Hi Sky Emmaus Community Newsletter

Board Meeting Minutes Summary

Monthly Board of Directors Meeting – January 21, 2010

The Hi-Sky Emmaus Community Board of Directors met at 5:30 p.m. at the Permian Basin Board of Realtors, 1001 W. Wall Street, Midland, Texas 79701 on Thursday, January 21, 2010. The meeting was called to order at 5:30 p.m. by Martha Manulik, Community Lay Director. Larry Bailey, Community Spiritual Director, offered an opening prayer.

New Business

Spiritual Director. It was brought to the board’s attention the concern of the spiritual representation on the board for next year. Paula Brooks has one year remaining; Sandra Fussell two years as well as Larry Bailey. It was suggested to the board that an additional spiritual person be brought in this year to better equip the board when the seasoned members’ term ends.

Board Officers. Discussion was held regarding appointing 2010 officers to the board left vacant due to expiration of term. The following was the result.

• Assistant Community Lay Director: Heidi Anderson
• Secretary: Debbie Baxter

Committee Chairs.

The following persons will Chair the below committees:

• Team Selection Committee: Chair, Iris Hall-Sanders
• Music/Entertainment Committee: Chair, Bill Thomas
• Nominating Committee: Chair, Heidi Anderson
• Administrative Committee: Chair, Dusty Roach
• Gatherings Committee: Chair, Kathy Hagler
• Trailer/Supplies Committee: Chair, Jerry Knous
• Facilities Committee: Chair, Key Simon
• Training Committee: Chair, Heidi Anderson
• Chrysalis Committee: Chair, Alan Barkley

Committee Eliminations. Motion was made and seconded to eliminate the Agape and Fourth Day Committees as the needs are outdated. There being no discussion, the vote was unanimous to pass the motion.

Refreshments for the January meeting to be brought by the board.

Old Business

Board Minutes. The minutes of the November 30, 2009 board meeting were submitted by Carol Hopkins for approval. A motion was made and seconded that the minutes be approved as presented; There being no discussion, the minutes were approved unanimously.

Financial Report. Larry Carroll submitted the financial statement for the period ending December 31, 2009. The year ended with $806.71 less than the beginning of the year. Additionally, there was a question regarding the franchise fee to the Upper Room (whether or not the fee had been paid), after further consultation the board deemed the issue resolved as the fees were paid. Larry also noted in his report that Circle Six had presented contracts which included a rate increase from $125 to $140 per person. Larry Bailey offered four solutions: 1) Negotiate a price with Circle Six; 2) Pay the increase without increasing walk fees; 3) Hold last year’s rate; and/or 4) Increase the walk fees by $15 (except for February/March’s walks). Key Simon was appointed to discuss Hi Sky Emmaus’s contract with Circle Six. A motion was made and seconded that the financial statement be approved as presented; There being no discussion, the financial statement for the period ending December 31, 2009 was approved unanimously.

Music/Entertainment. Bill Thomas presented the board with purchasing a new sound system for the Hi Sky Emmaus Community. He has procured the equipment for the amount of $2642.00 and requested the board approve the purchase. A motion was made and seconded that a new sound system be purchased; There being no discussion, the vote was passed unanimously.

Chrysalis. Wilma Stirl reported to the board that team selection for the Girl’s Chrysalis was held on January 10th. Wilma also reported that the selection went well and team meetings have been set for 6/11-12 and 6/25-26. Todd Friese will be the Spiritual Director. A motion was made and seconded that Whitney Groves be appointed as board representative for the upcoming Girl’s Chrysalis; there being no discussion, the vote was unanimous to pass the motion. Team selection for the Guy’s Flight will be January 31st. Alan Barkley will be board of director’s representative for Chrysalis.

Closing Prayer. Dusty Roach offered a closing prayer.

There being no further business, the meeting was adjourned at 7:20 p.m.

Respectfully submitted,
Debbie Baxter, Secretary

Monthly Board of Directors Meeting – February 9, 2010

The Hi-Sky Emmaus Community Board of Directors met at 5:30 p.m. at the Permian Basin Board of Realtors, 1001 W. Wall Street, Midland, Texas 79701 on Tuesday, February 9, 2010. The Community Lay Director announced a quorum of the board members were present. The meeting was called to order at 5:30 p.m. by Martha Manulik, Community Lay Director. Larry Bailey, Community Spiritual Director, offered an opening prayer.

Update on Sound System: Bill Thomas stated that the sound system was received and is more than is needed. The sound system will be returned to the company and a smaller unit will be purchased.

Update on Contracts with Circle Six: Key Simon spoke with Circle Six and has negotiated the following: The current rates will remain the same through July, 2010, then the rates will increase to $140 per person. Circle Six has asked Hi Sky Emmaus to assist with keeping costs down by shutting off lights and heating/air units when not in use. Additionally, Circle Six reiterated that if a Walk is cancelled a cancellation fee of $1000 should be paid.

