Ongoing Ambassadors
for Christ
Conference Call
Sunday, October 19, 2003
Members Present: Pastor Dan Smith – Chairman, Pastor Tom Moyer – Exec. Dir., Dan Barz – Assist to the Exec. Dir., Pastor Erwin Ruhlig – Treasurer, Micah Wildauer, Ben Venteicher, Pam Rudick – Secretary, Irene Gruber, Matt Drefs, Katie Jeppesen, Sarah Elliott.
Members Absent: Pastor David Baumgarn, Parker Hicks
The Chairman called the meeting to order at 8:15pm CST
Pastor Dan Smith shared an opening devotion to begin the meeting. We are all 1
body but God has given us different gifts.
REPORTS
The Board reviewed the Minutes from the July meeting. Irene made the motion to
accept the July Minutes as submitted. Katie seconded. Motion carried.
Pastor Ruhlig shared the Treasurer’s report with the Board. All Board members were not able to view the report before the meeting. We will table accepting the minutes until the January meeting.
| TOTAL INFLOWS TOTAL OUTFLOWS OVERALL TOTALS |
$107554.26 $107859.94 $ - 305.68 |
Pastor Moyer shared a verbal report with the Board. His
work with Schwans is going well. He still continues to serve Our Savior,
Hillsboro and attends OAFC weekends when he is able. Pastor Moyer is also
writing the receipt letter for financial gifts and has submit paper work for a
grant to pay for the printing of additional songbooks.
Dan Barz shared his report with the Board. Midwest Oklahoma has extended a formal invitation for Summer Training in 2006. Dan will be in contact with Stevens Point, WI to see if they still have an interest to host Summer Training in 2005. Dan answered questions about Couples Teams for summer 2004. Individuals would work with a Congregation for a summer possibly helping with VBS, Youth, Summer Sunday School, and outreach with OAFC. If would depend on the congregation’s need. Niles, MI has expressed an interest in hosting a couple’s team. A few college students have already expressed and interest in serving on a couple’s team. It was decided to pursue the idea and discussion would continue at the January Board Meeting. A copy of Dan’s report is attached to the minutes along with a page on couple’s teams.
OLD BUSINESS
The Board reviewed Pastor Moyer’s volunteer status as Executive Director. It is
felt that this step is financially necessary at this time although Pastor
Moyer’s presence is missed at weekends.
NEW BUSINESS
Pastor Ruhlig recommends that OAFC establish a line of
credit with the Athens Bank. The amount would be $5,000 and would cover any
checks that might bounce, in increments of $100. OAFC would be responsible to
pay at least 10% of the balance at the end of each month until paid in full. The
entire amount can be paid in full any day after the shortfall occurred. It would
be a wise step financially, as we would currently pay $29.00 penalty for
insufficient funds. It would also guard OAFC’s credit rating. There have been no
checks that have bounced but we are often near a zero balance. Micah made the
motion that OAFC establish a line of credit with Athens Bank in the amount of
$5000 and to payback any balance at a minimum of 10% monthly or paid in full at
any time. Ben seconded. Motion was carried with 9 votes in favor of the motion,
0 votes against the motion and 2 members not in attendance.
The OAFC staff received a proposal to participate in Consumer First program, which is a Credit Card company. An OAFC card could be set up and a portion of the money would come back to OAFC. It was decided this would not be good for the organization. It is a nice thought but there is no interest in participating in this type of program.
Our supply of Songbooks is under 400 copies currently. Pastor Ruhlig suggests 5000 be purchased. Estimated production cost would be $8,750 and the cost of royalties $3,445. The process would need to begin Nov. 2003 for Dan Barz to seek approval from all copyright holders for use of their songs in the next printing. It typically takes 6 months to complete this process. Pastor Ruhlig will seek a bid less than the current supplier in Colorado will. It was suggested the order be place during the summer of 2004 with the bill due by this time next year. There will be no changes made unless Dan Barz is unable to contact or locate a copyright holder in which case, a song will not be included in the printing. Matt made the motion that the OAFC staff begin the process of printing 5000 additional spiral bound songbooks. Sarah seconded. Motion was carried. The office will seek ways to fund this as no funds are available at this time.
The Board discussed reducing the price of the 5 CD set to $25 per set from Thanksgiving to Christmas. It was suggested that we keep the cost at 1 price and not raise and lower the price since many could be confused about the cost of the CD set. Pastor Moyer made the motion to lower the cost of the CD set to $25. Matt seconded. Motion was carried. It was suggested we market the CD sets at weekends. Groups interested in selling them at weekends can request a supply from the office.
