ONGOING AMBASSADORS FOR CHRIST
BOARD OF DIRECTORS MEETING
Others Present: Brian Krohe, Trey Fisk, Matt Bolha, Adam Hill, Chad
Newquist
_____________________________________________________________________________________
JANUARY 14, 2000
Meeting was called to order at 9:30am. Rev. Moyer opened with a devotion.
Personal sharing time followed.
SECRETARY'S REPORT
Pam gave the secretary's report. Rev. McInytre made the motion to accept
the minutes as submitted. Ed Steele seconded. Motion carried.
TREASURER'S REPORT
Rev. Ruhlig gave the Treasurer's report. See attached reports.
Church EX Flex: $24,153.06
Ruhlig Memorial : $29,248.67
Checking Balance: $10,780.65
Total All Funds: $64,182.38
Total Inflows: $124,825.96
Total Outflows: $136,104.97
Overall Total: -$11,279.01
Pam made the motion to accept the Treasurer's report as submitted. Rev. Baumgarn seconded. Motion carried.
EXECUTIVE DIRECTOR'S REPORT
Skyline Display has been purchased for $859 + S&H. The display
does not fit correctly in the case. Pastor Moyer is negotiating to obtain
the correct case.
Spring Break Team out of River Forest will be going out March 3-12. It is planned that the team will help record the CD. Moyer, Onnen and Krohe will make up the leadership team.
Crier deadline is March 23, 2000
Summer Training will be held at Trinity Lutheran Church in Rochester, MN, on July 18-24, 2000.
Other activities and plans are listed on the attached report.
ASSISTANT TO EXECUTIVE DIRECTOR'S REPORT
Reprinted the songbook. 6 new songs were added and 2 were taken out.
We are going to record the newest book on a CD. The $3000 grant will cover
the production. The time it will take to record is hard to gauge with working
around singers and instrumentalists schedules. We would like to have various
people involved in this recording. Tim suggests we have 2 masters. One
with a full mix and one with a split track. There is copyright work to
do still both with the songbook and the CD.
Summer Training is falling into place well. 11 Churches are lined up and meals are being planned. Tim has a meeting scheduled this weekend.
NEW BUSINESS
30TH Anniversary - Pastor Darkow and Pastor Jack Baumgarn
as a Workshop leaders at Summer Training. Board Members to share experiences
with Pastor Moyer to compile together for a bulletin insert. Have Alumni
share experiences with OAFC to Ambassadors at Summer Training.
Nominations
Pastor |
Layman |
Male Youth |
Female Youth |
| David McIntyre - IN | Ed Steele - WY | David Kamin - CO | Lisa Holmes - IL |
| Bob Martinek - IL | Jay Kulp - UT | Micah Moore - MN | Leah Henning - IL |
| Dale Lehfeldt - TX | Trey Fisk - IL | Joel Gruber - IA | Theresa Reiman - CO |
| Steve Tischer - MN | Brian Krohe - IL | Tim Bergmann - MN | Janell Moore - MN |
| Dan Smith - IL | Ben Venteicher - WY | Aaron Reiter - WY | Lavanna Gilmore - OR |
| Loy Schlote - IL | David Askins - TX | Chad Kableman - MI | Beth Riley - CA |
| Dave Cummings - TX | Erin Bowers- MN | ||
| Dan Barz - MI | Jessica Frauhiger - TX |
SUMMER TRAINING
Summer Training Themes
Tongues of Fire
30 years of telling HIStory - Daniel 4:3
Choose who you will serve - improving your servanthood
Ongoing Blessing flowing from Christ hands
Ellen made the motion that we use the Theme, "30 years of Telling HIStory" for Summer Training 2000. Anna seconded. Motion carried.
Summer Training Workshops - It was suggested that experienced people
do not need to attend the basic workshops. Some workshop topics suggested
are as follows:
Drama Writing
Puppet Writing
Basics
Songs and Music
It was suggested that the youth be divided by their commissioning status…D,W,S
Pastor McIntyre made the motion that strict guidelines be followed for Summer Training Registration as outlined below. Only Ambassadors who have been commissioned in the last 12 months and have attended at least 2 weekends between Summer Trainings. Youth from the local congregations will be invited to attend and participate if they are beyond the 8th grade. Pam seconded. Motion was carried. This action was taken after an over 3 hour discussion.
