Tres Dias International Secretariat Meeting
Hosted by the RIMA Community
October 15-17, 2010, West Warwick, Rhode Island
Saturday October 16, 2010
The 106th meeting
of the Secretariat was called to order by President Paul Weis in the name of
the Father, the Son and the Holy Spirit at 9:42 am.
Bill Boyd served as Parliamentarian.
Heather Rankel served as acting secretary.
Agenda:
Corrections: Add report from 2010 Assembly by Judy Woolverton and Retreat Report from Bob Wooster
Changed time on Sunday to end at 10:00 am
Bill Boyd made a motion to approve the agenda and Richard Thornhill seconded. Motion passed unanimously.
Minutes:
Corrections made: Judy Woolverton needs to be removed from the Executive committee and added to Administration. Robert Decker & Dave Routzon is misspelled.
Wendy Taylor made a motion to approve minutes as corrected for July 2010. Judi LeMasurier seconded. Motion passed unanimously.
Financial Reports
Jeff Mentz presented the Treasurer’s Report.
Profit and Loss Report
The $-63.25 was because of fees that we were charged but shouldn’t have been so we received a reimbursement. The report doesn’t show cost of goods but it was explained that it was paid for in advance.
Jeff Mentz brought the Financial Secretary’s Report for Sue Loveland and distributed, which included the Community Assessments and Savings account.
Paul Weis brought up that we now have the $25,000 endowment for the Tres Dias Fund in a single, separate CD. The interest from the CD is to go into the Tres Dias Fund. The $3600 interest previously earned will be deposited in the Tres Dias Fund.
Richard Thornhill made a motion to accept the Treasurer’s and Financial Secretary’s Reports. Eric Borman seconded. The reports passed unanimously.
Roll Call
Present: Wendy Taylor, Bill Boyd, Jeff Mentz, Eric Borman, Harry Davis, Barbara Langdon, Denver Henderson, Pam Belknap, Judy LeMasurier, Lauren Thunem, Heather Rankel, Brenda Aldridge, Richard Thornhill, Julie Bohl, Tom Morrison, Carolyn Davis, John McKinney
Absent: Ned Heffington, Charles Ligon, Marcy Myers, Sue Loveland, Chuck Allen, Steven DeCillis, Jeanne Norwood, and Paul Markowitz
Other Business
Marci Myers has resigned and Heather Rankel has been appointed by the President to Secretary. It was approved by the Secretariat unanimously.
Question arose whether Heather Rankel will have to move to the Executive Committee. We could not find where it states that in the bylaws. We will research and come back to that.
Committee Issues and Assignments
Paul has given committees assignments to work on during their breakout sessions.
2010 Assembly Report
Recap done by Judy Woolverton
Financials handed out.
A comment was made that this was the most understandable they had ever heard.
Paul Weis commented that SETTD did an excellent job without ever having done a meeting before or even attended a meeting.
Retreat Report from Bob Wooster
Retreat for past Pescadores Sept 10 – 12 to boost morale amongst the community of New Hampshire. They assembled a committee to put it all together. It was stated that it was blessed by God from the beginning. There were 55 people in attendance. It started on Friday night with Q & A, followed by praise and worship. They had 4 workshops they did throughout the weekend, each ending with Q & A. They had some free time on Saturday. They had early worship prior to workshops. They passed out critique sheets at the end of the weekend. What they found was that everyone wanted to do it again. They stated it was a refresher for them. They will be doing it again next year.
Pastors workshop weekend Report from Bob Wooster
They approached several churches in their area. They had 6 pastors sign up, but only 2 were able to attend. It was a condensed version of the Weekend, with only lay talks given. It was held on 3 consecutive weekday evenings. A lot of Pastors are too busy so that is why it was condensed. It was done midweek to better accommodate them. It blessed the Pastors. Bob does have a report that will be given to Paul Weis for him to review.
Richard Thornhill prayed for New Hampshire and the missing Secretariat members.
Doug Aldridge & Beau Bruce were appointed by Paul Weis to be on the Executive Committee. It was approved unanimously by the Secretariat.
Paul Weis reviewed some of the items that the committees will be going over and gave some direction for the new people who are joining us for the first time. He also directed us where each group will be meeting.
