Northwest Georgia Chrysalis Board of Directors Meeting June 15, 2002 Dickson Lester Karl Zeggert Melanie Largin Wendell Barnes Clay Settle Kathy Earwood Joel Davis Mike Dunbar Skip Mitchell Stacey Tyska Cande Taylor Matthew Lewis Debra Chinworth Erica Chinworth Sonny Moon Ed Beacham 1. Opening: Meeting presided over by Wendell Barnes, Chairperson. Opening prayer was offered by Dickson L at 1:05 pm to begin the meeting. 2. Minutes: A. May, 2002 minutes and agenda distributed B. Noted changes that need to be made - Karl?s name spelled wrong ? Matthew?s name spelled wrong ? Lupus spelled wrong. In section 4E ? Karl was the one who made the motion. Debra Chinworth made the motion to accept the May minutes with changes noted- Mike Dunbar seconded the motion and all present voted in favor. 3. Treasurers report: Given by Wendell Barnes A. Balance as of 06-12-2002 = $5,548.15 This "includes" outstanding check for $700.00 (check has not cleared our account) This "does not include" $200 in Cash ( The cash is for the Weekends). So far, team fees for both men and women total $5,015.00 65 total people have paid (33 men and 32 women). Ed reports that sometimes it is difficult to match up who has paid because of the way the checks are written. Suggestion, on all checks in the "for" section please have each name clearly printed. Also, cash is hard to track. Projected Weekend cost is around $12,000.00. Cost just for King?s Retreat is $3000 each weekend. B. The Emmaus newsletter contained a good page for Chrysalis that does include a message about scholarship money. Per Melanie, 80% of checks will come in at the weekend at sendoff. Currently we have 34 across all weekends. 6 Flight and 4 Journey (guys)? 21 Flight and 3 Journey (girls) The assistants needs a list at the beginning of the weekend of who hasn?t paid and need to remember to ask persons for the dollars. C. Discussion followed: Sonny suggested that we need to make ourselves more visible to the Emmaus community- Stacey says we need to meet with the gathering ? Hoots need to be at the same place as gathering ? Joel ? says the magic combination hasn?t been found to bring the two groups together. Beau needs to work with John Timms and see what churches can handle the amount of people for combined Hoots and Gatherings. 4. No chairman?s report: 5. Lay Directors? Reports: A. Dickson Lester: stated that Satan was certainly attacking ? on the flight itself he has had 10 people drop from the team and approximately 20 rearrangements on flight team structure. He does have two extra table leaders which he will move to asst table leaders ? will have total of 3 tables ? God is still working because things are coming together ? as far as combining for talks etc. Keeps going back to what Charles F said about being flexible. He would like to combine conference rooms for flight and journey ? with ages together at tables. Has a couple of people who will come up to work in kitchen or as guardian angels ? will request donation instead of team fees if they don?t stay the whole weekend. Still need to be cautious of persons who don?t want to come to team meetings. B. Ed Beacham: is very shorthanded on his team. ? Joel asked if the Board can give them the authority to combine if necessary. Some things will still be split but if they need to combine if they can. The talks done by youth will be given by different persons and on different levels but adult talks will be same for both flight and journey. Joel Davis made the motion to give Lay directors authority to combine conference rooms as needed ? Sonny Moon seconded and all present voted in favor. The motion was made to cover both weekends. Melanie Largin reminded all to make sure that we have more than one caterpillar at a table. C. Kathy Earwood: stated that she had an opportunity to give out an application at GA Tech but because of Kathy?s position ? she has to forward to some one else. Melanie handled for her. Still need music persons ? always use more kitchen ? guardian angels will be doing double duty in kitchen. Kathy has persons on the list that have not showed up to team meetings. They need another adult to help with music. Dickson has person who might work. Question brought up about what about having a male adult on girls weekend? If at all possible we need to have female. Kathy stated we had voted on Conference room criteria ? must be married above age 30. Vote Stacey made the motion we be allowed to use persons of opposite sex (coed) to serve on Journey and Flight weekends for music and kitchen teams if age 25 and married or over 30) if positions can not be filled otherwise. Joel seconded. 13 present in favor ? 