1. Commissioned ambassadors and adult leaders .
2. Dedicated LCMS youth (beyond 8th grade) from the area
hosting Summer Training
3. Dedicated LCMS adults who wish to be trained as OAFC Leaders
4. Children of adult registrants - assigned with their parents for
lodging, etc. (also see "Day Care")
Summer Training schedule was discussed and was decided that we should
keep the schedule as is.
It was discussed that a workshop be held for role playing various situations
that come up while canvassing. The entire assembly needs to experience
this in some way, but the entire group may be too large. It was suggested
that we do some role-play during singing time to look at right and wrong
ways of doing things. It was also suggested that we go beyond that and
have a workshop Team Time where individuals have a role to play and go
to each Team room and play that role as they go through the survey. The
Team will evaluate the call with the individual.
It was discussed there be a Rally worship in Minnesota for Sunday worship. It was decided this would not be something we should do as it would take away from serving and worshiping with each Host Congregation.
Youth Family Night was discussed. It was suggested that this is not a productive night and possibly having a Rally night instead with the youth from all the congregations. It was also suggested that we keep it as is, make it flexible to accommodate the congregation, and publicize it more by calling Pastors before arriving at Training and discussing it with them. Also, are we over-extending the hosts with yet one more thing during a busy week. Another suggestions was to do outreach ministry that night instead. Each Team would do some type of outreach. It was decided to keep Youth family night and to publicize more.
Workshop Leaders: Steve Cohen, Mike Scudder, Pastor Darkow, Dr. Oberdeck,
Greg Havland,
Alumni: Kip Hoeke, Becky (Kokel) Conners, Michelle (Kilgore) Howard
Keynote Speakers: Steve Cohen, Pastor Darkow, Jack Baumgarn
There was a suggestion to have a band perform at Recreation night. Pastor
McIntyre made the motion to decline the idea of a band performing. Ed Steele
seconded. Motion carried. We will thank them for their offer and respectfully
decline.
DISCIPLINE
Below are some items that were considered discipline problems:
Attitude Checks - only allowed by the Director's permission and explain
why.
Roaming the halls - All Adults and experienced youth enforce
Talking out of order - All Adults and experienced youth enforce
Dress Code - All adults and experienced youth enforce.
Respect Authority -
Lime Lighting -
Inappropriate Behavior -
Coupling -
Participation -
Host Homes -
The above behavior will not be tolerated. Below are the suggestions that will be followed to promote the proper focus for the full participation and enjoyment of all:
1. Have a couple of adults who would lead an orientation at the start of Training to spell out expectations for Summer Training. Brian Krohe and Trey Fisk offered this as they provided this at New Years.
2. It was also suggested that the Teams not alternate with singing times, but have a specific group that is always leading during singing sessions.
3. We need to define expectations at the beginning possibly with a written "covenant" that each individual sign when arriving at Summer Training.
4. Sit in Teams or specific groups
5. Prayer Partners/mentor
6. Typing up letters prior to Training to outline and explain what we expect or everyone, Youth and Adults, during the week.
7. Dress code violators - Have a volunteer driver who will shuttle people back to host homes to change into more appropriate clothes.
8. Review host home guidelines on Tuesday.
SUMMER TRAVEL TEAMS
The Board reviewed the discussion topic submitted by Brian Krohe and
Trey Fisk.
Nick made the motion that all Travel Team members be commissioned at
the Witness level or higher. Ellen seconded. Motion carried.
The qualifications are as follows:
1. Be commissioned at the Witness Level and in the 9th
grade or higher.
2. Know all 3 witness methods
3. Attended at least 6 weekends, 1 of which could be Training
4. Highly recommended by their Lead Director
5. Able to lead a Witness Team
6. 1 prior Summer Training.
7. Volunteering, Servant Attitude
These guidelines will be sent to Lead Directors to follow when considering individuals for Travel Team.
