Northwest Georgia Chrysalis Board of Directors Meeting July 20, 2002 Debra Chinworth Sonny Moon Kathy Earwood Beth Baldwin Clay Settle Karl Zeggert Wendell Barnes Susan Baldwin Ed Knight Skip Mitchell Beau Swafford Erica Chinworth Nicole Matthews Katie Payne Cande Taylor Ed Beacham Susan Davis Joel Davis Becky Davis Stacey Tyska Melanie Largin Larry Rigdon (visitor) 1. Opening: Meeting called to order at 1:03 pm and opened with prayer offered by Katie Payne. 2. Approval of Minutes: June minutes were distributed via email. Karl Z made the motion to accept - Beth seconded – all present voted in favor. 3. Treasurers Report: A. Ed distributed copies of budget figures. Projected balance is in the negative – Ed said we actually did better than he thought we would. Katie volunteered to pay for Pizza at the Hoot tonight. Joel stated that the dog tags started out as a gift from the lay director. Ed never got the bill on dog tags – not sure about who should pay for them. Aprons listed as an amount owed are already paid for – scratch thru $60. Page 2 of the budget report is to show the costs of the weekends. A lot of people paid – but we didn’t have enough team or caterpillars to cover the actual cost of the weekends. Ed would like to see positive in the budget if possible. Not included in the weekend cost was the cost of the pictures – Joel gave as agape. For budgeting purposes the cartridges cost about $72 – sheets of paper $20 – cost for one weekend of pictures - $100 estimate in addition to time spent to produce. . We must pay bill for Kings’ retreat – but we don’t have the money to pay. Suggestion was made to offer to pay as much as we can – possibly have $5000 to pay. Katie Payne reminded us that back during the construction flight, we did not accept the offer to refund our money – Wendell will check and see if King’s retreat will honor that offer now. Becky Davis made a motion we ask King’s retreat and NG community to honor offer from the past and be able to apply that balance toward what we owe this time. Ed Knight seconded. All present voted in favor. 4. No Chairperson Report: 5. Committee Reports: A. Follow up and Hoot: The July gathering was cancelled. A big thank you to Skip M and Ed B – for stepping up and getting the hoot switched to Waco. Beau – Katie and Joel taking care of follow up – reunion groups etc. Food taken care of . Two fourth day speakers and there should be persons present to take care of music. Nicole is giving one of the 4th day talks. Schedule –worship needs to start at 5 – sharp. Need to be out of sanctuary by 6:15 per Skip because at 6:30 an annual event starts in the sanctuary – Midway will host the Hoot in September (21st). We need to have more hoots. Especially if we do separate weekends – we need to bring everyone together. B. Nominating committee: Karl Z– there will be people who will be rotating off. If you have only filled out a term – you can be asked to stay. Those rotating off are: Wendell; Mike D; Billie F; Melanie L; Sonny M; Beau S; Chelsea M; Beverly M Beau is interested in re-election Karl will contact, between now and next board meeting, Mike, Billie, Beverly, Chelsea and see if they want to stay on the board. The Setup/registration/chairperson must be replaced – Wendell can stay as immediate past chair person. Skip may want to change position on the board. Lance is asking for resignation. Rules ask for ordained minister in each class – Tim Gant might be interested – Jim Moore is also possibility. Head Spiritual must be ordained. Ken Culp is retiring – so Karl may approach him. We all need to send feelers out. The slate must be presented at October meeting Cande to email Charles about what class – We need to provide a list of names for Karl – no more than two per class from same church. Some suggestions included: Megan Able Renee Bowen Dan Worley Pat and Sandra Stephens Thea Stallings Mike Shearon Jonathan Steele Mike Cavin Aubry Ruland Ben Lewis as a youth – Susan Davis Billy Murdock Mike Patelles. C. Team selection: We must have 4 directors no matter what the configuration of the weekend. Qualifications are that they must have served as ALD – given at least two talks – chrysalis or Emmaus and served in the kitchen and as a cha or twig Miscellaneous Reports: Suggestion to recycle worship books Some T-shirts left – 5 to 10 – possible revenue. $15 each - D. Flight and Journey: 3 board rep reports: Susan read her report. (passed out copies) Sonny read his report. (passed out copies) Sonny added a comment about separate weekends – personally feel they are better – but if it causes a problem with getting youth participated – maybe need to combine. Wendell read his report. (Wendell will email me his report.) Weekend dates have already been selected – last two weekends in June, 2003 (19-22 & 26-29) We need to start asking churches to plan around those weekends. Beau asked if these dates rule out YAC in January – Answer is Yes. Poor attendance issues for YAC - not the time of year – We have tried Thanksgiving – MLK – June – all low attendance. Need to do a better job of publicity for YAC – 5. Old business: A. Nicole would like to be excused from the bylaws committee – Wendell, Erica, Joel, Stacey t., Cande, Sonny – will meet at 11:00 am August 17. B. Lay directors manual committee: Becky, Melanie, Skip, Susan Davis – Tiffany Cavin as a possible youth Will meet at 2:30 pm August 17. C. Question on the status of email list – It is embedded in team list – Becky has been working on it. Need lists from each churches – current addresses and phone numbers. List does not have Journey 2 - Wendell asked for a volunteer to contact Emmaus board about obtaining the Emmaus email list – Sonny will follow up and get to Becky D. Skip mentioned planning a retreat for Chrysalis Board – because of all the difficulties we have had recently. Should be after mid November – possibly do a joint board retreat during January – MLK weekend maybe a Friday night and all day Saturday. Skip M will work on set up – January 10th and 11th in lieu of board meeting for January. 6. New business: A Larry Rigdon– next year is 25th anniversary for Emmaus (passed around logo design)– License tags creation - We have permission from Nashville to only sell it within the community. Made from metal or plastic - $5 a piece to make and we could sell for $12. Larry’s brother will be doing these tags. Sonny made a motion that we allow Larry to create the tags for our community - Ed K seconded. and they will be used as a fundraiser for community. They can also create key chains or bumper stickers or what ever we want. One stipulation is that the community name must be on the logo. (Sonny made motion we extend meeting for 15 minutes – Skip seconded.) B. Nashville has a training weekend scheduled for Chrysalis. C. Emmaus board would like to schedule an executive board meeting with our executive board. Wendell will contact us individually to set up time. D. Melanie L stated that there must have been a mix-up in communication because Jean did not know we were definitely scheduled for the two weekends we had the flights and journeys. E. Suggestion was made for the Board to come up with general guidelines if we have to combine weekends – for both lay directors and by laws. F. Request from the Upper room – serve Communion only one time a day – We need to understand the why – Wendell will check on it. G. Karl Z – Jamaca Walk #1 Need funds – looking for donations – leave Oct 22 -27 – 27 thru Nov 1 Next meeting is August 17 with By laws committee meeting at 11 Lay director manual committee meeting at – 2:30 Prayer requests: Sarah Payne Men’s and Women’s walks School starting Funds Meeting was closed at 2:47 pm with prayer offered by Beau S.