Tres Dias Secretariat Meeting
Saturday, March 10, 2007
The 95th meeting was called to order in the name of the Father, Son and Holy Spirit at 11:10 am by President Bruce Cato. Bill Boyd acted as parliamentarian for the meeting.
Present were: Bruce Cato, Jim Bailey, Pamela Belknap, Don Bohl, Julie Bohl, Eric Borman, Paula Boyd, Wilson Burton, Paul Dau, Theresa Dau, Harry Davis, Pat Fullerton, Faye Gilbreath, John Green, Pat Kessler, Merv LeMasurier, Paul Markowitz, Jeff Mehl, Valerie Mehl, Douglas Pitt, Tim Real, A. Ben Seal, Adele Smith, Don Van Landingham, Paul Weis. John McKinney, Secretariat Executive
Absent: Paul and Roberta Collins
Reports distributed:
Community Highlights
Secretariat Minutes
Treasurer’s Report
Agenda:
Agenda needs to be revised. Committee meetings will meet at 12:00 pm with a break for lunch at 12:15pm. Committees will reconvene this afternoon at 1:00 pm.
Bruce Cato asked for a vote to approve the amended agenda. Vote- passed. The agenda is amended.
Pam Belknap presented the report from October, 2006 meeting. Motions will be presented later. We had several visitors from other communities. The question of “n” was discussed. The Executive Committee was charged with communicating with all communities and ascertaining the number of weekends and amount of candidates going through weekends for calendar year 2006.
Language of the By-Laws. We are incorrectly using the term audit. Audit versus a limited financial examination. For the process, we only need a limited exam done.
The Financial Secretary followed up on assessments.
We conferred with Administration Committee re: Adele Smith’s motion for review of qualifications for Secretariat Member. (Administration Committee made the motion last October in Vermont).
Judi LeMasurier made a motion to accept the committee reports. Eric Borman seconded the motion. Vote- passed.
Minutes:
Paul Dau made a motion to accept the minutes as they read. John Green 2nded the motion. Vote- passed
The treasurer went over the following as part of the report:
Balance Sheet
Tres Dias Fund Analysis
Inventory Report (July 2006- February 2007)
Inventory Report (July 2005- June 2006)
Sales Unit Analysis
Profit and Loss Statement
Tres Dias Sales by Product
Committee Expenses – Actual vs Budget (July 2006-Feb 2007)
Committee Expenses – Actual vs Budget (July 2005-June2006)
Eric Borman made a motion to accept the Treasurer’s Report. The motion was seconded by Jeff Mehl. Vote- passed. The report was accepted as given.
Financial Report – Financial Secretary Theresa Dau
Tres Dias Active Survey 2006
Theresa Dau went over the list of communities: 44 communities have paid their assessments.
Community issues and assignments:
Mid Carolinas would like an annual list of key dates and responsibilities for community reporting and actions to International Tres Dias, so there is advance warning versus last minute panic requests.
President Bruce Cato assigned this issue to the Administration Committee.
Northern New Jersey would like to get an updated version of the Tres Dias Constitution.
This was assigned to Pam Belknap and the Executive Committee. Please note: there will be minor changes after Executive Committee presents their motions at this meeting. These changes will then go to proxy vote for July.
(John McKinney: You may download off the website for now. Document is correct but “pagination” may not be – will just be a continuous print.)
Northern New Jersey also requested examples of outreach, pre weekend and post weekend materials. This was assigned to Paul Weis and Membership Committee.
Sharing of ideas and/or how our communities are meeting this challenge:
Julie Bohl stated that Fairfield County has just gone through procedures and has a script for visitations to church groups. Pastors to gather with others pastors who have an interest.
Wilson Burton– publish newsletter and have responsibilities for each position listed. Ask for recommendations from those who have previously served in the positions. Look for diversity of churches, denominations, and reunion groups.
Pat Fullerton- Ask the president of International comes to speak to your community. This generated enthusiasm in our community.
Paul Weis- Try a Tres Dias workshop and plug for membership. His community set up a nominating committee.
Terry Gilbreath- expect that the Russian communities will get some support from Korean communities
Jeff Mehl – Communications committee at Mid Hudson. They are mentoring pescadores to take the place of outgoing/ retiring members and aimed at getting more people involved. Also are in the process of re-instituting parish reps in local churches to disseminate information to pescadores. The TD School, which was called a Leader’s Training Seminar and run as if on a weekend, was a success However, problems with secuela turnout except for reunion secuelas.
