director’s report october, 2009 rev. todd buegler

elca youth ministry network - director’s report october, 2009

Dear friends and colleagues, Greetings! I’m looking forward to our time together in Thousand Oaks. There are important hings for us to talk about together as we consider the future of the Network and as we discern together God’s vision for its mission. Thank you again for being a part of this! The “table of contents” for my report includes the following: 1. The Box Scores 2. Extravaganza 2010 3. Finances 4. The Regional Facilitators 5. The Academy at the Gathering 6. An initial budget 7. An ELCA Celebration 8. Vision 1 Update: Standards and Guidelines 9. Vision 1 Update: Network Partnerships 10. Vision 1 Update: Online Training 11. Gathering in the East 1. The Box Scores:

2. Extravaganza 2010 We are excited about Extravaganza 2010. The program is coming together nicely and we are looking forward to a great event. I won’t mention much about the Vision 2 pieces of the program, saving that for the Vision 2 team’s report, other than to say that we are all very enthusiastic about the rich conversation we believe that is going to come from the table conversations. The good people of the Mexican

American Cultural Center, our ‘consultants’ for the weekend, have been great to work with. 3. Finances Our current financial situation is tight. Very tight. I would not use the word ‘crisis’ to

Date: Membership:

October, 2005 676

October, 2006 562

October, 2007 647

October, 2008 716

January, 2009 725

April, 2009 676

October, 2009 603

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400

500

600

700

800

October,2005

October,2006

October,2007

October,2008

January,2009

April,2009

October,2009

elca youth ministry network - director’s report october, 2009

describe where we are at, however we are concerned. The end of the year report found in the appendix of this document will show you that we finished the fiscal year approximately $11,000 in the red. My fear last spring was that our deficit might be closer to $30-$40,000 after the Extravaganza. In the spring we went into a spending freeze on all but essential expenses and this was able to reduce our deficit. Other steps we have taken to reduce expenses include: Putting a cap on some of our part-time support staff hours. Limiting some travel for Extravaganza planning. Reducing our stock of supplies. Temporarily reducing the number of issues of the Connect Journal from 4 to 3. Delaying some other purchases (i.e. restocking brochures, etc…) As I’ve spoken with people, tracked with other church-related non-profit organizations and have done research into the world of non-profits, our experience is not unique. The economy is having a drastic affect on many, and in fact our situation is far better than any organizations. This does not reduce my anxiety. We will continue to control spending, and we have put the Extravaganza team on a very tight budget that we hope maintains the quality of the experience while remaining good stewards. I know that the Development Team will be giving a report as well, but I think that this reinforce the need to get our development work on its ‘feet.’ I also think we need to figure out how to initiate conversation with both Thrivent and the ELCA about increasing the level of financial support for the organization overall. 4. The Regional Facilitators The RF’s continue to be a great gift to the Network. During the summer, there is not much activity as they are all in the midst of summer youth ministry activities. But activity is now ramping up for the fall and events where they will be present with our display are approaching. Art Mory, who served until February as the convener of the RF team, has resigned his position in his congregation and also as a Regional Facilitator. He was replaced by one of the members of his regional team, Amy Serblaten from Nebraska. Amy is getting up to speed and will serve well in this role. The RF’s have initiated a “Membership Drive” for the fall. Their goal is for us to reach a total membership of 1000 by the end of the calendar year. This is an audacious goal, and will require some work. But they are going to be harnessing the energy of their regional teams. 5. The Academy at the ELCA Youth Gathering In another sign of the wonderful partnership we enjoy, we gain took responsibility for the Academy (adult area) of the ELCA Youth Gathering this summer. The primary goal of this time is to serve the adult leaders who bring young people to the Gathering. The secondary goal is to promote the Network. I think this was effective. While it wasn’t possible to ’count’, we believe that 4000-5000 adults came through the Acadey area during the Gathering. The

Academy provided: Space for adult leaders to decompress and a place to talk together. Roundtable areas with some opportunities for guided discussion about their group’s Gathering experience. Access to computers and the internet (complete with tech support) Coffee! (never underestimate the power of coffee!)

