The Secretariat Meeting Minutes
March 24th, 2025
Call to Order and Prayer: Meeting called to order 6:37pm. Opening prayer was given by Garry Phelps.
Members in Attendance: Garry Phelps, Laura Tompkins, David Tompkins, Janet Trumbull, Kim Looney, and Jill Thomas
Members not Present: Ken Phelps, Sarah Odoms, Jerod Odoms
Guest: Judy Barnes, Don and Angie Meyer, Linda Cook

Spiritual Directors Message: Not Present

Minutes from February 20th, 2025: The Minutes were read and a motion to approve the Minutes was made by Laura and 2nd by Janet, motion carried.

Treasurer’s Report: Kim gave the February Treasurer’s Report. There is a balance of $4,444.77 with $3,034.59 to spend. There is $1281.00 available in the scholarship fund. She has collected a lot of team fees in March. A motion to approve the Treasurer's Report was made by Jill and 2nd by Janet, motion carried.

Communication Report: Janet has invited Pescadors to share their Tres Dias experiences in the Newsletter. There was some discussion about how to communicate prayer requests better. Janet will include starting a prayer chain in the next Newsletter.

​Fourth Day Report: Not present. Victory Sequela to be held on May 10th. Location to be determined based upon the candidates locations.

Women’s Leader Report: Laura reports the women have 6 applications in for the candidates. She has sent copies of applications to the Rectora for her to send out welcome letters. She is also working on recreating the Scholarship form.

Men’s Leader Report: David reports the men have 4 candidates. He has also emailed applications to the Rector for welcome letters to be sent.
Dietary needs for the men have been noted and will be sent to Jill. She will communicate with camp about the dietary needs for both the men and women teams.

Rector and Rectora Report: Don and Judy have awarded one scholarship each for candidates so far. They both report the meeting at camp went very well. They have been able to work out sleeping arrangements. Don commented on how much Jen at camp was blessed by our blessing after lunch.
There were some concerns about doctrinal issues arising during talks, it was decided the Chas would handle any such issues at the table.
Larry Phelps will be reaching out regarding loading the trailer.

Camp Curtains: The camp curtain will be hung by cables, Mark and David are working on that. Janet and Laura are donating the curtains.

Campers at Camp: The initial issue of enough beds at camp has been resolved and it is still to be determined if an angel team member is needed. To be able to meet our weekend requirements and ensure the cloister of the weekends by leaving our homes, spouses, jobs, kids, pets, tvs and computers was mentioned. As well as the concern that one trailer leads to more trailers. After much discussion a proposal was made that pre approval from the Secretariat is required for any camp trailers to be up at camp for the upcoming 2025 weekends as well as future weekends. Trailers used for hauling atvs, side by sides, or golf carts will be permitted to stay for the duration of both weekends. A motion to approve the proposal was made by Jill, 2nd by Janet. Motion carried.

Next Years Weekend Dates: Tabled until after camp

International Training: Tabled

President and Vice President Positions: Judy Barnes has been voted in as President. The vote was unanimous. Her term will start June 3rd 2025. After she fulfills the requirement of being Rectora.
Angie Meyer has been voted in as Vice President. The vote was unanimous. Her term will start June 3rd 2025. Thus fulfilling the required year break. (According to the By-Laws all TVTD Secretariat Board Members must have a year off between terms of service, unless elected directly to President.)

Prayer and Closing: Don closed the meeting in prayer at 8:22pm. Next meeting TBD.

EMail Vote: On April 2nd a motion to approve the March 24th Meeting Minutes was made via email. Laura moved to approve the minutes as read, Jill 2nd the motion carried.
The motion to accept was passed on April 3rd.

Secretariat Meeting Minutes
February 20th, 2025
                                                                  
Call to Order and Prayer: Meeting called to order 6:50pm. Opening prayer was given by Garry Phelps. 

