ACTS Core Mtg. Highlights - Sept.

Members Attending: Raul Rosario, Sergio Pantoja, Michael Gonzalez, Richard Martinez, Jacob Collazo, Tracey Walsh, Julie Seguin, Mireya Martinez,
Cristina Hodde, Jennifer Micek, Debbie Gray Members Absent: Liz Krimbill, Billy Johnson Guests Present: Sheila Rosario, Ernie Martinez
An opening prayer was offered by Richard Martinez.
Minutes of the August 9, 2011 had been distributed via email. Minutes were approved as written. As this was the first meeting with the newly elected
members of the Core, introductions were made by all.
Teen ACTS: Debbie Gray reported that the Teen ACTS retreat held in July at Antonian was a huge success. Fr Martin and Monsignor Mike were present for many parts of the retreat. Deacon Chris was on retreat for the whole week-end with the teens. The budget went well and they will have a surplus for next year. There was a surplus of water and snacks. Debbie noted that all items were returned to the ACTS closet…On our retreat date list, we list July 19-22, 2012 at Antonian. Antonian has said that we are not on their list. Debbie will follow up with Antonian regarding the date of next year’s retreat. As a side note, Raul noted that he just confirmed all dates with Cordi Marian and Omega through 2015 and 2016…It was discussed that the scholarship fund is for everyone, including Teen ACTS. Debbie stated that for the past retreat, no retreatants required assistance.
Women’s Spanish ACTS: Sheila Rosario, the Spanish Women’s ACTS retreat director, was present to give the Core an update. The following items were noted: Dates and reservations have been made for all events. There was a conflict with the return reception and the CSP reunion. It was stated that it was agreed upon that the CSP reunion will be moved to the faith formation building…Sheila noted that the PPC is organizing the 25^th anniversary directory. She remarked that she needs an ACTS Core group picture before the end of the year…The women have begun their weekly meetings…By the next meeting, they will have the status of the buses…Sheila will help determine how to keep a database for Spanish ACTS
Men’s Spanish ACTS: Ernie Martinez, the Men’s Spanish ACTS retreat director, was present to give the Core a status update. The following items were noted:.3 Core members are on team (Raul, Sergio, Richard)…There are 46 registered retreatants, 35 are confirmed HT parishioners – which means there are 4 are on the waiting list. They are continuing to take information for retreatants, but registration is now closed. 11 of the potential retreatants have been given a week to register…Mireya and Monica are on Home Team, Richard is the Treasurer, Jimmy Garza and his team/retreatants will be organizing the return reception…A question arose on whether 2 sons of a team member who are 18 and 17 years old could attend. The Core will discuss and get back to Ernie…They have visited the Omega center… Core is to take care of the buses…No money from the budget has been used yet…The Spiritual Director is a doctor at Incarnate Word and is the pastoral associate at St Luke’s. He will not be at the retreat, however, Fr Martin will be at the retreat throughout the entire weekend.
ACTS Social: Raul thanked Mireya for planning and organizing the successful ACTS Social
Retreat Schedule: Raul distributed a folder to each Core member which contained the Director’s Guidelines, HTCC Core Charter and the updated retreat schedule. Raul noted that in the future it will be vital to continue to confirm all retreat dates. Raul stated that Cordi Marian requires a deposit of $400 one year in advance, Oblate requires a $500 deposit 6 months in advance and Omega requires a deposit 2 years in advance. The deposit for the 2011 Spanish Men’s retreat at Antonian has been made. In addition, deposits for the Jan, March and April 2012 retreats at Cordi Marian have been made. No deposit for the Antonian July date for TEEN ACTS has been made, nor for the Aug 30^th date at Oblate. Cordi Marian has not opened their calendar for 2016 yet, so Raul secured Omega for that year…The remaining dates at Antonian for 2011 have been canceled. There is a debate with Antonian regarding receiving the $800 in refunds…Discussion was held on the fact that there is a gap for attending ACTS retreats between the ages of 18-21. Core is considering having a young adult retreat perhaps every other year. The remaining 2012 dates per the retreat schedule will not work for a young adult retreat (Aug 30/Sept 27/Oct 18). Jacob Collazo volunteered to call to see if there are any summer dates available. Monsignor would need to approve a young adult retreat first. It was noted that Omega is available Aug 2-5, 2012. For a young adult retreat, Omega is the 1^st choice and Antonian is 2^nd choice. Julie needs to officially cancel the Dec 15-18 Omega 2011 date.
Other: Although not in attendance, the appreciation for the years of service on ACTS Core by John Panariello, Chuck Cunningham, Erin Pruetz, Tina Zimmermann and ZZ Mylar was expressed… Monsignor Mike needs to be CC’d on all minutes…At the next meeting, we will review the HTCC Core Charter which Raul merged with the ACTS Mission Core Charter.
Director’s Guidelines: The Director’s guidelines were reviewed and several items were noted, clarified or changed (as noted below). Raul volunteered to make the changes to the official copy and have them approved electronically so he can distribute them to the current directors. Earlier in the evening, a question had arisen regarding the attendance of an 18 and 17 year old on the men’s Spanish retreat. Core determined that the guideline that a retreatant needs to be 21 years old must be adhered to. Ernie will be notified of this…Discussion was held that the guideline regarding 42 maximum retreatants needs to adhered to…It was clarified that an individual who has previously attended a HT retreat will be placed on the waiting list. As this is the first Spanish retreats, such guideline does not apply…The financial report will be given to Core and submitted to the bookkeeper within four week AFTER the retreat…Retreat fee will be a consistent $155 per retreat…Approximately 30-35 people will serve on team.
Miscellaneous: Msgr. Mike bought a table for “A Night in Old Mexico” on October 8^th and has invited any Core member to attend…The date of the next ACTS Core meeting will be October 11, 2011 from 6:30-8:30pm in the Family room of the Banquet Hall…The meeting closed with a prayer led by Cristina Hodde.