May Secretariat Meeting Minutes
May 1, 2015

In Attendance:
Sheila Checkley, Sue Baaden, Donna Clark, Chris Lancaster, Bill Baley, Brandy Barzman and Nancy Romero.
Opening Prayer and Message:
Due to Pastor Rob Warmouth, Head Spiritual Director, being out of town, and Pastor Paul and Jim Trebilcox having other commitments, meditationwas given by Bill Baley. Bill shared we need to focus on God and the blessing we richly receive and continue to build our faith when we “just feel like giving up.” No communion was shared.
Sue Baaden said she recently attended a “Faith Over Feelings” Conference and shared “stuff happens” in life, but we must always remember and cling to the promises of God.
Chris Lancaster read Philippians 4:8 “Finally, brethren, whatever is true, whatever is honorable, whatever is right, whatever is pure, whatever is lovely, whatever is of good repute, if there is any excellence and if anything worthy of praise, dwell on these things”.
President’s Report:
Bill Baley handed out agenda for meeting.
First order of business to approve April Secretariat Meeting Minutes. Motioned for approval by Chris Lancaster and seconded by Donna Clark.
Mike Shellman, chairman for The Pre-Weekend Committee, was unable to attend tonight’s meeting, and the selection of the Pre-Weekend Committee is pending. Sue Baaden volunteered to be on the Pre-Weekend Committee.
Pertaining to the Men’s and Women’s Weekends and Information Meetings:
Sue Baaden said we need to bring back into the Community those who have served in the past, as Mentors for those serving in new positions.
Brandy Barzman stated Rectors and Rectoras need to return back to the kitchen as a cook, which recently had not been done. And Candidates need to be called, prior to the Weekend, by their sponsors and also by the Rector/Rectora.
Bill Baley noted, due to the new Sponsorship SOP, sponsors are doing a much better job in sponsoring new Candidates.
Brandy Barzman said as an avenue to help people to stay connected in their Church, Tres Dias was suggested as a means to do so during a recent Q & A period at her Bible Study.
Sue Baaden thought a “Tres Dias Informational Breakfast” would be helpful.
Bill Baley offered in the past there had been poor attendance for these types of Meetings, but is willing to do more.
Brandy Barzman was going to ask her Calvary Church about having an Informational Meeting to share about Tres Dias and there were also three Calvary Churches in her local area.
Bill Baley said because of poor attendance at these types of meetings, maybe an Informational Meeting in conjunction with another scheduled event may work better.
Sue Baaden noted Pastors need to understand Tres Dias is to build leaders in their respective churches and not to build leaders for Tres Dias.
Bill Baley reminded everyone the June Election will be on June 20that the OCTD Picnic at Red Hill Lutheran Church. Nominations are being accepted for Community Vice President, Secretary, and Head Spiritual Director. Please submit nominations to Bill Baley as soon as possible.
Sheila Checkley advised a notice should be comprised as who is a “qualified voter” as per OCTD by-laws and will check on voter qualifications.
SOP project for May Secretariat Meeting could not be done, as draft copies were not available to be reviewed.
SOP “Musician Angles” final draft copy was handed out.
Sue Baaden questioned about spouse zapping, because they are not part of the Team, should they beallow them to zap.
Sheila Checkley suggested spouses be in-chapel prayer partners as an alternate to zapping.
Bill Baley said spouse zapping should be decided on prior to the Weekend with the consent of the Rector / Rectora and Head Cook.
Brandy Barzman motioned and Chris Lancaster seconded to accept Musician Angel SOP as written.All present voted to accept.
Brandy Barzman to check with Trish Carter Anderson and Ginny Mouawad on the progress of the “Banner” for the 36thAnnual International Secretariat Assembly in Rockford, IL on July 10-12, which Bill Baley will be attending.
Bill Baley compiled a list of past OCTD Rectors and Rectors beginning with OCTD 01and list was distributed to all in attendance.
01 Gary McCann 02 Sharon Magnuson
03 Ken Hays 04 Venita Shellman
05 Mike Shellman 06 Karen McCann
07 Paul Wright 08 Jill Travis
09 Bob Fender 10 Denese Trebilcox
11 Bill Barley 12 Debra Harrison
13Eddie Mouawad 14 Sue Swarth
15 Bill McKibben 16 Kathy Wood
17 Duane Pettit 18 Felicia Loya
19 Dave Henry 20 Joelle Jungblut
21 Joe Inzerillo 22 Sheila Checkley
23 Bill Baaden 24 Jeri Fender
25 Don Miekle 26 Diana Johnson
27 George Cripps 28 Penny Miekle
29 Ken Johnson 30 Sandy Limacher
31 Bill Brush 32 Donna Clark
33 Chris Lancaster 34 Nancy Romero
Rector’s Report:
Rector, Chris Lancaster, stated he'sin the process of team building for OCTD #33 Core Team and other Team positions and would like to bring back some men who have not served in a while. Chris said Joel Kelly, Pastor at Red Hill Lutheran Church, will be serving as a Pastor on the Men’s Weekend.
Rectora’s Report:
Nancy Romero, Rectora, shared OCTD #34 Core Team and other Team positions are almost completed and the three clergy are Paul Wood, Rita Boyce, and Head Clergy Jim Trebilcox. Nancy also shared Rollista’s Meeting is scheduled for May 2nd, AR’s Training Meeting is scheduled for May 16thand Core Team Meeting is scheduled for June 2nd.
Financial Report:
Treasurer, Sheila Checkley, advised an additional donation of $100 was received toward Rental Shower expenses for OCTD #31 and #32. Also $105 in donations for the Village of Hope were received. $1,000.00 from the All State Grant for our community is still pending. Sheila advised there are currently $1,671.00 Community Operating Expenses pending payment.
A question was brought up in April’s Secretariat asking if our annual OCTD donation had been sent to Tres Dias International. Sheila said not yet, as a statement type form needs to be received from Tres Dias International before OCTD donations can be sent.
Sheila said a P.O. Box should be opened at Mailbox Express in the Tustin area so that a street address could be used instead of a P.O. Box (as provided by the USPS). Bill Baley and Sheila will get this set up.
NancyRomero reminded everyone that at the April Secretariat Meeting, Ginny Mouawad suggested the Secretariat consider a budget for Palanca for the Men’s and Women’s Weekends. After discussion, a base budget for Palanca was suggested to be $300 and additional money based on the number of attendees on the Weekend (similar to how we handle funding for the food budget each weekend). It will be voted on at the next June Secretariat Meeting.
Other Items Discussed as raised by Community Members.

