Ongoing Ambassadors for Christ
Board of Directors
Mount Calvary Lutheran Church, Galesburg, IL
January 14-15, 2005

 

Board Members Present:

Pastor Dan Smith, Chairman Katie Jeppesen, Secretary Nathan Ruppert Ben Venteicher Pastor Tom Moyer, Executive Director Dan Barz, Assistant to the Executive Director Pastor Ruhlig, Ex Officio Guests: Pam Rudick and Brian Krohe

Irene Gruber     Sarah Grewe Sarah Elliott Jonathan Drefs Parker Hicks

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The meeting was called to order by Chairman, Pastor Dan Smith at 9:30 a.m. CST. Dan Barz led the Board in singing some OAFC songs. Pastor Smith gave a devotion based on the Gospel lesson from last Sunday, Matthew 3:13-17.

REPORTS

Secretary’s Report
Pastor Moyer made a correction to the minutes within the section on his Executive Director’s report. The minutes will be changed to state “Pastor Moyer received good word about the weekend his son Jon led”. Parker made a correction to the section on the Treasurer’s Report so that it would read “Parker made a motion to accept the Treasurer’s Report”. Irene made a motion to accept the Secretary’s report with the corrections listed above. Nathan seconded and the motion carried.

Treasurer’s Report
Pastor Ruhlig led the Board through an itemized cash flow record. The Board took a look at Pastor’s Ruhlig’s suggested budget.
Total Inflows                 $175,211.75
Total Outflows              $153,390.77
Overall Total                 $ 21,820.98

Parker made a motion to accept the Treasurer’s Report as submitted and Sarah Elliott seconded the motion. Motion carried. The Treasurer’s Report is attached (page 6).

Assistant Director’s Report - Mr. Dan Barz
Dan’s written report was reviewed. He expressed to the Board the desire to present at more chapel services. Dan shared that Oklahoma is the planned site for Summer Training in 2006 and in talking with Kim Bueltmann there may be the possibility of Champaign, IL hosting Summer Training in 2007. Dan asked for suggestions from the Board about how much should be included on the website’s prayer list. He reported to the Board that his computer is 4 years old and he will soon be in need of a new one. He shared the benefits of OAFC having a small laminator, and spoke about improving his internet access to a DSL system. Ben made a motion to accept the Assistant Director’s Report and Jonathan seconded the motion. Motion carried. A complete report is attached (pages 7-9).

Executive Director’s Report – Pastor Tom Moyer
Pastor Moyer reported to the Board about his family and his work. Pastor Moyer shared that his family is also an important part of his ministry here on earth. He finds his work with Schwans enjoyable, but he shared his disappointment in not being able to attend a weekend lately and go canvassing with the youth. He has plans to attend a weekend at Our Savior’s, Springfield, IL this month. His church is Hillsboro has plans to host a weekend in March. Nathan made a motion to accept the Executive Director’s Report and Parker seconded. Motion carried. A complete report is attached (pages 9-10).

New Year’s Reports
Camp Cilca, Springfield, IL – Pastor Ruhlig gave a verbal report about the event. 103 people were registered and 90 were in attendance. Three new and three experienced leaders were team directors there.
New York – Five people were in attendance.
Rapid City, South Dakota – Ben Venteicher read the report submitted by Dennis Steele. A total of 70 people were pre-registered and 67 were present. The New Years event was blessed with a lot of new youth. A group of 11 new people were there from the churches in Rapid City, and 7 youth came from Sturgis.

OLD BUSINESS

Final Payment on the Parsonage
Pastor Ruhlig made his last payment on the parsonage in Athens in 2004, and the title was transferred to him. Pastor Ruhlig gave thanks to the Board for allowing him to purchase the parsonage over the past seven years. OAFC will continue to have its office in the basement of the Ruhlig house for at least the next year. This is out of the kindness of the Ruhligs.

Review of the Executive Director and Assistant Director Positions
Pastor Ruhlig gave an overview of the history of OAFC’s paid staff. Pastor Moyer looked back on the goals that had made for himself at the beginning of his service as Executive Director and his 2020 vision. The Board moved into a discussion of all paid staff within OAFC. An email from Ed Allen was read the board held a dialogue about his ideas. The idea of the Executive Director and Assistant Director stating goals for the year with the Board was discussed.

Irene made a motion that whereas a concern has been expressed regarding the accountability of the Executive Director and the Assistant Director and whereas continued communication is vital to the organization and growth of OAFC, the Board of Director here by resolves that the Executive Director and Assistant Director, 1) yearly publish their goals for the year ahead, and 2) report monthly to the Board of Directors at large regarding the steps they have taken toward achieving those goals. Nathan seconded the motion. Motion carried.

