Tres Rios Board Meeting€¦ · Tres Rios Board Meeting ... 2014, board meeting were presented. Lana made a motion to accept the minutes; ... entitywith1board/1budget,!

Tres Rios Board Meeting

Charlotte J. Hoppe to Lana, Patrick, Keith, Linda, Marta, Karakay, Diane, Jim Jun 15

Friends tomorrow we will gather via conference call

6:00 PM Mountain7:00 PM Central

Here is call information

Dial: 3058488888Press 1Pin #: 915 525 1209#Press 1

Agenda

Prayer Patrick will you do this?Minutes LanaFinancial Report CharlotteApproval of congregation in formation Charlotte Samoan Congregational Christian Church El Paso, TXBegin conversation Mission West Interim Structure Charlotte

Documents attached:Minutes of the Meeting 11102104TRA Financials 53115Letter to Pastor HoppeMission West Interim Structure

Look forward to hearing from you!

Peace,…

MINUTES OFTHE MEETING…OF THE BOARDDoc

TRA financials 53115

PDF

Letter to PastorHoppe

Doc

Mission WestInterim Structur…Proposal and PlanPDF

Minutes of the Meeting of the Board of Directors 11-20-2014

January 18, 2015

Page 1 of 3

MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS TRES RIOS AREA, CHRISTIAN CHURCH OF THE SOUTHWEST

November 20, 2014

The Board of Directors of Tres Rios Area, Christian Church of the Southwest (TRA) met by telephone conference on November 20, 2014. The meeting was called to order at approximately 6:04 p.m. mountain time. Patrick opened the meeting with prayer. Members present included Charlotte Hoppe (Lead Minister of Mission West CCSW), Karakay Kovaly (Minister for Youth and Young Adults and Communications for Mission West CCSW), Patrick Crocker (Moderator), Lana Covington (Secretary), Marta McLaughlin, and Linda Mervine. Guests present included Art Tambur. The minutes of the March 21, 2014, board meeting were presented. Lana made a motion to accept the minutes; Marta seconded the motion; and the motion carried. The minutes of the Area Assembly on April 26, 2014, were read. The 8 page report presented by Karakay was not attached. Art remembers receiving the report at Area Assembly. Linda made the motion to accept the minutes as presented with the understanding that Karakay’s report would be attached. Marta second the motion, and the motion carried. The balance sheet for October 31, 2014, was reviewed. The following items were noted:

Account 2315 “Beans and Rice Reserve,” with a balance of $450.00, will be distributed to First Christian Church in El Paso for their Beans and Rice Program.

Account 2318 “Oil & Gas Lease Reserve” is a new fund to record money from the Highland Christian Church Hobbs, NM grant. The balance in the fund is $8,143.09, which is ½ of the grant received and is available to congregations with less than 100 members to initiate or support projects outlined in the “Highland Christian Church, Hobbs, NM Legacy Fund Grant Policies and Guidelines.” The other half has been used to support Charlotte’s activities

There has been no Christian Church of the Southwest (CCSW) Regional Council meeting since August, and CCSW is behind in distributing Reconciliation and Pentecost Funds, but they are keeping up better.

The total received from the Highland Christian Church, Hobbs, NM trust was $18,165.00.

$11,881.83 was used to pay off the balance on the note on the car.

The net income was a deficit of $4,687.68. The income statement through October was reviewed. Tres Rios Area (TRA) incurred payroll expenses from January through May. In June, Mission West picked up that expense.


January 18, 2015

Page 2 of 3

Lana made a motion to accept the balance sheet and income statement, and the motion passed. The “Report to CCSW Regional Council, Mission West (CEA/HPA/TRA), dated August 17 – 18, 2014 and prepared by Charlotte and Karakay was reviewed. The report addresses the formation of Mission West, statistical information about the congregations, search and call activities, a collaborative summer camping ministry, details about the camps that were held throughout Mission West, and other activities of Charlotte and Karakay. Charlotte also mentioned that Mission West plans to complete the process for becoming its own 501(c)(3) entity in 2015. Karakay presented her report. She will talk to Art about a request for funds from the August Park Trust. December 5 is the deadline for December 28 – 31 “Gospel According to Frozen” at Glorieta. An Elementary Family Retreat will be held at FCC, Las Cruces with a trip to White Sands National Park February 13 – 14. There is a high school and junior high school retreat on February 20 – 22 with the theme, “Hunger Is Not a Game.” Camp dates have been sent out, and registration forms will probably be sent in January. There will be a Mission West Youth Leadership meeting at FCC, Lubbock, on January 10. She also mentioned that MW needs help from people who are passionate about communications. Art Tambur presented historical background about the Austin Park Christian Trust Fund (APCTF). The fund was established when Austin Park Christian Church disbanded and set aside a permanent fund to be used by TRA and set guidelines for the use of those funds. The trustees include 5 members of the Board of Trustees and the Area Minister. At one time members had to be members of the Border Cluster of TRA, but that was changed to allow selections throughout the Area. The trustees serve 5 year terms with a limit of 2 terms. When the church in Las Vegas, NM disbanded, it contributed approximately $225,000.00 to the fund. The mortgage which comprised a large amount of the trust, was paid off in 2014. Linda Mervine expressed thanks for the high level of integrity of the trustees. The Board needs to approve the change to the trust document. The change to the trust document is in Section 3 and the resulting section is as follows:

