Hi Sky Emmaus Community Newsletter
April, 2009
Board Meeting Minutes Summary

Monthly Board of Directors Meeting – February 19, 2009

The Hi-Sky Emmaus Community Board of Directors met at 5:30 P.M. at Permian Basin Board of Realtors, 1001 W. Wall Street, Midland, Texas 79701, on Thursday, February 19, 2009.

Walk Reports

• Men’s Walk #183 – February 5-8, 2009
  Dusty Roach reported his observation of stores before the walk, stories during the walk, and stories and miracles after the walk. He felt that Candlelight was breathtaking and so full. Some of his team members had told him that their own walks were special, but this one was even more so. Dusty remarked that the son “Take Me In” sung during the quiet time service had really impressed him. He reported that he had met the new cook and that there were some food time flaws, which he felt would be soon worked out.
  
  
• Women’s Walk #184 – March 5-8, 2009
  Heidi Anderson reported her team meetings had been going great and that the team members had stood up in chapel time to pray for their pilgrims individually. She announced that Monday, March 2nd would be her cutoff time and that trailer loading would be held on Saturday, February 28th at 1:00 P.M.
  
  
• Men’s Walk #185 – April 2–5, 2009
  Ron Hopkins remarked that he felt Team Selection Committee had done a good job and that he was blessed with the choices and with the team member responses. He advised God had told him we all need to be salespeople for the Lord. Several board members indicated they have pilgrims to get registered. Ron asked if the trailer loading location would be at Circle 6 by the time of his walk and was told the sea container would not be ready that soon. Ron advised the board his first team meeting would begin at 6:00 P.M. on Friday, February 20th and that he would like team training to take place at 7:00 during that meeting. Heidi advised which board members would be there to do that training.

Board Minutes

The minutes of the January 20th, 2009 meeting were submitted for approval. Motion was made and seconded that the minutes be approved, and the minutes were approved unanimously.

Financials

Ken Arnold, former Treasurer, had reported to Dusty Roach that there is a 501(c) 3 issue – that the board needs to file a return, but a new CPA and attorney need to be retained. Larry Carroll advised that he had contacted the bank regarding the signature card for the Hi Sky Emmaus account, that he is in the process of removing Ken Arnold and three other signatories no longer on the board from the account and adding himself. Motion was made and seconded to place Larry Carroll, Martha Manulik, Dusty Roach and Carol Hopkins as signatories on the account, and the motion passed unanimously. Larry will get the paperwork ready for these parties to sign.

Larry reported that all deposits are initially made in a savings account, then transferred to the checking account to cover checks written as needed. Sandra Fussell asked how the Walk Lay Director funds were distributed and suggested that the Lay Directors be given their check at the time of their team selection and allowed to do as they wished – if not used, they can return it to the treasurer. Motion was made and seconded that this be the procedure, and the motion passed unanimously.

Community Spiritual Director Report

Sandra Fussell remarked that we are “writing a book”. God has given us an empty blank page. Our meetings are significant. Acts 28 doesn’t end – the acts of God’s disciples are still being written. What we are doing is important and Sandra urged the board to write in BIG letters. She reported that all 2009 walks now have spiritual directors and inquired whether it was okay to begin asking clergy to work in 2010. She intends to send a list of all walk dates to all clergy so they can check their availability.

Community Lay Director

Dusty Roach said he felt the board collectively has a great demeanor and that it is an incredible group. He encouraged all and stated that commitment is paramount. Dusty suggested that in May, when we have a window of no walks, we might contact all past Walk Lay Directors to come to the May Community meeting and all bring their walk crosses. We would proceed with conducting business as usual at that meeting, but have the background of crosses and use the opportunity to re-engage those who have not been involved as much lately.

It was reported that there were two scholarship requests at $50 each. The requests were tabled due to a lack of documentation as to the recipients. Henceforth, scholarship requests should be presented by the Registrar to the Treasurer and the Community Lay Director.

Committee Reports

• Gatherings – Carolyn Arnold questioned what had happened to the “old school” theory of everyone bringing food for fellowship following Community meetings. We need to encourage all community members to bring something. Dusty will announce this at community meeting. Larry Bailey advised that another community he had been in started their community meetings with refreshments, instead of holding fellowship after the meetings. This was discussed for Hi Sky Emmaus and agreed that we would try it. Dusty Roach will ask the community about this for March.
  
