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Minutes to be Reviewed for Approval at the Mar, 2002 Meeting
79th Secretariat Meeting, Delaware Valley
October 13, 2001
The 79th meeting of the Secretariat of Tres Dias International met in Delaware Valley on October 13, 2001l.
The meeting was called to order at 9:48 a.m. by President Ron McLoud.
Minutes from the July meeting were read and necessary corrections made. Ken Kessler made a motion, which was seconded by Bob Ross that the minutes be accepted as amended. The motion passed.
The Financial Report was given by Dawn Fossnes. (A copy of these reports may be found at the end of these Minutes.)
Ken Kessler, Treasurer reported that the Financial Report was submitted by Ellison Smith after the last Secretariat meeting. (A copy of this report may be found at the end of these Minutes.)
Bob Ross made a motion to accept the Financial Report. The motion was seconded by Judi LeMasurier. The motion passed.
Community Reports were then distributed.
There was then an introduction of community members in attendance.
The Agenda for the meeting was then looked over. A motion was made by Judi LeMasusier and seconded by Bob Ross that the agenda be approved. The motion passed.
Committee chairpersons introduced each explained their responsibilities. In the absence of Tommy McKnight, Ken Kessler was appointed to serve as the Chair of the Executive Committee.
At 11:00 Committees were dismissed to their individual meetings.
Secretariat re-convened at 5:10. Committees presented their reports. Condensed versions are as follows. (A copy of the complete committee minutes are found in the Secretary’s book.)
Ken called the meeting to order at 11:00 AM and set up an agenda with the following items.
Insurance for the board of directors.
John McKinney was set with the task of finding insurance for International Tres Dias board members at the last Executive Committee meeting. John will submit the last Treasurers report and the report from the Financial Secretary with the application for Insurance.
Financial planning – bookkeeping.
a. Formal audits. None are on file with the Tres Dias Treasurer.
b. No record of ever filing tax returns
c. Checking, CDs and inventory records are currently kept by three separate people.
Dawn Fossnes and Ken Kessler will get with the service committee with a way to combine to their records with what was spent on services, and what came in for the sale of the products available from services. Ken will work on networking the accounts payable, the accounts receivable, and the inventory.
V.N. Discussion. John McKinney noted that the Poughkeepsie area starting the V.N. community in early 1980, and set up by-laws for it which are different from Tres Dias. That the two are not like weekends, and several years ago the VN Board decided that they would have nothing to do with the V.N. due to these differences.
Much decision was on the differences of the two weekends, and the possibility of the V.N. having their own committee.
The discussion was that they should come under the authority of someone, and that they should have someone to be accountable to.
Rene’ Stephenson was asked to Chair an ad hoc committee to the Executive committee to come up with a recommendation on what the relationship should be between Tres Dias International.
Bob Decker will contact the V.N. committee already established in the New York area. Rene’ will contact the different V.N. communities and have them work up a working workshop for the July Assembly.
This ad hoc committee will come back to the Executive after the assembly with a recommendation as to what the relationship/organization between the Tres Dias and the V.N. will be. To accomplish this they will take the following actions:
1. Facilitate a workshop for the Next Assembly
2. Invite attendees to the workshop who are the leaders in the different V.N. communities.
3. The workshop will be open to visitors but they will not participate in this decision-making session.
all local secretariats and International delegates via mail or email. Danette will
plan to get updated names/addresses and email addresses then work with Merv
LeMasurier and Pat Fullerton to get the communications out on a timely basis.
Danette will follow up with the elections committee (Harriet Holmes, Judy Cato
and Sharon Sheldon) regarding the handling and mailing of nomination requests
and proxy votes for the year 2002 elections.
Tammy Allen expressed the importance of get information about Tres Dias
International to all communities. The committee discussed possible ways to
improve communications.
Updated the following secretariat and assembly schedules:
Dates Community Contact(s)
October 26-27, 2002 Mid- Hudson
Tentative:
Dates Community Contact(s)
March 8-9, 2003 Options: (Macon, GA, Seoul, Korea, East Texas)
July 11-13, 2003 Cleveland, OH Pam Belnap
October 25-26, 2003 New Hampshire Jeanne Norwood
March 6-7, 2004 Tampa Bay, Fl Secretariat
July 9-11, 2004 Concord, NC Assembly
October, 2004 East Texas Secretariat
Seoul, Korea has asked the VP of Admin to host a secretariat. The committee will
explore the possibilities. Confirmation would be 1 year prior to scheduled date.
International Palanca letters:
There was discussion as to what should be done about these letters in the future. We now have translations in Korean (Hongul) and Russian. Are there any others? Dianne suggested using both English and translations if possible.
