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2009 – Mid-Year Meeting – MN

Mid year meeting - Northwestern College, MN - Nov 6 & 7

 Present: Tracy Schmidlin, Katie Sistar, Doug Givan, Steve Gielda, Diane Purcell, Judy Laabs-Foss. Absent: Bob Northrup, Larry Conway.

     Tracy opened the Mid-Year meeting on Friday, November 6 at 2:25 p.m. in St. Paul MN, and Pastor Doug led in prayer.  The Board met the Host Team at Riley Hall, Northwestern College at 2:40 p.m.

     Scott Hvistendahl from the college led the group on a tour of the campus.  We looked at suggested rooms – sizes, locations, costs, technology capabilities, and possibility of using the rooms in multiple ways.  It was stated that the college policy is no smoking or alcohol on campus.

     The dining area is spread out, and the serving area is small, so we discussed ways of making that work for the meeting. There was a discussion of how to handle snacks.

     Registration for NLSAM 2010 will be at the Robertson Student Center/dorm area.  It was noted that soccer teams for an international tournament will be using the facilities that same weekend but that should not create a problem for us. The dorm rooms hold 2 or 3 beds, and registrants can be housed mostly in the same dorm where registration is set up  There will be transportation to get across campus to the dining and meeting rooms for those who need it.

     After the tour the board went to supper with the hosts, Deb and Tom Grzywinski.

     The board returned to the hotel meeting room and discussed the rooms we had seen, their sizes and locations and worked on plans to utilize them cost effectively and efficiently.

     As we went over last year’s evaluations, we used suggestions to help formulate the number of seminars and topics to cover.  We scheduled times and locations for Thursday’s events and made a rough draft of Thursday’s schedule.  We discussed how the delegates were to be seated next year.

     The meeting recessed at 11:30 p.m.

     The meeting reopened at 9:00 a.m. Saturday, November 7.

     The Board discussed seminars and possible speakers.  The decision was made to have three seminars and one forum.  We discussed how to advertise them more clearly.  The topics are to be 1. Reigniting Your Fourth Day,  2. Plans and Strategies for Outreach in Your Community, and  3. Finance Information.  The Forum will have speakers sharing the importance of Fourth Day in their lives.

     The Board reviewed action items.  Larry sent a report that the website is maxed out and is causing a lot of difficulty.  Steve moved that we change the website provider to give us 10 GIG at $47.88 per year.  Katie seconded.  Motion passed.  We discussed needing to know our history so we don’t make unnecessary mistakes.  We need to know the intent of how we started and the struggles we have already had.  Carroll Lang sent us some 1981 minutes as information.

     We discussed the Registration cost and the need to keep the cost low so more people will be able to attend.  The cost this year is to be $178.00.  The Board will pay the Board’s registrations and extra fees now to give MN some working capital.  The Board will also advance a check for $2000.00 to help MN cover some initial costs.

     The Board planned the schedules for Friday, Saturday, and Sunday for the 2010 Annual Meeting.  The draft includes the time frames and rooms to be used.  Steve Gielda recorded the completed Thursday through Sunday plans on his computer and made copies for the board and all the attendees for the afternoon meeting with the Host Team.

     The Board met with the Host Team at Beaver Lake Lutheran Church at 2:30 p.m.  We shared a brief Communion Worship service. Bryon Docter led us in song,  Host Leader Deb Grzywinski read I Corinthians 12, Pr. Doug Givan gave a meditation, and Pr. Bob Johnson led us in sharing communion, with his wife Diane assisting.

     Tracy spoke to the group emphasizing the importance of communication, working together and getting many people involved.  She went over some important things to know about hosting the NLSAM.  Then the host leaders teamed up with members of the board to discuss their job needs, responsibilities and ask questions until 5:15 p.m.  Pr. Doug was excused from the meeting at 4:20 p.m.    

     The Host Team graciously served a delicious Lasagna supper to all.

     The Board returned to the hotel meeting room at 7:00 p.m.  The Board members reviewed the items that were covered in the table discussions, reviewed our constitution and job descriptions and discussed the nominating process and the nominating committee.  Tracy will be calling a nominating committee before the end of the year.

     We went over the items the board members need to take care of during the coming months.  Tracy appointed Diane to review and reconcile the books for the year ending May 31, 2010.  Katie will be sending out a recommitment letter to the secretariats when she sends out the 2009 Survey to the Lay Directors/Presidents during January/February.

     Diane moved that we accept the final September 13, 2009 Teleconference minutes as written.  Steve seconded. Motion passed.

     Katie moved that the Mid-Year meeting be adjourned.  Steve seconded.  Motion passed.

     The Mid-Year meeting closed with prayer.


Respectfully submitted,

Katie Sistar

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