Secretariat Duties & Responsibilities

Note: In a position with married couple, both Pescadores are encouraged to attend Secretariat meeting, however each position gets only one vote.

 

DUTIES AND RESPONSIBILITIES FOR EACH POSITION:

PRESIDENT:  The President shall be an active member in good standing of the RVTD Community, shall have previously served on the board in some capacity, and shall be active in their local church.

  • Maintains responsibility for overall guidance and direction of RVTD.
  • Acts as the lay representative of RVTD in meetings with clergy from participating and potentially active churches and with other three-day movements. 
  • Acts as a liaison with Tres Dias International.
  • Develops short and long-range plans for expansion and growth of the community.  
  • Assists in the development of effective Policies and Procedures.  
  • Presides at Secretariat meetings.
  • Signs checks as the alternate signer.
  • Acts in conjunction with the Weekend Couple as liaison with the campground to handle relationships and reservations for future weekend dates.
  • Participates in overall guidance and planning of RVTD activities.

 

VICE PRESIDENT:  The Vice President shall require the same qualifications as the office of President.

  • Generally assist the President and perform duties delegated by the President.
  • Coordinate the delegation to the National Assembly.
  • Presides at Secretariat meetings in the absence of the President.

 

TREASURER: 

  • Maintains up-to-date records of all RVTD finances.
  • Maintains accounts receivable and accounts payable.
  • Signs checks and distributes funds as authorized by the Secretariat.
  • Receives and deposits Tres Dias funds on a timely basis.
  • Distributes monthly financial statements to all members of the Secretariat.
  • Submits financial records for review by the Secretariat or their designee for audit or for external audit or review at the request of the Secretariat.
  • Presides over Secretariat meeting in the absence of the Chairperson.
  • Provides reimbursement forms and tax-exempt number to those making Tres Dias related purchases.
  • Maintain CCLI music license agreement annually.
  • Participates in overall guidance and planning of RVTD activities.

 

SECRETARY:

  • Maintains an up-to-date record of minutes of all meetings of the Secretariat, which includes a list of each member present and absent.
  • Distributes copies of minutes to each member of the Secretariat.
  • Logs and maintains records of all amendments made to the By-Laws and Policies and Procedures.  The Secretary distributes revised documents to the Secretariat.
  • Presides at the Secretariat meeting in absence of the Chairperson and Treasurer.
  • Keeps historical records for the community, including weekend specific pictures and other pertinent information.
  • Participates in the overall guidance and planning of RVTD activities

 

MEN’S LEADER/WOMEN’S LEADER: 

  • Utilizes a comprehensive and up-to-date record of each Pescadores’s service experience in Tres Dias, Cursillo, and Walk to Emmaus as well as service on the Tres Dias Secretariat.  Data Management provides this information.
  • Obtains from Data Management a list of names of those who are Rector-qualified.
  • Maintains and distributes all Rector Materials.
  • Reviews list of Rector’s options with Rector as written in the Policies and Procedures.
  • Assists upcoming Rectors in team selection and formation.
  • Provides Rectors with the work history and qualifications of potential team members according to the guidelines in the Policies and Procedures.
  • Works with Rectors to advance Pescadores to serve in various team positions to become Rector-qualified.
  • Conducts a follow-up meeting within two weeks after the weekend with the Rector, Upcoming Rector, Head Cha, Head Kitchen, and other appropriate Heads to identify and document problems and solutions.  Convey the results of meeting to Secretariat. 
  • Participates in the overall guidance and planning of RVTD activities.

 

PRE-WEEKEND:  

  • Encourages sponsorship by providing sponsor materials at Secuelas and in newsletters.
  • Distributes and receives candidate applications. 
  • Reviews applications for completeness according to the Policies and Procedures. 
  • Maintains a dated list of applications and keeps applications on file.
  • Sends letters of invitation to candidates.
  •  Sends confirmation letters to sponsors. 
  • Follows up on invitations with candidates and sponsors until candidates are confirmed.  
  • Monitors candidate status in a timely fashion to insure that the maximum number of candidates will attend the weekend.
  • Prepares and distributes candidate list and team list at send off.  
  • Presides as master of ceremonies at send-off.  
  • Participates in overall guidance and planning of RVTD activities.