International Tres Dias Newsletter:
There was discussion of an electronic or web based newsletter. It was decided to seek someone who would be willing to facilitate the process of putting such a newsletter together on a regular basis.
Archival History of Communities: Ron McCloud has sent out a request for a community history. Doug volunteered to plan and videotape such histories at the next assembly.
It was decided to distribute all the scanned text documents to the entire committee. The committee would make corrections and forward the updated document back to Bob. Bob would merge any changes in the event of receiving updates from two or more and redistribute the documents to the committee. It was further decided that we would plan to issue a CD-Rom with the completed documents no later than the next assembly. There was continuing discussion as to the format of exactly what would be on the CD-Rom.
Pam Belknap gave us the new date for the spring Secretariat Meeting. The
meeting will be held in Savannah, GA on March 1-3, 2002. The Coastal
Georgia
Community will host this meeting.
THIRD PARTY FUND RAISING ORGANIZATIONS
Pam Belknap gave the history regarding TDI contracts with fundraising
organizations.
After much discussion the majority of the committee
concluded that it was not wise to enter into another contract for third-party
fundraising.
Charles Allen made a motion to reaffirm the motion made in Dallas, TX to
sever any third-party fundraising organization contracts that had been made and
to cease to make similar contracts in the future without the express
approval of the International Secretariat. Doris Pressley seconded the
motion. The
motion passed
(10 in favor and 1 opposed).
NEW SUBCOMMITTEE FOR STARTING INTERNATIONAL TRES DIAS COMMUNITIES
In order to address the concerns that have been expressed: a subcommittee
was set up as follows: "Tres Dias in the World", a subcommittee
of Membership Committee, will formulate models for starting new International
communities with all necessary resources: including manpower, materials,
adherence to the TD Essentials, cultural sensitivity, training, finances and
financial accountability.
FOURTH DAY CASSETTE
Pam Belknap gave background on the work that has been done on the Fourth
Day
UK CASSETTE AND VIDEO
Penelope has requested permission to make an UK version of Video I and
the
Fourth Day cassette. Pam has given her permission to do this after
submitting
more information to this committee.
WORKSHOPS
Mike Holmes volunteered to be sure we have trainers, certificates etc.
for the workshops through June 2002. Expenses will be paid under this
committee.
NEW COMMUNITIES
Charter -Northern Virginia and St. Louis, Ireland
The committee discussed the status of the proposed new songbooks. There was a discussion on the necessity of compliance with CCLI. The summation of the discussion is as follows:
It was agreed that:
1) we have a printed songbook to maintain consistency.
2) we don’t further expand the current 163 songs resulting from the communities survey.
3) books must be bound with a wire binding (not plastic).
4) covers be plastic, or plastic cover over paper (front & back for durability).
The last 2 items will be addressed with the Services Committee, while the printing i9s the responsibility of the Services Committee.
Under the by-laws, this Committee must have a Clergy Advisory Board. We have not had one for many years. Questions that were raised are the following:
1) What are the minimum qualifications of clergy to be on this board?
2) Should they be active in their TD community?
To proceed with creating a clergy Advisory Board, it was recommended that we send a letter to the Presidents of local Secretariats. This letter will include sending background information as to why this Clergy Board is needed, giving examples of areas/issues where clergy input is needed, as well as asking for recommendations for their local clergy to have prospective clergy fill out a biographical form and return to Bill Ryan as Policy Chair.
We outlined three choices we have to deal with regarding this ongoing issue:
1) Grandfather those communities using “Days in the Life…”rollo.
2) Merge Sacraments and Days in the Life into one document.
3) Develop two Rollo outlines and let each community choose which one they will use.
The initial thoughts concerning issue are that we first establish the Clergy Advisory Board so that they can design/outline an alternative Rollo.
