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

Monthly Board of Directors Meeting – May 28, 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, May 28, 2009.

Walk Reports:

• Girls Chrysalis Flight #42 – June 11-14, 2009
  Barbara Willis reported she felt the Chrysalis team was well balanced for experience and non-experience.  She asked if the closing ceremony should be conducted using the new or old liturgy and was advised we would have new Chrysalis worship books available for closing, but would need to be picked back up.  Barbara indicated she currently has 23 caterpillars, but not all are fully registered. 
  
  
• Women’s Walk #186 – July 9-12, 2009
  Iris Hall-Sanders advised that after giving her report to the community on Tuesday night, one team member had dropped; another team member (ALD) has since dropped.  Barbara Willis suggested a replacement in the ALD position.  Iris advised her team meetings would start on Friday, May 29th and again on Saturday, May 30th.  She said all is wonderful and thanked the board for its help.

Board Minutes:
The minutes of the April 23rd, 2009 meeting were submitted by Carol Hopkins for approval.  Motion was made and seconded that the minutes be approved as submitted; and the minutes were approved unanimously.

Treasurer’s Report:  Larry Carroll, Treasurer, presented and explained the financial report for the month of May 2009, including the Balance Sheet, Profit & Loss Statement, and Statement of Cash Flows, and remarked that finances had about broken even. Motion was made and seconded that the financial reports be approved as submitted, and the financial reports were approved unanimously.

Community Lay Director:  Dusty Roach thanked the board for its support in the loss of his mother.  Dusty raved about the turnout for and success of the May community meeting and all the former members who were present.  He remarked that there is lots going on and a lot has been accomplished.  He reported that the vent holes had been cut (and covered) in Carol’s Closet and that the vents would soon be going in.  Two guys are lined up to sand the container in preparation for painting.  Caliche will be hauled for a ramp.  A thermometer was placed in the container to test temperatures for purposes of what items can and should not be stored there.  His final remark was to not let the bad guys get us down, that Satan continues attacking, but is losing.

Committee  Reports:

• Gatherings – Carolyn Arnold mentioned that, while we had tried to hold our fellowship and food gathering before the community meeting, there were still people in the area after the meeting also.  We need to remind the community not to take food into the sanctuary.  Jerry Knous pointed out that having the fellowship first, at least this time, seemed to make the Babe Chicks late for their meeting.  Dusty reminded board members that the trash needs to be taken out; perhaps we can delegate that to different reunion groups each month.
  
  
• Trailer/Supplies – Jerry Knous reported that Jerry Fussell stands ready to put shelving into Carol’s Closet.  He will be ordering another supply of the new purple worship books and asked if we would continue to have them available for sale/donations at community meetings, which we will. 
  
  
• Fourth Day – Martha Manulik remarked that we are still struggling with sponsors and pilgrims coming to community meetings.  Dusty Roach suggested that we appeal to the Walk Lay Directors to get sponsors to bring their pilgrims to the meetings.
  
  
• Team Selection – Iris Hall-Sanders reported the Team Selection Committee meeting to select the team for Men’s Walk #187 (Jack Harvey, Lay Director) was held May 7, 2009.  Team members for the walk were selected and Jack Harvey is to begin calling those selected.  It was suggested, and Iris will contact Sandra Fussell to get an Assistant Spiritual Director for the walk.  It was also suggested that copies of the last lists of women’s and men’s walks be available at Team Selection committee meetings.  At the end of the meeting, Beki Moorehead and Brenda Smith resigned from the Committee, and both were asked to email Dusty Roach with their resignations.  It was further suggested that whoever takes over the database be on the Selection Committee.  Jimmy Smith will remain on the Team Selection Committee.
  
  
• Music/Entertainment – Bill Thomas remarked that the musicians at the last community meeting were new members of the community.  He stated his goal is to get people back involved.  The question was raised whether the community owns a keyboard, which it does not, and it was suggested that an offering might be raised to buy one.
  
  
• Nominating – Larry Carroll reported he had good response for the nominations for 2010 Walk Lay Directors and had a few nominations for Chrysalis Lay Directors.  He suggested the board have a special meeting to discuss the nominees and select those Lay Directors so that we could contact those selected as to whether they would accept the positions and make the announcements at the June community meeting.
  
