COLUMBUS INDIANA AREA EMMAUS COMMUNITY BOARD MEETING

Date: February 14, 2004 Location: First Baptist Church, Columbus

NAME Present Absent NAME Present Absent

Jon Carlstrom – x Dick Yeaton– x Spiritual Director Gatherings/Hospitality Mike Riley – Data Coordinator x Bev Earley - Secretary x Ed Tower – Supplies x Sue Rhoades – Music x Mike Hien – Facilities x Anita Beeker – Agape x Gordon Meek - Supplies x Dan Kirkling – Lay Director x Marianne Green - x Lisa Reuter – x Sponsorship/Reunion Team Selection Karen Morris - Agape x Dick Bray – Treasurer x Jack Mendell – x (Renee Kasting) – x Past Lay Director Registrar Sam Davenport – x John Shoemaker - x Transportation Chrysalis Cheryl Hunt - Newsletter x

Visitor(s): none

DEVOTIONS: Jon Carlstrom: Isaiah 40:31 “ . . .those who hope in the Lord will renew their strength. Renew in Hebrew means “to change”. How: Isaiah 40:29, “He gives strength . . .”, this strength comes from outside of ourselves. Philippians 4:13, we should change our strength to God’s strength.

DECISIONS MADE:

1. Minutes from the January 10, 2004 meeting were approved as given. 2. Walk closings (at Camp Lakeview) would begin at 4:00 PM. Motion - Jack Mendell. Second - Mike Hien. 3. Walk closings (at Camp Lakeview) would have 3:30 PM as the time posted to the community. Motion - Anita Beeker. Second – Sue Rhoades. 4. Agape letter to other communities would be sent as an electronic document. Motion – Anita Beeker. Second – Dick Bray. 5. Donations taken at an Emmaus candlelight would be given to the Emmaus community. Donations taken at a Chrysalis candlelight would be given to the Chrysalis community. Motion by Dick Bray. Second by Mike Hien. 6. Dates selected for the 2005 Walks were: # 55 Men – 4/21-24, #56 Women – 4/28-5/1, # 57 Men – 10/6-9, #58 Women – 10/13-16.

1 COLUMBUS INDIANA AREA EMMAUS COMMUNITY BOARD MEETING

Date: February 14, 2004 Location: First Baptist Church, Columbus SPECIAL ASSIGNMENTS:

ACTION PERSON RESPONSIBLE COMPLETION DATE

Streamline team selection reports Lisa Reuter, Mike Riley, Dan Kirkling Create separate active and inactive Mike Riley status within community membership database E-mail and website as communication Doug Sabotin ongoing tools Possibly rewrite sponsorship letter to remind sponsors to focus on family and friends for Agape letters; should also deal with number and content of letters Review SPONSORSHIP video Marianne Green Present plan to the board concerning Dick Bray October meeting insurance coverage for babysitters. Locate the lost “new” Emmaus Road John Shoemaker to banner check Chrysalis supplies

General Discussion: Info List 1. Babysitting board assignments – Board members signed up on the “Child Care Controller” document (made by Dan Kirkling) to take responsibility of overseeing the child care situation at each gathering. 2. Community Directories – Mike Riley will have 20 directories made to sell at $5 or no less than cost a copy at the gatherings. No email addresses will be printed in them. 3. BSF discussion – Emmaus will not offer BSF brochures, etc. at their functions. This would open the door to unlimited number of groups wanting to be promoted by Emmaus. 4. February 20 Gathering – The board and their spouses will meet at 6:00 PM at the camp for a brown-bag supper. The community will arrive at 6:30 PM. A tour of the facility is still planned. Mike Hien suggested making signs to help with parking and also having parking attendants. Reunion groups could help support the move to Camp Lakeview by making these signs, helping with parking, etc. Dan Kirkling will write this paragraph for the newsletter. The route to camp will be well marked with signs. 5. Agape book updates are being made and organized by Renee Kasting. 6. Supply book is being rewritten by Ed Tower. 7. Agape letters and banners will no longer be posted by pushpins in the wall at Camp Lakeview. A new strategy will need to be devised (hung along a string, stands, etc.). A reunion group may want to take this task. 8. Web site status – There will be a meeting Sat. 2/21, 9:00 AM at Mike Riley’s house. Mike suggested that there be a webmaster rather than a committee to be responsible to the board. Mike was concerned about computer viruses and recommended that members go to the website or be sent a message with a link to view the newsletter. Also, the receiver sometimes identifies mass mailings as spam. 9. Gathering email reminder – Mike Riley will continue to do this. 2 COLUMBUS INDIANA AREA EMMAUS COMMUNITY BOARD MEETING

Date: February 14, 2004 Location: First Baptist Church, Columbus 10. Chrysalis board list was handed out. This will be in the next newsletter. 11. Gathering suggestions - Sue Rhoades : mini reunion groups, prayer groups, make agape. Jack Mendell : avoid the same routine each month; have variety. 12. Past walk reports – Dan Kirkling will email items to the appropriate board members. 13. Blessing songs – Jon Carlstrom introduced new before- and after-meal blessing songs that could be sung at Walks. They have completely new words and music, though the tune is same for both (new) songs. Joyce Crowder later came in to play it on the piano while we sang along. There was discussion on possibly having a new song to be sung while pilgrims file through at candlelight.

