Secretariat Minutes - January 15, 2016

​Members of the Secretariat Present:  Mark & Jean Hershey, Jim Forgey, Donna Batt, Ken Phelps, Mike Hall, Judy Barnes and Teresa Waynetska
 
Members Not Present: Lorne Doggett  

• Others Present: Jerod Odoms

 
Meeting Called to Order: Mark called the meeting to order at 6:34 pm and Ken opened with prayer.
 
Welcome to Women’s Chair:  The group welcomed Judy Barnes to the board and are happy to have her join us.
 
Minutes Read:  It was noted that Mike Hall was missing as a member who was present at the last meeting.  The correction will be made.  Jim motioned to accept the minutes as amended, Jean seconded. Motion carried, minutes approved.
 
Treasurer’s Report: Jim read the Treasurer’s Report, beginning balance $5,153.12.  Total income of $1,755.00 included team fees in the amount of $1,625.00, book sales $44.00 and Secuela offering $86.00.  One check was written to the DMV to register the trailer in the amount of $36.50.  Leaving the ending balance at $6.871.62. Donna moved to accept the report and Teresa seconded, motion carried.
 
OLD BUSINESS:
 
Updated Website:   Peggy has recently updated the website with team and candidate applications now available.  The National website has also been updated.  A bill for the website has been received and will be paid next month.
 
Team Meetings:  It was noted that more men are needed to serve on the weekend.  Please be in prayer about that.
 
Weekend Update:  Montana has been contacted about our meeting dates.  Larry Lauteret has agreed to be one of the men’s spiritual directors. Jarod would like to ask Lyn Hershey to serve as the second.  Discussion followed on the implications of that appointment.  John Grimstead of the Eagle United Methodist Church was also mentioned as a possible option for spiritual director.  The board approved either of these men to serve.
 
The board had a discussion about allowing a previous candidate to serve on a weekend who has not been saved.  Lisa Lambert has inquired about helping this coming weekend, but has not been to any fourth day activities, team meetings or been attending church.  It was moved to table the conversation until Donna has a chance to discuss the situation with Jeanie Hershey as her original sponsor.
 
Weekend Costs:  Jim presented a budget and actual expense report of prior years to show how the weekend costs are budgeted and typically allocated.  Jim will simplify the budget and recategorize some items to make it easier to use.  Jean motioned to accept this report as a tool to be used in the future, Judy seconded.  Motion carried.
 
It was also noted that Song Select was not necessary for the weekend and will be removed from the budget.
 
NEW BUSINESS:
 
Secuela and Team Meeting Supplies: There was a request to replenish supplies that have been being used from the PUMC store room.  Mark will take an inventory of what is needed and reimburse the church for the items we are using.  Ken motioned to use funds for this purpose and Jean seconded it.  Motion carried.
 
Secuela Fourth Day Speaker:  Lorne is working on getting a fourth day speaker for the January Secuela.
 
Fourth Day Position: Lorne Doggett’s term as the Fourth Day Coordinator is expiring at the end of February. The position opening will be announced at the January Secula.
 
Round Table:  Current Rectors and Rectoras, along with the Vices should be encouraged to attend Secretariat Meetings as often as possible.
 
Donna was asked to continue serving in her position as Spiritual Director for another 2 year tern.
 
Jerod suggested that we should try to plan to have a reunion Secuela with the Montana Tres Dias sometime next summer.
 
Next Secretariat Meeting: The next meeting will be on February 19, 2016, 6:30 pm at the Hideaway Grille.
 
 
Mark then motioned and Jim seconded that we adjourn the meeting. So moved, meeting adjourned and Jerod closed in prayer at 7:54 pm.