From: To: Subject: Secretariat Minutes 3.02 Date: Saturday, April 27, 2002 7:06 PM Steve: Here are the minutes for the March meeting of the Secretariat. They are not approved yet. That won't happen until the May meeting. God bless, Joe Nanus Minutes Secretariat Diocese of Texas 16 March 2002 Persons present included: Douglas Strub, San Jacinto convocation, Kyla Smith, Northwest convocation, Harrison Jordan, Southeast convocation, Dr. John Graham, Spiritual Director, Joe Nanus, Austin convocation, Sally Hibbeler, Lay Director, Pat V. Barth, San Jacinto contact, Anne Sundquist, Registrar, Randy Patterson, Treasurer, and Linda Patterson, Closing chairperson. The members present broke into floating group reunions. Following Grouping, the members assembled and made self-introductions. Attention to the minutes: motion, Graham/Jordan, to approve minutes as distributed. Motion passed. Treasurer’s report was reviewed. There was general sentiment that all convocations should be reported in the giving report even if some have not made a donation to the diocesan movement. Randy indicated that he would include all convocations in future reports. Motion, Nanus/Jordan to accept Treasurer’s report. Motion passed. Registrar’s report: Registrations were down on weekend #193. Dr. Graham asked if it wasn’t possible to post information on the weekends sooner, as soon as possible. There was a lengthy discussion of what had been done in the past and what the perceived policy of the Secretariat regarding the timing of releasing of the name, etc for a weekend. Anne indicated that the policy was to post the name of a weekend after the closing of the previous weekend. Joe Nanus brought a concern from the Austin convocation contact person, Steve Ryder. Steve, through Joe, expressed concern that the Convocational contacts were not notified about the participant list for #193. Anne indicated that the information was sent to all by e-mail. Steve was also concerned that the list was posted as a Graphic Interface Format (GIF) and cannot be copied. Anne indicated that her understanding was that the list was posted exactly as it had been in the past and she will check with David about this. She understood it was a Word document. The Secretariat began what was noted to be the “Retreat Phase” of the meeting. In this portion, several areas that had been identified previously were submitted for more lengthy discussion and possible resolution. The Agape, on Saturday evening of the weekend, was discussed. The members present were attempting to discern several things about the Agape and the way it is done on the weekend. Among these were: Definition of Agape Purpose of Agape Who administers Where is it to be held? Length of the Agape. There was general agreement that the policy is that the Agape is to last no longer than thirty minutes. There was little agreement on any of the other questions. After a lengthy discussion, Motion, Graham/Jordan that the Lay Director name a committee of two persons, one to be clergy, to look at Agape and report their recommendations to the Secretariat for inclusion in the Rector’s Manual. Motion passed. Sally asked Rev. Dr. John Graham and Anne Sundquist to be the committee. The question of continuing weekends at Camp Site III was discussed. The cost to the movement and to the participants is less. We will continue to have one weekend a year at Camp Site III. The problems caused by a participant being ill during the weekend were discussed. There did not seem to be any guidance needed for teams. Contact of the Sponsor or the clergy for the parish was recommended. Decisions and actions will need to be taken on a case-by-case basis, by the people on the scene. A discussion of member replacement on the Secretariat was held. The consensus was that we need to educate people about the Secretariat, introduce Secretariat members at closings and list them in the newsletter. Also publish the guidelines for Convocational Representatives (Secretariat Members) in the newsletter. H. Jordan was asked to submit a proposal to the Lay Director before the next meeting. A discussion of the intent of the scholarship funds the movement has in the treasury followed. This was based on the appeal for three team member scholarships at a recent weekend. Previous action by the Secretariat was cited that the intent was for candidates only. Motion: Smith/Jordan to amend policy to include team members if appropriate procedures for seeking all alternate sources of funding have been exhausted, maximum of 3 for participants and 3 for team members. Motion passed. Motion: Jordan/Graham to provide $1000 in budget for scholarships. Motion passed. Motion: Graham/Jordan to donate $700 to National Episcopal Cursillo as our annual giving to support the movement. Motion: Nanus/Jordan to accept the proposed budget as amended. Motion passed. The need for higher visibility of the lay leadership at Closings was discussed. Also the summary for the Closing is to be a summary of the Sunday talks to give the participants an opportunity to review these talks as they have on the other two days. Rev. Dr. John Graham indicated he would work to get more visibility of lay leadership at the closings and would make sure the next team leader is aware of the subject of the table summaries at Closing. There was also discussion about the need for higher visibility in the Texas Episcopalian; such as, schedule of Cursillo weekends posted in the Diocesan calendar. That assignment was given to Pat Barth. Also, a recommendation was made that perhaps our bishops and/ or clergy could write an article for the TX. Episcopalian to promote Cursillo. The meeting was adjourned with prayer. Respectfully submitted, Joseph M. Nanus Acting Clerk