Bruce Cato appointed Faye Gilbreath from Membership Committee, Darla Meyer from Executive Committee, and Harry Davis from Policy committee to the (3 person) Tres Dias Fund Management Committee. Approved unanimously by Secretariat.
Committee Assignments:
Policy Committee –
Prepare budget amount and submit to Executive Committee.
Policy and Procedure Manual. This is being worked on by Robert & Marcy Meyers.
National Christian Fund (NCF) will present today at the committee meeting.
TD Fund Committee
Executive Committee –
Discuss “n” and assessments; Present recommendations.
Prepare the budget to be voted on for July Assembly.
Membership Committee –
Prepare budget amount and submit to Executive Committee.
Communication
Administration Committee - Prepare budget amount and submit to Executive Committee.
Communications
Services Committee –
Prepare budget amount and submit to Executive Committee.
Discuss the idea of web hosting.
Please note:
There was so much interest in the NCF ( National Christian Foundation) presentation, that the whole secretariat and committees were invited to it.
The NCF representative spoke about the advantages of NCF disbursing funds. There is accountability. They take care of all paperwork. Since 9/11/2001 there are more forms to fill out, they take care of this legal process.
12:05 pm - To Committees.
4:30 pm - Secretariat meeting resumed. Committee reports will be given in the morning.
One issue to be addressed. Douglas Pitt had been disqualified as a member pursuant to the attendance requirements for officers and members of the International Secretariat of Tres Dias. After consultation with Doug Pitt, the Administration Committee recommends that he be reinstated as a member.
Eric Borman made the motion to reinstate. This was seconded by Wilson Burton. Vote- motion passed.
Meeting reconvened at 8:45 am.
Committee Reports:
Executive Committee Report: Pam Belknap reporting
Motion #1:The Executive Committee moves that an Independent Financial Examination Committee of at least three people be appointed by the chairman of the Assembly to perform a limited financial examination of agreed upon procedure. This would include pescadores with an accounting background, from different communities and/or committees. This committee would perform said examination of the Tres Dias financial records on an annual basis. They will submit a written report to the Executive Committee by the fall Secretariat meeting.
Eric Borman made a motion to amend the motion and add “ to change the By-Laws to reflect” after the Executive Committee moves.
Motion seconded by Don VanLandingham.
Vote to amend the motion – passed.
Amended Motion reads: The Executive Committee moves to change the By-Laws to reflect that an Independent Financial Examination Committee of at least three people be appointed by the Chairman of the Assembly to perform a limited financial examination of agreed upon procedure. This would include pescadores with an accounting background, from different communities and/or committees. This committee would perform said examination of the Tres Dias financial records on an annual basis. They will submit a written report to the Executive Committee by the fall Secretariat meeting.
Much discussion on the amended motion. Questions of “agreed upon procedures”. Julie Bohl reviewed the notes concerning this phrase. It included: receipt records, disbursements, assessment of bank records, 990s and checking for timely payments. It is a limited financial exam. Discussion of the difficulty that communities have to find accountants and pescadores with financial backgrounds.
Call the question: Motion defeated.
Original motion stands. The Executive Committee withdrew the motion.
Motion # 2 Presented concerning Secretary of the Secretariat.
The Executive Committee moves that the secretary of the Secretariat be added officially as a member of the Executive Committee. This will require a modification of the by-laws 2.7.3.
Discussion- Is it necessary since this will require a by-laws change? The secretary has been assigned to this committee by current practice. Other jobs are stated as such and Bill Boyd feels that the secretary should.
Vote- This vote passed with one opposed.
The Executive Committee moves that a budget of $19,000.00 be submitted for proxy vote for fiscal year 2008.
Expected Income:
Assessments from Communities: $13,000.00
Interest from CD’s and Savings Accounts: 1,400.00
Margin from Sales of Materials, Donations &
Accumulated Reserves: 4,600.00
Total $19,000.00
Budget for Committees:
Administration $ 2500.00
Executive $ 1500.00
Membership $ 6000.00
Policy $ 100.00
Services $ 2500.00
President $ 1500.00
Sec. Executive $ 4000.00
Contingency Fund $ 900.00
$19000.00
Brief discussion of expected expenses this year ie: printing costs for pilgrims’ guide, Chief Aux guide, Rectors Guide and Living the 4th Day.