  
• Trailer/Supplies – Jerry Knous reported that supplies were pretty well stocked before Men’s Walk #183. Rolled paper had been donated and two men in the community are going to begin work on Carol’s Closet. There are enough lanyard crosses for the next two walks. Barbara Willis asked about the supply of Chrysalis crosses. Heidi Anderson suggested that the post-walk Clean Up form needs to include the location for storing various items at Circle 6.
  
  
• Fourth Day – Martha Manulik advised she would have something on the chairs at community concerning reunion groups. Sonny Self, who maintains the reunion group listings, is to speak to community in that regard – how to update and keep current.
  
  
• Chrysalis – Barbara Willis reported Team Selection for both 2009 Chrysalises had been completed. Chrysalis advisors, Alan Barkley and Kerry Mansour, were brought in to help. Barbara asked how we could get the caterpillars from the Chrysalises involved in the community. Dusty Roach said the board will support Chrysalis totally, and he had contacted Rainbow’s End, Scenic Mountain and Snyder communities regarding supporting / combining Chrysalis communities. Barbara also remarked that scholarships are really needed for Chrysalis because so often the parents may not have been on a walk themselves and so do not understand paying a $150 fee. Barbara asked to be included on the Community meeting agenda so that she could request community members to “adopt” a caterpillar, or even pilgrims on walks.
  
  
• Team Selection – Iris Hall-Sanders reported that Team Selection had met January 29th for Girls Chrysalis Team Selection at Wilshire Park Baptist Church. The committee had met again on February 17th for Boys Chrysalis Team Selection. The committee will meet March 12th at Wilshire Park Baptist Church at 6:00 PM for a team building / planning session. The committee will meet again March 26th at 6:00 PM at Wilshire Park Baptist Church for Team Selection for Women’s Walk #186.
  
  
• Music/Entertainment – Bill Thomas advised that a music team was not yet lined up for the February Community meeting. He advised the music speakers need help and he is looking for a donor for music equipment and is checking prices. Bill may announce this need at February community meeting.
  
  
• Nominating – Larry Carroll reported he is looking at dates for the next nomination process. Barbara Willis requested that Chrysalis Lay Directors be nominated considerably earlier.
  
  
• Administrative – Tim Harris advised future board representatives on walks to watch team members and pilgrims on Thursday nights during new best friend introductions, to de-emphasize church affiliations before it gets out of control for the entire weekend. This should be a training item at team training.
  
  
• Training – Heidi Anderson reminded all that another session of Lay Director training would be held on February 28th from 8:00 AM to Noon at 6 Desta Drive, Suite 5300. Dusty Roach and Carol Hopkins are to assist Heidi with this training. There will be a follow-up training session scheduled later.

New Business

• Scholarship Protocol - A “full” scholarship is $50. It is not the Registrar’s responsibility to get clergy signatures on registrations, but is the sponsor’s responsibility to have the registration form complete. Peg Geer, Registrar, can let the sponsors know that she can scan or email the registration form back to the sponsor to complete anything that is missing. Sponsors may need to be further education, which could be done in the newsletter or in the FAQ section of the website. Sponsors can try asking their reunion group or the board or Walk Lay Director before asking for a scholarship on the registration forms. This is all in clarification, not changing any policy.
  
  
• 2010 Dates and contracts – Dates for 2010 dates were discussed again. Rather than holding any walks in August, we will try to secure dates in September, October and November, with June and July Chrysalises.
  
  
• By-laws Revision Discussion – This was tabled for a later meeting. Dusty Roach suggested an all-day Saturday meeting to more fully discuss issues that might affect our current bylaws and procedures.

Old Business

• Database – Jimmy Smith had asked Beki Moorehead about the status of the database for purposes of his monthly reminder cards, and was advised there were still a few glitches they are working through, but it is almost ready.

The next board meeting will be on Thursday, March 19th, with the next Community meeting being on March 24th.

There being no further business on the agenda and no further business raised, motion was made and seconded that the meeting be adjourned; and Dusty Roach adjourned the meeting at 7:35 P.M.

Respectfully submitted,
Carol Hopkins, Secretary