G_olden Spread Emmaus Board of Directors Agenda December 11, 2014 Potter County Sheriffs Office

Transcription

1 G_olden Spread Emmaus Board of Directors Agenda December 11, 2014 Potter County Sheriffs Office Call Meeting to Order Opening Prayer Introduction of New Board Members Thank You to Outgoing Board Members Treasurer Report Minutes Approval Walk #243 -Tammy Laughlin LD Walk #244-Tom Parr LD Walk #245 -Janet Bilyeu LD Chrysalis Update Safety Issues at Ceta Canyon Nominating Committee Update Technology Updates Community Locations for 2015 Other Discussion Olivia's Angels Christmas Tree Donation Thank you card from Lee Carter Closing Prayer Mitch MikeB Mitch Mitch David Carolyn Lisa Mitch Pam Jaci Mike Pam Carolyn Carolyn All Jim

2 Golden Spread Emmaus Board of Directors December 11, 2014 Potter County Sheriff's Office Present: Mitch Woodard, Brian Thomas, Carolyn Hurt, Pam Stork, Sharon Alexander, David Dzik, Jaci Chadick, Brenda Wilhite, Carol Roller, Jim Crossman, Lisa Crossman, Ed Hill, Mark Wood, Mike Richardson, Tom Parr, Mike Brunson, Janet Bilyeu, Deborah Erwin Absent: Martha Duke, Kurt Oheim, Donnie Allred, Walt Marlett, Scott Sims Guest: Roger Radney - Men's Registrar Meeting called to order by Mitch Woodard Opening Prayer given by Mike Brunson As an appreciation to all board members, a special Christmas dinner was catered tonight by Dyer's Bar B Que. Introduction of New Board Members Mitch welcomed the new board members: Scott Sims, Mike Brunson, Tom Parr, Janet Bilyeu, Deborah Irwin and Ken Haney as Community Spiritual Director Thank you to Outgoing Board Members: Mitch thanked the outgoing board members -Sharon Alexander, Martha Duke, Walt Marlett, Jim Crossman for their service to the Emmaus board. The Board of Directors also presented Mitch and Donnie with a gift card for their dedication as Community Lay Director and Community Spiritual Director. (Donnie was not present so his gift card will be mailed). Treasurer's Report David distributed copies of the Balance Sheet and P&L Sheet as of November 30, David gave a brief overview for all the new board members on how our Balance Sheet and P&L Statement are calculated. Some of the highlights included that we have an interest bearing checking account, we pay The Upper Room $13.00 for each Emmaus Pilgrim and $10 for each Chrysalis pilgrim. We carry insurance on the Emmaus officers and board of directors and we also have an event policy that covers the community at Send Off, Candlelight, Closing and Community Gatherings. He receives the insurance bill in January and then spreads it out on a monthly basis for the entire year. Prepaid Men and Women accounts are for all the pilgrims that have paid but not yet attended a walk. We also have a reserve account for the Book Table to help cover the costs of books if pilgrims do not have funds to purchase books on the Walk. Our Scholarship account covers general scholarships, Dave Clark scholarship, and Faith City Missions scholarships. These were all combined into one Scholarship account last month, rather than listing them separately on the Balance Sheet. David indicated all bills have been paid as of November 30 1 h, with the exception of the November Book Table. He received the collection tonight for the November Candlelight. This will be reflected on next month's Treasurer 1

3 Report. David also reviewed the Balance Sheet and P&L Statement for Chrysalis. Motion to accept the Treasurer's Report was made by Brian Thomas, and seconded by Roger Radney. Minutes Approval Minutes from the November 20, 2014 board meeting were previously distributed on . No changes were voiced on the minutes. Motion to accept the November minutes was made by Lisa Crossman, and seconded by Sharon Alexander. Walk#243 Lay Director - Tammy Laughlin - IBR - Lisa Crossman Lisa reported the team meetings are going well. She asked if we could send out a reminder to the community about signing up for agape and the prayer vigil. Tammy's walk still has available slots for agape and prayer slots. This will be included in the December Newsletter and Carolyn will also send out an blast in early January to remind people to sign up on line. Walk#244 Lay Director - Tom Parr- IBR Mitch Woodard Mitch reported the next team meeting is Saturday, December 13th at Hillside. The first team meeting had 7 team members absent, so they hope to have a full team meeting this weekend. Walk#245 Lay Director- Janet Bilyeu - IBR Pam Stork Pam reported the walk is complete with the exception of two clergy. The first team meeting will be Saturday, January 10th, with a location to be announced later. Chrysalis Update Brian indicated the kids are working hard to get more youth board members. Clergy is still an issue for the board. With the idea of assigning an adult mentor to each youth member on the board, they hope to have a stronger youth participation on the board. They are struggling to keep youth members on the board for 3 years. By the time they get involved in high school, then it is time to go off to college. Lay Directors for 2015 have been selected - Boys will be Audie Waite and Girls will be Andrea Duke. Justin Schultz is praying about serving as clergy for the boys and Eloise Bell is praying about serving as clergy for the girls. Safety Issues at Ceta Canyon Mitch indicated we have had a lot of discussion about safety issues at Ceta Canyon this past year. Mike Richardson has been trying to find a contact person at Ceta to discuss these issues. Carolyn will get Kim Clark's phone number for Mike. Mitch indicated that Joe Morrison has gone through our Medical Box in the BST Room and it is well stocked. He also indicated the AED is located in the back room of the BST room. We will continue to ask for medical support for each walk in the Newsletter. Nominating Committee Update Pam presented the updated policy for the Nominating Committee based on the suggestions from last month's board meeting. Addition of the following language was reviewed: 2