Meeting Location: Kathy Hagler had contacted the host church for 2010, First United Methodist, to discuss logistics for the upcoming Community Meeting. Kathy stated that although there was some initial confusion the church (FUMC) is ready for February’s Community meeting.

Potential Pilgrim: A potential pilgrim was brought to the board’s attention who is requesting attendance on March’s Women’s Walk. Due to some personal circumstances, the 17 year-old pilgrim would be unable to attend July’s Chrysalis. Her pastor contacted Sandra Fussell to see if she would be able to attend a Women’s Walk in lieu of a Chrysalis. The question before the board was the pilgrim’s eligibility and the board’s liability by having a minor attend a Women’s Walk. Each board member voiced their concern. The board voted that Hi Sky Emmaus would be in default of their contract with Circle Six if they allowed a minor attend an adult walk.

Closing Prayer. Martha Manulik offered a closing prayer.

There being no further business, the meeting was adjourned at 6:15 p.m.

Respectfully submitted,
Debbie Baxter, Secretary

Monthly Board of Directors Meeting – February 18, 2010

The Hi-Sky Emmaus Community Board of Directors met at 5:30 p.m. at the Permian Basin Board of Realtors, 1001 W. Wall Street, Midland, Texas 79701 on Thursday, February 18, 2010. The Community Lay Director announced a quorum of the board members were present. The meeting was called to order at 5:30 p.m. by Martha Manulik, Community Lay Director. Sandra Fussell, Community Spiritual Director, offered an opening prayer and prayer to the Holy Spirit.

New Business

Chrysalis Report. Wilma Stirl stated that team selection for the Boy’s Flight had been held, a report was furnished to the board. It was reiterated that Whitney Groves would be the board representative for the Girl’s Chrysalis. A motion was made and seconded that Alan Barkley be the board representative for the Boy’s Chrysalis, there being no discussion the motion carried. Additionally, Wilma Stirl will hold board representative training.

Walk Reports

• Jim Sparr stated that Men’s Walk 189 was the Best Walk Ever! He also stated that the men bonded quickly and even though there were a few glitches (team members dropping off at the last minute and talks being written the night before), the Pilgrims were none the wiser and he was blessed beyond measure. A Walk Report was provided to the board.
  
  
• Carol Hopkins reported Women’s Walk #190 had 28 Pilgrims signed-up. Team meetings had already begun and were going extremely well. Carol stated she needed a spiritual director for the Candlelight Service. Pilgrim and Team lists were provided.
  
  
• Kerry Mansour stated he is on track with Men’s Walk #191. The team has been selected and everything is going well. At this time, there are no requests for MW#191.

Board Rep. Ely Kuhlmann needs a board representative assigned to Men’s Walk #193

Old Business

Spiritual Director. Discussion resumed as to prospects for spiritual director(s) to be added to the board. The discussion was tabled for further review the qualifications and education requirements.

Board Minutes. The minutes of the January 21, 2010 and February 9, 2010 board meeting were submitted by Debbie Baxter for approval. A motion was made and seconded that the minutes be approved as presented; There being no discussion, the minutes were approved unanimously.

Financial Report. Financial Report not submitted. Larry Carroll to email next week to the board. The CLD stated that Larry is compiling the actual costs for putting on a walk. When all the information is received the board will discuss an increase to the Walk fees.

Committee Reports

• Gatherings: Kathy Hagler stated she put together a committee to assist with Gatherings and it’s going well. Linda Ireland has contacted a reunion group to provide food/drinks for February’s Community Meeting.
  
  
• Trailer/Supplies: Jerry Knous stated that after inventorying Carol’s Closet, there is an abundance of cups, plates and napkins (need to let future lay director’s know this). Additionally, he has order new candles/holders.
  
  
• Chrysalis: As stated above from Wilma Stirl.
  
  
• Facilities: Key Simon stated he now has the golf carts.
  
  
• Team Selection: Iris Hall-Sanders stated that team selection for the following walks have been set. Women’s Walk #192 (5/18/10); Men’s Walk #193 (6/24/10) and Women’s Walk #193 (7/13/10).
  
  
• Music: Bill Thomas stated the new amplifier has been shipped and will be here soon.
  
  
• Admin/Newsletter: No update.
  
  
• Training: In light of some recent issues on walks, Heidi suggested maybe additional training for ALDs and Board Representatives would be helpful.

Closing Prayer. Larry Bailey offered a closing prayer.

There being no further business, the meeting was adjourned at 7:30 p.m.

Respectfully submitted,
Debbie Baxter, Secretary