heffington (cont. from Saturday)
Amended Motion: The Services Committee would like to make a motion to eliminate from the constitution and By-Laws of Tres Dias, 2.7.2 the duties of this committee:
· Submit a monthly written report of its financial transactions to the treasurer of the Secretariat.
Services tabled this motion. This would be a change to the By-Laws and would need to go to Executive.
Policy Committee-Bill Boyd in absence of Dave Routzon
Rosie Miloscia and John Lewis would like to have voting status.
Issue is John Lewis is clergy?
There is a statement for Secretariat members but not committee
Rosie is removed from Services to Policy
Motion to approve these two as committee members.
Issues Shared:
Mike Holmes discussion of possibility of a 5 year plan or 10 year plan how do we plan to get there. Is it good to have plan in place? Membership is working on this idea. It is a good idea to have a plan as we grow faster. There needs to be something in place.
Richard Thornhill presented that this is moving in a certain direction and to look beyond the next meeting.
Technology, members, etc. are moving and we need to keep up with it.
Julie Bohl recommends to we have a planning and growth maybe President, former Presidents, John McKinney. Maybe a group that would like future orientation. The current committee chairs are focused on the now.
Bill Boyd recommends this group might come a half of day early to look at the future planning.
Discussion of the number of members. Size of number of members.
Officers and Chairpersons possibly be early Friday morning to be there early beginning in October to begin doing this. Plan to be at the meeting on Friday morning to begin looking at the long range planning.
October 15-17, 2010 in Rhode Island (date needs corrected)
Rosie Miloscia moved to adjourn and Sue Loveland seconded. Motion to adjourn passed. At 9:56 am
Respectfully submitted by:
Marcy Myers
Note: Committee Minutes attached.
TRES DIAS INTERNATIONAL MEETING, ROCKFORD, IL 3/13 TO 3/14/10
MINUTES OF THE EXECUTIVE COMMITTEE
CHAIR: Julie Bohl
OPENING PRAYER: Merv LeMasurier
ATTENDANCE:
Members: Beau Bruce , Doug Aldridge , Marcy Myers , Merv Le Masurier , Sue Loveland
Visitors: Paul Weis and Harry Davis
Observer: Ron Langdon, Jim Langdol
REQUEST VOTING STATUS for Ron Langdon
REVIEWED AND APPROVED MINUTES from meeting in NH
REVIEWED AND APPROVED OUTCOME of the Special Assembly. The new term limits for all officers of the International Secretariat is now 2 consecutive terms.
TREASURER’S UPDATE: Jeff Mentz reported that he has filed our annual IRS tax forms and the quarterly NYS taxes. He distributed budget worksheets to all officers, committees and to the Executive Director for fiscal 2010-2011.
MOTIONS:
1. BUDGET--
After some discussion, the Executive Committee moves that the following budget should be presented for proxy vote:
$22,500 (this is a $500 increase over the 2009-10 fiscal year). The income for the budget is expected to be generated from dues assessment ($14,500) and from the sales of materials ($8,000).
2. PER UNIT ASSESSMENT—
The Executive Committee moves:
That the per unit assessment to communities remain at $56 for fiscal 2010-2011.
3. CHANGE IN BY-LAWS 2.3.1--
The Executive Committee has been asked to request a change to the By-laws 2.3.1 to clarify the wording re: Qualifications for Candidates for Members (of the International Secretariat), so that it is clear that members who have served on the TD International Secretariat may only serve 6 consecutive years (and then take at least a year off the board). Currently By-law 2.3.1 reads Candidates from the Secretariat must be nominated by their local secretariat and have the following qualifications:
o Shall agree in writing to accept the nomination and , if electe, intend to participate in all regular meetings of the Secretariat for the duration of his/her term.
o Cannot be nominated if the term would allow him/her to serve more than the equivalent of 3 consecutive full terms.
The Executive Committee moves that the last bullet should now read:
Cannot be nominated if the term would allow him/her to serve on the International Secretariat for more than six consecutive years.
CONTINUITY BOOK:
The book for our committee has been updated to include all but 3 of the officers’ and committee chairs’ job descriptions. We plan to complete the book before June 1 with the job descriptions from President, VP Administration and the Secretary.
TRES DIAS FUND:
We invited Harry Davis to join us and made some important discoveries re: the Tres Dias Fund. There is $732.29 interest from the Endowment Fund as of June 30, 2009, that is currently in a Checking or savings account. Sue Loveland will transfer that money to the Tres Dias Fund at National Christian Foundation (NCF). The $25,000 Endowment Fund should have a separate CD account. Provisions will be made in April when CD’s in the appropriate amounts come due. We also discussed accountability procedures for money that is disbursed from the fund; and how to safely distribute it to overseas communities.
We talked about a vision for the Tres Dias Fund—usage for needs within communities—especially for new, overseas and emergency situations. And some ideas for raising funds such as IDTD (I Donate to Tres Dias), a modification of donating to one’s college alma mater.