The Board of Directors reviewed Pastor Moyer’s position as part-time Executive Director. Concerns had been addressed to the Board that Pastor Moyer does not have enough time to keep up with the position of Executive Director. Pastor Moyer shared an account of his activities in the past and his future plans. The Board took note and felt that Pastor Moyer was completely fulfilling his position as volunteer Executive Director. It is the hope of the Board of Directors that one day OAFC will once again be able to support two full-time paid staff.

Ben addressed a concern that there was a lack of thanks given to those who served OAFC. The Chairman, Pastor Smith encouraged and exhorted the members of the board to encourage and support lead directors and helpers in their own area.       

Constitution Revisions
There was nothing new to be addressed. The revisions previously discussed were approved at Summer Training in 2004.

Review of OAFC Survey
Dan handed out revised surveys to all the members of the board. The Board discussed what the main reason for making revisions was. Pastor Ruhlig shared that the main concern with the old survey was to make the survey more personal and less offensive. He shared that this was Tim Onnen’s reason for seeking a revision. Pastor Smith shared that he believed the survey should be easy to learn and convey the Gospel.

Concerns

            Growth –
            Dan pointed out the importance in prayer for the growth of OAFC. In one’s commissioning, each person says that they will strive to bring one new person to each weekend. A discussion was held on how you form new groups. It was emphasized that visiting several churches in a close area helps grow groups by making training very assessable for new, interested youth. Dan spoke up about revitalizing areas where OAFC has a history, and about using Thrivent funding, like the Seward Spring Break team did for their trip to Florida. The Board discussed larger groups splitting up to reach more area. 

            College Age Concerns –
            Emails from Pastor Baumgarn and Micah Wildauer were read. It was proposed that a position be created for college age youth on the Board of Directors; however, the Board did not feel that it was needed because 3 members on the Board at present are in college.
            Brian Krohe brought forward some ideas that he and Trey Fisk had thought up. One idea was to create a mentoring program to help college age youth step into more responsibilities. He also suggested making the teams smaller so that younger leaders are forced to step up, and asking an experienced adult leader to oversee one or two teams led by a male college aged youth.
            Ben Venteicher and Katie Jeppesen proposed the idea of having a team strictly for college age youth.
            The Board came to the conclusion that the idea of having a college age team, would not give the youth the hands-on leadership experience they were looking for. Separating the youth and asking them to serve as leaders appears to meet more objectives for training youth to be leaders. Female college age would also be asked to help the male youth lead the teams.
            Parker made the motion that at least five teams at Summer Training 2005 be led by young adult/college aged males and aided by designated young adult/college aged females. Nathan seconded the motion. Recruiting for leaders will be left up to the Executive Director and Assistant Director. Mentoring at Summer Training will still need to be in place to help new leaders step up effectively. Motion carried.
            It was further discussed that trained Youth should be asked to step up within the local groups to learn more about setting up weekends. Leaders should consider putting youth in charge of different parts of setting up the weekend, not just in leading the weekend. A lot of college age youth have expressed frustration at not having the knowledge of how to set up a weekend.
            The idea of asking youth to be a promotional tool for OAFC was discussed. Young adults could present at churches before weekends, or present to voters/congregations that are considering the idea of having a weekend. Parker made a motion that the Assistant Director put together a guide for lead teams to prepare churches for OAFC visits and/or share the ministry of OAFC. Jonathan seconded the motion. Motion carried.

            Vehicle Insurance
            Pastor Ruhlig reported to the Board the research that he had done in the area of insurance for vehicles within OAFC. He also shared written responses he had received from area leaders.
            There is no action that the Board can do at this moment in regards to Vehicle Insurance. Pastor Ruhlig will continue to look into the matter and report back to the Board in April. Any decisions that have to be made will be addressed at that meeting.

            OAFC Vehicles
            Pastor Moyer gave a report on the sale of two vans, one to the Jeppesens in Pleasant Dale, NE, and the other to Mount Calvary Lutheran, Galesburg, IL. The trailer given to the ministry of OAFC by Ed Allen will now be housed with Dan Barz in Stevensville, MI. There is a possibility in the future that OAFC will look into using smaller vans.

            OAFC Music
            A few churches are still negative about the use of guitars. However, some churches pay no mind to even more than just a guitar, but farther into the praise band idea. OAFC does not want to make the congregation uncomfortable; however, Dan thought that we could make use of the talents that are available.

            Summer Training Worship
            Concerns were brought forward about the opening service at Summer Training in Denver, CO 2004, both from members on the Board and from correspondence with others in OAFC.  The Board looked at what had been discussed last year. The idea was discussed of having OAFC plan the opening service, working in conjunction with the host congregation. (In the past, the host church is asked to plan the opening service using a list of guidelines. Parker made the motion that beginning in 2006 the Executive Director accept responsibility for arranging and planning the opening service at Summer Training in consultation with host pastor. Jonathan seconded the motion. Motion carried.

