Ongoing Ambassador for Christ Board Meeting
Salem Lutheran Church
January 12 [-13], 2001

 

Member present:  Ed Allen - Chairman, Rev. Tom Moyer - Executive Director, Dan Barz - Assistant to the Executive Director, Rev. Erwin Ruhlig - Business Manager, Pam Rudick - Secretary, Rev. David Baumgarn, Rev. Dan Smith, Trey Fisk, Ellen Griffin, Adam Gless, David Kamin, Donine Fink, Lisa Holmes.  Others present: Brian Krohe

_______________________________________________________________

Meeting was called to order at 9:15am by Chairman, Ed Allen
Pastor Baumgarn opened the meeting with a devotion.

REPORTS

Secretary's Report
The Minutes from the October Meeting were read. Grammatical errors are noted in the Minutes.  Trey made the motion to accept the minutes as corrected.  David Kamin Seconded.  Motion was carried.

Treasurer's Report
Pastor Ruhlig shared the financial report.  See submitted pages marked AA to GG for specific details.  The Ruhlig Memorial fund was established when Pastor Ruhlig made the decision to purchase the Parsonage.  The Board of Directors decides the use of this money.  Pastor Ruhlig asked that he have permission to transfer a portion of the funds to checking.  Trey made the motion the Board approve

transferring funds from the Ruhlig Memorial Fund to the Checking Account.  Pastor Baumgarn seconded.  Motion carried.  

Pam made the motion to accept the Financial Report as submitted.  Trey seconded.  Motion carried.  The motion was made by Pastor Baumgarn to resolve that Athens State Bank be designated as the depository of our funds and the following individuals be allowed to write checks on behalf of Ongoing Ambassadors for Christ:  Erwin Ruhlig-Treasurer, Thomas Moyer-Executive Director, Dan Barz-Assistant to Executive Director.  Adam seconded.  Motion was carried.

TOTAL INFLOWS	$133,146.09
TOTAL OUTFLOWS	$142,991.13
OVERALL TOTALS	$  -9,845.04

Executive Director's Report
Pastor Moyer shared events he has attended and those he will be attending.  A complete report is submitted with the Minutes.  Trey made the motion to accept the report as submitted.  Pastor Baumgarn seconded.  Motion carried.

Assistant to the Executive Director's Report
Dan Barz shared the activities he has been involved in since he started two months ago.  A complete report is submitted with the minutes.  Pam made the motion to accept the report as submitted.  David Kamin seconded.   Motion carried.

OLD BUSINESS    

Production of the CD...Remaining fees to be paid is $2,000 to Obie Jones.  Total estimated production cost is $22,500.  We will produce 1000 sets (5 CD's in a set). Pam made the motion that we set the price for the CD at $20.00 per set. Pastor Baumgarn seconded.  Motion was carried.   We estimate the CD's availability by Easter.

NEW YEARS GATHERING 2002
Hosting interests have come from St. Louis, MO and Salt Lake City, UT.

SUMMER TRAINING CONCERNS

Ed Steele's letter was discussed.  A copy and Pastor Moyer's response is submitted with the Minutes.  Non-LCMS youth allowed to attend Summer Training was addressed and discussed.  Ed's concern is we dealt with this as the meeting in Jan 2000 and the Board set some guidelines.  We discussed the need to give additional training to those already experienced in OAFC and we also discussed the need to help train new youth.  The following motions were made in response:

New Youth from the Summer Training area
We discussed and reaffirmed the Boards decision a year ago.   Adam made the motion  we allow

dedicated LCMS youth (beyond 8th grade) from the area hosting Summer Training to attend.  David Kamin seconded.  Motion Carried.

New groups outside the Training area
The discussion focused on whether this is a good first experience for youth .  Concerning new groups, Trey made the motion that entry into OAFC is at the local group level, therefore, in order to attend Summer Training you must be commissioned.    Donine seconded.  Motion carried.

Non-LCMS youth
The discussion focused on that some are very dedicated and have already been allowed to attend Summer Training and we should grandfather them in.  It should be limited to those that are active in the group with the Lead Director and the Executive Director discussing any exceptions to this rule.   Ellen made the motion that we allow non-LCMS youth who are active in their local groups and  have attended previous Summer Trainings be allowed to attend Summer Training with the recommendation of their Lead Director and approval of the Executive Director.  David Kamin seconded.   10 for the motion, 1 against.  Motion was carried.  The few non-LCMS youth exceptions will eventually dwindle to zero. The above action was taken after a 2 day discussion.