Members in Attendance: Garry Phelps, Sarah Odoms, Jerod Odoms, Laura Tompkins, David Tompkins, Janet Trumbull, Kim Looney, and Jill Thomas
Members not Present: Ken Phelps, 
Guest: Judy Barnes, Don and Angie Meyer, Jimmy Looney

Spiritual Directors Message: Jerod shared an uplifting event that happened at work this morning, Romans 5:1-5 was shared to his work crew from a visiting contractor, giving them much needed encouragement.
“Therefore, since we have been justified through faith, we have peace with God through our Lord Jesus Christ, through whom we have gained access by faith into this grace in which we now stand. And we boast in the hope of the glory of God. Not only so, but we also glory in our sufferings, because we know that suffering produces perseverance; perseverance, character; and character, hope. And hope does not put us to shame, because God's love has been poured out into our hearts through the Holy Spirit, who has been given to us.”

Minutes from January 15th, 2025: The Minutes were read and a motion to approve the Minutes was made by Laura and 2nd by Sarah, motion carried.

Treasurer’s Report: Kim gave the Treasurer’s Report. There is a balance of $4877.81 with $3485.26 available to spend. There is $1281.00 in the scholarship fund. A motion to approve the Treasurer's Report was made by Sarah and 2nd by Janet, motion carried.

Budget: Scholarship requests need to go directly to the Rector or Rectora. Weekend supply reimbursements were discussed.

Communication Report: Janet has the next Newsletter going out tomorrow. She has created new palanca to send to other communities. And is also receiving/printing wall palanca. Kim made a motion to pay for the ink required for printing the wall palanca, Laura 2nd, motion carried.

Fourth Day Report: March sequela will be at PUMC on March 23rd, there will not be a sequela held in April. Victory Sequela is planned to be held on May 10th. Location to be determined. 
Sarah would like to have the summer sequelas held in the southern part of our community. She also spoke of the need to branch out to other church locations in the future. 

Women’s Leader Report: Laura Tompkins reports the women have their first candidate. Team applications are coming in and the prayer text group is going great.

Men’s Leader Report: David Tompkins reports the men have their first candidate. He has 3 team applications, and will gather more at the next team meeting.

Rector and Rectora Report: Judy Barnes reports that the camp has offered to supply the communion elements for the team meeting on March 22nd, as well as our time at camp. She needs a head count for the camp meeting lunch, which we will get at our next team meeting. 
Don has an upcoming surgery and has talked with Vice Gary Krehbiel to prepare him in the unlikely event he may not be able to work the weekend. Gary is also helping Don get talks lined up. 

​Both Don and Judy are excited for the upcoming team meeting held at camp, wanting the team to see the camp and figure out logistics.
Special needs at camp: Request for side by sides and golf carts to be brought up to accommodate getting people and supplies around camp.

Camp Curtain: We discussed the curtain for camp and decided that Laura will get curtains from Goodwill, as it is our first year at this camp and we do not know if we will use it again for future weekends. We would like to keep the cost and effort of the curtain to a minimum, until that is decided. Janet has volunteered to sew weights in the bottom of curtains to keep them from billowing.

New Business: The situation concerning where to place a candidate who was unable to complete her weekend (2022) was discussed. Pat Losser had to leave on Saturday night, therefore missing the talks and events on Sunday, and not completing the required 72 hours. The Secretariat at the time decided to award Pat her cross, allowing her to become a Pescador.

Sarah made a motion to approve the previous decision to accept Pats candidate weekend as fulfilled and accept Pat as a team member with the caveat she works as a Cha Assistant this upcoming weekend. Also she must attend the remaining team meetings and be in communications with the Cha Head and Rectora. Kim 2nd, motion passed.

International Training: Garry has been in communications with the liaison from TDI, concerning the required essentials training. We will fulfill this requirement in the fall, and accommodate him as we can. Further planning has been tabled.

President and Vice President Positions: Judy Barnes has been nominated for President and has accepted nomination. She is unable to fill the position until after working as Rectora this upcoming weekend. Angie Meyer has been nominated as Vice President. She has accepted nomination. 
We will vote after a time of prayer.

Prayer and Closing: Garry closed the meeting in prayer at 8:40pm. The next meeting will be held March 23rd at PUMC following the Sequela.