The Tres Dias Fund Committee (3 persons) will be complete with the addition of Doug Aldridge of the Executive Committee. Paul Weis will announce the appointment when the Secretariat reconvenes later today.
Respectfully submitted,
Marcy Myers
ADMINISTRATION COMMITTEE MINUTES 03/13/10
Rockford, Illinois
BUDGET:
Motion made by Judi LeMasurier to approve the budget for 2010 in the amount of $3,000. Second by Jeanne Norwood Approved
ASSEMBLY BUDGET:
Motion made by Valerie Mehl to approve the July Assembly meeting budget from South East Texas Tres Dias in the amount of $9,500. Second by Judi LeMasurier Approved
SPECIAL COMMITTEE:
Motion made by Pat Maynard that we form a special committee to oversee the Assembly to be held in Seoul, Korea – July 2012 Second by Steve DeCillis Approved
Possible members with experience were suggested:
John Green, Judi LeMasurier, Paul Weis, Ken Kessler, Terri Gilbreth, Richard Thornhill
Purpose:
One person appointed to communicate with the Korean Community
One person appointed to communicate with the attendees
Address transportation
Banner transport
Travel needs-passport/visa
Cultural considerations
Etc.
CLOSE NOMINATIONS:
Motion made by Brenda Aldridge to close the nominations for July 2010 elections. Second by Jeanne Norwood Approved
NEW VOTING MEMBERS:
Motion made by Jeanne Norwood to approve Heather Rankel and Judy Woolverton for voting members of Administration Committee. Second by Pat Maynard Approved
NEW MEMBERS ELECTION COMMITTEE:
Motion made by Judi LeMasurier to add Steve DeCillis and Brenda Aldridge to the Elections Committee. Second by Valerie Mehl Approved
OTHER DISCUSSIONS:
Raising Money:
Suggest name for process
Assisting Communities Fund
Accountability very important
Do not ignore domestic communities
Do not send more than one letter to communities per year
New Elections email contact:
Permanent address for Elections is tresdiaselections@gmail.com
Banners:
Heather Rankel’s husband is in the military and may be able to assist with sending/returning banners.
Korean Military Base has a Tres Dias community near Seoul.
Secretariat and Assembly:
We had discussion of the agendas for both Secretariat and Assembly meetings.
Proxy vote regarding assessments:
The proxy change that did not pass last year regarding Assessments will not be on the ballot this year.
Korean Assembly 2012:
It was recommended that the Korean community would have several people attend an Assembly before 2012. This would be helpful for their planning.
South East Texas Tres Dias Assembly 2010:
Many details for the upcoming Assembly were discussed in detail with Heather Rankel and Judy Woolverton. They attended today’s Administration meeting and the 2009 Assembly in order to prepare for the July Assembly.
Secretariat Members absent:
Jeanne Norwood is our contact person for any Secretariat members who are absent from two meetings and have disqualified themselves from their position. Jeanne contacted Steve Myers and after discussion agreed to reinstate Steve to fulfill his term.
Absent today:
John Green – his term is ended
Dave Routzon – his term is ended and he contacted both Paul Weis and Bill Boyd to let them know he could not get a flight to come today.
Tom Morrison and J. Harold Thurmond are also absent today
MINUTES OF MEMBERSHIP COMMITTEE 13 March 2010
Attendees:
Judy Ligon Charles Ligon
Chuck Allen Carolyn Davis
Mike Holmes Paul Markowitz
Jane Henderson Richard Thornhill
Meeting called to order by Chairman, Richard Thornhill,
Prayer by Paul Markowitz
Budget: $8,000
Membership has spent $5,169.29 (July 2009 through March 2010)
(Not included: Los Angeles and Montego Bay vouchers)
John McKinney report of Los Angeles visit with Grace TD and new Irvine community.
Grace John visited with a pastor who reported TD funds very low
Grace TD is now three years behind in assessments, John gave them $100 to help
Irvine wanting to start a new Community (most previously of Grace TD).
John conducted an Essentials training for 27 people of Irvine TD
Irvine TD was to hold a TD weekend in the Philippines in Jan/Feb ’10- no report
Korean TD programs tend to be within a church as part of their leadership development.
Mike Holmes moved a motion:
I move that Tres Dias International (TDI) tithe (10%) on the “Total Bank Accounts” balance on a yearly basis at the end of the fiscal year to be given to the Tres Dias Fund to support new and existing communities that have expressed a financial need.
(These funds should be fluid and used annually and not used as a saving account)
Seconded by Jane Henderson. Motion carried unanimously
Discussion about the Essentials training being done by a certified trainer of TDI verses trainings conducted by local communities to prepare Pescadores to serve on the weekend.
Certified trainers are for chartering and re-chartering of Communities.
It is important that the Essentials be separated from the “Traditions” of the local community.