Paul has invited new people to join a committee and let everyone know that our spring meeting will be in Augusta GA in March of 2011.
The President from New York Tres Dias, Korean speaking, spoke about how much he enjoys serving.
Paul Weis dismissed us for committee meetings at 10:50 am.
The Secretariat meeting reconvened at 3:52 pm.
Committee Reports (Full Reports will be attached)
Policy Committee – Harry Davis
Sponsorship was the basis of their discussion. A letter was sent by Paul Weis to communities about sponsorship. They discussed that we should avoid coming out with a lot of rules and regulations. If we do that, then that may overwhelm the communities. They discussed ways to approach getting the word out to the communities. They discussed making it more web based. We need to put more marketing material online for the communities to be able to utilize. They discussed the Tres Dias brochure and ways to improve on it.
Services Committee – Don Bohl
They spoke about items we could sell such as t-shirts, mugs, etc…. They will research this endeavor and have a report for us next time. If we earmarked this money, we could add it to the TD fund. This would also help us to let all communities know about the fund.
They spoke about the newsletter. The graphics were much better this time and the distribution was much wider, with a lot more responses from communities. They are going to move to a more web-based newsletter. It was brought up that we add a spot on the newsletter where people can write about what Tres Dias did for them. We could make a short video montage.
Membership Committee –Julie Bohl
Brother Parks called from Korea, so they were able to discuss the upcoming Assembly in 2012.
New York Tres Dias, Korean speaking, will assign someone to attend the secretariat. They were a great help with discussing the Korean Assembly.
They discussed the upcoming new communities and reviewed the Continuity Book and will continue updating. They reviewed inactive communities and discussed the number of communities in the USA and internationally.
Executive Committee – Merv LeMasurier
Voting status requested for: Merv LeMasurier
Approved by Secretariat
They discussed how the Tres Dias Logo is the only one to be used for Tres Dias.
Tres Dias materials need to be in inventory by Ben. Treasurer will get an update on funds available for that.
By laws are being requested to be changed to add Secretary to be required to be on the Executive Committee.
Treasurer will update the budget for 2011, so we know where we stand for the following fiscal year.
John McKinney will follow up with the Danish community to find out where they stand with translations.
They discussed the Continuity Book.
Merv will get with Robert Myers to get an update on the “Minutes CD”. Robert wants to continue to update that cd.
They discussed donations of gifts to the TD fund. Plan to assemble binder on how the Fund works. What happens when we get very large gifts? We need to have a clear understanding of how this process works.
Motion:
On behalf of the Executive Committee we move that Item 2.7.3 of the Bylaws be amended to add the word “secretary” on the last line after the word “treasurer”, so the last line will read: “The treasurer, secretary and financial secretary of the Secretariat are members of this committee.”
The President called for a vote of the Secretariat, which was approved unanimously.
Administrative Committee – Judy Woolverton
Voting status requested for: Mark Thunem
Approved by Secretariat
Reid McGraw will be the Assembly Planning chairman from Mid Carolinas Tres Dias for 2011.
Judi LeMasurier is sending out letters to all communities about banners.
Heather Rankel is handling getting a quote for adding the panels to the Int’l banner.
Motion was passed for up to $500 to update the Int’l banner.
They discussed that we need to speak with Vice President of Membership, Richard Thornhill, about our Korea assembly.
They discussed items that we need to think about prior to going to Korea.
Discussed all upcoming dates of Secretariat/Assembly meetings
They discussed Mike Holmes becoming a Secretariat member due to the fact that Heather Rankel became secretary in place of Marcy Myers.
Heather Rankel will speak to her husband about transporting banners to Korea through the military.
Jeanne Norwood will be in charge of maintaining attendance for all meetings.
They will be contacting other communities about hosting upcoming meetings.
They discussed the prayer partner committees that Paul Weis came up with.
Lauren Thunem is on the Korean committee that is headed by Vice President of Membership, Richard Thornhill, and will coordinate with him about the Assembly in Korea.
Other Issues:
Paul Weis distributed the objectives for the next 2 years. (Document attached).
He asked us to read this over tonight and bring questions for discussions back tomorrow morning.
Meeting recessed for the day by Paul Weis at 5:00 pm.
Sunday October 17, 2010
Paul Weis reconvened the meeting at 8:40 am.