Vote – on budget passed unanimously.
Motion # 4 on Assessment –
The Executive Committee moves that the assessment remain at$54.00 per unit and be submitted for proxy vote for fiscal year 2008.
Vote – Passed unanimously.
Other issues: 44 communities have paid their assessments to date.
Pam Belknap contacted all communities about how many weekends they are holding per year and how She heard from 55 out of 78. She gave some statistics. This will help the committee as they review the “n” and assessments. Don VanLandingham is doing a comparison of our present system or what the outcome would be if there were a “head tax”.
Don VanLandinham made a motion that in the by-laws wherever the word “audit” is mentioned, that the words “limited financial examination” be substituted.
Motion withdrawn. ( Please note that he went out to form the motions that need to be made to do this correctly.)
Paul Weis has created an access database. Paul and Pam Belknap will get together to match information that Paul has that refers to Executive’s survey re: candidates attending weekends.
A. Ben Seal approached the committee to ask how many new communities were anticipated for the next year, so the “start-up kit” and the “curiosity kit” could be budgeted for. The committee has recommended budgeting for 100 “curiosity kits”. We also reviewed the contents together and procedure for getting them out.
Recommendations with guidelines should be given to sponsoring communities for starting new communities. And start them simple. Let the new communities define themselves.
They are also trying to renew contact with communities that we have lost contact with.
List of old communities who do not exist will be forwarded to Administration so we can remove banners, etc.
Essentials info to be downloaded from website for ease of use.
Membership committee moves that Linda Van Landingham be voting member of the committee. Bruce Cato accepts her at his discretion as president.
Complement given to membership re: Training done in evening was excellent. Paul Weis said that they would do it this way in the future at secretariat meetings.
They have approved the following for communities for charter: Tres Dias of Rivne, Ukraine, Rocky Mountain West Tres Dias in Colorado, Thanksgiving Tres Dias (Korean) and United Tres Dias (Chinese) in California.
Services Committee Report- Paul Markowitz reporting
The Services Committee recommends that Rosann Miloscia and Ned Heffington be added to the committee as voting members.
100 New Membership kits are to be competed at $15.00 each.
The kits contain a DVD intro to Tres Dias, a brochure, Tres Dias Goals & Mission, Vision, Purpose, Tres Dias Essentials, Tres Dias Constitution and a Team Guide.
Rosann Miloscia will take over the newsletter. She will need articles from the president, John McKinney and anyone who wants to share something in this.
They want to develop a database for communities. Product offering to new communities. Should be a nominal cost. There are considerations of working with differing types of communities ie: team selection differs and tracking of different information. The idea is to show different types of databases and see which one fits their needs best.
The green songbooks were discussed. Each community should make their own songbook according to their CCLI license.
Executive Committee Follow up:
Dona Van Landingham presented the following motions
Don Van L. presented 3 amendments to the By-laws as follows:
#1 I move that we submit to the Assembly, for proxy ballot, the amendment of Item 2.4.7 of the By-Laws by striking the word “audit” in 2 places and substituting the words “perform a limited examination of” in the first instance, and substitution the word “ examining” in the second instance.
Harry Davis seconded the motion.
Vote: passed.
#2 I move that we submit to the Assembly, for proxy ballot, the amendment of Item 2.4.8 of the by-Laws by striking the word “audit” in two places and substituting the words “ performing a limited financial examination” in the first instance and “ limited financial examination” in the second instance.
Julie Bohl seconded the motion.
Vote – passed.
#3 I move that we submit to the Assembly, for proxy ballot, the amendment of Item 1.6.3 of the by-Laws by striking the words “ an audit” and substituting the words “ a limited financial examination”.
Harry Davis seconded the motion.
Vote- passed.
Administration Committee Report – Julie Bohl
There are great things to report.
They had four observers attend their committee.
The Administration Committee moves that Bev Hammons, Charles Leegan and Brenda Aldrich be accepted as voting members of the committee.
They also wanted to create a position as honorary member for Valeria Semenova from Kiev and they will forward information to her. She completed her training and is a Certified Trainer for Ukraine.
Bruce Cato was pleased to accept these nominations to the committee.
Budget remains the same as last year.
They recommended that Douglas Pitt be reinstated. (This was already done.)
A volunteer is needed to transport the banners and poles from New York to Georgia. $575.00 was spent to transport the banners and poles. This will be worked on. They don’t want to spend that kind of money for shipping.