Speakers at Summer Training was another concern of Ed Steele.   
It was discussed that the speakers at Summer Training last year were not actually outsiders but associated with LCMS.  We will continue to use discretion when lining up Speakers for Summer Training. As for our copy writing material being used by another evangelism group in LCMS, it was discussed that the individual using it helped to develop it.  It was suggested that we allow him to use it and share the Good News with those that he encounters.  He is furthering the Gospel in his work. A letter will be sent to Pastor Darkow to let him know of the concerns of his using OAFC material.   Trey made the motion that Pastor Moyer send a letter to Pastor Darkow addressing the concerns we have discussed.Pastor Smith seconded.  Motion carried.

There is concern that anything on the Web site should have our copyright on it.  It was decided that we allow people to use the material but have a statement included that says "is not to be sold for profit."

LEADERSHIP RETREAT

It was discussed a retreat would be beneficial if many Leaders could get together for one event and we could all pull ideas from each other.  We can all then be unified and 'be on the same page' with all our groups nationally.  It was decided that we should look into outside funding for this retreat.  The retreat is a great idea but we would like to keep the cost to the Leaders as minimal as possible.  We will look into AAL, Lutheran Brotherhood....for this funding. 

MISSIONS DIRECTOR

There is no report at this time

BACKGROUND CHECK

Previous meetings have discussed the need for Background Checks for the Lead Directors.  Having a simple application form with includes a question in regards to your background and permission to make contact with the individuals Pastor.  Dan Barz and Ed will formulate an application for the next meeting.

EMERGENCY CONTACT/MEDICAL RELEASE FORM

There is feeling that each individual who participates in OAFC needs to have a Universal Emergency Contact/Medical Release Form.  Participant's Lead Director will maintain the original, updating information as needed. There will be a copy on file at the event and the Team/Lead Director would have a copy that would be with the group at all times.  Dan Barz will formulate a Universal Emergency Contact Form.

NEW BUSINESS

LOCAL GROUP FINANCIAL MANAGEMENT OAFC ACCOUNTS
For local groups
What do we do when we purchase items for our OAFC group and we want to be tax exempt?  How do we go about sending in the door offerings so as to not go through a personal account?

Can all local groups have access to the tax exempt number? 
Pastor Ruhlig shared the lengthy process of setting up tax exempt for all local groups.  He also shared that the financial advisors he has spoken with have advised him to not pursue this.  It was discussed that any large amounts of money to aid in the travel or function of an event, can be run through the office and then a check sent to the group.  It was also suggested a local group can set up a business account but not tax exempt to put funds through.  Funds and/or receipts should be mailed to the OAFC Main office.  When this information is compiled it will be included in the Leaders Manual.

The Board made the following resolution in regards to local group financial management.  

• If desired, open a checking account, independent or in conjunction with a local congregation with the understanding, it is not tax exempt.   This account may be used for the purpose of depositing and writing checks for sending cash donations to the National Office. When  tax deductible income is received,  funds and/or receipts MUST be sent to the National Office for account tracking.  A check can then be returned to the Lead Director for any funds designated for a local group.
• When desired, a group may apply for State sales tax exemption.
• Fund Raising events (i.e. car wash, bake sales...)are not encouraged, rather time is to be spent on telling the Good News and strengthening our witness. Resolution approved by the Board.

INTERNATIONAL TRAVEL TEAM

Pastor Bob Hartfield and Kim Bueltmann have expressed and interest in sending a team to Germany and London.  Pastor Dave Bueltmann has expressed and interest in leading this team.  Pastor Hartfield thinks it would cost each person approximately $1,000 with all other costs being covered with door offerings and gifts.   Kim's thoughts are to have the team serve in the same capacity as a Travel Team.  It was decided that we would go ahead and pursue this team.  Members would be responsible for raising their own funds for travel.  First step will be to establish and application process and to publicize it both locally and at Summer Training with having a team established by the end of summer. Some additional steps to be taken could include:

• All members would need to speak German
• Know the methods in German
• invite some of the Germans to Summer Training 2001 or come for a number
  of weeks and get plugged into a few weekends
• Team Leaders make a trip to Germany to make connections and lay plan
• have a team chosen by the end of summer 2001
• the team should meet at least a week before the trip

Pam made the motion that approval be given to send an international team to Europe, an application be formulated and with the understanding that all members would have the ability to communicate in the German language and fund their own cost up to $1000.  Ellen seconded.  Motion carried. Applications deadline is August 31, 2001 with final selection by the Board at the Fall meeting.  The cost will not exceeds $1500per person.