Motion on voting member addition Bender/Lavish passed
Suggestions to have new secretariat meeting on Friday before the assembly
And in October meet ahead of time together John McKinney
Next meeting in Savannah March 2,3, 2002
The meeting was closed in prayer at 5:42
INTERNATIONAL FINANCIAL SECRETARY QUARTERLY REPORTS
September 30, 2001
Service Account $13,807.83
Savings $30,974.77
Special Account $ 1,196.00
TOTAL ASSETS $56,965.23
Service Account $13,322.68
Savings $30,312.62
Special Account $ 1,681.00
TOTAL ASSETS $60,050.00
Service Account $12,050.41
Savings $29,559.04
Special Account $ 912.75
TOTAL ASSETS $57,055.89
Service Account $10,682.64
Savings $29,193.11
Special Account $ 450.75
TOTAL ASSETS $52,100.20
Services Account $14,156.53
Special Account $ 200.00
TOTAL ASSETS $50,500.80
Services Account $10,445.67
Savings $27,669.70
TOTAL ASSETS $46,257.39
Services Account $ 8,216.02
Savings $27,532.46
TOTAL ASSETS $44,881.39
Services Account $ 8,560.34
Savings $27,285.90
TOTAL ASSETS $43,485.71
INTERNATIONAL FINANCIAL REPORT
As of September 30, 2001 the amounts in our accounts and Certificates of Deposit were as follows:
September 30, 2001
|
Business Checking Act |
$2,888.17 |
|
Business Savings Act |
$15,901.04 |
|
CD #89 maturing 4/16/02 |
$11,059.65 |
|
CD #74 maturing 10/28/01 |
$12,050.75 |
|
CD #27 maturing 1/10/02 |
$5,421.38 |
|
CD #55 maturing 7/16/02 |
$9,644.24 |
|
TOTAL ASSETS |
$56,965.23 |
June 30, 2001
|
Business Checking Act |
$1,784.07 |
|
Business Savings Act |
$20,627.56 |
|
CD #89 maturing 4/16/02 |
$11,059.65 |
|
CD #74 maturing 10/28/01 |
$12,050.75 |
|
CD #27 maturing 1/10/02 |
$5,421.38 |
|
CD #55 maturing 7/16/01 |
$9,106.59 |
|
TOTAL ASSETS |
$60,050.00 |
March 31, 2001
|
Business Checking Act |
$5,073.76 |
|
Business Savings Act |
$14,969.71 |
|
CD #89 maturing 4/16/01 |
$10,433.70 |
|
CD #74 maturing 10/28/01 |
$12,050.75 |
|
CD #27 maturing 1/10/02 |
$5,421.38 |
|
CD #55 maturing 7/16/01 |
$9,106.59 |
|
TOTAL ASSETS |
$57,055.89 |
DECEMBER 31, 2000
|
Business Checking Act |
$4,339.09 |
|
Business Savings Act |
$11,022.51 |
|
CD #89 maturing 4/16/01 |
$10,433.70 |
|
CD #74 maturing 10/28/01 |
$12,050.75 |
|
CD #27 maturing 1/10/01 |
$5,147.55 |
|
CD #55 maturing 7/16/01 |
$9,106.59 |
|
TOTAL ASSETS |
$52,100.20 |
SEPTEMBER 30, 2000
|
Business Checking Act |
$1,851.52 |
|
Business Savings Act |
$9,128.04 |
|
CD #89 maturing 04/16/01 |
$10,433.70 |
|
CD #74 maturing 10/28/00 |
$11,459.23 |
|
CD #27 maturing 1/10/01 |
$5,147.55 |
|
CD #55 maturing 7/16/01 |
$9,106.59 |
|
TOTAL ASSETS 9/30/00 |
$47,126.63 |
JUNE 30, 2000
|
Business Checking Act |
$3,957.65 |
|
Business Savings Act |
$10,810.17 |
|
CD #89 maturing 04/16/01 |
$10,433.70 |
|
CD #74 maturing 10/28/00 |
$11,459.23 |
|
CD #27 maturing 01/10/01 |
$5,147.55 |
|
CD #55 maturing 07/16/00 |
$8,692.50 |
|
TOTAL ASSETS 6/30/00 |
$50,500.80 |
MARCH 31, 2000
|
Business Checking Act |
$3,209.94 |
|
Business Savings Act |
$7,718.28 |
|
CD #89 maturing 04/16/00 |
$10,029.89 |
|
CD #74 maturing 10/28/00 |
$11,459.23 |
|
CD #53 maturing 1/18/01 |
$5,147.55 |
|
CD #55 maturing 7/16/00 |
$8,692.50 |
|
TOTAL ASSETS 3/31/00 |
$46,257.39 |
INTERNATIONAL FINANCIAL SECRETARY REPORT
July 1, 2001 to September 30, 2001
OPERATING CAPITAL
Beginning Balance 7/1/01 $14,733.70 Operating Income $ 200.00
Operating Expenses $ 3,947.07
Ending Balance $10,986.63
INCOME
|
DATE |
NAME |
NUMBER |
AMOUNT |
|
August |
Texas |
5830 |
160.00 |
|
|
Southeast Tenn |
1273 |
40.00 |
|
TOTAL |
|
|
200.00 |
EXPENSES
|
DATE |
NAME |
NUMBER |
AMOUNT |
|
July |
John McKinney |
564 |
1,000.00 |
|
September |
Pat Kessler – postage |
577 |
52.20 |
|
|
Sharon Sheldon |
570 |
394.87 |
|
|
John McKinney |
569 |
2,500.00 |
|
TOTAL |
|
|
3,947.07 |
SAVINGS
Beginning Balance $30,312.62
Income $ 662.15 Ending Balance $30,974.77
|
DATE |
ITEM |
AMOUNT |
||
|
7/31 |
Interest in savings |
44.01 |
||
|
7/16 |
CD #55 interest |
537.65 |
||
|
8/31 |
Interest in savings |