The meeting opened in prayer by Pam Belknap.
Paul Weis requested a vote from the Secretariat that Eric Borman be moved from the Executive Committee to the Services Committee; and it was approved by the Secretariat.
Paul Weis discussed the possibility of adding a paid position that would take on some of the secretarial duties of TDI. He gave us a description of what this position would entail. Paul also discussed organizational succession of the Executive Director position upon John McKinney is leaving. Paul Weis discussed they will work on putting this all together. Paul Weis went over changes to the Objectives. He asked for questions from the members.
There was a discussion about the plan for assisting local communities. We discussed that Membership Committee would be in charge of consolidating the secretariat list from all communities. Richard Thornhill listed different indicators that communities are not interested in TDI. He stated that we need to let TDI know if we hear about new communities starting. Paul Weis says we need to have a list compiled of secretariats by March 2011. Membership has divided up all the communities and assigned them to different members so they can be contacted.
Paul discussed that these Objectives are just the beginning process and we won’t have everything solved by our March meeting.
Paul discussed the Objectives Plan to Foster Methodical and Intentional Growth of New Communities. We discussed how to grow Tres Dias in areas that we don’t have a presence. It starts by people who have been through a Weekend and feel led by the Holy Spirit to start a community where they live. The Objectives still need to be developed more and we will do that as we progress on the developing on all the Objectives. Julie Bohl discussed that we need to do a better job in teaching that there is a process when starting a new community. We must educate that people just can’t go out and start a community without the proper steps. Bill Boyd suggests that all members get back to President Paul Weis with any questions about the Objectives by December 1, 2010.
Wendy Taylor read over Objective 4, which is saying that we may need a paid Administrative Assistant.
Motion was made by Wendy Taylor to adopt the plan for expansion and support. It was seconded by Heather Rankel. It passed unanimously.
Motion to Adjourn
Richard Thornhill made a motion to adjourn the meeting. It was seconded by Heather Rankel. Motion passed.
Pam Belknap ended us in prayer.
The meeting was adjourned by Paul Weis at 10:50 am in the name of the Father, Son & the Holy Spirit.
Respectfully submitted,
Heather Rankel
Tres Dias International
Secretary
ADDITIONAL INFORMATION: Minutes from Committees
Minutes of the Policy Committee October 16, 2010 Providence, Rhode Island
The following people were present at the Policy Committee meeting held on 10/16/10
Harry Davis – Voting Member/Acting Chairperson
Denver Henderson– Voting Member
Barbi Langdon– Voting Member
Bob Wooster - Observer
Linda Wooster - Observer
Harry Davis opened the meeting with a word of prayer.
Barbi Langdon was asked to be acting secretary.
Harry Davis read the highlights of the July Policy Committee meeting.
Denver Henderson motioned to accept minutes as read, Barbi Langdon seconded the motion.
We need to ask membership about status of rectors/auxiliary guides.
Most of our discussion centered on sponsorship and what role the Policy Committee will play in that. Are we looking to provide a model of good/effective sponsorship?
A letter was sent out to communities asking for suggestions on what has worked for them concerning sponsorship. One community responded. Can we have Paul Weiss resend the letter? Would it be wise to follow up with personal phone calls from members of the committee?
Harry will speak to Richard Thornhill in membership to see if they can include questions to communities in their communications concerning sponsorship.
Harry Davis asked John McKinney in to discuss whether having a forum to ask questions of the community on sponsorship be included on the website. Would this be beneficial? It would need someone to monitor or mange as some comments not appropriate could be posted.
Paul Weiss asked that Policy review the Tres Dias brochure with the goal of producing a more appealing and informative document for sale and/or electronic distribution to communities. The committee requested copies of the brochure and plans to have member review and propose a revised brochure at the March, 2011 meeting.
Denver moved that the meeting be adjourn and Barbi seconded. The meeting was adjourned.
Services Committee Minutes
Date: Fall Secretariat Meeting October 15th -17th
Location: RIMA West Warwick, RI
In Attendance: Don Bohl, Wendy Taylor
Absent; Ned Heffington, Debra White; non-voting members Debra White, Ben Seal
Opening Prayer: Don Bohl
Old Business:
· Expanding the line of products sold through International to include shirts, mugs, hats, etc.