CRIER

Steve Ruhlig has worked on formatting the Crier for the past 3 years.  He is unable to continue in this service. Trey made the motion to appoint the Secretary to draft a letter on behalf of the Board of Directors to thank Steven Ruhlig for his 3 years of service in formatting the Crier and to include this letter in the next issue of the Crier.  Pam seconded.  Motion carried.

30th ANNIVERSARY

Summer Training will be the end of OAFC's 30th year.  There was discussion in regards to having some special events at Summer Training this year.  Set up a Trivia Table and Hall of Fame (past Summer Training pictures), new banner for Summer Training, locating former Ambassadors and inviting them to share their experiences and invite them to the closing service.

NOMINATIONS FOR THE BOARD

Adult Man	Adult Women	Boy Ambassador	Girl Ambassador
Brian Krohe Jack Hoenig Ed Steele	Daria Mann Pam Rudick Donine Fink Chris Steele Nicole Ottwell	Trevor Witcher Mark Triplett Tim Koch Andy Berg	Jackie Mapstone Christy Oberdeck Rachel Barz Holly Goetz Missy DeLong

SUMMER TRAINING

There was a suggestion that we try to include all the adults on a team in some kind of Leadership Role during a gathering.  One of the suggestions was to have the Leaders communicate their need for leadership and for other adults to offer where their gifts can best be used.  All need to communicate their need and willingness.  This could be taken care of during orientation at Summer Training to find out who is willing to do what and how much each adult would like to be involved. 

Workshops and who should attend which ones were also discussed.  We already designate those who are new and those who have attended Summer Training.  We also have them assigned to certain workshop times.  Have all three types of workshops...Principles(qualities, duties, dress and host guidelines), Witness Survey(methods and why we ask these questions), presentations(puppets, dramas, nursing homes, worship and Sunday school).  Those who are new at Summer Training would attend these in 3 separate workshops and those who have attended Summer Training, it could be condensed in 1 workshop.  Have youth and/or college students who can lead these then adults can have a basics workshop also. During orientation for adults, go over the Survey and review any changes that have been made and why. Have a College age Sharing

THE PROPOSED NEW FORMAT FOR THE ASSURANCE OF HEAVEN

The Travel Teams gave some feedback in regards to using this New Format on Travel Team. Although the new format was long, pushy and complicated some thought it does flow well together.   The trial was not well received.

2001 SUMMER TRAINING THEME

Overjoyed Knowing Christ

Adam made the motion to have the Summer Training Theme be Overjoyed Knowing Christ. 1 Peter 4:13.  Lisa seconded.  Motion carried.

O KLAHOMA'S 
A WESOME  
F AITH  
C HALLENGE

WORKSHOPS

• Astronomy and Christianity
• 30 Things I wish I knew 30 years ago
• Any other suggestions should go to Dan Barz
• Orientation - duplicate last years session
• Travel Teams

SPEAKERS

Our choices are as follows:

1. Dr. Paul Meier

2. Rev. Bill Yonkers

3. Rev. Mark Schwictenberg

Rev. John Moyer

YOUTH SHARING

Dan Barz will restructure this session for Summer Training 2001

ADULT SHARING

We need to review the Witness Survey form, Small Group Bible Studies and the "Hug Initiation"

DISCIPLINE

Summer Training 2000 had few discipline problems.  There was consistency in leadership    Dress code was followed very well.  We need to communicate the expectations to the Directors every year.  We also set expectations as to what we wanted the youth to do, and it was followed. It was decided to duplicate the Orientation Session from last year with skits to demonstrate what is expected of all participants.

WEB BASED INTERNET REGISTRATION

Allow individuals to register via the Internet so information is clear and complete.  Ed will set this up for Summer Training 2001

POTENTIAL [future] SUMMER TRAINING HOSTS

• 2002 St. Francis, MN
• 2003 Michigan
• 2004 Colorado

Extended Travel Team plans are coming together.  Pastor Moyer is planning to lead this team.   It was discussed that the team be split up during Training in the non-Travel Teams then come back together after Training to finish the tour.  It was decided the team would have no more 12 members.   The Board discussed applicants and shared their thoughts. 