            Timely Group/Finance Reports
            A concern was expressed concern that not all weekend reports are sent in a timely manner. Not all offering reports are submitted to the home office. Any check made out to OAFC is only legal to be cashed by the National OAFC Office. For the integrity of the group, all the leaders should submit their reports and offerings.

            Ablaze
            Ablaze is not changing OAFC’s ministry, other than asking each group to record more numbers. Personages on the Board expressed an interest in working with the Synod and keeping a relationship with them. Being involved with Ablaze is a way to show our activity within the Synod. OAFC does not want the LC-MS to re-invent our ministry. It was brought up that, Ablaze does not give recognition to the witnessing that can occur while speaking to people who are technically “churched”, but still do not know the Gospel. Pastor Smith addressed concerns with the Synod using Ablaze for justification to support programs that OAFC does not support. It is suggested that OAFC would decreases its emphasis on Ablaze. Katie made a motion that Chairman, Pastor Dan Smith research further into Ablaze to seek out what the numbers Ablaze is gathering are being used to support. Parker seconded the motion. Motion carried. One person was in opposition.

            OAFC Theater at New Year’s Events
            Pastor Ruhlig reported to the Board that OAFC Theater at New Years events is not being used very productively. Preparation for these dramas seems to waste useful time. It was suggested that maybe the lack of quality in the dramas presented at these events was because OAFC really does not make use of these dramas. Emphasis was placed on putting together guidelines and time limits for these events. It was also stated that youth should be encouraged to bring drama and puppet ideas to New Years events. The Board recognized that they have little control over New Years events.

NEW BUSINESS

Summer Training
Theme Suggestions
“This Little Light of Mine…it will POINT the way to heaven. “ From overall coordinator Sue Lilienthal
“Known, Called, Appointed” based on Jeremiah 1:5
“The Wisdom of God is the Foolishness of God” from 1 Cor. 3:18-23 suggested by Nathan Ruppert
“Holding Onto and Holding Out the Word of life” Philippians 2:12-18 

Pastor Moyer moved that “Holding Onto and Holding Out the Word of Life” be the theme for Summer Training in July 2005. Nathan seconded the motion. Motion carried.

Main Speaker Suggestions                                     
Dr. Oberdeck
Wally Schultz
Dan Preus
Prof. Freiertag

Workshops   

Travel Teams
There is interest in OAFC in Massachusetts.
Areas that need revitalizing and could be travel team destinations…
     New York
     Eastern IA
     Michigan
     Minnesota
     Wisconsin

Travel Team Directors: Tim Onnen, Jon Moyer, Micah Wildauer, Elliott Lutz, Trey Fisk, Dave “Bubba” Sherwood
Travel Team Assistants: Pam Rudick, Jennifer Krupp, Sean Miller
MCs for Summer Training: Dan Smith, Parker Hicks, Trey Fisk

Annual Meeting Agenda, July 15, 2005
Call to order
Opening Devotions
Summer Training Theme message
Other Announcements
Upcoming New Years Gatherings
Financial Report           
Introduction of Travel Teams
Mass Canvass Report
Election Results
Installation of Officers
Closing Prayer
Adjournment

Nominations for Board

Pastor                                     Adult Female                        Male Youth                           Female Youth
Pastor Loeschen                  Irene Gruber                          Jordan Vitek                          Katelyn Attanasio
Pastor Gruber                        Sarah Bomberger                  Ricky Harkins                       Melissa Shore
Pastor Critchley                    Jill Hoffman                           Noah Elmshauser                 Rachel Eddy
Pastor Tim Mueller              Chris Steele                           Nolan Jacobsen                    Samantha Blake
                                                Pam Rudick                           Paul Mueller                          Brandi Morey
                                                Jackie Mapstone                                                                  Amy Koehler                                                                                                       
                                                Margaret Monteufel           
                                                Debbie McBee

Moyer House
Parker made the motion that the title to the Moyer house would be transferred to Pastor Moyer upon completion of the final payment. Irene seconded the motion. Motion carried.

Liability Insurance for Sexual Abuse
Right now, Pastor Ruhlig is still researching different options for Sexual Abuse Insurance. The Board cannot make an informed decision on this subject until Pastor Ruhlig finishes his research. However, the Board did discuss some other ideas to promote the safety of the youth in OAFC. Pastor Moyer made the motion all adult members of leadership team, pursuant to local laws, have current background checks on file with the National OAFC Office. Parker seconded the motion. The motion carried unanimously. Current leaders must have their background checks on file with the office by May 1, 2005.

Health Insurance Options
Pastor Ruhlig shared a report about health care options in the form of a Health Savings Account (HAS) through Thrivent Financial for Lutherans for Dan Barz. This would be cost effective for OAFC because the funds would carry over from year to year. The money put in this account would be tax-free and could be used for various parts of heath care, but only for health care. The Board and Dan Barz requested Pastor Ruhlig to take a close look at this option.

