Date: Tuesday, 9/19/2017
Time: 6:30pm
Place: Christ Church Pompano - Sykes Hall
Dial in #: 530-881-1212, participant code: 571 540 682#
Distribution and Attendee List: (Y = in attendance, E = Excused absence, D = Dial-in)
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Name / Role / Name / RoleY / Phil Connell / Community Lay Leader / Fund Raising
Steve Wilkinson / Past Community Lay Leader / Y / Janet Brockway / Music
Y / Corkie Woerner / Secretary / D / Mike Schooley / Agape
Y / Louise Bodozian / Treasurer / Y / Chuck Emerton / Facilities/Logistics
MaryLou Gillis / Registrar / Y / Samuel Battle / Supplies
E / Michael Bialor / Communications / Y / Jill Dallett / Kitchen Coordinator
E / Kevin Dallett / Gatherings / Y / Bob Oldfield / Chrysalis
Y / Linda Tague / Reunion Groups / Y / Dr. Rev. Larry Hinkle / Spiritual Director
Evangelism / Dr. Rev. Simon Osunlana / Asst. Spiritual Director
Y / Tony Ash / Church Reps / Y / Rev. Larry Bergstrom / Asst. Spiritual Director
D / Aimee Wooton / Community Training / Y / Susan Christian / Registrar in training
Y / Sam Battle / Men's weekend #87 - LD / Y / Carolyn Curry / Women's weekend #88 - LD
D / Mike Schooley / Men's weekend #87 - BR / Kathy Porter / Women's weekend #88 - BR
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# / Title / Time / Facilitator1. / Opening Prayer / 5 min / Phil
2. / Review/approval of last month's minutes / 5 min / Phil
3. / Men's weekend #87 - Sept 28-Oct 1, 2017 / 20 min / Sam (or delegate)
4. / Women's weekend #88 - Oct 5-8, 2017 / 20 min / Carolyn (or delegate)
5. / Men's weekend #89 - April 19-22, 2018 / 5 min / Phil
6. / Women's weekend #90 - April 26-29, 2018 / 5 min / Phil
7. / Operational Reports / Action Items / 30 min / All
8. / Strategic Reports / Action Items / 30 min / All
9.
10. / Communion / 5 min / Spiritual Directors
Meeting Minutes
Topic 1: / Opening Prayer
Topic 2: / Review/approval of last month's minutes – Jill moved, Louise 2nd, approved
Topic 3: / Men's Weekend #87 - Sam
Discussion: / · Team status – Concerns on outside team
· Pilgrim status (Sue) – only 6 confirmed JILL MOVED AND LINDA SECONDED A MOTION TO CANCEL WALK#87 - APPROVED
Sue will contact the Pilgrims and the Sponsors to determine if they want their fees
continued to Spring Walk #89; Phil will check with Forum and also with Rich
Topic 4: / Women's Weekend #88 – Carolyn
Discussion: / · Team status – team is good and will have next training on Sept 30; about 39 on the team
· Pilgrim status (Sue) – currently 20 firm
· Clergy assignments (Simon)
o SD - Larry Bergstrom
o ASD - Bancroft Williams
o Prevenient Grace - Gabe Wright
o Justifying Grace - Mason Dorsey
o Obstacles to Grace - Judi Mayne
o Community
§ Send Off - Margaret Kartwe
§ Candlelight – Larry B will ask Andrea Byer-Thomas
· Team photos/weekend booklets
· Coordination with Forum
· Supplies from warehouse 9/30/17 at 9 am with teardown 10/14/17
Topic 5: / Men's Weekend #89 – Sam will now lead this walk and Chuck Emerton will lead #91
Discussion: / · Pompano dates confirmed - April 19-22, 2018; Forum not confirmed yet
Topic 6: / Women's Weekend #90 – Lauren Diedricson will lead this walk
Discussion: / · Pompano dates confirmed - April 26-29, 2018; Forum not confirmed yet
Topic 7: / Operational Reports / Action Items
Discussion: / · Irma relief for Marathon – Phil reported he has been in contact with Herb and would like for Oceanside to assist as soon as roads permit; Phil will get an email out as soon as he hears back from Herb
· Treasurer / Financial - Louise
o Fundraising/Emmaus store - find chair (Judy Toal or Nancy Dimartini?)