A proposal was brought to the Board in regards to and Extended Travel Team in the summer of 2004. It was recommended that Micah Wildauer be asked to Lead the team as the Director with a back up Director should he be unable to serve. It was suggested the team concentrate on an area between the Gathering and Summer Training site with the teams goal being to recruit core youth and leaders to start new groups. There was discussion both for and against the Team attending the National Gathering in Orlando, Florida. There was concern that OAFC does not have the funds to pay for team members to attend and should we ask individuals, who have volunteered their time, to pay for their registration. It was suggested that Ambassadors who attend the Gathering could volunteer time at the OAFC booth. It was decided to submit an interest in having space allocated for a booth but it would be contingent upon available funds to pay for it.
Pastor Ruhlig shared his recommendations for the 2004 salary of paid staff. Concordia Health Plans will increase by 12% in 2004. OAFC will have 1 full time person on the pay roll. Ruhlig suggests a 2% increase for living expenses plus an additional $500. Irene made the motion to increase the paid staff salary by 2% plus an additional $500. Katie seconded. Motion was carried.
Pastor Moyer’s health benefits will be paid for through 2003. Schwans benefits will begin in 2004.
There were concerns expressed in regards to the Opening Worship Service at Summer Training 2003. This item has been tabled until the January meeting where we will be able to discuss this topic more thoroughly.
The next Board meeting is tentatively scheduled for January 23 – 24 in Galesburg. Pastor Smith will seek approval from his Congregation to host the meeting and will inform the Board of their decision.
Pam made the motion to adjourn the meeting. Micah
seconded. Motion was carried.
Micah closed the meeting in prayer. Meeting adjourned at 9:20pm CST.
Submitted in His Service
Pam Rudick, Secretary
Ongoing Ambassadors for Christ
Summer Couple Team
In a recent edition of our OAFC Directors Manual we removed the following from our list of Serving Opportunities:
COUPLES TEAMS
For church worker college students, in the summer at one church. OAFC office
gives one week of training.
In a recent discussion with a Southwest Michigan pastor, a request was received for Summer help especially with their VBS. From that Discussion comes the following proposal:
An OAFC Summer Couple Team:
- The team will consist of 2 or more older and experienced Ambassadors who will serve one church or in an assigned area during the summer months.
- The team would be available to serve shortly after completing school during the spring term.
- Members of the team would be allowed 2-3 weeks in July to attend OAFC Summer Training and if desired to participate on a Travel Team.
- Primary responsibilities will include Outreach activities for the participating congregations. This will include VBS and could include area OAFC weekends or activities during that time.
- The team should work with any area Ambassadors. If none are in the area, team members will work to train area youth and encourage future OAFC participation.
- The team will have at least one day a week free from duties.
- While members will not be paid directly, gifts from sponsoring congregations shall after paying any expenses be divided and given as scholarships for the team members.
- To participate on a Couple Team the Ambassador must have completed his/her junior year of high school, have attended Summer Training, and should have participated on a travel team. The last two items can waved for qualified Church Work college candidates.
- First priority will be given to Church Work college students.
Southwest Michigan Team:
- Would begin as soon as possible in May
- If available would participate with a late May weekend in the area
- Would assist in planning a June OAFC weekend and VBS canvass at St. Paul, Niles. This would precede VBS in Niles. They might work with area Ambassadors who could help with VBS.
- Could work with VBS planning and canvasses for other area congregations. They would have to work around the schedules for St. Paul, Niles and OAFC Summer Training.
- Would lead area Ambassadors travel to Summer Training, July 3-4 and could also participate in return travel and stops July 12-18. As stated above, team members could be on a regular OAFC Travel Team.
- Could participate in an area August weekend.
“Worker Priest” Alternative
In order to help both the supporting congregation(s) and the Ambassadors, the
host church can find appropriate jobs for the Ambassadors. They could work these
jobs about 20 hours a week and about 20 hours a week for the host church.
Scholarships from the church would still be sought.
- I have heard Pastor Steven Hein from Colorado Springs speak several times and I think he would be wonderful. He did a great job on the subject of love, marriage and sex at a youth conference in Laramie last year. He does several other subjects. I will send you some of his brochures. (Ed & Chris Steele)
- I highly recommend asking Beth-Bowers Bianco to lead one...or even a guest speaker...on abstinence. I know kids get a lot of this sort of thing, but she was very well received at New Years last year and she only touched the service on what the program is about. She is one of the presenters in the area for Life Choices and presents at schools in the area. (Ed has contacted her and she is available. A General Session along with workshops is recommended.)
- Another is to ask Tracy Zuber to lead one for adults
and maybe older experienced teens on requesting Thrivent matching dollars.
This could include the simply giving info too. Maybe some Thrivent promotion
from our regional manager, Paul Gilbertson. Paul will be working with us for
Care in Regions dollars, as well as the necklace ID badge. (Ed Allen)
2006 Summer Training Invitation – Pastor Yoakum of Good Shepherd, Midwest, Ok has extended OAFC a formal invitation to host Summer Training in 2006. We will check on progress in Stevens Point, WI for 2005.
