COLUMBUS INDIANA AREA EMMAUS COMMUNITY
BOARD MEETING
Date: December 11, 2004 Location: First Baptist Church, Columbus
NAME
/Present
/Absent
/NAME
/Present
/Absent
Jon Carlstrom –Spiritual Director /
x
/ Dick Yeaton–Gatherings/Hospitality /
x
Mike Riley – Data Coordinator /x
/ Bev Earley - Secretary / x /Ed Tower – Supplies /
x
/ (Sue Rhoades) – Music /Mike Hien – Facilities /
x
/ Anita Beeker – Agape /x
Gordon Meek - Supplies / x / / Dan Kirkling – Lay Director /x
Marianne Green -Sponsorship/Reunion / / x / Lisa Reuter –
Team Selection /
x
Karen Morris - Agape / / x / Dick Bray – Treasurer /x
Jack Mendell –Past Lay Director /
x
/ (Renee Kasting) –Registrar / / x
Sam Davenport –
Transportation /
x
/ John Shoemaker -Chrysalis / / x
Sue Rhoades - Newsletter /
x
/Visitor(s): Jan Carlstrom, Lay Director for Walk #54. 2005 board members: Robin Everhart, Gary Fuquay, Jane Hien, Ron Povaleri, Brian Teater & Kathy Bush.
PRAYER and DEVOTIONS: Before a delightful breakfast in the fellowship hall, Jon Carlstrom read from Luke, chapters 2 (the birth of Jesus) and 24 (On the road to Emmaus) and had us think of the similarities in these passages. We must keep the Christ in Christmas, other wise it is just “mas”. Dick Yeaton opened the morning with prayer.
The November 13, 2004 minutes were reviewed, corrected and approved.
Walks 54 Review - Jan Carlstrom presented her report. Points that she brought out were that the music team was rushed between leaving the camp and arriving at the Candlelight to do the music. It was suggested that the men’s music team play for the Women’s Candlelight and visa versa. The next/new music board member could meet with the head musician for walks #55 and #56 to make a final decision on this.
The agape team is rushed on Sunday afternoons and the community could help by doing the set-up for closing. Cleaning of the cabins could be delegated to the team members staying there. Darkness and poor outdoor lighting was a problem at send-off. Walks scheduled earlier in the Fall could help with this problem.
Jan is thankful for having the opportunity to serve as a Lay Director and is also thankful to return to the community to serve in other roles.
DECISIONS MADE:
1. Minutes from the November 13, 2004 meeting were approved. Sue Rhoades made the motion to approve them. Anita Beeker seconded it. The motion was carried.
SPECIAL ASSIGNMENTS:
Action / Person Responsible / Completion DateStreamline team selection reports / Lisa Reuter, Mike Riley, Dan Kirkling
Create separate active and inactive status within community membership database / Mike Riley
Possibly rewrite sponsorship letter to remind sponsors to focus on family and friends for Agape letters; should also deal with number and content of letters / Marianne Green
Jon will talk with Marianne
Review SPONSORSHIP video / Marianne Green
Items for Discussion:
Info List
1. Welcome to 2005 New board members: Robin Everhart, Gary Fuquay, Jane Hien, Ron Povaleri, Brian Teater & Kathy Bush.
2. Future board meeting items
a. National guidelines to new board members – will be passed out in January.
b. 2005 Calendar handout in December – Dick Yeaton handed out the calendars, see
“COLUMBUS INDIANA AREA EMMAUS CALENDAR – 2005, 3rd DRAFT 12/11/04”. There are
still openings for churches to host three gatherings.
c. New Community Directory for Dec. Mtg. for all – Mike Riley handed these out to the new board members and will have more ready for all board members at the January meeting. The directory will be available on the web site in the board member area.
3. Walks 54 Review – Jan Carlstrom gave her report earlier (see above).
4. Board reps and team selection for Spring Walks – Team selection meetings for both Mark Thomas, the LD for Walk #55 and for Karen Thomas, the LD for Walk #56 were held Saturday, 12/4. They will be using the team commitment letter which was explained to all.
Study List
1. Candlelight location Spring 2005 – Candlelight location is reserved at Asbury UMC through 2005. Jon Carlstrom reminded us to be intentional in our decision about the location for future walks. Attendance has been running 350-400. The factors involved with having the candlelight at Camp Lakeview were discussed, but no decision was made.
2. Music second CCLI license (additional songs) 2005? – The new board member handling music will be involved with making this decision.
3. Review Lay Director and Past Lay Director situation 2006/7 – see “Attachment A – Past Lay Director Position”. Outlined are the next three years and the possible solutions to having Bev Earley serve as the CLD in her second year (possibly omitting serving the fourth year as the past CLD). Bylaws were passed out to the new board members.
Action List
1. Lay Director letter template for possible team selection calls. See “Conference Room Selection Letter”, which was approved for use. See “Agape & Kitchen Team Selection Letter”. There was a thorough discussion of the commitment for each team job. Revisions were made and Dan Kirkling will email the final letter to the board members this week. These letters will be available on the web site’s secure area.
Mike Hien would like there to be a discussion of the walk’s board rep’s responsibility at the
January meeting.