· Revamp the Newsletter to include a web-based format
· No report from Debra on old action items
· Still waiting for the ITD Sales History (Ben/Ned)
· Rachel submitted new layout for the Special Edition Newsletter Summer 2010
· Special Edition Newsletter well received by community with strong positive feedback; President’s Photo included
Action Items:
· Create a new template in Publisher to use for the web-based newsletter. Send to Don by October 31, 2010 (Wendy)
· Write and publish the Fall 2010 International Tres Dias Newsletter by November 15, 2010 (Don)
· Carry forward old action items from July 11, 2010 meeting not yet resolved
Minutes of Membership Committee - 16 October 2010, Providence, RI
Members Present: Voting Members
Julie Bohl
Tom Morrison
Jane Henderson
Carolyn Davis
Richard Thornhill, Vice President, Membership
Absent: Charles and Judy Ligon
Harold Thurman
Mike Holmes
Observers: Bowen & JoAnne Pak (New York Korean TD)
Much of the morning discussion centered on the upcoming Assembly in Korea in July 2012. Our guest observers from the NY Korean community were only able to be with us till noon and they were a tremendous resource. Bowen Pak, chair of NYTD will assign someone to attend Secretariat meetings and become a member of the Membership Committee to help coordinate all the details between the U.S. committee and Korea.
We got an update on all Emerging Communities and who their sponsors are.
• Aqua Viva (a Spanish-speaking community), sponsored by No. Texas TD
• Colorado Front Range, sponsored by Music City
•Denmark, sponsored by Germany
•Northern California TD (Sacrament area), sponsored by Birmingham
•Irvine, sponsored by International Grace Ministry, an offshoot of Grace Korean
•Orange County
•Southern NJ, sponsored by North Jersey
•Kansas City, sponsored by St. Louis
•SE Central KY, sponsored by Western KY
•Con Cristo in GA (Spanish-speaking), sponsored by GA Mountains
Review of Continuity Book contents. Continue updating
Identified inactive communities…
Brazil
Canada Korean
Carolina Seaside
Los Angeles
NE Florida
NW Florida
Okinawa
Pittsburgh
Lookout MT—SE Tennessee
Columbus, GA
Delaware Valley
Massachusetts
Foothills GA
(There may be additional ones. Continuing review)
Currently we have 51 chartered communities in the U.S., and 20 International communities
Each committee member committed to phoning a contact person in each U.S. community.
These communities are defunct
Massachusetts – now “Jubilee” – co-ed weekends
Georgia Foothills and Seaside Carolina are dissolved communities.
Meeting adjourned.
Executive Committee Minutes October 16, 2010
Members present: Bill Boyd, Ron Langdon, Eric Borman, Jeff Mentz, and Doug Aldridge
Opened meeting in prayer
The chairman requested to appoint Merv LaMasurier as a voting member of the committee.
Committee unanimously agreed to communicate to our secretariat members that the Tres Dias registered logo is the only logo that can be used for Tres Dias purposes.
Committee discussed the need to get an updated report on the Tres Dias material in inventory as of 12/31/2010 from Ben Seal (see service committee minutes of July 2010.
Committee suggests making a change to the By Laws section 2.7.3 to add the word secretary following treasurer to read: The treasurer, secretary and financial secretary of the secretariat are members of this committee.
Committee asked Treasurer to project the 2011 actual committee expenses based upon the current budget to be used as a tool for the 2012 budget process.
John McKinney will follow up with the Danish Tres Dias community to receive the Tres Dias materials that have been or will be translated into Danish.
We discussed the continuity book and the need to get continuity information for the following areas: VP Admin – job descriptions, Tres Dias Int’l secretary job description, and Services committee continuity data.
The Treasurer will arrange to do the transfer of the interest earned from the Endowment fund to NCF
Merv will contact Robert & Marcy Myers to get a status update on the CD containing the minutes/motions data.
They discussed the donation of gifts to the Tres Dias Fund. Doug Aldridge and Ron Langdon will get together with Harry Davis to get updated information on the agreement between TDI and NCF and plan to assemble a binder containing all information regarding NCF and the Tres Dias fund and how it works.
Meeting adjourned 3:20 pm.