Couples Team Request – In an August 27 phone conversation, the pastor at Niles, Michigan inquired about a team of Ambassadors working with his congregation and others in the area for VBS. This is something OAFC has not done for sometime, but was and could be a good ministry. A proposal has been sent to him and is attached. I will also talk to Concordia Ambassadors about this possibility during visits in October.
Consumer First – Pastor Dale Lehfeldt sent me an e-mail about a fund raising program and then called me to discuss this program. He is to have sent other material to our Office. The program would have supporters register their credit cards with a service so that when they used them at certain businesses, OAFC would receive a rebate. Pastor Ruhlig had responded.
Christmas CD Sales – It appears that we have made our first big push in CD sales and while we continue to sell some, they are not moving very quickly. The price was set and raised so that we might recover the entire expense, but if they are not sold we get nothing but dusty [but excellent] CD’s. I suggest that we conduct a Christmas Sale where we will again sell them for $25 a set (including Shipping and Handling) for a limited time (like Thanksgiving through New Years). Of course directors can continue to sell them locally so that we will not need to actually ship as many. Even if we continue at the current $30 price, a “Christmas Sale” could help move more out.
Concordia Visits – in August I was able to visit a few Ambassadors informally at Seward. October visits have been set up at River Forest (Oct. 7), Mequon (Oct. 8), and Ann Arbor (Oct. 15). Each campus is within 200 miles of my home and the first two schools will be part of one overnight trip. On each visit I will be speaking in chapel and meeting with Ambassadors on campus. During my visit with the Ambassadors I hope to encourage them, see how I can help them and OAFC in the area, and discuss possible Spring Break Trips and Summer Couple Team.
School Chapels – At Luther East, Lansing, IL up to 5 dates during the school year, the first being Oct. 1. I am also available for chapels at area Lutheran schools.
Area Weekends – By God’s grace we have been able to fill our schedule in Michigan and Indiana through next March with good leads for other weekends. Micah Wildauer and I are working at getting another group going in Indiana. Micah has gotten many new youth especially from Bremen and is continuing to look for a leader. In September we were able to conduct weekends in each state. We plan to do so intentionally in future months. Specifically I attended the August weekend in Holland, both the Hudsonville and Huntertown weekends in September and plan to attend the October weekend in North Judson. Micah will be covering the November weekend so I can attend a cousin’s wedding in Wisconsin. Plans for New Years are to be set in October, but I hope to visit my parents right after Christmas and might stop at Springfield on the way back.
Concordia Spring Break Trips – In 2004 I hope to lead a group of River Forest and Ann Arbor Ambassadors (along with a couple young women from Illinois) on a trip around Michigan the first week of March. A weekend is already scheduled for March in Michigan and another is possible. Some evening stops would be a blessing to building OAFC in Michigan. After visiting RF and Ann Arbor, I will have a better idea of how possible this trip is. Seward might have a trip to Kansas with Dennis Steele again working with Ambassadors there. A Mequon trip to northern Illinois and southern Wisconsin would also be helpful. Austin Ambassadors could help with weekends in the San Antonio area.
Technology Grant – Church Extension Fund of the Michigan District is making a $1000 grant for technology available to the churches of Michigan. This does not apply to high schools or OAFC. However one congregation might donate its grant. This would be used to get a digital projector for use with our computers.
Substitute Teaching – So far I have been asked to do 3 half days at Christ – Sept. 4, Oct 3, & Oct 10 and a full day November 5. I am also doing some basketball officiating this fall and winter and will be doing some volleyball this winter.
LINE OF
CREDIT RECOMMENDATION
Hi to all officials!
I recommend that the OAFC Board of Directors approve the establishment at the
Athens Bank of a "a line of credit of $5,000" which would kick in by increments
of $100 each to cover and check that might have bounced.
Paying back would be at increments of 10% of the balance at the end of each
month, or could be paid off in full at any day after the shortfall had occurred.
It would be cheaper in the long run than the $29.00 penalty for insufficient
funds and would spare a bad name in credit for OAFC.
The bank would need a paper from the board that shows the resolution passed, date of the meeting and signed by the secretary and an officer, other than one authorized to sign for the line of credit.
I believe this is a wise proposal for the following reasons:
- 3 people, Moyer, Ruhlig & Barz, are signing checks each month. The treasurer sometimes does not know which checks were signed until the bank statement monthly.
- With the shortfall in receipts we are often near a zero balance.
- We have not yet had a check bounce because we have been able to carry a high balance to cover that eventuality but can no longer do so.
- It gives more peace of mind to the treasurer.
- It guards the credit rating of OAFC.