After a thorough review of all candidates, the following individuals were selected to serve on this team: 

John Eddy Jon Moyer Elliott Lutz Brent Watson	Tanya Merezko Lisa Barz Mary Eddy Donine Fink Valerie Taylor Heidi Leininger
	alternate #1 Christy Whisler alternate #2 Sarah Smith alternate #3 Theresa Reiman
Other Alternates:	Jackie Mapstone Jamie Louderback Kathryn Pflug Lindsey Mellethin Nicole Ottwell

We have been blessed with many dedicated youth willing to give their time to further the Good News on this Team.  We thank everyone who applied to serve in this capacity.

TRAVEL TEAMS

Summer Travel Team Leaders...Pastor McIntyre.  We are in need of at least 1 more leader.

MATERIAL REVIEW

In response to Ed Allen's suggestion, Pastor Moyer made the motion the ending of the SSS method be changed from "What do you think about what Jesus has done" to "Do you believe that Jesus suffered, died and rose in victory for you as well?" and the Witness Survey Intro be changed from "We are from ________Lutheran Church taking a religious survey." to "We are with _______Lutheran Church taking a religious survey and sharing some Good News" to be used on a trial basis on the Summer Travel Teams. Pastor Smith seconded.  Motion carried.

Brad Aldrich submitted a possible survey format to be used by the team canvassing at his church this summer.   It was suggested that we do our survey as written, but to also give people we call on the opportunity to fill out a survey with additional questions to be sent back to the church.   Pastor Moyer will make the final determination as he coordinates with Pastor Aldrich.

LEADERSHIP MANUALS
It will be updated with changes the Board has discussed.  Pastor Moyer will work to revise these.

WITNESS METHODS
Many of us have introduced ourselves at the door and found it makes the call less tense.  It was also suggested that we change the question "May I ask you something important?"  to a statement "I would like to ask you something important".  Both changes will be used on the Summer Travel Teams to see how it is received.

BIBLE STUDIES
We are encouraged to submit Bible Studies for the Youth Manual.

WEB-PAGE
Ed Allen has been working with updating the Web-page.  He will work with Dan Barz to take over the regular upkeep of this.   We encourage local groups to keep the office informed as to weekend dates to keep the National page updated.  Any ideas or suggestions can be sent to Dan Barz or Ed Allen.

CRIER FORMAT
It is inexpensive to print it on the newsprint but it costs more to mail.   Ed has a newsletter format that would make mailing less expressive but cost more to produce.  CPH in St. Louis and Rod Johnson are both willing to do this.   Dan Barz will look into options and costs for future Board review.

LEVELS OF COMMISSIONING
We reviewed these levels and what you need to accomplish for each level of commissioning.   This was established to promote personal growth among individuals not to differentiate between individuals.  

RESPONSE TO GOD'S LOVE
Pastor Ruhlig shared some thoughts as to this topic.
Proposition:  When the Word of God reveals the love of God to any person that person can become overwhelmed with responding love for God. Text: 1 John 4:19 " We love Him because He first loved us."

Warning to Male Workers in the Word: The love for God that people possess may be directed to you as God's representative.  Always forward this love on to God. Do not ever assume it is personal love meant for you, the presenter of God's Word. 

Males who present God's Word represent God. As that Word of God unveils the love God has for each one in Christ Jesus there may occur a responding love for God in the heart of the one receiving that Word. That love for God may express itself in word and action and may be directed to the messenger of God's Word whom is serving as God's representative. The duty of the representative of God is to forward that love meant for God on to God. 

The danger is that the sin-stained mortal who serves as God's representative may assume this love is a personal love meant for himself. If that is done the love of God's representative has betrayed God's child. 

Those serving in the ministry of OAFC have a double danger for the ladies we serve are at a very vulnerable age, perhaps 14-18. Their immaturity in properly expressing their feelings of love make them most vulnerable to betrayal. 

A possible course of action for a male representative of the Word of God could be to say: "I am aware that at this moment you have expressed great deal of love toward me as God's representative. It is the proper love of God that you mean to be for God but is right now coming to God's representative. How wonderful that God has caused your love for Him to grow! Let me speak a word of prayer to thank God for the great love you express to Him"

DATE FOR NEXT CONFERENCE CALL MEETING
Sunday, April 22, 2001 8pm CST.

 

Pam made the motion to adjourn the meeting.  Adam seconded.  Motioncarried. Meeting adjourned at 4:15pm, on Saturday, January 13, 2001.

Trey closed with prayer.

Submitted in His service. 

Pam Rudick, Secretary

National office P.O. Box 41 Athens, Illinois 62613-0041 217 636-7729 (217 MEN-PRAY) email info@oafc.org