“Trustees shall be selected from throughout the Tres Rios Area. Each Trustee shall be elected (confirmation by the Tres Rios Area Board) for one (1) five-year term, not to be eligible for more than two consecutive terms. If this entity ceases to exist the Trustees shall only be obligated to appoint members of the Christian Church (Disciples of Christ).”

Marta made a motion to approve the changes; Lana seconded the motion, and the motion passed.


January 18, 2015

Page 3 of 3

Marta made a motion to approve the following trustees for the APCTF:

Marty Hamilton (one year term) Art Tambur (three year term) Jerry Hobson (five year term) Trustees are being sought for the two year and four year positions

Lana seconded the motion, and the motion carried. Art further recommended that the records of the ATPF be moved from his house and Marty’s house and stored at FCC, El Paso. Patrick will seek nominations for the APTF Board of Trustees. The Board reviewed a “Reconciliation Funds Grant Proposal” from FCC, El Paso. The request is for $5,000.00. There is $6,022.00 on the balance sheet in that fund. Marta made the motion that the proposal be accepted; Linda seconded the motion; and the motion carried. The Proposed Budget for 2015 was presented. Lana made a motion that the proposed budget be approved; Marta seconded the motion; and the motion passed. The Board reviewed the signers for the bank and Church Extension accounts. Charlotte proposed that Patrick, Charlotte, Diane Goode, and Deborah Gifford (bookkeeper) be added as signers for those accounts. Linda moved that those signers be approved; Lana seconded the motion; and the motion was passed. The meeting was adjourned at approximately 7:35 pm mountain time. Respectfully submitted, Lana Covington, Secretary, TRA

Rev. Faatua E. Lago Samoan Congregational Christian Church AS

Chairman: Afa Taupo El Paso, Texas, 79904

Secretary: Leu Porotesano “Toa o Samoa mo le Atua ”

Treasure : Nele Ho Ching P.O. Box 640231, 4131 Thomason Ave. TX.

April 17, 2015

To: Pastor Charlotte Hopper Transitional Area Minister

Southwest Christian Church Disciples of Christ

1420 North Third Street, Abilene, TX. 79601

Dear Charlotte,

Greetings and Talofa in the name of Christ our Lord and Saver.

The Samoan Congregational Christian Church of American Samoa of El Paso Texas has officially voted, confirming our Affiliation to the Christian Church Disciples Of Christ under the Southwest Region Christian Church.

The Samoan Congregational Christian Church of El Paso, Texas is asking your kind cooperation to lead us through the process of becoming a full members of the Christian Church, DOC.

On the 15th of March 2015, I Rev. Faatua E. Lago declare this motion, approve, and accept the position of the Officers of the SCCCAS El Paso, TEXAS.

Sincerely,

Faatua E. Lago FS

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Mission West/Tri Areas Proposed Interim Structures Further Transition Toward Unity

Fall 2015 thru 2016/17 Interim structure/strategy to be approved Fall 2015 – in Area Annual Meetings HPA – Oct 10, 2015 CEA – Oct 17, 2015 TRA – Nov 14, 2015 Nov, 2015 thru 2016

• Spent deciding how to come together from 3 Areas and 1 Mission West, each with its own board/council and each with its own budget and assets, to 1 entity with 1 board/1 budget, (Possibilities to consider might include – one Area within CCSW/new Region within DOC)

• While participating in highly transparent, communicative and accountable

conversations and decision-‐making, including all interested groups and individuals.

2016/17 – Working to make transition to new unified structure complete. January 1, 2017/18. – New unified structure comes into being/dependent upon path chosen Proposed interim structure for Nov 2015 – Dec 2016/17, as new unified model is approved by Area/Region/General Church – as needed/dependent on path chosen.