elca youth ministry network - director’s report october, 2009

Resources from youth and family ministry resource providers Listening ears and pastoral care when adults needed to talk. While we will never know the impact of the Academy on Network membership numbers, we do know that there is an impact. Occasionally when I answer phone calls or e-mails, someone will ask me “Is the Network the group that did those comfy rooms at the Youth Gathering?” “Yes. Yes we did.” 6. An Initial Budget Typically I am able to present to the Board at the October meeting an initial budget to review. In this case, the budget would be for the 2010-2011 fiscal year. We don’t approve it until February. However we take a look at it now. I am still awaiting some figures around Extravaganza in 2011. I hope to bring hard copies of this budget with me to give you at the meeting. 7. An ELCA Celebration One thing I want to highlight: In the past it has always been difficult for us to access database information from the ELCA. Two weeks ago I got an e-mail from Bill Bixby that said that over 60 congregations had indicated on their annual reports that they had added youth and family ministry staff in the past year and that this information was available to us if we wanted it...with no catch. I am currently working with the Department of Research and Evaluation to get that info and to send these new folks a “welcome to youth ministry” packet. We are all very grateful to the ELCA in general for this information, and to Bill Bixby in particular for ‘greasing the skids’ to make this happen. 8. Vision I Update: Standards and Guidelines Attached to this document is a proposal that our Standards and Guidelines Team would like to present to you for your consideration and adoption. I cannot underestimate the size and scope of this task, and the great work this team has done. 2 observations: 1. The document is a proposed set of “Standards and Guidelines” for professional youth and

family ministry leaders. The next step would be to develop a similar documents for volunteers.

2. This document is intentional in not addressing the implementation of these standards and guidelines. That will be phase II of the process.

Julie was a member of this team and can speak more to the process and the content. To adopt these standards and guidelines would be a giant step forward in the implementation of Vision 1. I’m looking forward to our conversation about it. 9. Vision I Update: Network of Networks The N of N conversation to date has really revolved around the issue of ‘partnerships.’ What do they mean? What do they look like? The word ‘partnerships’ gets tossed around easily, but they mean different things to different people. The Board has had conversation about this for a couple of years, usually manifesting itself in practical questions like ‘to whom will we make our database available?’ The last time we met I indicated that I was going to pull together a small group of folks from resource-providing organizations for honest conversation and input.

In August I pulled together the leaders from Youth Leadership, Luther Seminary, The Youth and Family Institute and Faith Inkubators. (Because we couldn’t afford to fly anyone anywhere, we had to keep it a local group, with the understanding that this group would not really be a representative assembly.) We spent 3 hours together in good, honest conversation. I can fill you in on more

elca youth ministry network - director’s report october, 2009

of the conversation when we meet in person. Out of our meeting though came the desire for a clear definition for a ‘layered approach’ (with flexibility) to partnerships. I have written a proposal up for the Board of Directors consideration. 10. Vision 1 Update: Online Training Initiative We have delayed the launch of the Online Training Initiative. Overall, we were pleased with the pilot that was around the youth gathering, and we learned a lot. However we are still working to see if there is a viable business model that would allow an online training program to ‘stand alone’ from other financial support. (With the state of the economy, and our nervousness about the state of our own cash flow and budget, we are trying to be conservative in our planning.) We worked with Fisher’s Net this past year, but the annual cost of using their infrastructure ($5000) is not, we feel, a cost we can afford. We also had some technical issues with Fisher’s Net that were never really resolved to our satisfaction. We are in conversation with them about working with a reduced cost. We are also considering alternatives that might be more appropriate for users who are more used to operating in a “Facebook” like environment. The earliest we might start a small program would be at the Extravaganza. I will keep the Board informed as we move ahead. 11. The Gathering in the East We are excited to be supporting the Gathering in the East. They have moved their web site to within our site (www.elcaymnet.org/gie or www.gatheringintheeast.org). We will also be ’hosting’ their online registration using our web site. In conclusion This continues to be a great time to be the Network. I traveled last week to Denver to meet with the Frontrange network of the Rocky Mountain Synod. I had been invited there to meet with the youth ministers and to talk about the Network and its mission, specifically, the standards and guidelines goal. It was great conversation. One youth minister who was there said “I get it now. I never knew why I should be a member if I wasn’t going to the Extravaganza.” He held up the standards and guidelines document we had just finished discussing, and said “this is really important stuff. This is why I need to be a part of it.” He’s right. It is important. This work will strengthen ministry. It is exciting to be a part of, it is the work of the Spirit. And it is a blessing to be a part of it. Thanks to you for all of your work! Peace,

Rev. Todd Buegler

ELCA Youth Mninistry Network Financial Report 2008-2009Fiscal year: July 1 2008 - June 30 2009

Income:Item: 08-09 Budget 08-09 ActualMembership Dues 54,125.00$ 50,335.62$ Orginizational/Institutional Gifts 46,000.00$ 45,260.00$ Individual Donations 20,000.00$ 10,340.56$ Extravaganza Registrations 122,500.00$ 103,799.23$ Extravaganza Revenue - Other 36,500.00$ 40,413.09$ Connect Journal Subscriptions -$ -$ Online Training Registrations 2,000.00$ Grant Income (Training Goal #3) 110,000.00$ 35,000.00$ Misc Income 1,850.00$ Total 391,125.00$ 286,998.50$