Erwin A. Ruhlig, Pastor Business Manager of OAFC &
Treasurer. God has
washed away our sins by the blood of His Son, Jesus our Savior. In Him we have
peace and joy forever.
Treasurer's Report, 3rd Quarter 2003
CHURCH 19235.33
FOUNDATIONS 6596.39
Gifts to Groups 750.00
INDIVI 11704.88
INTEREST 49.89
MISC:
Hillsboro IL re 746.25
Land Sale 5000.00
Memorials 805.00
Reimbursement 672.23
Van use 1150.45
------------
TOTAL MISC 8373.93
New Years 582.75
ORGANIZATIONS 1672.25
SALES:
Auto 9000.00
Bibles 39.00
CD Sales 1411.63
Piano Score Bks 430.00
SCRIPTS 212.00
SONG BOOK 1014.42
------------
TOTAL SALES 12107.05
ST Pictures 126.00
SUMMER TRAINING:
Offerings 5267.00
Regist 5610.00
Travel teams 6492.84
SUMMER TRAINING-Other 1484.00
------------
TOTAL SUMMER TRAINING 18853.84
Thrivent 7416.58
Thrivent Match 4611.50
TRACTS 75.00
Vanco 700.00
WEEKENDS 14698.87
------------
TOTAL INFLOWS 107554.26
OUTFLOWS
ACCRUALS 3599.00
Loan 4000.00
MATERIALS:
CRIPOST 2394.99
CRIPRINT 2303.00
PRINT 6319.00
SNGBOOK:
Piano Score 530.00
------------
TOTAL SNGBOOK 530.00
------------
TOTAL MATERIALS 11546.99
MISCELLANEOUS:
Designate Gift 750.00
DEVELOP 1316.57
Reinburse 4529.37
SUMTRN 3999.05
------------
TOTAL MISCELLANEOUS 10594.99
Office:
Internet 190.00
NEWEQUIP 140.89
SUPPLIES 2231.40
TELEPH:
Barz 866.92
Moyer:
Telephone 75.00
Moyer-Other 474.84
------------
Total Moyer 549.84
Office 581.11
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TOTAL TELEPH 1997.87
US POST 908.65
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Total Office 5468.81
Sal&Bene:
ASST. DIR:
Housing 23100.00
------------
TOTAL ASST. DIR 23100.00
BENEFITS 28271.79
EX DIR:
Housing 15470.00
------------
TOTAL EX DIR 15470.00
------------
Total Sal&Bene 66841.79
Travel:
96 Ford CO 978.59
98 Dodge 710.80
AUTOS:
GAS 314.79
REPAIR & SERVIC 1816.62
------------
TOTAL AUTOS 2131.41
BOARD 810.50
STAFF 363.41
Staff Barz 813.65
------------
Total Travel 5808.36
------------
TOTAL OUTFLOWS 107859.94
------------
OVERALL TOTAL -305.68
------------
Song Book Purchase Recommendation
September 23, 2003
- I recommend that the OAFC Board of Directors at the October 2003 Board Meeting authorize the purchase of 5000 copies of the Spiral "Guitar Chord" songbook for purchase as soon as possible when the funds are available.
- The first step will be for Dan Barz to begin by November 2, 2003 the process of gaining approval from all copyright holders for the use of their songs in the next edition. It seems that the process for Tim Onnen required 6 months or more to gain all consent. The months of April 1 to September 1 are too busy on Dan Barz' schedule to have time for copyright work. (It is possible that some songs cannot be included in the next printing as the copyright holder will not give permission or no longer can be found.)
- I would like Erwin Ruhlig to seek a bid from the Gooch printer in Springfield, IL to see if the bid would be less than the current CO supplier.
Recommendations 2003
- As there are 600 unsold sets of CD it would seem that their salability hinges on them being a duplication of our current Spiral Guitar Songbook and our Piano-Score Songbook. Therefore, I recommend that we reprint the next order of our Guitar Songbooks as duplicates of our present Guitar Songbooks.
- We had 900 copies of our current Spiral Guitar Songbook that met our needs through Summer Training in 2003. Therefore, let us place a reprint order for 5,000 Spiral Guitar songbooks by October 2003 at an estimate cost of production of $8,750 and the cost of royalties at $3,445. (When we had the 2nd printing of this book it was changed enough that all groups replaced their present supply with the new issue, which may have utilized 1000 copies of that printing.)
- The fact that we don't cover our costs on the songbooks is natural in that about 50% are given for free to the local groups to use.
- I recommend that we do not increase the $4.00 cost of the songbook, as the copyright payment is set according to the price of the book. As 50% of our books bring no payment as they are used by our groups as replacements for wear and tear there would be no net profit from the increased cost.
- As there appears to be no funds available at this time from 2004 receipts, I request that Pastor Ruhlig be given permission to raise the funds needed from private sources.