  1. Rector/Rector’s script for the Weekends seems to have some repetitive items. Sue Baaden and Sheila Checkley will review script and submit recommended changes at June Secretariat.
  1. Spiritual Director’s script. Appears to read like we are more of Clergy-lead than Lay-lead Community. Spiritual Directors scripts and the Daily Meditations still lean more to Emmaus standards than Tres Dias. Sue Baaden offered to compare scripts and recommend updates that are used by Tres Dias International. Tres Dias Essentials do require us to use Tres Dias meditations.
  1. More inclusion of Spanish words into our Weekends that are common to Tres Dias, but ignored by OCTD, such as “Abrazo”, which means “hugs”. This is not in our scripts anywhere and OCTD did agree to incorporate more traditional Tres Dias terms as we grew, but doesn’t appear to be happening. Bill Baley asked for scripts and mediations to be reviewed so that small additions like this could be considered and added (as already approved by Secretariat).

Sue Baaden brought up the possibility of bringing ordained men and women clergy, from AZ Tres Dias or other Communities to serve on OCTD Weekends. Bill Baley motioned and Sheila Checkley seconded to explore into that further and to discuss with Head Spiritual Director, Pastor Rob Warmouth any new clergy we may consider for a weekend. The OCTD Community is very short of active clergy for weekends.
Sue Baaden said she would contact AZTD clergy to see who would be willing to consider serving on August Men’s and Women’s Weekends.
Bill Baley stated he would welcome AZTD clergy.
Sue Baaden suggested Pastor Joel Kelly contact “TL” (an Active Tres Dias pastor) at AZTD.
Sue Baaden said Clergy are not following meditation outlines. Bill asked to be showed what was required in the “Essentials”.
Sheila checked “Essentials” #19 which states “All Rollos and Meditations follow the dynamics and outlines authorized by Tres Dias.”
Bill Baley said we are going to look into Meditations and the addition of Spanish words for Weekend scripts.

  1. Those serving on the Weekend Teams are requested to attend four (4) Team Meetings, but attendance of at least one Team Meeting is required to serve on the Team (and this is with prior approval by Rector / Rectora and Secretariat). The exceptions would be for Pilgrims who wish to serve on the Team, who live out of state.

Bill Baley said every exception would be considered on an individual basis and he suggested “face time” or Skype attendance at team meeting and sponsor and Rectora would train with new out-of-state Pescadores for their first Weekend position.
5. Mike Shellman and Penny Mielke, Joelle Jungblut and Brandy Barzman were nominated for the 2015 June Election Committee -pending their agreement to serve.

  1. Essential Training must be scheduled. Sue Baaden will contact Wendy Taylor and Jim Langdal in Arizona and invite them to come to OCTD for Essentials Training with our Community.
  1. A better system for organizing the warehouse after each weekend. Interim Vice President, George Cripps, has been responsible in the past with very little help.

Sue Baaden shared AZTD had a storeroom monitor. Inventory sheets were filled out, boxes numbered, a master list was created. Volunteers are needed and Brandy suggestions Weekend “Angels” be assigned to help with this project.
Nancy Romero reminded everyone Terri Holte and volunteers worked extensively the last day of OCTD #32 to sort and consolidate items in boxes before they were taken to storage.
Other Business:
Community Newsletter: Bill Baley asked for comments regarding the Community Newsletter.
Brandy Barzman said she had received positive comments regarding the Newsletter. And reminded everyone any pictures in the Newsletter are the property of Tres Dias and not be used for any social media or personal use. Brandy also noted the May Newsletter would contain a reminder that nominations are being accepted for Vice President, Secretary, and Community Head Spiritual Director.
Tres Dias Day of Prayer: Date is pending.
Donna Clark will contact Prayer Warriors in the Community to ask who may be interested in being Day of Prayer Coordinator and this request will also be listed in the Newsletter.
Sheila Checkley noted under Tres Dias Meetings By-Laws 4:6.2 states “a daylong meeting of Secretariat to concentrate on prayer and community building will take place once a year and will be led by the spiritual director”
Closing Prayer by Chris Lancaster.
God bless you and yours.
In HIS Service.
Bill Baley, President
Nancy Romero, Secretary
IMPORTANT DATES

May 16 Secuela 6 - 9 PM
May 25 Memorial Day
June 13 1st First TeamMeeting -9 AM - 2 PM

June 20 Picnic and Community Election

June 27 2ndTeam Meeting -9 AM - 2 PM
July 4 Holiday Weekend
July 11 3rd Team Meeting - 9 AM - 2 PM

July 18 Secuela 6 - 9 PM

August 1 4th Team Meeting -9 AM - 2 PM
August 6-9 - OCTD #34 Women's Weekend

August 13-16 - OCTD#33 Men's Weekend

All the above activities will be at:
Red Hill Lutheran Church

13200 Red Hill Avenue

Tustin, CA 92780