 

WEEKEND COORDINATOR:

  • Acts as liaison with the onsite campground director in partnership with the Chairperson.
  • Identifies Pescadores to serve on set-up and takedown crews to help with the set-up and takedown of all equipment, and the cleaning of the facility at the close of the weekend.
  • Arranges the transportation of equipment to and from the weekend site.
  • Participates in the overall guidance and planning of RVTD activities.

 

SUPPLY AND PROCUREMENT:

  • Coordinates with weekend position for transportation of supplies to weekends and storage of supplies after weekends. 
  • Maintains a master supply and equipment list, with an inventory of assets.
  • Purchases and maintains assets and supplies.
  • Participates in the overall guidance and planning of RVTD activities.

 

NEWSLETTER/COMMUNICATIONS:

  • Gathers material and regularly publishes the newsletter via email.
  • Sends updated information to the webmaster to help keep the website current.
  • Collects pescadore information to keep the community roster updated.  
  • Participates in the overall guidance and planning of RVTD activities.

 

PALANCA:

  • Sends general palanca letter to the weekends of other communities/movements. 
  • Requests and receives general palanca letters for weekend from other communities.  
  • Provides for a means of collecting and delivering personal palanca on a weekend for candidates and team.
  • Monitors the donation of new banner(s) and other forms of permanent palanca for the weekend.
  • Maintains a photo log of all donated community banners.
  • Stores and maintains the physical banners in an appropriate climate controlled storage facility.
  • Coordinates donation of old banners to new communities.
  • Emails TDI a year in advance of upcoming weekends for purposes of publication on their website.
  • Participates in overall guidance and planning of RVTD activities.

 

FOURTH DAY:  

  • Prepares Fourth Day packet including:
    • Tres Dias introductory brochure/Essentials of Tres Dias
    • Information about the RVTD website
    • Sponsor responsibilities
    • Candidate Application Forms
    • Other information as appropriate
  • Schedules Secuelas on a regular basis. 
  • Provides a resource table at Secuelas.  
  • Recruits Secuela hosts and provides them with supplies and Secuela outline.  
  • Participates in overall guidance and planning of RVTD activities.

 

DATA MANAGEMENT:  

  • Maintains current documents in Microsoft Word or Microsoft Excel:

    • By-Laws
    • Policies and Procedures
    • Service descriptions of each position 
    • Rector Script
    • Talk outlines 
    • Rector’s Orientation Manual
    • Pescadore work history
    • Pescadore Secretariat service
    • Meeting minutes
    • Other documents as appropriate
  • Participates in overall guidance and planning of RVTD activities.

 

REUNION GROUP:

  • Responsible for the establishment of Reunion Groups.
  • Communicates to candidates and Pescadores the function and purpose of a Reunion Group.
  • Be the driving force in encouraging Pescadores to belong to a Reunion Group.
  • Contact all candidates as soon as possible after a Tres Dias Weekend, to encourage them to join an existing or establish a new Reunion Group.
  • Be a member of a Reunion Group and attend as many other Reunion Group meetings as possible.
  • Encourages the flow of meetings with focus on prayer, fellowship and accountability to piety Christ-likeness), study and action.
  • Develops and maintain a list of all existing Reunion Groups and their attendees.
  • Participates in overall guidance and planning of RVTD activities.

 

L.) SPIRITUAL DIRECTOR: 

  • Prayerfully oversees the spiritual direction of RVTD activities. 
  • Works as the primary advisor and source of spiritual counsel to the Secretariat to assure that they are acting in obedience to God’s Word.
  • Works as primary liaison with the weekend Spiritual Directors and provides them with their weekend materials.  
  • Selects weekend Spiritual Directors after taking into consideration the preferences of the Rectors and the Men’s and Women’s Leaders.
  • Works as the primary liaison with other clergy regarding matters related to the weekend and Fourth Day activities.  
  • Participates in overall guidance and planning of RVTD activities.

 

M)  “At Large Members”: (Beginning in the year 2024 we will add three individuals to this position)

  • Responsible for being “the voice of the people in the community”.
  • Participate in special projects and committees.
  • Participates in overall guidance and planning of RVTD activities.
  • Participates in overall guidance and planning of RVTD activities.