Minutes of the Administration Committee meeting of 10/16/10:
Present: Pamela Belknap, Chair; Lauren Thunem, Mark Thunem, Brenda Aldridge, Paula Boyd, Judi LeMasurier, Pat Maynard, Heather Rankel, Judy Woolverton.
Absent: Cathy Allen, Steve DeCillis, Valerie Mehl, Jeanne Norwood, and Jill Routzon.
The meeting was opened in prayer at 11:00 a.m.
MOTION: The Administration Committee moves that Mark Thunem be added as a Voting Member.
(Motion passed unanimously.)
2010 Assembly Chair Judy Woolverton and Co-Chair Heather Rankel, of South East Texas Tres Dias, as well as their committees, are to be congratulated for an outstanding Assembly held in Spring, Texas.
The Community Banners were transported to North Carolina by Banner Chair Chad Fussell, following Assembly. Reid McGraw of Mid Carolinas Tres Dias will be the Chairman of the 2011 Assembly in Belmont, North Carolina. Judi LeMasurier will contact Communities that do not have a Community banner for display at Assembly. She will send out the proper dimensions and ask them to include the charter date. We suggest that each Community make two banners, one for display at Assembly and one for display in their Community on Weekends and at Secuelas. Also, a rod and cord is needed to hang each banner.
Judi LeMasurier inspected the Community banners and will inform the Mid Carolinas Community which banners need to be repaired before Assembly. April Davis of SETTD will prepare an estimate for creating two side panels to the International Banner, which will contain the names of additional Tres Dias Communities. The Administration Committee approved a budget of up to $500.00 for this purpose. Treasurer Jeff Mentz confirmed that there is money in the Administration budget for this project. A quote for this project will be sent to Chair, Pam Belknap, in one month. Heather Rankel will ask V.P. of Membership, Richard Thornhill, for a current list of the chartered Communities for the International Banner.
An accurate list of the banners for each bin needs to be created, especially when the banners are transported to Seoul, Korea for the 2012 Assembly. If a plane is chartered, perhaps the bins could be transported. Also, Heather Rankel will ask her husband to check if the banners can be transported by the Military. Prior to the 2012 Assembly, we will ask if Mid Carolinas TD can store the banners. Perhaps TDI can pay for banner transport within the US and Korea pays for the trip to and from Korea. After the Assembly, the banner bins will need to be returned to the United States.
We suggested that several Pescadores, who have been to Korea, be on an advisory committee: Ken and Pat Kessler, Terry Galbreth, John Green, Paul Weis, Richard Thornhill and Judy LaMasurier. There will be questions about the following areas: transportation, banners, luggage, passports, dates and length of stay, accommodations, shots, side tours, cost, money exchange and cultural considerations. Lauren Thunem will represent the Administration Committee and work with V.P of Membership, Richard Thornhill. It is hoped that there will be a delegation from the Korean TD Communities attending the 2011 Assembly and make a presentation concerning the 2012 Assembly. It was suggested that perhaps there should be a “back-up” location for the 2012 Assembly in case of an emergency situation.
Dates for future TDI meetings include the following:
March 11-13, 2011 – CSRA – Augusta, GA
July 8-10, 2011 – Mid Carolinas – Belmont, NC
October 21-23, 2011 – Long Island – LI area, NY
March, 2012 – TBA
July, 2012 – TD Korean Regional Committee – Seoul, Korea
October, 2012 – TBA
March, 2012 – TBA
July 12-14, 2013 – TBA
Since Heather Rankel will be the filling the office of TDI Secretary for Marcy Meyers, Mike Holmes, 1st Runner Up, will be asked to assume Heather’s place on the Secretariat.
The revised Assembly/Secretariat schedule provided for an additional meeting of the new Secretariat on Saturday afternoon. This worked well in Houston and will be continued.
The openings for the next TDI Election will include V.P. of Administration, Secretary and Treasurer, as well as 10 members of the Secretariat. Pescadores are encouraged to pray about running for the openings.
Jeanne Norwood will keep track of the attendance of Officers and Secretariat Members and contact them if they miss 2 meetings. The minutes from the Administration Committee meeting will be e-mailed to the Committee members. Also, members will receive an updated copy of the Continuity Plan.
The Administration Committee has contact with many Communities concerning such areas as Election, banners, hosting and attending meetings. We will check on prayer partners for the various Communities. Also, we request the TDI inventory be available at the 2011 Assembly.