A letter will be sent to all Travel Team Members outlining expectations and guidelines for team. Hopefully it will weed out misconceptions of what Travel Team is.
Make it a goal to have only 12 on a team. Smaller team allows the Teams Dynamics to come together more easily.
Travel Team Leaders should go on a team prior to leading a team.
Travel Team nominations should be in by Feb. 1. Travel Team application should be in by April 1. This will allow Tim to plan Team destinations well before Training.
The Executive Director should not lead a team at Training. He has numerous
responsibilities and is pulled in various directions. The Executive Director
could help other teams that may need some help with leading.
It was decided that ideally, we would have a Leader that would be there
the entire time with an assistant leader that could fill in when needed.
Strive to find others who may like to take a Travel Team out and give him
an opportunity. Team numbers would depend on the Leaders we can line up
and the number or qualified ambassadors that can attend.
Travel Team leaders should be limited as to their responsibilities at Summer Training.
It was suggested that Travel Team members have their own workshops.
Adam made the motion that the schedule be changed to have Travel Teams
in workshops for 2 sessions and 1 team time as Travel team training. Donine
seconded. Motion carried.
Material Review - Baptism Renewal should be retitled as Christian Baptism. In the Study, paragraph 6d should now read "right of reaffirmation" and the Table of contents should read Christian Baptism.
Drama Book - We need more Dramas to be added to our book since
congregations are purchasing many and many are already familiar with the
Dramas.
"Voice of the One Way Newscast" can come off as very confrontational
to some since we specifically name other beliefs. It was suggested we change
the names of certain characters and be sensitive to where we use it and
how it is performed.
Pam made the motion that in Voice of the One Way Newscast, we be sensitive
where and when we use this drama. Nick seconded. One opposed. Motion carried.
Pastor Moyer will compile a letter for Lead Directors.
Songs - Jesus My Lord on page 50, in verses 1,2,4, are not doctrinally
correct.
Pastor Baumgarn made the motion that Jesus my Lord (p. 50), stanza's
1,2,4 be omitted when singing them. Adam seconded. Motion carried.
It was discussed that we start using more of the songs sung from the
Hymnals during the weekends. Possibly using the Hymnals during the weekend.
Also letting the Host Pastor know they can decide how we can best serve
the congregation for the weekend
Pastor Baumgarn made the motion that we encourage the use of our Lutheran
Hymnody on weekends and give them priority in future additions of the OAFC
songbook. Pastor McIntyre seconded. Motion carried.
Web Page - Pastor McIntyre has brought it up to date now. Weekends are listed on there so all are informed as to each area schedule. He would like to eventually have each group to have their own page with information on it. All the Directors need to keep OAFC informed as to their weekend schedule.
Leadership Retreat Plans - Pastor Moyer suggested the location of the retreat would be held in Illinois at Camp Cilca. Bring all Leaders together for a retreat. It was suggested they be able to fly in and out, and the retreat be only 2 days at the most as they are already giving so much time being a Lead Director. This would be paid for using grant money we could apply for through AAL. Build cohesiveness and sharing among leaders. It was suggested that we make sure this is a building time for the Leaders so can work through needs and frustrations each may have. Every Lead Director is doing things differently and some Leaders don't have the opportunity to bounce ideas off of other Leaders. The St. Louis Seminary or a hotel in that city was suggested instead to allow easier flight arrangements.
Grant Money - It was made known to the Board that Schwans and
AAL both have grants we can apply for. One could possibly be used for the
Leadership Retreat and another could be used to help groups purchase a
van.
Ellen made the motion that we encourage Pastor Moyer to apply for the
AAL Innovations Grant, a maximum of $50,000, for the use of holding a Leadership
Conference. Adam seconded. 1 opposed. Motion carried.
Pastor Baumgarn made the motion that we apply for a grant through Schwans
for the use of purchasing vans for areas in need of transportation to weekends.
Nick seconded. 2 opposed. Motion was carried.
The video, "American's Godly Heritage" by David Barton, was shown. It was suggested that we possibly use this as a workshop topic if we have a workshop slot to be filled. The thought is that we use sections to revolve around discussion as well. This video talks about the Founding Fathers concerns of Church and State.