o Budget
o Paypal – will contact Bernie Peterman
o CCLI – Liese Connell purchased for us; discussion started with “Thank You” and concluded that next year it needs to be in Oceanside name
· Registrar – Sue Christian reported
o Refund policy for late cancellations –not ready yet
· Supplies – Sam says ok for Walk; Phil asked about for gatherings, Sam will check
· Gatherings – none scheduled until after first of the year
· Agape - Mike S. – Phil reported he had received letter from another community
· Chrysallis (Bob Oldfield) – new dates: Girls 55 Jan 26-28 (Jan 12 deadline), Girls 56 July 27-29 (July 13 deadline); Boys 55 Feb 16-18 (Feb 2 deadline), Boys 56 July6-8 (June 22 deadline); no locations yet
Topic 8: / Strategic Reports / Action Items
Discussion: / · Church Visit schedule – Tony reports 3 so far, Merrell, Cokesbury, and Village
· Communications - Michael Bialor – sent Phil an email report
Communications plan development team
o Calendar of Events on website
o Church reps page - a page dedicated to church reps where they can get information, list all reps, roles and anything else pertaining to this position
o Monthly newsletter (with prayer/praise section)
· Nominating committee – Bob Oldfield
o Lay Leader Elect – Kathy Porter
o Evangelism – Bob Oldfield since Chrysalis falls under Evangelism and Bob wants to stay on
o Fund Raising - VACANT
o Kitchen Coordinator – Fay Clarke
o Gatherings – Vacant
o Reunion groups – Linda Tague
o Registrar - Susan Christian
o Community trainer – Aimee Wooten
o BOARD APPROVED ALL
· Lessons Learned / Transition - Aimee
o Screens in Sikes Hall (MaryLou) - done and ready for Walks
· All Board positions
o Responsibilities of your position
o cross training your replacement
o your goals
Topic 9: / Fundraising Ideas _ Phil
Discussion: / · Tony suggested making Community aware of possibility of naming Oceanside as a beneficiary
· Janet suggested the possibility of a Talent Show and will look into it further
Topic 10: / Communion - Rev. Larry Hinkle
Open Action Items
Item# / Action Item Description / Owner / Due Date / Status / Updates / Comments
2 / Develop 2017 goals and plans to achieve them / All / 5/1 / In progress
3 / Develop church visit schedule / Tony / 3/1 / In progress
6 / Weekend Books for the Walks / Phil, Steve and Lisa / In progress / Phil took photos, Lisa Barker formatted, Phil had them printed (receipts will be provided to Louise for reimbursement).
Steve was unable to format his office printer - working with techs to resolve before fall 2017 weekends.
10 / Check computer and necessary software / Mike B. Steve / 4/1 / In progress
11 / Contact St. Malachi regarding Pilgrim / Phil / Tony / 4/1 / In progress / Tony to follow-up on contact
12 / Update Reunion info / Mike B. / 4/1 / In progress
14 / Fix bugs in database / Phil / Mary Lou / 4/8 / Need to sit with MaryLou and Larry Deel to document issues
17 / Conduct Team Selection / Phil/Bob and teams / 5/13 / Scheduled for 5/13
18 / Begin working on Communications Plan / Michael B. / 6/1 / Michael to set up committee and begin working on comm plan. Will present a draft to the board ASAP.
19 / Establish Nominating committee / Bob O. / 6/1
20 / Establish Lessons Learned Transition schedule with upcoming weekend leadership teams / Linda J. / 6/1
21 / Schedule Forum for Spring Walks / Phil / 10/10
Closed Action Items
Item# / Action Item Description / Owner / Due Date / Status / Updates / Comments
1 / Get LDs for fall walks / Phil / 4/1 / Closed / Men's #87 - Sam Battle
Women's #88 - Carolyn Curry
4 / Get website pw and tutorial from Lisa Barker / Michael B. / 3/1 / Closed
5 / Update Board of Directors info on website / Michael B. / 3/1 / Closed / Also updated on the Upper Room site
7 / Room availability for Women #86 / Phil / 3/14 / Closed / Confirmed we have 4 additional rooms in 4100 pod. There are also 5 roll-away beds that are first come first serve.
8 / Order new training materials for Linda / Phil / 3/14 / Closed
9 / Reach out to community for prayer board and weekend food agape signups / Mike S. / 4/1 / Closed
13 / E-blast for Walks / Phil / 4/8 / Closed
15 / Equipment/materials insurance / Phil / 4/8 / Closed / Quote requested, awaiting response from insurance
16 / Relocate storage to Green House / Phil / Chuck / 5/1 / Closed / Christ Church trustees declined our request. Will continue to use the storage facility on Banks Rd
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