Expenses:Item: 08-09 BudgetStaff Salaries 85,440.00$ 33,220.79$ Network Directory 500.00$ Board & Facilitators Meetings 32,600.00$ 29,125.27$ Other Meeting Expenses 17,000.00$ 980.32$ Business/Operational Expenses 22,000.00$ 11,748.20$ Regional Networking 9,000.00$ 968.54$ Member Recognition 1,650.00$ 2,396.97$ Network Gear 500.00$ 1,013.06$ Extravaganza 155,750.00$ 165,544.48$ Connect Journal 9,000.00$ 9,189.82$ Vision Team 2,000.00$ 2,999.95$ Development Council 1,800.00$ 1,385.95$ Database Project 2,000.00$ Hardware/Software (Goal 3) 40,000.00$ 35,000.00$ Shipping costs 1,200.00$ 3,508.59$ Misc expenses 1,288.08$ Total 380,440.00$ 298,370.02$

Profit (Loss): 10,685.00$ (11,371.52)$

Current Checking Account Balance (Wells Fargo Acct): $11956.76 (As of October 10, 2009)

 

 

ELCA Youth Ministry Network: Vision 1.0 Goal #1 – Standards and Guidelines

The Goal: To set a high standard of excellence for adult youth and family ministry leaders. Introduction A team was established in March of 2008 to begin work on the first goal of the Network’s new vision. That team has been hard at work for the past 16 months and has created a tremendous framework for our standards and guidelines. This first phase focuses on expected competencies. The Network is committed to offering quality trainings and to encouraging a high standard of excellence for professional youth and family ministry leaders. In determining what trainings to offer, it became apparent that a list of standards was needed. By developing a guide of what we believe to be key competencies, it is the hope of the Network to begin to offer or highlight these trainings for its members. Having a set of standards allows us to rank order the free trainings we will be offering online to Network members. Our hope is that by developing the standards and guidelines of the Network, we will make available those courses and trainings necessary for completion of Goal #1. Setting standards and guidelines invokes professionalism. These guidelines are not meant to deter anyone from entering, remaining in or considering youth and family ministry. Exactly the opposite is true. Our focus here is on a full-time paid position, however, our goal is to offer these courses online for everyone, part-time, full-time, volunteer, interested bystander – to participate and grow. Other professions set significant benchmarks for their professions. That does not mean that in order to be a good accountant you have to be a CPA, however, if you choose to follow the professional guidelines set forth to be a Certified Public Accountant, that designation follows. We are not at the point of such a certification but I use that as an example. We may at some point in the future come up with standards and guidelines for volunteers, etc. The Competencies: It is our expectation that an adult who works with youth would be able to demonstrate competency in the following areas: I. Theological Thought and Reflection Competency can be demonstrated by either:

• An understanding of these four areas: o Biblical studies (both Old and New Testaments) o Lutheran theology and confessional writing o Lutheran church history (in particular in our North American context) o systematic theology

Or • Being rostered in the ELCA as an associate in ministry, a pastor, a deaconess or a diaconal

minister II. Youth and Family Proficiencies All of these areas are vital to effective youth and family ministries. However, we believe that competency should be able to be demonstrated in at least 6 of these 12 categories, with progress being made towards competency in the other areas:

1. Spiritual development of children and youth 2. Christian education ministry 3. Retreat/outdoor ministry development 4. Inter-generational ministry 5. Gifts assessment 6. Marking faith and life transitions 7. Youth leadership development 8. Bible study/worship 9. Prayer

 

 

10. Pastoral care 11. Mission/servant events 12. Congregational awareness of youth and family ministries

III. Administrative Proficiencies We believe that it is vital for adults working with youth to be able to demonstrate competency in both these categories:

1. Risk Management a. Initiating best practices that keep young people, your staff your volunteers and

you safe. b. Developing and implementing policies and programs that are legally sound for

your state. c. Sustaining screening, training, policy development, and supervision. d. Excellent, appropriate, and available referrals for professional help for youth and

families.

2. Administration a. Crisis Management: Working with youth and families in crisis. b. Communication skills including print, media, internet, etc. c. Strategic planning for youth and family ministry d. Volunteer recruitment, training and evaluation e. Finances: fundraising and budgeting

IV. Professional Growth Component Personal and professional growth is vital to the development of the individual in ministry. We believe that this growth happens within the framework of personal renewal, continuing education, and networking and support. We believe that these things are critical to personal and professional growth.

