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Secretariat: The governing body of the Altoona-Johnstown Tres Dias Community The governing body of the Altoona-Johnstown Tres Dias Community is structured as follows:
FUNCTION:
Lay Director 1
Assistant Lay Director 1
Treasurer 1
Assistant Treasurer 1
Secretary 1
Assistant Secretary 1
Spiritual Director 2
Pre-Weekend Committee 2
Weekend Committee 2
Post Weekend Committee 2
Communications 1
Secretariat members are nominated during the last quarter of the year and are elected on a staggered basis at the annual Christmas party.
Each member is elected for a two-year term, except for Secretary and Treasurer, which are permanent positions until at which time they submit their resignation, and then the Assistant position moves into the head position and a new assistant would be elected. The first year is to be spent in the role of assistant and serves as a year of learning for the newest members. The current Secretariat members are as follows:
Lay Director:
Assistant Lay Director:
Treasurer: when replacement is needed
Assistant Treasurer, when needed
Secretary: when replacement is needed
Assistant Secretary, when needed
Spiritual Directors:
Pre-Weekend Committee:
Weekend Committee:
Post Weekend Committee:
Communications:
A person can volunteer to run for an office or may be approached by the Nominating Committee. Nominations may also be made from the floor. Secretariat usually meets the first Thursday of each month, unless otherwise scheduled. Secretariat meetings are not open to the general membership of the community. If you have an issue you wish to take before Secretariat, you must schedule it with the Lay Director or Assistant Lay Director and be placed on the agenda. Secretariat typically meets the first Thursday of the Month at Crossroads Alliance Church in Ebensburg.
Lay Director-The Lay Director shall preside at all meetings of the Secretariat and any other special meetings that involve or pertain to the entire community. Some of the Lay Directors responsibilities are. (I) serve as the main contact with the National Secretariat along with the officer of national from our local community. (2) Preside over all closings after the break-in bas been completed, (3) secure 41h day speakers for all closings and (4) problems of the community should be brought to the Lay Director. who in turn will present them to the Secretariat (Preferably in writing, dated and signed)
Assistant Lay
Director- will handle all the functions and duties of the
Lay Director in his/her absence and any other duties as assigned by the
Secretariat and/or Lay Director. He/She will also oversee the Advisory
Committee.
Spiritual Directors- The role of the Spiritual Director is to be supportive of a lay-led and lay directed movement He/She will give support and counsel to the Lay Director and the Secretariat He/She will address all issues nom the viewpoint of our response to Jesus Christ He/She will be expected to attend monthly Secretariat meetings on a regular basis and by invitation participate in weekend for new members/Pescadores.
Secretary- will keep minutes of all meetings of the Secretariat and any special meetings called by the Lay Director. The Secretary will have a file on all previous minutes of the past along with a copy of the By-laws and any amendments to the By-laws of the Community Also should retain a copy of the National By-Lays and guidelines. The Secretary shall also handle all official correspondence that may occur. The Secretary shall forward copies of minutes or highlights of meeting to The AJTD webmaster and Sonshine committee. The Secretary position is permanent position until at which time a resignation is submitted, at that point the Assistant Secretary will move into the lead position and a new Assistant will be appointed by Secretariat, or elected depending on the time of year.
Assistant Secretary- The Assistant Secretary shall help the Secretary in any area needed. The assistant will also take minutes at meetings at the request of the Secretary. In the event the Secretary resigns, the Assistant will then fill the lead position and a new Assistant will be appointed by Secretariat, or elected depending on the time of year.
Treasurer- The Treasurer will have charge of all receipts and moneys of the Community; deposit them and disburse funds as ordered or authorized by the Secretariat (Note: As of January 1991, the Secretariat has given full authority to the Treasurer to pay all bills as He/She determines appropriate.) The Treasurer will keep regular accounts of his/her receipts and disbursements and will submit the records to the Secretariat monthly. The Treasurer normally signs all checks and withdrawal slips on behalf of the Community. 1n the absence of the Treasurer, the Secretary shall sign all checks. The Treasurer will write checks for Priest giving Mass at the weekends during the Secretariat meeting prior to the weekend and give these checks to the Rectors. The Treasurer will also perform other duties as assigned by the Secretariat. The Treasurer position is permanent position until at which time a resignation is submitted, at that point the Assistant Treasurer will then move into the lead position and a new Assistant will be appointed by Secretariat, or elected depending on the time of year.
Assistant Treasurer- The Assistant Treasurer shall receive candidate applications and sponsor forms. You will screen and record all applications for approval by the Secretariat, and coordinate their receipt and acceptance or rejections with Secretariat
If there are any concerns on the applications or special requirements, such as health, diet, etc., by the proposed candidate, it will be brought to the Secretariat meeting for the final decision along with the Rector being present.
Any money received with the applications will also be brought to the Secretariat meeting and presented to the Treasurer with documentation of who it’s for, who is sponsoring the candidate and how much is due.
All monies collected shall be noted on the application as well as any notes that may be helpful.
In cooperation with the Rector, they shall acknowledge receipt of applications and Rector shall send the letter of acceptance and welcome to each candidate.
In the event of a resignation by the Treasurer, the Assistant will then move into the Head position and a new Assistant will be appointed by Secretariat or elected, depending on the time of year.