  
• Administrative/Newsletter – Carol Hopkins advised that the May newsletter was currently on the website.  She further reported that there is now a Chrysalis Lay Director History on the website, like there is for walks, thanks to Anita Springer. 

Old Business:

• Spiritual Director issues.  Heidi Anderson raised a concern as to our risk in using uneducated spiritual and assistant spiritual leaders who might misguide pilgrims during a walk because they might be unprepared to counsel.  Carolyn Arnold reminded all we must be careful not to dispute whom God has called. Jerry Knous suggested the matter be tabled until Sandra Fussell, Community Spiritual Director, could be present.  Tim Harris reminded all we had not decided to not follow the Upper Room criteria for spiritual leaders, but had reported to the UR that we could not.  Larry Bailey referred to the question-and-answer session after the Means of Grace talk, which often requires spiritual readings.  He reminded us that the SD/ASD answering any questions can refer the pilgrims to their own pastor. Martha Manulik said we need to trust in Sandra’s selections.  Dusty Roach said he may talk with other communities on these issues.  Larry Bailey suggested no decisions be made now, but apprise Sandra Fussell of the concern; have a small committee discuss the matter and go line by line through the UR criteria.  The matter was tabled.
  
  
• Team Selection Committee Vacancies.  Martha Manulik asked if there was no policy on committee roll off procedure.  We need to place the Team Selection Committee first in order on the bylaw policy review.  Tim Harris remarked we need to try to keep an equal male/female membership on the committee.
  
  
• 2010 Walk Date changes.  When the prior selection of 2010 walk dates were presented to Circle 6, two of the dates were not available and we were provided with optional dates.  Motion was made and seconded that the new dates of March 18-21, 2010 and October 14-17, 2010 be approved, and the motion passed unanimously.
  
  
• Chrysalis.  Barbara Willis felt that the Chrysalis flights need to be planned two years out.  She further suggested that there be a Lay Director-In-Training, as well as the Lay Director on each Chrysalis.  Larry Bailey recommended that a committee or task force be formed to discuss the future of Chrysalis, what needs to be done to make it successful, and come back to the board.  There was further discussion about once again attempting to join with other area communities for more successful Chrysalis events.
  
  
• Database.  Heidi Anderson is supposed to get the database in its current state from Beki Moorehead, hopefully in the next week.  Tim, who works with Holly Ingmire, will ask Holly to get the data base to Heidi.
  
  
• Reunion Group updates.  Martha Manulik reported she had talked with Sonny Self who had advised that the groups had pretty well been brought current.
  
  
• Books for Grow Through Study Talk.  Larry Bailey felt we need to press to have a first class book table for every walk.  In his former community, the board representative would order/buy books (even if on the honor system – pay later) from the Upper Room for pilgrims to buy on their walk, which would be kept for 30 days (or longer), and those that did not sell could be returned to the Upper Room.  Comment could be added in the pilgrim letter that there will be an opportunity to buy books so that they might bring money with them to the walk. 

New Business:

• By-laws Task Force meeting – No progress had been made on this matter. Martha Manulik asked who wants to serve on a sub-committee in this regard.  Heidi Anderson, Martha Manulik, Carolyn Arnold and Tim Harris will form this sub-committee.
  
  
• Letter from Minda Pfeil/Marfa New Community.  Dusty read a letter he had received from Minda Pfiel, formerly of the Marfa Emmaus Community, who had asked about how to form a new community.  It was suggested that Minda find out how much interest there was first; then we could help start that new community.  It was further suggested that she contact the Upper Room.  Larry Carroll was to get name of people in the Alpine area whom he knew were interested.
  
  
• Babysitting for Candlelight and/or Closing.   Tom Brock, who had recently moved to Midland from a Kansas Emmaus community, had suggested the possibility of babysitting during the Saturday night candlelight services and closing service, which might draw more attendance by those with small children.  Martha Manulik will look into this with Tom Brock.
  
  
• Other  
  
  Heidi reminded the board that we need to order the new Lay Director pages from the Upper Room.
  
  It was also suggested that, since some community members have the old worship books and others have the new, we need to have a power point presentation with the service liturgy for the community meetings.

Closing.
Larry Bailey offered a closing prayer.

The next board meeting will be on Thursday, June 18, 2009, with the next Community meeting being on June 23rd.

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 8:01 P.M.

Carol Hopkins, Secretary