Mid Hudson presented their budget for the Assembly. Valerie Mehl also gave the committee a run down of plans and progress to date.
Katie Han told John Green to expect 20-30 Korean visitors for the Assembly.
Motion to amend the By-Laws concerning position of Financial Secretary
The Administration Committee moves to recommend to the Assembly for a proxy ballot that Section 1.6 of the By-laws have added to it, a new officer of the Assembly, Financial Secretary, and that such Section be numbered as Section 1.6.3. Further, that the current Section 1.6.3, (Treasurer), be re-numbered as Section 1.6.4.
The By-laws wording for the new Section 1.6.3, would read as follows:
The Financial Secretary shall be a Pescadore recommended by the local (host) Secretariat to, and be appointed by, the Chairperson of the Assembly.
The Financial Secretary shall: Receive all funds related to the Assembly and maintain a separate record (from the local community’s funds) of such receipts; Be available to receive funds at the Assembly; Provide a written report of all receipts from Assembly activities to the Administration Vice President and the Treasurer of International Secretariat and to the host Secretariat; Fulfill such other duties as may be required by the Chairperson of the Assembly and/or the host General Planning Committee Chairman.
Vote – Passed.
Motion for amendment to by-Laws concerning Registrar
The Administration Committee moves to recommend to the Assembly for a proxy ballot that Section 1.6 of the By-laws be amended to add a new officer of the Assembly, Registrar, and that such Section be numbered as Section 1.6.5. Further, that the current Section 1.6.4, (Term), be re-numbered as Section 1.6.6.
The wording for the new Section 1.6.5 would read as follows:
The Registrar is a Pescadore recommended by the host Secretariat to, and be appointed by, the Chairperson of the Assembly.
The Registrar shall: Generate accurate records of attendance and official function (Delegate or Observer) data on all attendees at the Assembly; Determine with each Delegate whether his/her credentials are in order; whether his/her community has an active status (properly chartered and assessments have been paid current), and the number of votes (if any) to which his/her community is entitled. Report such information to the Elections Sub-committee Chairperson prior to the time voting is scheduled to commence at the Assembly; Provide to the Elections Sub-committee Chairperson prior to the time voting is scheduled to commence at the Assembly, the number of qualified Delegates in attendance, the number of votes represented in person and by proxy, whether a quorum has been met (in person and by proxy), the number of Observers present, and the total number of attendees. Such information shall be reported by the Registrar to the Assembly when called upon by the Chairperson of the Assembly; Fulfill such other requirements for attendance and official function data as may be necessary to conduct Assembly business and as may be requested by the Assembly Chairperson and/or by the host General Planning Committee Chairman.
Vote – passed.
Elections Committee Report – Paula Boyd reporting
Slate of Nominees is approved by the Administration Committee as follows:
VP Of Administration – Jim Bailey
Treasurer - Don Van Landingham
Secretary - vacant
Members:
Jane Bartley Henderson Paul Markowitz
Eric Borman Valerie Mehl
Bill Boyd Marcie Myers
Paula Boyd Robert Myers
Janet Biggers Jeanne Norwood
Carolyn Davis Adele Smith
Ned Heffington Richard Thornhill
Mike Holmes
The Administration Committee moves that the Secretariat approve the following slate of officers and members pending the nomination form for Jeanne Norwood and the change in the nomination form for Jim Bailey, who has a form signed for a member, but needs it changed to VP of Administration.
Vote on slate of candidates – passed.
The Administration Committee moves that the Secretariat grant a 30 day extension to the period of nominations for the position of Secretary only in order to satisfy the By–Laws requirement for a full slate of nominees.
Vote- passed
The Administration Committee requests that the Secretariat give the VP of Administration authority to approve additional secretary nominees during that extension period and place those names on the slate of nominees mailed to the communities.
Vote – passed.
Beau Bruce will come onto elections committee since Jim Bailey is coming off due to running for VP of Administration.
Richard Thornhill will work on 1 page publication of what the International Secretariat and Assembly is all about.
Communications – It was noticed that there may be four neighboring communities . We should visit communities - eye to eye –and talk about what we do so communities become aware of international and it’s function.
Paula Boyd will generate a calendar for communities so that they will know what communications to expect for international and be aware of deadlines.
A copy of TD Music director’s guide was sent out on Monday by email. Have some comments and need to go back to committee and should be ready within a couple weeks.