• Maintaining annual membership in the ELCA Youth Ministry Network. • Participating in at least one ELCA YM Network Extravaganza or other ELCA Network event every

three years. • Participating in at least 20 contact hours of quality continuing education annually. • Coaching or mentoring relationships • Networking with other Y&F ministry professionals

V. Degree (applicable to those who are professionals in youth and family ministry) The ELCA Youth Ministry Network encourages formal education. Individuals who feel called to youth and family ministry professionally should have received a bachelor’s degree or a graduate degree in a field appropriate to the designated field of specialization is required.. VI. Development of a Waiver System We recognize that congregational youth and family ministry is not a “one size fits all” vocation. Individuals will come to this ministry with a variety of gifts, experiences and skills. Knowing this, we recognize that as our standards and guidelines develop, and as a system is put into place to recognize those who have met the Network’s standards and guidelines, a system of waivers for providing flexibility will need to be established. The goal of setting a high standard of excellence is intended not to close doors for people, but rather is to guide people into becoming the best possible youth ministers as possible, in the name of Jesus Christ. VII. Next Steps Phase II of initiating this goal will involve:

• Receiving feedback on this proposal and editing these standards • Discussion around creating a system for communicating these standards across the church • Discerning a system for tracking these standards and guidelines for individuals

 

 

• Establishing ways to demonstrate and measure competencies. Standards and Guidelines Team: Tammy Jones West, AIM; Team Leader Eric Griggs Jo Mueller, AIM Chris Turner Beth Smallbeck Julie Miller Rev. Scott Searl Rev. Rick Schowalter

 

partnerships Partnerships are more than what the Network “does”, or “is involved with.” Partnerships are a part of our DNA. It is literally through healthy, vibrant partnerships that this Network was formed, and largely through them that it has been sustained. Text from our Vision 1 Materials on Partnership: Our goal: That focused networks are connected, relationships are strengthened, gifts are discovered and greater potential unleashed within all communities. Partnerships within the scope of the Network are complicated. There are both relational and financial components to be tended. As the Network has grown in scope, and as financial resources from other sources have diminished, there is a need to better clarify and define these relationships. Our partner organizations hold values and practices that are not in conflict with the mission and vision of the Network as set by its Board of Directors and as interpreted by its Executive Director. To that end, we suggest these three categories of partnership that hopefully enhance the relationships between the Network and its partner organizations:

Discount Partner Organizations: The partner brings: Discounts to services for

Network members. The Network brings: Support and prayer. All the same benefits given

to Silver and Gold partners, on an ala carte, at cost basis.

An invitation to the Partnership Table at cost.

(examples of these kind of partnerships would include organizations like Hertz, or TXTSignals.)

Silver Partner Organizations: The partner brings: Support and prayer. Discounts to services for

Network members. A willingness to share its

wisdom, knowledge and leadership for the community.

Ongoing participation in the mission of the Network and the children, youth and family ministry movement

Minimum of $3000 in annual financial support*.

The Network brings: Support and prayer. 1 Network Membership 1 Extravaganza Registration 1 half-page ad in the E

Program Book 1 half-page ad/year in 1 issue

of “Connect” 1 Exhibit Table at the

Extravaganza Being listed in a new

“Partners” menu on the front page of the Network web site

Part of regular rotating “partner of the week” side bar article in weekly e-news with link to web site

Fee for first Entrepeneurial Workshop at E waived.

Access to Network membership database once per year.

Recognition as a Silver Partner in the E Program Book and Extravaganza Registration Brochure

Invitation to annual Spring “Partnership Table”

Gold Partner Organizations: The partner brings: Support and prayer. Discounts to services for

Network members. A willingness to share its

wisdom, knowledge and leadership for the community.

Ongoing participation and leadership in the mission of the Network and the children, youth and family ministry movement.

Minimum of $5000* in annual financial support

The Network brings: Support and prayer 3 Network Memberships 3 Extravaganza Registrations 1 full-page ad in the E Program

Book 1 full-page ad/year in 1 issue

of “Connect” 1 Exhibit Table at the

Extravaganza Being listed in a new

“Partners” menu on the front page of the Network web site

Part of regular rotating “partner of the week” side bar article in weekly e-news with link to web site

Fee for all Entrepeneurial Workshops at E waived.

Access to Network membership database once per year.

Recognition as a Gold Partner in the E Program Book and Extravaganza Registration Brochure

Invitation to annual Spring “Partnership Table”

* = The Executive Director will be empowered to negotiate this amount as needed to meet the needs of the different organizations