The meeting closed with prayer at 3p.m.
Respectfully submitted,
Judy Woolverton
Pamela Belknap
Plan for Expansion and Support
Tres Dias International Secretariat
10/17/2010
Objective 1: Plan for Organizational Succession
1. Develop a plan for the organizational succession of our current executive director to be implemented according to a schedule agreed upon mutually by the Executive Director and International Secretariat.
a. Identify in reasonable detail the job functions, director duties, and responsibilities of the executive director by March 1, 2011.
b. Identify several potential candidates for the position of executive director by Jun 30, 2011.
c. With the advice and consent of other Secretariat officers, settle on a top candidate for the position of executive director by July 1, 2011
d. Determine financial impact if any, by February 2012, (President Paul Weis and Treasurer Jeff Mentz).
e. Recommend implementation timetable by March 1, 2012, with the advice and counsel of other Secretariat officers.
2. Develop a plan for organizational succession for officers of International Secretariat.
a. Encourage the various communities to sent spiritually mature (ie., experienced and with Godly wisdom) to attend International Secretariat meetings and to rotate on the various committees to obtain knowledge of each committee’s functions, responsibilities, key dates requirements. Ongoing, but beginning by February 1, 2011 (Paul Weis and VP Membership, Richard Thornhill).
b. Complete and update Continuity books for all committees and subcommittees not already done. (All committees and subcommittee chairs by March 1, 2011.)
c. Members of the International Secretariat should encourage persons who regularly attend Secretariat meetings to declare officer positions for which they might have an interest or for which God has given them a gift of ability and desire, by July 1, 2011 and then ongoing. (President with advice and counsel from other officers and members of the Secretariat.)
d. Assign mentors to advice and assist potential officers in obtaining the experience and opportunities to serve on such committees and performing such functions helpful to their development; encourage the mentor be open and honest if the mentor believes the person is not qualified for the position he or she is seeking, and instead recommend an alternative progression, by October 2011 and ongoing. (President to assign mentors, with advice and counsel of other officers.)
Objective 2: Plan for Assisting Local Communities in Meeting Unique Challenges
1. Identify a list of indicators that suggest a community is facing a unique challenge in such areas as numerical growth, spiritual growth, financial need, or internal strife, by March 1, 2011. (Membership Committee with lead, assisted by Policy Committee.)
2. Review and revise indicator list at March 13, 2011 Secretariat (All Secretariat Committees, to work separately, and then WHO? consolidate list.)
3. Distribute consolidated list to communities and recommend to them that if they are experiencing any or several problems, they may wish to request discussing their unique situation with the Secretariat to determine if the Secretariat can be of assistance; this is to be done with the understanding that the decision rest totally with the community as to whether to proceed further. Indentify persons who may act as consultants and collateral resources that maybe used to support local communities in meeting unique challenges. By June 1, 2011 the consolidated list is to be distributed to the communities with a cover letter from the President.
4. Work with any community that requests discussion, and develop a specific plan for that community if that community requests to proceed. President to appoint appropriate committee person, according to each communities expressed need and a timetable agreed upon by the community and the International
Objective 3: Plan to Foster Methodical and Intentional Growth of New Communities
1. Encourage existing communities to identify potential locations for starting new communities, submit the list of potential locations to the Membership Committee and discuss feasibility.
2. Encourage local communities to begin sponsoring candidates from one or more of the areas they have identified.
3. If necessary and advisable, seek the assistance of one or more communities with which to partner for the purpose of sponsoring a new community in the area identified. Follow standard operating procedures and best practices in developing reunion groups, establishing a Steering Committee and entering into an Emerging Community Agreement.
Objective 4: Plan to Evaluate Ways and Means to Pay for Clerical Services to Aid Tres Dias Organization
1. Identify and create a list of the tasks and responsibilities currently performed by the Executive Director, President, Membership and Services Committees that could be or need to be performed by a paid clerical services to maintain continuity and facilitate the management of increasing volume of information created by the recent and future expansion of new Tres Dias communities.
2. By March 1, 2011, the Executive Director, with advice and counsel of the President and the Treasurer, will evaluate the ways and mean to financially provide for the addition of paid clerical support.