Request of Charter:
Montego Bay, Jamaica Charter granted
Sabine Creek, Texas tabled more information
Central Savanna River Area Tres Dias, Georgia Chartered granted
Paul Weis wrote a letter to all chartered communities of Korea (Korean speaking) to explain the purpose and structure of TDKR (Tres Dias Korea Region). Not all Korean Communities have agreed to become part of TDKR. TDKR is a subcommittee of TDI Membership in Korea, not a separate entity, for the purpose of communication. All chartering and re-chartering of Korean Communities will go through TDKR. It is important to maintain communication with all TD Communities of Korea, translate all TD materials into Korea, and prepare for the 2012 Assembly.
Chartering- Re-chartering letters
Letters sent out in January (probably October better). Letter responses now being returned. Will follow up with emails sending pdf copies of renewal forms and letter.
Report of Community Contacts by Membership members
Minnesota, RIMA, Fairfield, Southeast Tennessee, North Texas, East Texas,
LeHigh Valley TD
Ukraine TD communities: Kyiv, Rivne, L’viv
Essentials training held by Richard Thornhill, in February 2010 (certified 32)
Mike – data base information of Pescadores in various States/cities – orphan Pescadores to find and locate communities for them.
Ralph Dare (N.Illinois TD) attended TD in 2007. TD involved in church and TD helped to stabilize his life and reunion groups really helped.
Supporting New Communities
Develop guidelines to sponsor a new Community: build a community (reunion groups) before holding a weekend.
Mike Holmes motion to adjourn, Jane seconded. Motion carried.
Richard Thornhill
Membership VP, TDI
Policy Meeting Minutes
March 13, 2010
Policy Committee
Voting Members Present: A. Charles Allen, Denver Henderson, Barbi Langdon, Wilson Burton, Robert Myers, Bill Boyd, and Harry Davis.
Members of Secretariat: Harry Davis and Denver Henderson
Observers: John Lewis and Rosann Miloscia; Jim Langdal joined the meeting as an observer after lunch.
Bill Boyd is acting Chair, due to Dave Routzon’s unfortunate absence.
Other secretariat members or voting members absent: Dave Routzon, Jeff Mehl, John Greene, and Bob Decker.
Our meeting opened with prayer at 11:07 by A. Charles Allen.
Rosann Miloscia “volunteered” to be secretary.
John Lewis and Rosann Miloscia requested to be voting members of the committee. It was decided not to worry about it because we had no motions and nothing else to vote on since July will be when committee members will be assigned anyway.
Discussed the budget for the next fiscal year. Last year the budget was $100. Wilson moved to accept the same amount for the next fiscal year. Barbi seconded. Motion passed.
Bill Boyd handed out last meeting’s minutes. Denver moved to approve the minutes from last meeting, Charles seconded. Minutes were approved.
Regarding the Rector’s Guide and Chief Aux Guide: we have learned that most communities have created their own documents rather than not use the ones from international. Judy Cato scanned the Rector’s Guide and some people already have that electronic version. Chief Aux Guide is not scanned.
Bob Decker reviewed the guide and gave Rosann the changes. There were only talk title revision to be made and Rosann will take care of this. Afterwards, a PDF file will be created and burned onto a CD with the Chief Aux Guide.
Summary of discussion: the only revisions pre-approved are those given to Rosann by Bob.
Rosie will scan the Chief Aux Guide, and the only revisions pre-approved are the talk titles. If there is anything else, she will notify Dave for him to discern the next step.
Bill Boyd has instructed the Services Committee to destroy the old Fourth Day brochures – giving old one to new Pescadores is ludicrous. Five copies of the old version of this brochure should be kept for historical reasons.
We broke for lunch at 11:55.
We reconvened at 1:10 pm.
We discussed the role of clergy in Tres Dias International Secretariat. This has been established for being officers and members of TDI Secretariat. With regards, to clergy being voting members of committees, discussion ensued and the informal consensus was that they should be allowed to vote on the committees and sub-committees.
Discussion ensued. Dave will be notified of the highlights. This now tabled until we meet again with the next Chairman of the Policy committee.
There is a consensus we should do something about sponsorship and it should be suggestions and recommendations that would include ways to be improve the way sponsorship is handled. The reason is in the by-laws the policy committee is charged with all activities relating to pre-weekend, weekend, and post-weekend. We will be requesting the president to write a letter to all communities soliciting their input before the document is created. Committee members will pray about it and see what they come up with as ideas to be included in this document.
Barbara made a motion to adjourn, seconded by Harry.
Motion passed. We adjourned at 3:42 with prayer.
Addendum:
The next day, on Sunday, Bill Boyd made a motion to the Secretariat to have John Lewis and Rosann Miloscia become voting members on the Policy Committee in case things come up between now and July.
Rosann Miloscia will be removed from voting member status of the Services Committee.
Respectfully submitted,
Rosann Miloscia