4 The nominating committee will present the initial list of names to the Emmaus Board of Directors PRIOR to any candidate being contacted. Once the Board has approved the slate, the Nominating Committee may contact the candidates. Bios and pictures should be sent to the Emmaus secretary so the Nomination Ballots can be prepared. The secretary will post the nomination ballot on the website and also send out an blast to the community with the ballot attached New board members will also be invited to the December Board Meeting. We also discussed the update to the script the Nominating Committee reads to potential candidates. The script was re-written and included as an attachment to the Nominating Committee Policy and Procedure. Motion to accept the updated Nominating Committee policy was made by Jaci Chaddick, and seconded by Mark Wood. Technology Updates Web site statistics on our web site Unique Visitors for June Unique Visitors for July Unique Visitors for August , 123 Unique Visitors for September ,351 Unique Visitors for October ,268 Unique Visitors for November 2014 Carolyn reviewed the statistics for the last 6 months of web site hits. She explained that these are hits associated with individual IP addresses. Everyone agreed the value of the new web site and the fact that a lot of people are using it more and more each month. We have had a steady increase since we went live back in June. Carolyn expressed her appreciation to Lee Carter, our website designer, for the excellent job he is doing and his availability to make changes expediciously. Community Locations for 2015 Carolyn indicated that God of Wonders has volunteered to host the Community Gathering for February and Kairos Outside will provide the meal. She also asked about the date for the November gathering since the Thursday following the walk will be Thanksgiving. Everyone agreed to move the November gathering to the following Thursday - Dec 3. Other Discussion Carolyn shared a note from Olivia's Angels Christmas Tree Donation from Donnie and Melanie Allred in honor/memory of Golden Spread Emmaus. She also shared a thank you note from Lee Carter for the flowers we sent for his mother's funeral. Board Meetings for 2015 Carolyn will set up the board meetings on the first Thursday of each month for 2015 and will send a calendar invitation to everyone. They will continue to be held at?pm at Potter County Sheriff's office. Dates for 2015 include: January 8 February 5 3

5 March 5 April 2 May? June 4 August 6 September 3 October 1 November 5 December 10 Brian shared copies of the Emmaus Policies and Procedures with the new board members. He indicated that we will be discussing and assigning committee positions at the January board meeting and encouraged the new board members to think about the specific committee that would like to be a part of as a Co-Chair. He also indicated that Kurt Oheim has agreed to be the Chair for Candlelight and Eddy Hill agreed to be Co-Chair. Mike Richardson agreed to be Chair of Community Gatherings. Jaci Chaddick will be Chair for Sponsor Training/Sponsor Hour and the Chrysalis liaison. Lisa Crossman will be chair for the Training Committee with Eddy Hill as Co-Chair. Closing Prayer was given by Jim Crossman. 4

6 Golden Spread Emmaus Balance Sheet As of November 30, 2014 ASSETS Current Assets Checking/Savings 1000 Cash - ANB Total Checking/Savings Other Current Assets 1400 Prepaid Insurance Total Other Current Assets Total Current Assets TOTAL ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 2000 Prepaid - Men 2100 Prepaid - Women 2200 Reserved - Kairos 2300 Reserved - Chrysalis 2400 Reserved - Missions 2500 Reserved - Scholarsh Reserved - Book Table Total Other Current Liabilities Total Current Liabilities Total Liabilities Equity 3900 Retained Earnings Net Income Total Equity TOTAL LIABILITIES & EQUITY Nov 30, 14 14, , , , , , , , , , , , ,415.87

7 , Golden Spread Emmaus Profit & Loss January through November 2014 Jan 14 Feb 14 Mar 14 Apr 14 May 14 Jun 14 Jul 14 Aug 14 Sep 14 Oct 14 Nov 14 TOTAL Ordinary Income/Expense Income 4000 Team Fees , , , , , , , Pilgrim Fees , , , , , , , Book Table (Net of Expen Total Income , , , , , , , Expense 6000 Room & Board , , , , , , , Copies Supplies , , , , , Upper Room Fees , Other Costs , Insurance , Total Expense , , , , , , , , , Net Ordinary Income , , , , , , Other Income/Expense Other Income 8000 Interest Income Candlelight Offering , Community Offering Mission Donations , Nametags (Net of Expense) Miscellaneous Donations Total Other Income , Other Expense 9000 Miscellaneous Supplies License & Fees Postage Returned Checks Miscellaneous Donation Total Other Expense , Net Other Income , Net Income , , , , , , ,285.04