2. Review board position needs for 2005 –
a. Missing one person – See “Attachment B – Board Positions 2005 (ref Article IV, Section
5, part a and all of Article V). This attachment demonstrates how we have become short one
board member by not replacing Marianne Green when she moved to ex-officio status. Dan
Kirkling recommends that Lisa Reuter find another candidate to serve this coming year (and
possibly two years) to fill a board vacancy until they can be voted in by the community. She
could bring us the name at the January board meeting.
Discussion then turned to assigning jobs for all board members. Changes among the current
board members were for:
Sam Davenport – Sponsorship & Reunion, with assistance of Marianne Green
Bev Earley – Community Lay Director
Dan Kirkling – Past Community Lay Director
Sue Rhoades – Newsletter (only)
All other current board members will remain with their 2004 jobs. After a brief discussion of the
jobs available, the 2005/07 members agreed to the following jobs:
Kathy Bush – Supplies
Robin Everhart – Team Selection
Gary Fuquay – Treasurer. He did discuss how there will be difficulties with trying to go to
Home Federal during their banking hours to do business.
Jane Hien – Secretary
Ron Povaleri – Facilities
Brian Teeter – Music
The transportation job is left open. This job involves arranging the bus to transport walk participants to and from the Candlelight and delivering the supplies to camp. Lisa Reuter recommends combing the transportation job with facilities. Dan Kirkling said bylaws require a vote on it by the community at a gathering.
Board Member Reports:
1. Agape / Anita Beeker (Karen Morris – absent) – Supplies were purchased in the Fall, when prices were good. Dan Kirkling will print off prayer charts for Spring walks.
2. Chrysalis / (John Shoemaker – absent) - Mike Hien reported that Chrysalis board members change their offices in February (after the January flights are completed). The 2005 Community Lay Director will be Debbie Frey. The new board members are: Diana Boyer, Joe Howell, Brenda Stoner, and Nate Smith. They are still seeking a youth board member. Ron and Becky Povaleri are the Lay Directors for the flights January 15-17. Caterpillar applications are needed.
3. Community Events / Dick Yeaton – Revised copies of the draft of the 2005 Community Events calendar were passed out, see “CIAE CALENDAR – 2005 Draft 12/11/04”.
4. Community Spiritual Director / Jon Carlstrom – Noted that the “IN Remembrance” film on DVD is a shorter edited version than the VCR tape. Gordon Meek will check with the distributor. Jon would also like us to keep him updated on new clergy for his roster.
5. Data Coordinator / Mike Riley – Prestige Printing costs were explained by Sue Rhoades. In January the number mailed will be 98. This change down from over 100 will result a very dramatic decrease in Newsletter expenses. There are 307 on the email newsletter list.
Mike Riley is ready with user name and password to opening the community member
section of the web site. No one opposed this being opened now.
Jon Carlstrom inquired if the job was getting to be too much work. Mike admitted it
had been hard work, but most of the web site was in place now and maintenance would
be easier. Also, that it would be difficult to separate the data coordinator and web site
jobs.
The new board members are now in the data and are included in the “board info” list.
6. Team Selection / Lisa Reuter – Lisa presented all of her report earlier in the meeting.
7. Facilities / Mike Hien – Options were discussed for better lighting at send-off. If dates of future walks were to be changed, this should be done in January. Mike Riley suggested security light installation at Camp Lakeview and offered to possibly help with that. Mike thanked the board for being able to serve.”
8. Music / Sue Rhoades – January gathering music will be done by the Chrysalis music teams.
9. Newsletter / Sue Rhoades – Dan Kirkling will get the board member list to Sue for the January Newsletter. Each new board member will write a profile to be in the upcoming newsletters. Since the newsletter should be in the community’s hands one week prior to the gathering, the January article deadline is next Tuesday, 12/14.
10. Registration / (Renee Kasting – absent) – No report
11. Secretary / Bev Earley – No report.
12. Sponsorship & Reunion / (Marianne Green – absent) – No discussion.
13. Past Community Lay Director / Jack Mendell – Jack has enjoyed this busy time of serving on the board.
14. Supplies / Gordon Meek & Ed Tower - Working on inventory. Gordon Meek will continue working with the PA system. The helium tank is being shared with the Chrysalis community.
15. Transportation / Sam Davenport – Bob Fear, the bus driver, has a variable work schedule which influences the time that he can drive out to the camp.
16. Treasurer / Dick Bray - “COLUMBUS IN AREA EMMAUS COMMUNITY, INC. Dec 7, 2004 Balance Sheet ”and the “COLUMBUS IN AREA EMMAUS COMMUNITY, INC. 2004 Camp Lakeview Balance Sheet” were handed out and discussed. The balance stands at $6,167.19. There were several very generous donations in 2004. Dick explained how as recently as 2001 we had a balance of $970 and had challenges in paying our bills.
His Board Rep report for Walk #53 included his concern for security of the conference
room which is on a public road. He would also like to hear a louder bell for inside and
outside of the conference room. Along with removing watches, Pilgrims need to be
reminded of removing pagers and cell phones.
Dick also asked us to reconsider destroying the talk library.
Announcements
Newsletter articles to Sue Rhoades are due 12/14.
January Gathering: January 7, 7:00 PM at East Columbus United Methodist Church
The next board meeting will be January 8, 9:00 AM at First Baptist Church.
Submitted by Bev Earley, Secretary.
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