1 opposed. D. Melanie: still needs youth assistant director. Is it required that we have a youth lay director? Nashville doesn?t have that position. Melanie would like to use the table twigs to make announcements about speakers - introduce speakers and light candles and moment of silence Will ask someone from the kitchen to make a talk ? last talk of the weekend. Question raised that if we have two separate conference rooms ? do we have equipment for both conference rooms. Sonny is setup for Board responsibility.- He will do for both weekends. Debra and Erica ? equipment setup for candlelight. Need to coordinate to take inventory of supplies ? Stacey and Skip did a food inventory ? Stacy did order supplies ? from Cokesbury ? Stacey will go ahead and get poster board etc. Stacey will check on bells for the weekends. Candlelight will be 9pm with the community gathering at 8pm at Burnt Hickory UMC. 6. Committee reports: A. July 20th set date for follow up and hoot ? same day as gathering at 5 pm ? location ? Adairsville Need to make sure we have paper in bags about the location ? Joel ? Beau ? Nicole to handle. B. Warnings from Wendell: 1. Nominations need to be made - in October. Keep eyes and ears open at weekends. Cande will make a list of positions that will be vacated. 2. In July we will need to start team selections for Lay directors for next Flight and Journey. 3. Reminder about next years weekends ? July board meeting we will determine how the weekends will be divided. C, Food: Skip stated that the pantry at King?s Retreat is listed as Emmaus ?North GA or Northwest GA. There is a section that now shows North GA Chrysalis ? but no section for NW GA Chrysalis. Larry Mahle has agreed to let us share with Emmaus for the weekends. Emmaus Board has not voted on this yet and an inventory needs to be done ? leftovers will be marked for Northwest Georgia Emmaus/Chrysalis Request needs to be made to the Emmaus board. Sonny will propose motion to Emmaus board this evening. 7. Old business: A. Tabled from the last meeting ?Standing rules and By-laws revision committee: Wendell, Erica, Joel, Nicole, Cande, Stacey, Sonny ?The first meeting for this committee will be August Board meeting (Aug 17) before the regular Board meeting. B. Lay Directors manual committee: Becky Davis ? Melanie ? Susan Davis- Wendell will contact. C. Susan Baldwin has the email list ? tabled D. Service records updates ? Becky and Melanie working on list. Ed has spreadsheet ? Dickson suggested Michael Alred. Missing ? Journey #2 women. Melanie will email to Cande and Cande will look at it to adjust it. Will take to lay directors to update for questionably. E. Kathy suggested we have a pastors luncheon ? to explain Chrysalis to them ? probably needs to be in January. Will put on the agenda for next month for discussion. F. Sonny made the motion to extend meeting 15 minutes. Skip seconded, and all voted in favor. G. T-shirt discussion: ? Executive committee made decision on t-shirts to take orders and get the money in hand for generic t-shirts (with no verse) ? T-shirts have been ordered. Melanie is taking reservations ?caterpillars are covered first. and the t-shirts will be put in bags. It would be a good idea to promote this at sendoff. Melanie to create an order form to be used. Another order capability could be at candlelight or gathering. Main problem about the T-shirts stemmed from money. Skip made the motion that generic t-shirts be developed and made available to team member and caterpillars ? at a charge of $15 with a cost of $7.50 Karl seconded ? all present voted in favor. 8. New business: A. Application minimum qualifications: 15 years old or completed 9th grade.- Dickson has guy ? who is not 15 from Kenya. We must continue to enforce the rule for everyone. B. Candlelight details were not in the newsletter ? but they are in the sponsors letter. Someone needs to make sure that it is brought up at gathering tonight. 8 for communion 9 for serenade. Burnt Hickory for both. C. Skip stated that our problems seem to stem from finances and marketing ?Why not hold a Chrysalis board member retreat to plan the whole year. Item was tabled and will be discussed at the next meeting. D. Ed B created a spreadsheet ? assigned a value for team fees. We will be short dollar wise and we need to beg for scholarship and donations. E. Next meeting will be July 20th Prayer requests: Karl?s grandson Mike D new appointment Skip?s new appointment Mike? mother in hospital Mike son?s wedding Dickson ? daughter is baptizing grandson ? however, gravitated back to the bad guy. Stacy Reid Winnie and Joey Paulson Christopher James Bert Love ? fell ? 17 stitches Cande ? school Weekends Family of the Threlkelds Humphrey - seminary ? had a job ? government dropped work visa. Lance will be making some changes. God is leading him to mission ? will be giving up Emmaus and chrysalis. Closing prayer given by Mike at 2:54.