Fridge Friend Magnets - They need to be updated if we continue to use them. I was decided to design a new Fridge Friend that can be used to give to those giving prayer support as a way to remind them to pray. Pastor Moyer will have this accomplished and we will fund this by using some of the Innovations Grant money to produce and distribute.
Assurance of Heaven Tract - It was suggested that College age
would try to redesign the tract to update it by taking the hand drawn pictures
and put actual pictures in place.
Ed Steele made the motion that the college students get together to
draft a new AH Tract with updated graphics and have a draft available for
our April Conference Call. Pam seconded. Motion carried.
Background Checks for New Directors - It was shared that church
organizations are not required to do these criminal checks. There are many
ways to accomplish this either by the organization doing it on their own,
or having another individual doing that.
Pastor McIntyre made the motion that the ED check with our Insurance
provider to see if it is required to have Background Check on our Leaders.
Anna seconded. Motion carried. Results will be shared at the Spring conference
call.
Missions Director - This would be an individual who would try
to find ways to help fund weekend expenses for an area. Steven Ruhlig has
offered to help produce written materials to introduce congregations to
the benefits of OAFC. It was discussed that this individual could help
inform the congregations that they could include the organization in their
mission budget each year. It was also suggested that we not give individuals
a title.
Pastor Baumgarn made the motions that we recognize certain individual(s)
for financial resource researcher(s) to identify different corporate grants
and funds for OAFC. Donine seconded. Motion carried
Replacement of Jetta - Nick made the motion that we authorize the Executive Director to spend up to $10,000 to replace the Jetta. Adam seconded. Motion carried.
Witnessing Methods - Chris Steele offered a suggestion to reformat
the Witness Survey and Methods. It would incorporate all 3 methods to flow
freely during the entire survey. It is also understood that you may not
be able to use all the questions in this survey. There was discussion about
the question "What do you think about what Jesus has done?". Discussion
focused on why we ask the questions if we already ask them their opinion
earlier in the survey. Is there a different way to ask this question such
as a closed question where they answer Yes or No.
Should we even ask this question?
Pastor Moyer made the motion we drop the question "What do you think
about what Jesus has done?" in the SSS Witnessing Method. Pastor McIntyre
seconded. 3 opposed 6 for. Motion was carried.
Pastor McItyre made the motion that this new method be tried and tested
by the Summer Travel Teams and then results brought back to the Board at
the Fall Phone conference. Adam seconded.
Pam moved that the Executive Director review possible changes to the Survey and Witnessing Methods offered by Christine Steele and present possible changes at the March meeting and if adopted, to be used by the Travel Teams as a test before adoption. Adam seconded. Motion carried.
GUIDELINES IN EMERGENCY SITUATIONS
What procedures should we follow when a situation arises and parents
need to be contacted.
- First Aid Kits required in all vehicles
- Safety first
- Medical Release in every vehicle - Notarized
- Food handling Checklist
- Communications/Cell Phone
- Plan B if separated
- Stay together and designate a check point
- Detail list of stops
- Common call back number
- Roster/head count
- Group Travel Plan video
- Leadership Structure
- Carry an updated Lutheran Annual
- Notify parents as to the situation
- Identify those trained in First Aid/CPR
PROMOTION OF OAFC
Discussion was held as to the representation of Youth on the Board. The Youth Ambassador has been college age the last few years.
A motion was made by Adam to change the age of the boy and girl ambassador from an age of 18 to 17. This motion was made to ensure the boy and girl ambassador represent high school ambassadors rather than college age ambassadors. College age ambassadors tend to miss weekends because of college responsibilities. Donine seconded. 5 in favor, 2 abstained, 3 absent. This motion will need to be considered again at the Spring meeting. This idea is tabled until the next meeting.
The Phone Conference Meeting will be held on Sunday April 2, 2000 at 8pm Central Time.
Pam made the motion to adjourn the meeting. Adam Seconded. Motion carried.
Meeting adjourned at 5:00pm on Saturday, January 15.