8 Golden Spread Chrysalis Balance Sheet As of November 30, 2014 ASSETS Current Assets Checking/Savings 1000 Cash -ANB Total Checking/Savings Other Current Assets 1350 Due From Golden Spread Emm... Total Other Current Assets Total Current Assets TOTAL ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 2500 Reserved - Scholarships Total Other Current Liabilities Total Current Liabilities Total Liabilities Equity 3900 Retained Earnings Net Income Total Equity TOTAL LIABILITIES & EQUITY Nov 30, 14 6, , , , , , , ,123.42

9 ., Golden Spread Chrysalis Profit & Loss January through November 2014 Jan 14 Feb 14 Mar 14 Apr14 May 14 Jun 14 Jul 14 Aug 14 Sep Oct 14 Nov 14 TOTAL Ordinary Income/Expense Income 4000 Team Fees , , , Caterpillar Fees , , , Book Table (Net of Expe Total Income , , Expense 6000 Room & Board , , Supplies Insurance Expense Upper Room Fees Total Expense , , Net Ordinary Income , Other Income/Expense Other Income 8100 Candlelight Offering Community Offering Miscellaneous Donations , , , Total Other Income , , , Other Expense 9000 Miscellaneous Supplies , License & Fees Total Other Expense , Net Other Income , , , Net Income , ,638.22

10 Golden Spread Emmaus Nominating Committee for the Board of Directors Policy and Procedures MISSION: Identify members of the community who will nominate those who will serve a three year term on the Golden Spread Emmaus Community Board of Directors. Every effort will be made to make this an impartial, fair, and highly qualified selection process. MEMBERSHIP: A Board Member will be assigned as Chair by the Golden Spread Emmaus Community Lay Director. The Vice-Chair will be a Board member who will become Chair for the following year. The Golden Spread Emmaus Board of Directors will approve the committee of four, preferably two men and two women in addition to the Committee Chair and the Vice-Chair. The committee will be composed of Past Lay Directors and Past Board Members who shall not be immediate family members or members of the same congregation. Fairness and impartiality will be a goal of this committee. Ideally, there will by three men and two women selected to serve beginning in even numbered years, and three women and two men in odd numbered years. GUIDELINES: 1. The Nominating Committee will initially meet in early July each year to discuss the role of the Nominating Committee and the process for nominating candidates to serve on the Golden Spread Emmaus Board of Directors. 2. The Nominating Committee will select a slate of men and women who are willing to serve a three year term and attend board meetings on a regular basis. There will be a minimum of two people nominated for each place available. Ideally, there will be three men and two women selected to serve beginning in even numbered years, and three women and two men in odd numbered years. The nominating committee will present the initial list of names to the Emmaus Board of Directors PRIOR to any candidate being contacted. Once the Board has approved the slate, the Nominating Committee may contact the candidates. 3. The Nominating Committee selections will be complete by July 31. The slate of nominees will be presented to the current Board of Directors for approval. Bios and pictures should be sent to the Emmaus secretary so the Nomination Ballots can be prepared. The secretary will post the nomination ballot on the website and also send out an blast to the community with the ballot attached

11 The voting process will also be announced in the Newsletter with a deadline for the voting. 4. Nominations should be completed and posted on line by October 15. Voting will end on November 15. The Nominating Committee will be responsible for counting the votes. The results will then be conveyed to the current Community Lay Director. 5. New board members will be introduced at the December Community Gathering if one is held. They will also be invited to the December Board Meeting. 6. The attached document is the script that members of the Nominating Committee will use when contacting prospective board members. CONVERSATION FOR PROSPECTIVE N Updated: 12/11/2014 sn n12013

12 . '. CONVERSATION FOR PROSPECTIVE NEW BOARD MEMBERS Hello, (candidate's name), my name is. and I am a member of the Nominating Committee for the Golden Spread Emmaus Board of Directors. Your name has been submitted as a potential candidate to serve on our Board of Directors. This is a 3 year commitment which will begin in January 20 and continue until December 20 If you accept the nomination to be on the ballot, we will require a short biography of your time in Emmaus, what walk you were on, any committees you may have served on, any talks you have given, and your position on that particular walk. We will also require a recent picture. Both your short bio and picture should be ed to the Emmaus Secretary and will be included on the ballot. This will help the community to decide who they feel would be the best suited candidate to fill the board position. Our Emmaus Board of Directors is a working board. You will have a committee assignment the entire time of your tenure on the board. It is important that the community see the involvement of the Board in Emmaus activities. It is the expectation of the Board that you will attend every monthly board meeting, unless you are excused by the Community Lay Director. The Board also stresses that you attend as many Send Offs, Candle Lights, Closings and Community Gatherings as possible. We would ask that you prayerfully consider this position. We feel that you would be an asset to our Board of Directors.