Study List 1. Kitchen task force - Head Cooks for the Spring walks are Keith Earley and Shannon Tulloch. 2. Candle person – A decision needs to be made on who will take over the selling of the candle light candles.

Action List 1. Board reps for the spring walk are Anita Beeker and Ed Tower. 2. Walk closing time will be 4:00 PM as voted on. (See “decisions made”) 3. Emmaus letter of agreement was signed by all board members in attendance. 4. Emmaus agape letter will be sent electronically as voted on. (see “decisions made”)

Board Member Reports: 1. Treasurer / Dick Bray: “2004 Balance Sheet – 2/11/04” was distributed and discussed. Money collected from the donation box at the candlelights would be given to whoever’s candlelight it was as voted on. (see “decisions made”) At end of meeting, the banking document, which specifies no power to borrow and no power to mortgage, was signed by Dick Bray, Dan Kirkling and Bev Earley.

2. Transportation / Sam Davenport: Sam will contact east Columbus UMC for use of their bus for the spring walks.

3. Team Selection / Lisa Reuter: Nominations for LD’s for the fall walks were discussed. Team selection continues for both teams and prayer is needed for key positions to be filled. Anita Beeker and Ed Tower will be the board reps. Jon Carlstrom recommended that some team members work both the Spring and Fall walks to help in the transition to Camp Lakeview.

4. Supplies Gordon Meek/Ed Tower: The inventory process is started. There was much discussion about how or whether to manage the audio feed of the speaker’s talk to the prayer chapel, since the prayer chapel is 300 feet away from the speaker. Our system we possess does not have the capability to transmit that far. Suggestions were made: allow the prayer partner to listen to the talk from a secluded area by the conference room; the prayer partner could be praying in silence in the prayer chapel; use baby monitors; would we want transmissions being picked up by non-participants; the National Emmaus manual has no mention of listening to the talks in the prayer chapel. John Shoemaker will check out a baby monitor set-up this Friday at the gathering. 3 COLUMBUS INDIANA AREA EMMAUS COMMUNITY BOARD MEETING

Date: February 14, 2004 Location: First Baptist Church, Columbus

5. Sponsorship/Reunion / Marianne Green: Absent and no report.

6. Secretary / Bev Earley: No report.

7. Registrar Renee Kasting: Absent (see report on the agenda). Suggestion made to have the walk application made available by email. 12 men are signed up. Discussion over possible cut-off date or cancellation postponed. We will pray for more men to sign up. Marianne Green could write a newsletter sponsorship article to encourage earlier sponsorship (rather than last- minute).

8. Past Community Lay Director / Jack Mendell: Brochures on National annual gathering given to Dan Kirkling.

9. Newsletter / Cheryl Hunt: Absent and no report.

10. Music / Sue Rhoades: She talked to both LD’s to have the HM’s get music books. She met with Matt and Digger to lead the February gathering music. She has six names to help with sound at gatherings. She is working with First Baptist musicians to do music for March gathering. Rewrote document on how to use the music books to be placed in every music book. May try strategy of having the Chrysalis musicians play for the gathering prior to their flight. First music meeting postponed until Tuesday, March 30 at 6:30 PM at Asbury UMC. There are over 100 musicians that Sue needs to communicate this to and she may put a notice in the newsletter and an announcement at the gatherings. Minimal equipment would be purchased due to storage restrictions.

11. Facilities / Mike Hien: 2005 Calendar document handed out. Dates chosen for 2005 Walks (see “decisions made”)

12. Data Coordinator / Mike Riley: 1065 names on mailing list and 473 names for email newsletters. There have been several problems with the email newsletter: bad addresses, receivers unable to download, etc. 2,293 names in the database. There was an earlier discussion on how to manage “inactive” members. Discussion of the management of the future website to handle the newsletter. Cost is $120/year to maintain the website.

13. Community Spiritual Director / Jon Carlstrom: The board will approve Walk SD’s as per Upper Room manual.

14. Community Events / Dick Yeaton: “Community Events 2004 Calendar” document was handed out. Cindy Grider has offered to make communion bread – please call her. Teens for childcare document was reviewed and updated.

4 COLUMBUS INDIANA AREA EMMAUS COMMUNITY BOARD MEETING

Date: February 14, 2004 Location: First Baptist Church, Columbus 15. Chrysalis / John Shoemaker: John has dates of 2004 events and will make a 2004 Calendar document. Chrysalis Board Rep document was handed out. Dan and Diana Boyer will be the LD’s for the Labor Day weekend flight. We will possible have a joint Emmaus/Chrysalis board meeting later in the year. We want to make the transition of the Chrysalis “graduates” into the Emmaus community smooth.

16. Agape / Anita Beeker & Karen Morris: Enjoying communicating with other communities. Anita has new craft ideas.

Announcements

Newsletter articles to Cheryl due Feb. 20.

Gathering February 20 at 6:30 at Camp Lakeview

The next meeting will be March 13, 2004 at First Baptist Church.

A prayer from Dick Bray closed the meeting.

Submitted by Bev Earley, Secretary.

5