Pre-Weekend Committee- Shall be responsible for the following: Supplies
1 In charge of all supplies that are needed for the weekend and also all supplies needed for Team
meetings and Sequelas except those supplies used for the "Way of the Cross" (The Way of the
Cross supplies are maintained by the Weekend Committee)
2 The committee will inventory and order all supplies that have been used on the weekend It
should maintain a certain level of supplies at all times.
3 They will store all supplies and see that they are available at the weekends. This includes
getting them to the weekend as well as seeing the TD trailer arrives at camp by Thursday
morning of each weekend.
4 The Pre-Weekend Committee will be responsible for having copies of all applications available
for the Rectors before each weekend
5 The committee will be in constant contact with the Rectors and Chief Auxiliary to provide any
special needs for the weekend All supplies will be available at all times.
The weekend committee is responsible for providing a "Clean Up Committee" for each weekend. They will be expected to clean and replace all items. Clean up will consist of stripping all walls of all Tres Dias material, replacing tables and chairs, sweep floors, bag all trash and place in proper location. Clean Chapel area in log building if used for baby sitting during closing. Inspect sleeping quarters in the log building and meadow cabins. Collect any garbage, vacuum or sweep if necessary and pick up any items that might have been left behind in the rooms or bathrooms. This will be done after each weekend regardless whether the weekends are back to back. Basically, the camp facility should be left in a clean and orderly manner.
The weekend committee will be responsible for adult supervision for the baby sitting service and explaining just what limitations there are involved. For example: keep children out of living quarter, not allowing children across bridge, keep children away from closing ceremony while it is going on.
The committee will be in charge of getting a group and assuring satisfactory performance of the Way of the Cross. Weekend Committee is responsible for keeping all supplies of the Way of the Cross and for maintaining these supplies and replacing items as needed.
The committee will submit a list of names to the Secretariat at the meeting before the weekend starts of the Clean-up committee, baby sitters, and Way of the Cross. This list will be given to the Lay Director and a copy given to the Rectors.
The weekend committee will find a volunteer to make up the Prayer Wheel and make sure that bread and grape juice are provided for Communions.
The committee will help the Rector and Pre Weekend Committee and Community when any special needs are requested.
The committee will plan and conduct all Sequelas and the format for each monthly meeting. It will also handle the Instructional Sequela by explaining Tres Dias and showing new Pescadores the reason for the weekend. The committee will also be responsible for getting fourth day speakers, baby sitters for all Sequelas. The Post Weekend Committee may also solicit from the Community any extra help or needs. The committee will plan and be in charge of all special events which involve the whole Community, for example the Christmas Party and the Summer Picnic.
Advisory Committee: The Assistant Lay Director will oversee the Chairman of this committee. Membership will consist of the Community Spiritual Director (Directors) and persons who have served as a Rector of an AJTD Weekend and are active members of the AJTD community.
Note: This committee should be made up of seven
Pescadores who have served as Rectors and are currently active in the
Comminity: the Assistant Lay Director - acting
as Advisor, The Advisory committee Head as Chairman, one Spiritual director,
and four past rectors. .
Duties are:
to spiritual, essential and dynamic aspects of the movement and the weekend.
his/her experience and interest in AJTD, and provide the Rectors with a list of candidates
eligible for Assistant Rector, Chief Auxiliary/Martha, and the Piety, Leaders, and Action
Rollista positions.
c. Shall maintain a list of Spiritual Directors for weekends
d Recommend Assistant Rectors (who shall be confirmed by Secretariat), review team lists with
present Rectors and provide guidance and support to those Rectors as they plan their
Weekends.
e. Shall maintain copies of the "AJTD Rector's Manual," the "AITD Detailed Schedule" and
other AJTD team materials and shall make them available to the Rector of each Weekend.
f. Terms of office of Advisory Committee members will be as follows:
1. Advisor: The Assistant Lay Director who serves in this position will serve through his/her
one-year term.
2. Advisory Committee Head/Chairman: The Advisory Chairman Head who serves in this
position will serve until at which time they submit a resignation to Secretariat. This position
is appointed by Secretariat and is a non voting position.
3. Spiritual Directors will serve two years in conjunction with their Secretariat term.
4. The four past Rectors on this committee will serve a two-year term, not to exceed three
consecutive terms. These are elected positions and will be filled by having their names
placed on the ballot at the annual meeting.
g. Replacement of Rector/Assistant Rector is as follows:
1. The Head Advisory committee would fill the position for a replacement Rector/Assistant Rector, or appoint one of 2 past men/women rectors who are currently serving on the advisory committee.
2. The Advisory committee should be included in all meetings prior to, and during the formation of all teams. The Rector should review all applications with the Advisory head prior to picking a team or assigning talks. The Advisory head should know every part of the planning and be aware of all aspects of the weekend plans to allow for any transition that would need to be made to flow without any disruption to the team or the weekend.
3. The Advisory Head must either be on each team, or have appointed someone from the committee to be on the team in their place, as well as a member of the committee serve on the opposite team.
There should always be a representative from the Advisory committee on both the Men and Women's team.
4. These actions are the sole responsibility of the Advisory Head and their committee, and are to be presented as part of the team formation to the AJTD Secretariat for their approval.
This resolution supersedes and nullifies all previous motions made concerning Altoona-Johnstown Tres Dias Secretariat. This 26th day of September, 2011