45.19 |
||
|
9/30 |
Interest in savings |
35.30 |
||
|
TOTAL |
|
662.15 |
||
SERVICES INVENTORY ACCOUNT
Beginning Balance $13,322.68
Income $ 1,948.98
Expenses $ 1,463.83
Ending Balance $13,807.83
INCOME
|
DATE |
NAME |
NUMBER |
AMOUNT |
|
August |
Habina |
1829 |
10.00 |
|
|
Fairfield County |
134 |
383.75 |
|
|
Whetstone |
2597 |
23.00 |
|
|
Thompson |
5428 |
30.00 |
|
|
Han |
206 |
150.00 |
|
|
Central Conn |
0796 |
26.50 |
|
|
Vanderbrink |
1392 |
156.84 |
|
|
Freeman |
1837 |
24.00 |
|
|
Miller |
1140 |
48.00 |
|
|
Schif |
5540 |
14.00 |
|
|
Middle Tenn |
547 |
130.45 |
|
|
Indy TD |
0538 |
73.03 |
|
|
Vermont |
999 |
39.10 |
|
|
Falleur |
1236 |
70.00 |
|
|
Storms |
7143 |
50.00 |
|
|
Birmingham |
506 |
246.85 |
|
|
Danna Hu |
424 |
40.00 |
|
|
Susquehanna Valley |
1335 |
42.36 |
|
|
Fairfield |
150 |
133.46 |
|
|
Altonna/Johstown |
101 |
89.70 |
|
|
Northern NJ |
0497 |
167.89 |
|
|
TOTAL |
|
1,948.93 |
EXPENSES
|
DATE |
NAME |
NUMBER |
AMOUNT |
|
September |
Eric Borman |
571 |
643.36 |
|
|
Zatmer |
575 |
742.42 |
|
|
Peter Schafenberg |
574 |
78.05 |
|
TOTAL |
|
|
1,463.83 |
Income $
Expenses $ 485.00
EXPENSES
|
DATE |
NAME |
NUMBER |
AMOUNT |
|
9/11 |
Z-line |
572 |
485.00 |
|
TOTAL |
|
|
485.00 |
TOTAL ASSETS $56,965.18
Treasurer's Report
Fiscal Year 2000-2001
At the close of the 1999-2000 fiscal year there was $3957.65 in the checking account. Thirty-nine (39) checks 0540 - 0568 were written for a total of $20,173.58. Deposits in the amount of $17000.00 were made to the account from savings as the need arose. The end of year balance is $784.07.
In addition there were three requests to transfer funds from the yearly budget to the inventory account. These were for materials for two workshops and for one new community. The total of the three requests was $837.96. These should be added to the amount spent from the Membership Committee's budget. Since the same checking account is used for both the inventory account and the budget account no checks were written. The transactions are reported here for budget purposes. For documentation, refer to the three requests for payments marked transfers.
It should be noted that of the $20,173.58 spent this year, $13,802.26 was spent under the category of the inventory account. This reflects payments which should be replaced when materials are sold and communities billed for goods and shipping costs.
This leaves $6371.32 plus the $837.96 in transfers which should be considered for constructing next years budget. Committees also should add requests for payment which should be charged to 2000-2001 but were received after the fiscal year books were closed. Included with this report are detailed reports by check number, committee and vendor.
The transactions have been recorded on Quickbooks and the new treasurer will be furnished a copy of the fiscal years transactions.
It has been my pleasure to serve as treasurer for the past four years. I appreciate all of the cooperation in filling out the required paperwork. I hope this extra effort has paid dividends in the reports that have been made possible for budget purposes. I also appreciate the patience you have shown when checks were delayed because of my mission work overseas. I regret that, due to the " time nature of the kindergarten work in Romania, I must pull back from additional duties with Tres Dias International for the present. I wish everyone God's richest blessings as you continue to strengthen and expand the message of Tres Dias among the people of God.
I also regret that I will not be able to make this report in person. One of our daughters and her family will be leaving at the same time for a three year missionary tour and it will be our last time together. If there are any questions concerning the report or the transactions, please contact me at 770-945-2457 or 678-296-7307(cell phone)
Respectfully submitted
Ellison Smith, Treasurer
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