• Regional Assembly – Fall 2016. • General Assembly – Summer 2017

Three Area Boards/Councils confirm 5-‐7 members committed to high level of participation. Membership must include:

• Moderator – serves from Nov ’15 – Dec ‘16, stays on as Past Moderator for 2017

• Moderator-‐elect – serves from Nov ’15 – Dec ‘16, moves on to Moderator for 2017

• Treasurer – serves from Nov ’15 – Dec ‘17 • Secretary – serves from Nov’ 15 – Dec ‘17 • Voting representative to Mission West CMB -‐ serves from Nov’ 15 – Dec ‘17

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• Voting representative to CCSW Regional Council -‐ serves from Nov’ 15 – Dec ‘17

• Member(s) at large -‐ serves from Nov’ 15 – Dec ‘17 Members might hold more than one position, if needed and desired. Area Boards/Councils meet twice each year 2016 and 2017 – in well-‐planned/executed meetings to do Area business and move decision-‐making conversations forward. Financial reports Report/conversation/decisions needed for MW Meetings can be face-‐to-‐face or conference call/web-‐based as deemed appropriate by each. Share progress and seek approval in two Area Annual Meetings – 2016 and 2017. June 2015 Agendas for Area Board/Councils Financial Report CEA – replace moderator immediately (through Dec 16/past moderator

2017) Appoint member to attend CCSW Reg. Council Aug 14-‐15 Initial review of interim structure Begin officer/member recruitment for interim structure – Nov ’15 – Dec ‘17 August 2015 Agendas for Area Board/Councils Financial Report Approve interim structure Approve interim members – 11/15-‐12/17 To send to Oct/Nov Annual mtgs Mission West Common Mission Board Comprised of 9 members, 3 from each Area, (one of which is also voting/active member of each Area Board/Council) committed to high level of participation.

• Moderator – serves from Nov ’15 – Dec ‘16, stays on as Past Moderator for 2017

• Moderator-‐elect – serves from Nov ’15 – Dec ‘16, moves on to Moderator for 2017

• Treasurer – serves from Nov ’15 – Dec ‘17 • Secretary – serves from Nov’ 15 – Dec ‘17 • 3 members who are voting members of each Area Board/Council -‐ serves

from Nov ’15 – Dec ‘17

3

• 1 member who serves as non-‐voting member/observer at CCSW Regional Council meetings -‐ serves from Nov ’15 – Dec ‘17

• Member(s) at large -‐ serves from Nov ’15 – Dec ‘17 Members might hold more than one position, if needed and desired. Mission West Common Mission Board meets 4 times each year 2016 and 2017 – in well-‐planned/executed meetings to do Mission West business and move decision-‐making conversations forward. At least one meeting per year is face-‐to-‐face; others can be conference calls/web based meetings. Share progress and seek approval in two Mission West Annual Meetings – 2016 and 2017. Approve Mission West Bylaws (will need to be amended later to accommodate new unified structure by 2018) and annual budgets through 2017 and gains 501(c)3 status by Fall 2015 July 2015 Agenda Bylaws, budget Initial review of interim structure Sort out staying/leaving members – begin recruit of new members to attend

with old members at August meeting August 2015 – Face to Face – Agenda Review finalized interim structure to be voted on in Oct and Nov at Area

Annual mtgs Outline interim structure business/work/mtgs needed for 2016-‐17 Begin to consider unified structure – to be presented during interim time and

to become effect 2018

Interim Structure Conversation/Approval Calendar

2015 June 13 – CCSW Transition Team 16 – TRA Board conference call 17 – CEA Council conference call July 8 – MW CMB conference call 27-‐30 – work with Mike Hunter, stewardship plan and promotion for MW (with

funds still going through Areas) August 1 – CCSW Transition Team

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6 – HPA Executive Comm 14-‐15 – CCSW Regional Council 20 – NHPA Cluster 20-‐21 – MW CMB face to face 25 –CEA Council 24 or 26 – possible Mid/Od Cluster 27 – Big Country Cluster September 8 or 9 – possible Mid/Od Cluster 10 – SHPA Cluster 21 – Border Cluster 22 – TRA Board October 5 – Mountain Cluster 10 – HPA Annual Mtg 17 – CEA Annual Mtg 23-‐24 – CCSW Regional Council November 14 – TRA Annual Mtg

2016 Spring – Area Annual Meetings Fall – Regional Assembly

2017 Spring – Area Annual Meetings (if needed) – or – Mission West Annual Meeting Summer – General Assembly