Living the 4th day – completed.
Pilgrim’s guide –Still working on this. Hope to have these go to press before the assembly.
They are taking some things out of the Pilgrim’s guide. Discussion: What things? This caused some uneasiness. And it was re-iterated that we would like this reviewed before printing.
Rectors and Chief Aux guides will be done after the Assembly.
Julie Bohl and Mary Bailey will get together about adding description of TD Secretariat and Assembly to 4th day guide.
Discussion: Reminded that these guides need to be reviewed by the communities BEFORE printing.
Policy Committee Report – Jeff Mehl reporting
THIRD PARTY FUND DISTRIBUTION: After much discussion of the pros and cons of utilizing the National Christian Foundation, it was felt that there were multiple advantages and no downside to utilizing this organization for fund distribution, provided that the Tres Dias Fund Committee remains in control of all distribution. As such, the following motion is presented to Secretariat:
Motion:
“The Policy Committee moves that the National Christian Foundation be engaged to create and manage an account for our Tres Dias Fund. Further, it is moved that the Tres Dias Fund Committee will be responsible for the distribution of the Tres Dias Fund.”
Discussion – there was a question about needing to put something in about term limits? This is not needed since it is an Ad Hoc Committee.
Is this for international funds only ? – No, it’s not set up that way, the TD fund Management Committee is over all funds.
Discussion re: Raising funds for this foundation. Lots of talk about funds, funds not designated, oversight of committee, etc.
We should not send any money overseas without going thru this new organization.
Vote- passed
Policy & Procedure Manual is being put together by Robert and Marcy Meyers.
Hard copy and electronic versions will be available. They have gone back in the Minutes back to 1990.
We will be able to track minutes so that when we have policies and procedures in place, it will reference back to the minutes. By July, there should have a rough draft so that you can see and make comments.
We also need to look at the feasibility of sunset laws to review them and see if a policy is still valid
Motion:
Don VanLandingham made a motion that the budget for this next year should be amended to add a new line item equal to 10% of the total budget to be used to help start the NCF Tres Dias Fund.
Seconded by Harry Davis.
After some discussion, Jim Bailey made a motion to “table the motion.”
Vote- For 8 ;Opposed 8 ;Abstain –1 . President Bruce Cato broke the tie. Motion to table defeated.
Motion on floor.
Several people have offered to contribute to Russian communities.
Further discussion on how to proceed.
Harry Davis moved to amend the motion as stated by Wilson Burton. Don VanLandingham seconded this. Confusion was reigning as many people were speaking. All withdrew their motions as follows:
Harry Davis withdrew his amendment.
Don VanLandingham withdrew his motion.
No motions on floor.
Julie Bohl made a motion that Tres Dias International establish a contract with NCF using $7500.00 from the treasury. Motion seconded by Paul Weis.
Vote – for – most who were left Opposed –1
Vote – passed.
More discussion: Terry Gilbreath feels that we need to let communities know that we have a trusting place to put money that can be designated for overseas. We need publicity for this
Question about this motion: Do we need to send this to proxy to communities for approval?
When we send funds to NCF, the money becomes theirs. Our committee will designate where it is sent. Discussion over needing a proxy vote. Some feel that this should be reconsidered and look at doing it as a proxy vote rather than a straight vote.
It was also suggested that we let the newly formed TD management Fund Committee to do their work and report back. We don’t need to write a check today.
President Bruce Cato, “Do I have a motion to reconsider and send the motion for proxy vote? “
A. Charles Allen, “I do so move”. Seconded by Paul Weis.
Motion to reconsider on the floor.
Discussion: Can we send funds to the TD Fund and open up the account with donations? Yes. Merv LeMasurier can email what the balance is. There was a lot of heated discussion over how we do this and how fast we accomplish this. (Please note that we all had the same goals but felt differently about how to accomplish them.)
Call the question;
Motion to reconsider and send the motion for a proxy vote.
Vote- For – 11; Opposed –1; Abstain -2
Motion to reconsider previous motion passed– and motion will be sent to proxy.
Please note: so many had left by that time that I checked with Bill Boyd, parliamentarian. There is a Quorum present.
Faye Gilbreath made a motion to adjourn.
Valerie Mehl seconded it.
The meeting was adjourned at 1:05 pm.
Respectfully submitted,
Valerie Mehl
Secretary