Video – Dennis Steele
Dennis Steele had submitted a request to make a promotional video for Ongoing Ambassadors for Christ with the many pictures that he has. Jonathan Drefs made a motion that the Board give permission to Dennis Steele to make a video to promote OAFC and train others in OAFC’s ministry. Ben seconded the motion. Motion carried.

Budget
It was discussed that more money should allocated for new equipment in the budget for 2005. The amount should be changed to $2,000. Nathan made a motion to approve the budget as amended. Sarah Elliott seconded the motion. Motion carried. 

OAFC Development
Some members on the Board felt that someone should be appointed to serve in the area of development. Jonathan pointed out that in the constitution the Board is allowed to extend honorary and advisory members to the Board. The Board felt that Ed Allen would be a great person to help with implementing ideas about growing OAFC. Parker moved that the Board would extend an advisory position on the Board of Directors to Ed Allen in the area of development. This position would last for one year and be subject to annual renewal. Jonathan seconded the motion. Motion carried. One person was in opposition.

The next Board Meeting will be held on Sunday, April 10, 2005 at 8 p.m. CST via teleconference.

Sarah Grewe made the motion to adjourn the meeting.  Sarah Elliott seconded the motion.  Motion carried. 
Meeting was adjourned at 5:10 pm CST, and closed with prayer by Pastor Moyer.

Submitted in Christ’s Service,
Katie Jeppesen – Secretary

Cash Flow 1/1/2004 through 12/31/2004

INFLOWS 

 CHURCH 9,303.36

 FOUNDATIONS 15,914.68

 Gifts to Groups 3,596.34

 INDIVI 14,156.45

 INTEREST 51.86

 Laptop Computor 158.00

 MISC 

 Land Sale 5,249.15

 Reimbursement 4,861.05

 Van use 415.97

 TOTAL MISC 10,526.17

 New Years 2,472.00

 ORGANIZATIONS 2,963.27

 SALES 

 Auto 1,649.00

 CD Sales 1,445.00

 Piano Score Bks 459.00

 SCRIPTS 17.00

 SONG BOOK 1,119.70

 TOTAL SALES 4,689.70

 Sng Bk Cntrct 2,185.87

 SUMMER TRAINING 

 Regist 4,676.11

 T shirts 1,292.98

 Travel teams 7,373.84

 TOTAL SUMMER TRAINING 13,342.93

 Thrivent 13,255.00

 Thrivent Match 5,150.00

 Ch'pter 16,728.75

 Thrivent Church Match 1,272.20

 TOTAL Thrivent Match 23,150.95

 TRACTS 155.50

 WEEKENDS 34,289.67

 FROM Chrch Extn Flx 5,000.00

 FROM OAFC 20,000.00

 TOTAL INFLOWS 175,211.75

   

 OUTFLOWS 

 ACCRUALS 3,197.62

 MATERIALS 

 CRIPOST 1,442.87

 CRIPRINT 1,821.76

 SNGBOOK 7,624.00

 Royalties 2,217.30

 TOTAL SNGBOOK 9,841.30

 TOTAL MATERIALS 13,105.93

 MISCELLANEOUS 

 Designate Gift 6,986.26

 DEVELOP 2,496.73

 MISC 3,511.90

 Reinburse 7,571.62

 SUMTRN 4,115.89

 ST Reimburse 100.00

 TOTAL SUMTRN 4,215.89

 TOTAL MISCELLANEOUS 24,782.40

 New Year's Eve Event 1,728.64

 Office 

 Internet 9.90

 NEWEQUIP 2,138.09

 SUPPLIES 4,905.70

 TELEPH 

 Barz 605.78

 Office 814.11

 TOTAL TELEPH 1,419.89

 US POST 1,630.02

 TOTAL Office 10,103.60

 Sal&Bene 

 ASST. DIR 

 Cash 17,364.00

 Housing 17,364.00

 TOTAL ASST. DIR 34,728.00

 BENEFITS 23,642.91

 EX DIR 

 Housing 5,800.00

 TOTAL EX DIR 5,800.00

 TOTAL Sal&Bene 64,170.91

 Travel 

 AUTOS 

 GAS 601.65

 REPAIR & SERVIC 2,652.95

 TOTAL AUTOS 3,254.60

 BOARD 1,188.70

 Rental 186.00

 STAFF 149.00

 Staff Barz 2,678.37

 VEHINS 3,845.00

 TOTAL Travel 11,301.67

 TO Chrch Extn Flx 10,000.00

 TO Note 10,000.00

 TO OAFC 5,000.00

 TOTAL OUTFLOWS 153,390.77

   

 OVERALL TOTAL 21,820.98